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HomeMy WebLinkAbout10.05.15 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 OCTOBER 5, 2015 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OFALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) Swearing-in Ceremony for New Farmington Fire Department Officers Sworn-in b) Minnesota Manufacturing Week October 1-10, 2015 c) Proclaim October 2015 as Community Planning Month Proclaimed 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 (9/21/2015 Regular)—Administration Approved b) Set Public Hearing on Economic Development Authority Composition— Administration October 19, 2015 c) Adopt Resolution Awarding the Sale of Rescue 1 —Fire R47-15 d) Amend the Fire Department Capital Improvement Plan—Fire Approved e) Adopt Resolution Accepting Monetary Donation to Farmington Fire Department—Fire R48-15 f) Adopt Resolution Accepting Donation from Farmington Lion's Club to the Rambling River Center—Parks and Recreation R49-15 g) Adopt Resolution Accepting Donations to the Rambling River Center— Parks and Recreation R50-15 h) Adopt Resolution Accept Donations for Sponsorship of the Movie in the Park Event—Parks and Recreation R51-15 i) Approve AFSCME Clerical,Technical, Professional Unit Settlement— Human Resources R52-15 j) Approve AFSCME Maintenance Unit Settlement—Human Resources R53-15 k) Acknowledge Resignation Municipal Services—Human Resources Acknowledged 1) Acknowledge Resignation Fire Department—Human Resources Acknowledged m) Appointment Recommendation Fire Department—Human Resources Approved n) Approve Seasonal Hiring—Human Resources Approved o) Approve Bills Approved REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda. If you wish to address the Council regarding any or all of the items on the Regular Agenda,please address the item when the item is discussed. Speakers will be given at least three minutes to speak per item.Additional time may be granted to speakers representing two or more persons.) 8. PUBLIC HEARINGS a) Adopt Resolution Certification of Delinquent Municipal Services to the 2016 Tax Rolls—Finance R54-15 b) Adopt Resolution Municipal Consent 2016 TH-3 Project and 2017 TH-50 Project—Engineering R55-15 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) 2015 Summer Ice Financial Report—Parks and Recreation Information Received b) Present New City Logo Options—Human Resources Information Received 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Approve Staffing Changes in the Police Department—Human Resources Approved 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. d ` i' City of Farmington Street Farmington, Minnesota \ � 651.280.6800 -Fax 651.280.6899 '.4r.a�o,e+'. www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David J. McKnight, City Administrator SUBJECT: Swearing in Ceremony for New Farmington Fire Department Officers DATE: October 5, 2015 INTRODUCTION At your meeting on October 5, 2015 a number of new Farmington Fire Department officers will be sworn in. DISCUSSION With some recent reorganization in the department and some retirements, a number of new officers will be sworn in at your meeting tonight. The following individuals will take the oath of office at your meeting- Mark Arens-Captain Bob Eibner-Lieutenant Rick Fischer-Lieutenant Brian Hanson-Lieutenant Matt Price-Lieutenant Doug Rowe-Lieutenant BUDGET IMPACT NA ACTION REQUESTED City Administrator McKnight will swear in the new Farmington Fire Department officers. Congratulate these officers as they continue their service to our community. �a��rrii�► City of Farmington p 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Adam Kienberger, Community Development Director SUBJECT: Minnesota Manufacturing Week DATE: October 5, 2015 INTRODUCTION Each year the Governor of Minnesota declares a week in October as "Minnesota Manufacturing Week." The State of Minnesota encourages cities to proclaim October 1-10 as Minnesota Manufacturing Week to recognize the contributions manufacturing jobs make to our local and state economies. DISCUSSION The Minnesota Department of Employment and Economic Development each year provides data on the manufacturing economy in Minnesota. Some notable statistics include: Economic Impact Manufacturing contributes $43.9 billion to the state economy and accounts for 14%of Minnesota's gross domestic product. Employment Impact • Minnesota has 311,880 manufacturing jobs statewide,which is 13 percent of all private-sector jobs. • According to the National Association of Manufacturers,the average manufacturing job supports another 1.58 jobs in other segments of Minnesota's economy. That's another 493,000 jobs. Combined then,manufacturing supports almost 805,000 jobs, or 30 percent of total employment in the state. • Across the state,manufacturing accounts for between 6 percent and 18 percent of total employment, depending upon the region. With just over 50 percent of total employment,Roseau County has the highest concentration of manufacturing jobs in the state. Pocketbook Impact • Manufacturing has the second-largest total payroll of any private-sector industry at$19 billion annually in 2014. • Manufacturing pays an average annual wage of$61,048. That's $10,000(or 18 percent)higher than the average wage in all other industries. BUDGET IMPACT None. ACTION REQUESTED Proclaim October 1-10, 2015 as Minnesota Manufacturing Week in the City of Farmington. ,ATTACHMENTS: Type Description D Exhibit Mayor's Proclamation D Exhibit Governor's Proclamation minnesota MAN FAMTURING WEEK a g OCTOBER 1 - 1C ' 2015 54: 111111111L -1111111111111111•11111k Mayor's Proclamation City of Farmington Proclamation Whereas The manufacturing industry is a dynamic part of Minnesota's economy, and promotion of this sector's strength, success and high quality of life is an integral part of Minnesota's economic development strategy; and Whereas Manufacturing directly and indirectly supports more than 805,000 high- skill, high-wage jobs,which significantly contribute to Minnesota's high standard of living and economic vitality; and Whereas Manufacturing has the second-largest total payroll among private-sector businesses in Minnesota, providing$19 billion in wages; and Whereas Manufacturing produces $43.9 billion in state economic impact or 14 percent of our gross domestic product; and Whereas Manufactured exports bring nearly$20 billion into Minnesota's economy. Now, therefore, I Todd Larson, Mayor of Farmington do hereby proclaim that the week of October 1 to October 10,2015 shall be observed as: MINNESOTA MANUFACTURERING WEEK in the City of Farmington on this fifth day of October, Two Thousand and Fifteen. MAYOR ..00-2; n iic Vzoies$�`� STATE of MINNESOTA WHEREAS: The manufacturing industry is a dynamic segment of Minnesota's economy,and an integral part of the state's quality of life and economic development strategy; and WHEREAS: Manufacturing has the second largest total payroll among business sectors in Minnesota,providing over$19 billion in wages;and WHEREAS: Manufacturing contributes almost$44 billion to the Minnesota economy in 2014,and is the second-largest industry(14 percent)contributing to our gross domestic product;and WHEREAS: Manufacturing exports brought more than$19.7 billion into the Minnesota economy in 2014;and WHEREAS: Manufacturing provides over 310,000 highly skilled,high paying jobs,which significantly contribute to Minnesota's high standard of living and economic vitality. NOW,THEREFORE,I,MARK DAYTON,Governor of Minnesota,do hereby proclaim the week of October 1-10,2015,as: MINNESOTA MANUFACTURERS WEEK in the State of Minnesota. IN WITNESS WHEREOF,I have hereunto set r _ my hand and caused the Great Seal of the State ,,, A:.,,4, of Minnesota to be affixed at the State Capitol ._ this 2l day of September. ' - " '05/1 GOVE OR V,_,,, (p„) , 0 • SECRETARY OF STATE ,� City of Farmington ® 430 Third Street Farmington,Minnesota 14%* 651.280.6800 -Fax 651.280.6899 .,,PO„r•�'". www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Tony Wippler, Planning Manager SUBJECT: Proclaim October 2015 as Community Planning Month DATE: October 5,2015 INTRODUCTION Attached, is a proclamation for Community Planning Month. DISCUSSION Each year the month of October is designated as National Community Planning Month. This provides the City of Farmington with an opportunity to recognize the participation and dedication of the members of the Planning Commission and other citizen planners who have contributed their time and expertise for the betterment of our community. The 2015 theme is Healthy Communities, Healthy People. This theme underscores the impact that the built environment can have on residents'health. BUDGET IMPACT NA ACTION REQUESTED Proclaim the month of October 2015 as Community Planning Month in the City of Farmington. ATTACHMENTS: Type Description d Backup Material Community Planning Month Proclamation COMMUNITY PLANNING MONTH PROCLAMATION WHEREAS,change is constant and affects all cities,towns,suburbs,counties,boroughs, townships,rural areas,and other places;and WHEREAS,community planning and plans can help manage this change in a way that provides better choices for how people work and live;and WHEREAS,community planning provides an opportunity for all residents to be meaningfully involved in making choices that determine the future of their community;and WHEREAS,the full benefits of planning requires public officials and citizens who understand, support,and demand excellence in planning and plan implementation;and WHEREAS,the month of October is designated as National Community Planning Month throughout the United States of America and its territories,and WHEREAS,the 2015 theme is Healthy Communities, Healthy People. WHEREAS,The American Planning Association and its professional institute,the American Institute of Certified Planners,endorse National Community Planning Month as an opportunity to highlight the contributions sound planning and plan implementation make to the quality of our settlements and environment;and WHEREAS,the celebration of National Community Planning Month gives us the opportunity to publicly recognize the participation and dedication of the members of planning commissions and other citizen planners who have contributed their time and expertise to the improvement of the City of Farmington;and WHEREAS,We recognize the many valuable contributions made by professional community and regional planners of the City of Farmington and extend our heartfelt thanks for the continued commitment to public service by these professionals; NOW,THEREFORE,BE IT RESOLVED THAT,the month of October 2015 is hereby designated as Community Planning Month in the City of Farmington in conjunction with the celebration of National Community Planning Month. Adopted thisy Day o ,2015. Mayor 1- Miis,, City of Farmington 430 Third Street Farmington, Minnesota Q 651.280.6800 -Fax 651.280.6899 �,, ' . pa,,,* www.cifarmington.mn.us TO: Mayor, Councmmbers and City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Approve City Council Minutes (9/21/2015 Regular)-Administration DATE: October 5,2015 INTRODUCTION Attached are the September 21, 2015 city council minutes for approval. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the September 21,2015 city council minutes. ATTACHMENTS: Type Description D Exhibit Council Minutes (9/21/2015 Regular) COUNCIL MINUTES REGULAR September 21, 2015 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OFALLEGL4NCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson,Bartholomay, Bonar, Pitcher Members Absent: Donnelly Also Present: Joel Jamnik, City Attorney;David McKnight, City Administrator; Robin Hanson,Finance Director;Jim Larsen,Fire Chief;Adam Kienberger, Community Development Director;Randy Distad, Parks and Recreation Director;Brenda Wendlandt,Human Resources Director;Rick Fischer,Jim Schmitz,Mike Poot, Matthew Price, Fire Department Members;Cynthia Muller, Executive Assistant Audience: Marjorie Koski,Jim Schmitz,Rick Fischer, Sharon Kinard, Marlene Swantek,Mary Christensen,Don Summers,Nancy Bohn, Shelly Eldridge,Mr&Mrs Robert Vidas,Kay Bennett,Josh Hampsher,Jake Cordes, Melissa Sauser 4. APPROVE AGENDA Councilmember Pitcher pulled item 7h)Seasonal Wage Schedule for discussion and separate vote. Councilmember Bonar pulled item 7b)Joint Powers Agreement for Fire Marshal services with the City of Lakeville for discussion and separate vote. MOTION by Bartholomay, second by Pitcher to approve the Agenda. APIF,MOTION CARRIED. 5. ANNOUNCEMENTS a) Update on Recent Farmington Fire Department Training The Fire Department received hands-on training and leadership training from Chief Craig Hauge of the Hanover Park, IL Fire Department. Fire Department members Rick Fischer,Jim Schmitz,Mike Poot and Matt Price spoke on various aspects of the training. 6. CITIZEN COMMENTS a) Rambling River Center Members Members of the Rambling River Center were in attendance to express their concerns regarding the part-time Rambling River Center position being tabled. Ms.Marjorie Koski has been a member of the Rambling River Center for five years. In March the assistant at the Rambling River Center moved to a full time position at City Hall. In the last six months there has not been a part time Council Minutes(Regular) September 21,2015 Page 2 assistant at the senior center. The recreation supervisor has run the center on her own with a lot of help from volunteers. Interviews were held for a senior center assistant,then at the last Council meeting the appointment was tabled for 90 days. Ms.Koski stated this is their busiest time and the supervisor's plate is overflowing. There was a period of time where the supervisor was absent and there was no one to take over. This is putting the seniors in a bad spot. Ms. Koski contacts volunteers to work at the center. Prior to six months ago, she needed to fill only three shifts in the morning. For the last six months every morning and afternoon she has to have a volunteer there. Ms.Koski asked Council to reconsider tabling this position. She felt bad for the candidate who had to be told the position was tabled. The seniors wanted Council to know how important this position is. They have met all their quotas. There are many people attending the senior center and they want to keep it going. Room rental is up this year and also new membership. It is amazing what is provided at the senior center. A lot of people have nowhere to go and they look forward to coming to the senior center. Everyone is working harder and they would like to have an assistant hired. Ms.Kay Bennett,member of the Rambling River Center, stated the center's actual cost versus budget is always lower. They do not spend the amount of money they are entitled to spend. They had over 15,285 people come through the center last year. The seniors support the town because they do not drive out of town. All their shopping is done in town. In 2005 they took over the former city hall building and cleaned and remodeled and had it paid off in less than the amount of time allotted. Mr.Roger Wood,member of the Rambling River Center, had two subjects. He commended the Council for getting McNamara to do the work in the Henderson Addition. They worked very hard and were very accommodating. Regarding the Rambling River Center,when the supervisor was hired she had an assistant,now she doesn't have that. That is like sending the snow plows out,but taking half of them off the road. It makes it difficult to get the job done. He knows the budget is not set yet, so he would like Council to reconsider the assistant position. Mr.Josh Hampshire, 1084 Pine Street, representing New Heights Christian Fellowship Church, stated they have been meeting at the Rambling River Center for the last four years. They are very pleased with the center and the staff. It has been a great facility and they have a wonderful relationship with staff. He asked that Council reconsider the assistant position. The supervisor has a lot on her plate and she does a good job. He would like to see her get more help. Mayor Larson thanked them for their comments. The city is under a tight budget and that is the reason it was tabled. Council is trying to keep taxes as low as Council Minutes(Regular) September 21,2015 Page 3 possible for everyone, including those with fixed incomes. Council will consider their comments. 7. CONSENT AGENDA MOTION by Bartholomay, second by Pitcher to approve the Consent Agenda as follows: a) Approved Council Minutes(9/8/15 Regular)(9/14/15 Work Session)- Administration c) Adopted RESOLUTION R44-15 Accepting Park Bench Donation—Parks and Recreation d) Adopted RESOLUTION R45-15 Accepting Donation from Happy Harry's Furniture to the Rambling River Center—Parks and Recreation e) Approved Appointment Recommendation Fire Department—Human Resources f) Approved Appointment Recommendation Fire Department—Human Resources g) Approved Appointment Recommendation Fire Department—Human Resources i) Approved Bills-Finance APIF,MOTION CARRIED. b) Joint Powers Agreement for Fire Marshal Services with the City of Lakeville —Fire Fire Chief Larson stated they would like to enter into a joint powers agreement with Lakeville for fire marshal services. The city has been without a fire marshal most of this year. His certification in fire inspection services is not transferable to Minnesota. Lakeville has had to provide inspections of buildings for us. This agreement would allow Lakeville to bill us for these services. Council asked how we will budget for this and estimated costs. The agreement appears to be open ended and how long would Council want to have these services. Is there a long-term objective for fire marshal duties? Fire Chief Larson stated there is no closure date for the agreement. He has submitted a recommendation for the addition of a fire inspector position,but that position is not funded as of this time and he does not know when it will be. The costs for the services will come from fire department professional services. The cost in the last two months has been$1,000. The objectives will depend on the needs of the businesses and construction. The objective long term is to have a fully funded full time position. Short term we will try to find classes for some part time personnel who can be certified as fire inspectors,but they work full time jobs during the day. It has been some time since we have performed annual fire alarm inspections in the community. We need to find a way to fund this position. Currently Lakeville is only providing time and material. We have no one that is certified in the plan review process for fire items. A fire marshal would do home daycare inspections, commercial inspections for buildouts,and pyro technique inspections. Council Minutes(Regular) September 21,2015 Page 4 Council asked if there could be a cap amount. Staff stated we are billed for the work performed so a cap cannot be determined. Council asked if the fire inspector position would be full time or part time and would there be enough work for full time. Fire Chief Larson envisions a full time combined position to handle fire prevention,public education and fire investigations. There has been federal aid available from time to time and staff would look for any available grants. MOTION by Bartholomay, second by Bonar to approve the joint powers agreement with the city of Lakeville for fire inspection services. APIF,MOTION CARRIED. h) Approve Seasonal Wage Schedule—Human Resources Councilmember Pitcher noted there are some positions that we are bringing up to minimum wage which is good, but there are some with a large percentage increase. He would be okay with a nominal increase. He asked what the approximate dollar amount is for the difference. Human Resources Director Wendlandt stated straight costs amount to an increase of$13,800. If you look at keeping in place the current seasonal wage schedule, adding the cost of living adjustments, move people to the next step,that cost is $8,500, so the net increase to the budget is$5,300. The seasonal wage scale has not been reviewed since 2007. Last year the minimum wage went up to $8 and those below that were adjusted. The wage schedule for seasonals was not adjusted. This year compared to the market in both the public and private sector we are behind the market. There has been a significant decline in seasonal applications. The new seasonal wage structure has been set so next year we only have to bring some positions up to the next minimum wage increase. MOTION by Bartholomay, second by Pitcher to approve the seasonal wage schedule. APIF,MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) City of Farmington Rating Upgrade-Finance The city has received a debt rating upgrade from Standard and Poor's from AA- to AA. Council and staff have been working on this for five years. This upgrade is due to work to improve the city's financial performance, strengthen management's oversight,update and improve the city's financial policies and practices and improve the city's debt position. This will lower the cost of future borrowing. The last upgrade was in 2008. City Administrator McKnight thanked all staff for the work that resulted in this significant achievement. Council also thanked staff for their work on achieving Council Minutes(Regular) September 21,2015 Page 5 this. This will help us greatly with future borrowing and will help to keep taxes down. b) Approve Resolution Awarding Sale of$3,050,000 General Obligation Street Reconstruction Bonds,Series 2015A-Finance The 195th Street project will be paid for through MSA funds, an internal fund loan and bonds. Ms. Shelly Eldridge,Ehlers&Associates, stated eight bids were received. The low bidder was Piper Jaffray&Co,who submitted a premium bid. We were able to lower the amount of borrowing by$160,000. Interest rates were also half a percent lower than estimated. We received$136,000 in premium. The bond amount is now$3,050,000. This results in a total savings of$206,000 over the life of the bond which is 14 years. MOTION by Bartholomay, second by Bonar to adopt RESOLUTION R46-15 awarding the sale of$3,050,000 General Obligation Street Reconstruction Bonds, Series 2015A to Piper Jaffray&Co. APIF,MOTION CARRIED. c) Approve Appointments to the Downtown Redevelopment Plan Task Force— Community Development Community Development Director Kienberger recommended Council appoint members to a Downtown Redevelopment Plan Task Force. Members are: Kris Akin—Downtown Building Owner Heidi Cunningham—ISD 192 Director of Community Education Ed Endres—Pizza Man/Downtown Business Owner John Franceschelli III—Heritage Preservation Commission Chair Nicole Gorman—Rambling River Center Chris Kulus—Farmington Business Association President David McMillen—Parks and Recreation Commission Chair Dirk Rotty—Planning Commission Chair Barb Svoboda—Farmington Library Manager Janie Tutewohl—Janie's Home Team/Market on Oak Downtown Business Owner Steve Wilson—Economic Development Authority Megan Richards—Student Representative Farmington High School MOTION by Bartholomay, second by Pitcher to appoint the above people to the Downtown Redevelopment Plan Task Force to assist and guide the creation of the Downtown Redevelopment Plan. APIF,MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Pitcher: This is Homecoming week. He encouraged everyone to be safe and make good choices. Shop and dine local. Council Minutes(Regular) September 21,2015 Page 6 Mayor Larson: This is Homecoming week. Watch for kids and be safe. Shop local. 14. ADJOURN MOTION by Pitcher, second by Bonar to adjourn at 8:17 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant �o �► City of Farmington I p 430 Third Street Farmington,Minnesota oI 651.280.6800 -Fax 651.280.6899 4-.4 +� www.cifarmington.mn.us TO: Mayor, Council members and City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Set Public Hearing on Economic Development Authority Composition-Administration DATE: October 5,2015 INTRODUCTION The city council has requested staff bring a recommendation to the city council to change the composition of the Economic Development Authority. DISCUSSION Currently the EDA is comprised of two city councilmembers and three residents. The EDA is recommending changing the composition by adding two school board members effective February 1,2016. An enabling resolution and ordinance need to be approved at a public hearing to be held on October 19, 2015, to change the composition. BUDGET IMPACT The budget impact of this composition change will be included in the ordinance. ACTION REQUESTED Direct staff and the city attorney to prepare an enabling resolution and ordinance to change the composition of the EDA and schedule a public hearing for the October 19, 2015 city council meeting. 0I4#4 City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 .4 .°, www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Jim Larsen, Fire Chief SUBJECT: Adopt Resolution Awarding the Sale of Rescue 1-Fire DATE: October 5, 2015 INTRODUCTION Adopt a resolution to award the highest bid for the previously approved sale of Farmington Fire Department Rescue 1. DISCUSSION The city council previously approved the sale of Rescue 1 through a sealed, competitive bid process. Sealed bids were opened on September 21, 2015. The highest bid of$130,000.00 was received from Brindlee Mountain Fire Apparatus, LLC of Union Grove,Alabama. There were no other bids received. BUDGET IMPACT None ACTION REQUESTED Adopt the resolution awarding the highest bid for the sale of Rescue 1 to Brindlee Mountain Fire Apparatus, LLC in the amount of$130,000 and finalize the sale. In addition, authorize the city administrator to sign any documents related to the sale of this vehicle. ATTACHMENTS: Type Description D Cover Memo Resolution-Award Sale of Rescue 1 RESOLUTION NO. R47-15 AWARDING THE SALE OF FFD RESCUE 1 Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington was held at the Farmington City Hall on the 5th day of October 2015 at 7:00 p.m. Members Present: Larson, Bonar, Donnelly, Pitcher Members Absent: Bartholomay Member Donnelly introduced and Member Bonar seconded the following: WHEREAS,the Farmington Fire Department wishes to sell Rescue 1, a 2005 Emergency One Typhoon Heavy Rescue unit; and WHEREAS,the City of Farmington advertised a competitive, sealed bid process for the sale of Rescue 1 and opened said bids on Monday September 21, 2015. NOW THEREFORE BE IT RESOLVED that,after due consideration,the Mayor and City Council of the City of Farmington, Minnesota, hereby award the highest bid of$130,000.00 to Brindlee Mountain Fire Apparatus LLC and authorize the City Administrator to complete the sale of Rescue 1. This resolution was adopted by recorded vote of the Farmington City Council in open session on the 5th day of October 2015. Todd Larson, Mayor Attested to the 64-4 day of October 2015. Cett David McKnight, City • distrator SEAL 01419 City of Farmington p 430 Third Street Farmington,Minnesota Q 651.280.6800 -Fax 651.280.6899 r,A � r0.� www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Jim Larsen, Fire Chief SUBJECT: Amend the Fire Department Capital Improvement Plan-Fire DATE: October 5,2015 INTRODUCTION The Farmington Fire Department is seeking to amend/update the Capital Improvement Plan(CIP). DISCUSSION With the recent sale of Rescue 1 the FFD seeks to amend the CIP to reflect the changes in the fleet. During the 2016 budget preparations staff put in a"place holder" of$90,000.00 as an estimate of a sale price for Rescue 1. The winning bid was subsequently$130,000.00. There is a need to update and upgrade the extrication capabilities of the remaining fire department fleet. Staff recommends that a portion of the revenues from the sale of Rescue 1 be earmarked for the purchase of extrication equipment, stabilization struts, air bags,modifications to current cabinetry,and other equipment as needed to fully outfit both Engine 1 and Engine 22 at a cost not to exceed$40,000.00. If the cost of these items is less than$40,000.00 then the additional revenue would remain in the FFD CIP to be used for future needs. BUDGET IMPACT None. The revenue to be received from the sale of Rescue 1 exceeds the projected sale amount by $40,000.00. ACTION REQUESTED Amend the Farmington Fire Department Capital Improvement Program as proposed. ATTACH1MENTS: Type Description Backup Material Proposed Fire Department CIP x N x 75 c 0 O VI O LL JEII N O'I e�-1 0 N N O v s n Tta..I . II c n IiIF N Oa N N N Rs 0_ v N N ) �ar I 11101 °. ° ° ° +n lL II a/. tI o u. LI) ri O N N n N N O m o°A O N a o o Q H 0.1. U e'I ci ul U■■ II 11111 ■ ■■■ ° C O O p O O O '.to O an o N N vM O N N O III i II O O O O O M O O N /H N N t00 I I I III LU e-I N N O ^ IlIF O y n O m O �O II w N N N Lo .p aA N N N `^ - v N IA 00 • O O N• L V^"n o N °o °o '3 V CO D w CP III ) N N N . O!1 m d V N aM1N �O .` 4 CIS 1 • N V IllOhlililt O 0• W Lo -O aA d LL M v N- VN .y p Y ? Q v a 1-11 n G1 Y d U d L v a m y 0 00 O d d m V C ~O U y - -.E' N O .i cn U E N N a o a > o n vl O c O 0 N y w I- N tu v m d v a °m N tu tIJ w O .00 n a a • = p N i Y f W O. W C 0 N 0a Z CO 6 'OC c a Lo 2 d N .a m W 9 2 ✓ U al O O O O! N N O Opp 2 C Q H F E N N C r W a! LL In z w E -c .y m m 3 w m u c d Oi cn co cc c, a 3 ; a a 3 ° o N °- m C to o CO rI • Qa N Z ey N N w w v v• N of A 2 N Q a to O 0 0 z a x x x > > > > a1 E - c w O` rc In In In c n E Q D 0 ¢ = D_ O w l7 'm > v v C C •C 0 _ H 2 E x Q 0 0 M °C z c cc cc z :c t :c 0 Ic Ia 0 = -0 4 lJ - 0 < O 0 ✓ LL W W m m m U U U U Z H LL Q N I- Q oEFp►R City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 .4 no www.ci.farmington.mn.us TO: Mayor, Counci7members and City Administrator FROM: Jim Larsen,Fire Chief SUBJECT: Adopt the Resolution Accepting Monetary Donation to the Farmington Fire Department-Fire DATE: October 5,2015 INTRODUCTION The Farmington Fire Department(FFD)is requesting the adoption of a resolution accepting a monetary donation from Farmington residents. DISCUSSION Mr. Donald E. Sommers and Mrs. Donna Summers recently sent a card of thanks addressed to the Farmington Fire Department with a check for$50.00 to be used for"what you need." The members of the FFD are very grateful for the continuing support we receive from our community and are proud to serve. BUDGET IMPACT None ACTION REQUESTED Adopt the resolution accepting the$50.00 donation from Mr. &Mrs. Summers and express thanks for this nice gesture. ATTACHMENTS: Type Description D Resolution Summers Monetary Donation RESOLUTION NO. R48-15 ACCEPTING DONATIONS TO THE FARMINGTON FIRE DEPARTMENT Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington was held at the Farmington City Hall on the 5th day of October 2015 at 7:00 p.m. Members Present: Larson, Bonar, Donnelly, Pitcher Members Absent: Bartholomay Member Donnelly introduced and Member Bonar seconded the following: WHEREAS,the Farmington Fire Department provides fire and emergency medical services; and WHEREAS,the citizens of Farmington from time to time acknowledge the good works of the Farmington Fire Department through monetary donations. NOW THEREFORE BE IT RESOLVED that, after due consideration, the Mayor and City Council of the City of Farmington, Minnesota, hereby accept the monetary donation of$50 from Mr. and Mrs. Donald E. Summers to the Farmington Fire Department to be used towards the purchase of needed public education supplies. This resolution was adopted by recorded vote of the Farmington City Council in open session on the 5th day of October 2015. Todd Larson, Mayor Attested to the C' day of October 2015. 1 (mss 4/t. . ')(} Davi McKnight, City Adr '! rator SEAL a�FANi,�► City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 '-in apati .• www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Adopt Resolution Accepting Donation from Farmington Lion's Club to the Rambling River Center-Parks DATE: October 5, 2015 INTRODUCTION Money was recently donated by the Farmington Lion's Club to the Rambling River Center(RRC)for the purchase of new chairs. DISCUSSION Staff has recently undertaken a campaign to raise funds for the replacement of all chairs in the RRC. It is estimated it will cost approximately$27,000.00 to purchase 234 chairs in order for all of the existing chairs to be replaced. Approximately 40%of the chairs in use at the RRC were reused from the old City Hall when the building was renovated into the RRC building. It is likely these chairs are approaching at least 15 years of age. The condition of these chairs continues to deteriorate and as this has occurred,the inventory of chairs available for seating has decreased. The remaining approximately 60% of the chairs were purchased during the Show You Care Buy a Chair campaign that the Dakota Dreamcatchers 4H Club initiated and completed back in 2005,which means these chairs are 10 years old. Many of these chairs cloth seats and back areas have become stained and the frames are starting to deteriorate. Some of these chairs have also had to be removed from our current inventory of chairs available for seating given their condition. The Farmington Lion's Club was the first organization to be approached about a donation and they have accepted the challenge with a donation of$2,000.00. The Farmington Lion's Club just recently provided a check in this amount to staff The$2,000.00 donation will be set aside in the Rambling River Center's Capital Improvement Fund and will be used for the purchase of new chairs after additional funds are raised. It is in the best interest of the city to accept this $2,000.00 donation from the Farmington Lion's Club so it can be used for the future purchase of new chairs at the RRC. Staff will thank the Farmington Lion's Club on behalf of the city of Farmington for this very generous donation. BUDGET IMPACT NA ACTION REQUESTED Adopt the attached resolution to accept the$2,000.00 donation from the Farmington Lion's Club to the RRC for the future purchase of new chairs. ATTACHMENTS: Type Description D Resolution Donation Resolution RESOLUTION NO. R49-15 ACCEPT DONATION OF $2,000.00 FROM THE FARMINGTON LION'S CLUB TO THE RAMBLING RIVER CENTER 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 5th day of October, 2015 at 7:00 p.m. Members Present: Larson, Bonar, Donnelly, Pitcher Members Absent: Bartholomay Member Donnelly introduced and Member Bonar seconded the following: WHEREAS, a donation of$2,000.00 was received from the Farmington Lion's Club to the Rambling River Center; and, WHEREAS, the donation was made for the purpose of purchasing new chairs for the Rambling River Center; and, WHEREAS, the donation will be set aside in the Rambling River Center's Capital Improvement Fund until such time the chairs are purchased; and, WHEREAS, it is required by State Statute that the donation be formally accepted; and, WHEREAS, it is in the best interest of the City to accept the donation. NOW,THEREFORE,BE IT RESOLVED that the city of Farmington hereby accepts with gratitude the generous donation of$2,000.00 from the Farmington Lion's Club to the Rambling River Center, which will be used in the future to purchase new chairs. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of October, 2015. , _ , ... -: ---/----...:-- Mayor Attested to the ell day of October, 2015. ea,-; 1214' Administrator SEAL omit* City of armington Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 .4 rita, www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Adopt Resolution Accepting Donations to the Rambling River Center-Parks DATE: October 5, 2015 INTRODUCTION Money was recently donated in memory of Jim Steege to.the Rambling River Center(RRC)for the purchase of a new outdoor concrete flower container. DISCUSSION Several people recently donated a total of$530.00 to the RRC in memory of Jim Steege. Mr. Steege was a long-time member at the RRC. The money donated will be used to purchase a new flower container that will be placed outside on the new Oak Street entrance area to the RRC. The people who donated this money and amounts in memory of Mr. Steege includes: • Jennifer Pedersen$100.00 • Richard and Robin Pedersen$200.00 • Mary Ann Kerr$30.00 • Linda Pedersen$100.00 • Roger Pedersen$100.00 It is in the best interest of the city to accept these donations. Staff will thank on behalf of the city of Farmington the donors who donated this money in memory of Jim Steege to purchase a new flower container for the RRC. BUDGET IMPACT NA ACTION REQUESTED Adopt the attached resolution accepting the total amount of$530.00 that was donated in memory of Jim Steege by Jennifer Pedersen,Richard and Robin Pedersen,Mary Ann Kerr, Linda Pedersen and Roger Pedersen to the RRC for a new outdoor flower container. ATTACHMENTS: Type Description 0 Resolution RRC Donation Resolution RESOLUTION NO. R50-15 ADOPT RESOLUTION ACCEPTING DONATIONS TOTALING $530.00 TO THE RAMBLING RIVER CENTER 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 5th day of October, 2015 at 7:00 p.m. Members Present: Larson, Bonar, Donnelly, Pitcher Members Absent: Bartholomay Member Donnelly introduced and Member Bonar seconded the following: WHEREAS, the following people made the following donation amounts in memory of Jim Steege that will be used to purchase a new outdoor flower container at the Rambling River Center: Jennifer Pedersen$100.00; Richard and Robin Pedersen $200.00; Mary Ann Kerr$30.00; Linda Pedersen $100.00; and Roger Pedersen $100.00; and, WHEREAS, it is required by State Statute and in the best interest of the City to accept these donations. NOW,THEREFORE, BE IT RESOLVED that the city of Farmington hereby accepts with gratitude the generous donations totaling$530.00 to the Rambling River Center in memory of Jim Steege from the following people: Jennifer Pedersen$100.00; Richard and Robin Pedersen $200.00; Mary Ann Kerr$30.00; Linda Pedersen $100.00; and Roger Pedersen$100.00, which will be used to purchase a new outdoor flower container at the Rambling River Center. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of October, 2015. Mayor Attested to this 6 day of October, 2015. . ti l City Administrator SEAL 411414,6, City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 '". www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad,Parks and Recreation Director SUBJECT: Adopt Resolution Accept Donations for Sponsorship of the Movie in the Park Event- Parks DATE: October 5,2015 INTRODUCTION The Parks and Recreation Department provided a free movie,Big Hero Six,to the community in Rambling River Park on Saturday, September 19,2015 and received two sponsorships. DISCUSSION Two sponsorships of$100.00 each from Family Vision of Farmington and Park Dental of Farmington were solicited and received by Recreation Supervisor Missie Kohlbeck to help offset the cost of showing the Big Hero Six movie in Rambling River Park on Saturday, September 19,2015. There was good attendance at the movie with an estimated 250 people watching the movie. The sponsorships were originally received during the Music in the Park Program,but because all sponsorships had been secured for the Music in the Park concerts,both business owners were in agreement to allow their donation to be used to help sponsor the Movie in the Park event. Staff will communicate on behalf of the city council, the city's appreciation to both business owners for the sponsorships received. BUDGET IMPACT NA ,ACTION REQUESTED Adopt the attached resolution accepting the donations of$100.00 each from Family Vision of Farmington and Park Dental of Farmington for sponsorship of the Movie in the Park event. ATTACHMENTS: Type Description D Resolution Donation Resolution RESOLUTION NO. R51-15 ACCEPT DONATIONS FOR SPONSORSHIPS OF THE MOVIE IN THE PARK EVENT 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 5th day of October, 2015 at 7:00 p.m. Members Present: Larson, Bonar, Donnelly, Pitcher Members Absent: Bartholomay Member Donnelly introduced and Member Bonar seconded the following: WHEREAS, the Family Vision of Farmington and Park Dental of Farmington each paid $100.00 to help sponsor the Movie in the Park event that was held on September 19, 2015; and, WHEREAS, it is in the best interest of the City and required by State Statute to accept these donations. NOW,THEREFORE,BE IT RESOLVED that the City of Farmington hereby accepts with gratitude the $100.00 sponsorships each from Family Vision of Farmington and Park Dental of Farmington for the 2015 Movie in the Park event. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of October, 2015. mayor Attested to the � day of October, 2015. CI dministrator DC" SEAL e City of Farmington 6 CI 430 Third Street Farmington,Minnesota o ' 651.280.6800 -Fax 651.280.6899 ' ?.�MOa� www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: AFSCME Clerical, Technical,Professional Unit Settlement-Human Resources DATE: October 5,2015 INTRODUCTION This memorandum has been prepared to update Council on the status of the city's labor settlements with the AFSCME Clerical, Technical,Professional unit. DISCUSSION The city has reached a collective bargaining agreement with the AFSCME Clerical, Technical, and Professional bargaining unit effective January 1, 2016 through December 31,2018. A summary of the changes is attached. Once finalized,the entire collective bargaining agreement may be found on the city's website. BUDGET IMPACT Settlement costs negotiated with the AFSCME Clerical, Technical, and Professional bargaining unit are provided for in the 2016 city budget. When compared to the contract in place for 2015,the increased cost for 2016 is approximately$18,200.00 with$15,000 attributed to wages and$2200.00 towards benefits. Please note that the benefit amount is the net change after the increase to insurance and the effect of the elimination of a position within this bargaining unit. The estimated increase over the life of the contract for wage adjustments is $82,300.00. Due to the affordable care act, staff is unable to estimate health insurance increases for 2017 and 2018 because it is possible that the city will be considered a small employer under the act which will impact the city's health insurance benefit program. ACTION REQUESTED Adopt the attached resolution ratifying the collective bargaining agreement for the Clerical,Technical, and Professional Unit. ATTACHMENTS: Type Description i Backup Material AFSCME CTP Summary ® Resolution AFSCME CTP Resolution �o kRMiy�� City of Farmington 'y 430 Third Street Farmington,Minnesota �° 10 651.280.6800•Fax 651.280.6899 www.cifannington.mn.us 2016—2018 TENTATIVE AGREEMENT The following outlines the tentative agreement reached through the negotiation process with the AFSCME Clerical, Technical, and Professional Unit. 1. Duration: Three year contract A three year contract provides known costs which is beneficial in developing and implementing short and long term financial plans. 2. Insurance: Both parties agree to maintain the current contract language which states: "The Employer's contribution shall cover the cost of single basic life, dental and the 2500/5000 HDHP single coverage at 100%. For Employee plus Child(ren), Employee plus Spouse or Family coverage, the contribution shall be the contribution for the previous year increased or decreased by an amount equal to fifty percent (50%) of the increase or decrease to the HDHP 2500/5000 with HSA coverage option. The employee will pay any excess of the monthly amount contributed by the employer through payroll deduction." The city maintains the current language which is consistent through all collective bargaining agreements. This was important language to maintain because the city faces potential issues regarding health insurance due to the further implementation of the Affordable Care Act in 2017. 3. Wages: • Annual Adjustments: 2016: 2.00% March 1, 2016 2017: 2.50% January 1, 2017 2018: 2.75% January 1, 2018 The annual adjustments included in this contract are at or slightly below the market at this point. 4. Vacation Accrual: Years of Continuous Service Hours of Vacation 1 through 4 80 hours (3.07 hours/pp) 5 through 10 120 hours (4.62 hours/pp) After 10 128 hours (4.92 hours/pp) After 11 136 hours (5.23 hours/pp) After 12 144 hours (5.54 hours/pp) After 13 152 hours (5.84 hours/pp) After 14 through 25 160 hours (6.15 hours/pp) After 17 172 hours (6.62 hours/pp) After 21 184 hours (7.08 hours/pp) After 25 200 hours (7.69 hours/pp) 2 RESOLUTION NO.R52-15 APPROVING WAGE INCREASES BETWEEN THE CITY OF FARMINGTON AND AFSCME, COUNCIL 5,LOCAL UNIT 3815 CLERICAL,TECHNICAL,PROFESSIONAL BARGAINING UNIT FOR THE CONTRACT YEARS OF 2016,2017,AND 2018. 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 5th day of October,2015 at 7:00 P.M. Members Present: Larson,Bonar,Donnelly,Pitcher Members Absent: Bartholomay WHEREAS, the City of Farmington recognizes AFSCME as the exclusive bargaining representative under M. S. Chapter 179A,for the clerical,technical, and professional classifications identified in the collective bargaining agreement; WHEREAS, the City has negotiated in good faith with representatives of AFSCME for the purpose of reaching a collective bargaining agreement for the contract years 2016,2017 and 2018; and WHEREAS, the settlement terms have been successfully negotiated between the City and the membership of AFSCME, Council 5, Local Union 3815 Clerical, Technical, Professional bargaining unit in accordance with procedures established by law. NOW,THEREFORE,BE IT RESOLVED that the City Council of Farmington,Minnesota approves the following: 1) A cost of living adjustment of 2.0%effective March 1, 2016. 2) A cost of living adjustment of 2.5%effective January 1, 2017. 3) A cost of living adjustment of 2.75%effective January 1, 2018. 4) The Employer's contribution shall cover the cost of single basic life, dental and the 2500/5000 HDHP single coverage at 100%. For Employee plus Child(ren), Employee plus Spouse or Family coverage,the contribution shall be the contribution for the previous year increased or decreased by an amount equal to fifty percent (50%) of the increase or decrease to the HDHP 2500/5000 with HSA coverage option. The employee will pay any excess of the monthly amount contributed by the employer through payroll deduction." Adopted by the Farmington City Council this 5th day of October,2015. Mayor Attested to the (ooh day of October 2015. CL. City dministrator SEAL yo�F Rift„ City of Farmington p 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 4 .4 www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: AFSCME Maintenance Unit Settlement-Human Resources DATE: October 5,2015 INTRODUCTION This memorandum has been prepared to update the city council on the status of the city's labor settlements with the AFSCME Maintenance unit. DISCUSSION The city has reached a collective bargaining agreement with the AFSCME Maintenance bargaining unit effective January 1, 2016 through December 31, 2018. A summary of the changes is attached. Once finalized,the entire collective bargaining agreement may be found on the city's website. BUDGET IMPACT Settlement costs negotiated with the AFSCME Maintenance bargaining unit are provided for in the 2016 city budget. When compared to the contract in place for 2015, the increased cost for 2016 is approximately $37,000.00 with$26,500 attributed to wages (including the increase associated with pager pay)and$10,800 towards benefits. The estimated increase over the life of the contract for wage adjustments is $78,400.00. Due to the affordable care act, staff is unable to estimate health insurance increases for 2017 and 2018 because it is possible that the city will be considered a small employer under the act which will impact the city's health insurance benefit program. ACTION REQUESTED Adopt the attached resolution ratifying the collective bargaining agreement for the Maintenance Unit. ATTACHMENTS: Type Description © Backup Material AFSCME Maintenance Summary ci Resolution AFSCME Maintenance Resolution �o�F i4,, City of Farmington ��61s 430 Third Street ` x;;_ Farmington,Minnesota "\ j�o 651.280.6800•Fax 651.280.6899 wwwci.farmington.mn.us 2016—2018 TENTATIVE AGREEMENT The following outlines the tentative agreement reached through the negotiation process with the AFSCME Maintenance Unit. 1. Duration: Three year contract. A three year contract provides known costs which is beneficial in developing and implementing short and long term financial plans. 2. Insurance: Both parties agree to maintain the current contract language which states: "The Employer's contribution shall cover the cost of single basic life, dental and the 2500/5000 HDHP single coverage at 100%. For Employee plus Child(ren), Employee plus Spouse or Family coverage, the contribution shall be the contribution for the previous year increased or decreased by an amount equal to fifty percent (50%) of the increase or decrease to the HDHP 2500/5000 with HSA coverage option. The employee will pay any excess of the monthly amount contributed by the employer through payroll deduction." The city maintains the current language which is consistent through all collective bargaining agreements. This was important language to maintain because the city faces potential issues regarding health insurance due to the further implementation of the Affordable Care Act in 2017. 3. Wages: • Annual Adjustments: 2016: 2.00% March 1, 2016 2017: 2.50% January 1, 2017 2018: 2.75% January 1, 2018 • Differential pay for employees working "out of class" during snow events. For the purposes of snow removal, an employee who has the required license and is required by the EMPOYER to operate one of the following pieces of heavy equipment to plow a route normally performed by an employee in a higher job classification, shall be paid at an amount equal to the minimum of the higher pay grade or at one step above the employee's current rate of pay, whichever is greater. 1. Plow truck with or without the wing attachment. 2. Motor Grader 3. Front End Loader 4. Skid Loader with the plow attachment The city was able to maintain the current "out of classification" language and was able to add language specific to snow plow operations that addresses the issues raised by the union while maintaining the parameters set by the City. 4. Vacation Accrual: Years of Continuous Service Hours of Vacation 1 through 4 80 hours (3.07 hours/pp) 5 through 10 120 hours (4.62 hours/pp) After 10 128 hours (4.92 hours/pp) After 11 136 hours (5.23 hours/pp) After 12 144 hours (5.54 hours/pp) After 13 152 hours (5.84 hours/pp) After 14 through 25 160 hours (6.15 hours/pp) After 17 172 hours (6.62 hours/pp) After 21 184 hours (7.08 hours/pp) After 25 200 hours (7.69 hours/pp) 5. Pager Pay: An employee assigned by the EMPLOYER to be on standby with a pager, shall be compensated as follows: for Monday through Thursday: one (1) hour of straight time per day paid at the top pay rate for the position subject to standby (pager) pay. Friday through Sunday and Holidays: two hours of straight time per day paid at the top pay rate for the position subject to standby (pager) pay. The city and the union worked diligently to find a compromise on this issue and believe that the proposed agreement is equitable for all parties. 2 RESOLUTION NO.R53-15 APPROVING WAGE INCREASES BETWEEN THE CITY OF FARMINGTON AND AFSCME, COUNCIL 5,LOCAL UNIT 3815 MAINTENANCE BARGAINING UNIT FOR THE CONTRACT YEARS OF 2016,2017,AND 2018. 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 5th day of October,2015 at 7:00 p.m. Members Present: Larson, Bonar, Donnelly, Pitcher Members Absent: Bartholomay WHEREAS, the City of Farmington recognizes AFSCME as the exclusive bargaining representative under M. S. Chapter 179A, for the maintenance classifications identified in the collective bargaining agreement; WHEREAS, the City has negotiated in good faith with representatives of AFSCME for the purpose of reaching a collective bargaining agreement for the contract years 2016,2017 and 2018; and WHEREAS, the settlement terms have been successfully negotiated between the City and the membership of AFSCME, Council 5, Local Union 3815 Maintenance bargaining unit in accordance with procedures established by law. NOW,THEREFORE,BE IT RESOLVED that the City Council of Farmington,Minnesota approves the following: 1) A cost of living adjustment of 2.0%effective March 1, 2016. 2) A cost of living adjustment of 2.5%effective January 1, 2017. 3) A cost of living adjustment of 2.75%effective January 1, 2018. 4) The Employer's contribution shall cover the cost of single basic life, dental and the 2500/5000 HDHP single coverage at 100%. For Employee plus Child(ren), Employee plus Spouse or Family coverage,the contribution shall be the contribution for the previous year increased or decreased by an amount equal to fifty percent (50%) of the increase or decrease to the HDHP 2500/5000 with HSA coverage option. The employee will pay any excess of the monthly amount contributed by the employer through payroll deduction." Adopted by the Farmington City Council this 5th day of October,2015. ayor Attested to the 6 44/ day of October 2015. d/r1 dministrator SEAL �► City of Farmington y p 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 44P.4pRol, www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Acknowledge Resignation Municipal Services-Human Resources DATE: October 5,2015 INTRODUCTION The city has received notice that Mr. Randy Bock has resigned from his position as a maintenance worker. DISCUSSION Mr. Bock has been employed with the City of Farmington since January of 2008 and has been a valued member of the organization. The city appreciates his commitment to the organization and wishes him well in his future endeavors. BUDGET IMPACT NA ACTION REQUESTED Acknowledge the resignation of Mr. Randy Bock effective October 9,2015. 4 111i,6 City of Farmington Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 414.4, www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Acknowledge Resignation Fire Department-Human Resources DATE: October 5,2015 INTRODUCTION The city has received notice that Mr. Michael Seelig has resigned from his position as a paid on-call fire fighter. DISCUSSION Mr. Seelig has been employed with the City of Farmington since August of 2014 and has been a valued member of the organization. The city appreciates his commitment to the organization and wishes him well in his future endeavors. BUDGET IMPACT NA ACTION REQUESTED Acknowledge the resignation of Mr. Michael Seelig effective October 8,2015. 4114194,► City of Farmington 4: 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 '44.4 ' www.ci.farmington.mn.us POO TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Appointment Recommendation Fire Department-Human Resources DATE: October 5,2015 INTRODUCTION The recruitment and selection process for the appointment of a paid on-call firefighter in the Fire Department has been completed. DISCUSSION After completing testing, a pre-employment physical, and a thorough review by the Fire Department and the Human Resources Office, a contingent offer of employment has been made to Joshua Grugal, subject to ratification by the city council. Mr. Grugal meets the qualifications for this position. BUDGET IMPACT Fire fighters are paid an hourly rate of$10.75 per hour for all training and call hours. Funding for this position is authorized in the 2015 budget. ACTION REQUESTED Approve the appointment of Mr. Joshua Grugal as a paid on-call firefighter in the Fire Department effective on or about October 1, 2015. QEFARAi,/, City of Farmington st. 44 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 r.4 www.ci.farmington.mn.us TO: Mayor, Council members and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Approve Seasonal Hiring-Human Resouces DATE: October 5, 2015 INTRODUCTION The recruitment and selection process for the appointment of the attached list of winter seasonal staff has been completed. DISCUSSION After a thorough review by the Parks and Recreation Department and the Human Resources Office,offers of employment have been made to the individuals show on the attached spreadsheet, subject to ratification by city counciL BUDGET IMPACT These positions are included in various departmental budgets. ACTION REQUESTED By motion approve the attached seasonal employment recommendations. ATTACHMENTS: Type Description D Backup Material Seasonal Staff Listing 0- I?- f V r-I r-I r-I ri c/1 to 4-cu+ 4-' � � 0 a-, N N N V) N a, 0 8 i i , i i -0 (A 0 0 0 0 0 O O (a (a In . V U U U 4-, 4-, -9 0 (-/ (-9 d C C 4 Vim' � . a) C C C C C Y Y (a (a d0 Oa OO ISa UO N N Y Y C C C C C (U m Y CO CO Y Y im ca a) a) N N N to x x Ca •4+ co 1.11 o N re 4 4 0 0 -I O O 01 01 C igr ns N N a i/1• 4/1- -CA- i/). i/1. i/- i/) i/- i/l- CU w CO C G) a- < CD r O N 1 O N u. E (o y Z z LL LL I- LL! N H J N Z ..0 LLI Q H � N C 4, W C a t fa Z O O >_ N 'L H .3 Z Z a) `° o _, Z au . C ca O in C CD = C 4) W co te C L I++ (Ca >- W >+ as oc a m Q Q h- Z x Q ac 0 0 411tRH94 City of Farmington 430 Third Street so Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 4—.4rta0 www.ci.farmington.mn.us TO: Mayor, Councihnembers and City Administrator FROM: Robin Hanson,Finance Director SUBJECT: Approve Bills-Finance DATE: October 5, 2015 INTRODUCTION Attached are the list of bills for September 17-30, 2015. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the list of bills for September 17-30,2015. ATTACHMENTS: Type Description Exhibit List of Bills 0 ❑ N N N N a0 0) 0) N N N N N N N N N N 10 O O O 0 0 0 O O O O O O O O o O 0 0 0 0 0 ❑ O 0 0 0 0 O O O O O O O O O O O O O O O a0 F O O O o O O O O O O O O O O O O O 0 0 O O 0 (0 c0 f0 m O O N CO CO CO CO CO CO CO (0 (0 fD 0 U 0 0 0 o O O 0 o O o 0 0 0 0 0 0 0 0 O 0 a; O a U) w N 0 W Z u) N 0) 0. 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WWW.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson SUBJECT: Certification of Delinquent Municipal Services to the 2016 Tax Rolls DATE: October 5,2015 INTRODUCTION Please see the attached memo. DISCUSSION ATTACHMENTS: Type Description D Cover Memo Certify Delinquent Utility Bills to 2016 Tax Roll D Resolution Certification Resolution o�E�uiiyc City of Farmington 4. 1s 430 Third Street Farmington,Minnesota %,4119•4, 651.280.6800•Fax 651.280.6899 ...r•A moo- www.cifarmington.mn.us TO: Mayor, Council Members, and City Administrator FROM: Robin Hanson,Finance Director SUBJECT: Certification of Delinquent Municipal Services to 2016 Tax Rolls DATE: October 5, 2015 INTRODUCTION Similar to private businesses the city's municipal services (utilities and other service charges) experience delinquent accounts. Due to the legal issues involved the city does not shut off water to occupied properties. For vacant properties the water may be shut off to assist in preserving the property. Due to the cost involved the city does not utilize collection agencies to collect delinquent accounts. Rather, in accordance with state statute,the city certifies delinquent amounts to the county auditor for collection the following year along with the property owner's other property taxes. DISCUSSION, Minnesota State Statutes 444.075, 429.101 and 443.015 grant municipalities the authority to certify delinquent utility accounts and delinquent billings for weeds,mowing and other city services to the property owner's real estate taxes for collection. Property owners of record with delinquent utility bills and services as of July 31, 2015 were mailed notices and were advised they could avoid certification by paying the delinquent amount in full by 3:30 p.m. October 1,2015. The notice also advised the city council would consider this matter at a public hearing on October 5,2015. At the time of the notice, accounts totaling$466,835.24 were delinquent. In the interim payments have been received and applied to account balances bringing the current amount to be certified as of Wednesday, September 30, 2015 to $345,147.13. (This number will be further updated for you at the council meeting on October 5 for payments received through 3:30 p.m. October 1, 2015.) Last year's public notice amount was $453,493.09 with$287,867.09 or 63%actually certified and added to the owner's property taxes. • Recap of July 31,2015 Delinquent Utility& Other Services Accounts In the Certification Process Unpaid As Of 9/30/15 10/5/2015 9/11/15 Date Council Amounts To Be Notices Sent Memo Written Certified** Total number of pending certification notices mailed 1,074 Amount $466,835.24 345,147.13 $292,646.91 Number of active accounts* 984 591 483 Percent of total number of active(6,734) utility accounts which are delinquent 14.6% 8.8% 7.2% Delinquent amount range $2.41-$8,538.24 $22.73-$8,538.24 $32.39-$3,745.36 Median balance $321.24 $568.83 $610.11 *Excludes 'finalled' accounts and corresponding duplicate notices sent to new owners. **Updated information will be provided to council during the October 5 meeting. In accordance with city policy, during the year `grandfathered' tenants who moved or whose accounts were delinquent when the certification process began were closed and reopened in the owner's name. This involved closing 21 of the rental accounts which were previously carried in the tenant's name and opening 21 new accounts in the owner's name. As of September 30, 2015 the city has 82 accounts which remain in the tenant's name. This is a significant reduction from February 2013 when 347 accounts were carried in the tenant's name. This was also a very important change because the number of rental properties continues to increase. The certification process is a critical collection tool for the City. It is disruptive and time- consuming. In addition to the 1,074 letters which were prepared,printed, stuffed and mailed,the following chart provides you with a recap of the utility billing voicemail and email activity over the past few weeks. Over 12 business days, from September 14 through September 29,utility billing received 350 voicemails and 38 emails. This is an average of 32 inquiries/day. If you assume each inquiry requires approximately 8 minutes to receive,review the account and respond that totals a minimum of 4.25 hours/day. In addition the city handles increased direct phone calls (no voicemail message) and walk-in customers with questions about certification; these activities were not tracked. UB Voicemails (Blue) and Emails (Red) 9/14/15 - 9/29/15 180 ......._............................_............_____.,,._.,_„_,____,_,,,,._....,.,,..,..__._.___.. � ____..___,..,.._..........,......._.._............__._...___..._______.�. 160 120 100 80 — —___-- 0 _f.. -__7._..mrr<_.i -r _r_�"'.r t ._..�._.. ME- -� i oJ� �t`�°O act cao� �6 c00e c°O 0�� `)Q .°cy �JQ �a�e °� °�e Lre` �.Q era c� `ra �8, aka �acQo Jeyi e° ci �` L° �ti .o e F •S C.` i‘co co K.z, 6 .ear �a� , �� <So c°a <So Fec °c tia�C e��� e a �JCa �a' a\�\ a�� (°c C. `°4 <e �\c �+ \`e, ate\ I>, \c\occo \\\o C� �o� e, �et� PJI' J� Je`� °e �a� fie' In the above chart"Other” includes: street light out, water turn on/off, transfer account into owner's name, new a water meter read for new building, want service in management company's name, winter quarter consumption information, owner request for bills, online bill pay question, non-utility billing call. Staff continued its outreach efforts (expanded website information, utility bill inserts, frequently asked questions, website banners, etc.). This year's process seemed to continue to be better than previous years. As shown in the chart above there is significant increase in customer inquiries during certificate time, but overall staff feels the more civil tone was in part due to expanded outreach efforts, availability of electronic payments and explanation and reminders with customers who called. Finally, I would like to personally thank the Streets, Front Desk, and Finance staff, several of whom are new to this process, for their patience, professionalism and excellent customer service during the past couple months. BUDGET IMPACT Delinquent utility bills do not directly impact the City's budget. The City continues to pay its bills on time, but experiences a significant lag (up to 18+months) in collections of its utility bills. For example, as of September 30, 2015, there is just over$345,000 owed to the City from the fall of 2014 (utility bills are certified once each year)through July 2015 (this year's cutoff), which will not be received until the 2016 tax receipts are received in July and December of 2016. This negatively impacts the City's internal cash flow and negatively impacts staff time. ACTION REQUIRED Adopt the attached resolution certifying the delinquent accounts as an addition to the 2016 taxes of the appropriate properties. Respectfully submitted, Robin Hanson, Finance Director RESOLUTION R54-15 CERTIFYING DELINQUENT MUNICIPAL SERVICE ACCOUNTS TO DAKOTA COUNTY TREASURER/AUDITOR Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota was held at City Hall of said City on the 5th day of October 2015 at 7:00 p.m. Members Present: Larson, Bonar, Donnelly, Pitcher Members Absent: Bartholomay Member Donnelly introduced and Member Bonar seconded the following resolution: WHEREAS,the City had provided sewer, water, storm water, and solid waste removal services to users of municipal utilities; and WHEREAS,the City has provided mowing, snow removal, and other services to property owners; and WHEREAS,the City has invoiced these users for the services and payment on some of these invoices is delinquent; and WHEREAS, Minnesota State Statute 444.075, 429.101 and 443.015 allow the City to certify charges associated with the aforementioned municipal services for collection with the County Auditor as other taxes are collected. NOW THEREFORE,BE IT RESOLVED by the City Council of the City of Farmington,that: 1. Delinquent charges associated with the municipal services and an administrative fee as defined in the City's Fee Schedule shall be certified to the County Auditor for collection as other property taxes are collected. 2. The amounts shall be due and payable over a term of one(1)year at an annual rate of eight percent (8.0%). This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of October 2015. Mayor Attested to the ell day of October 2015. (7( Administrato SEAL okRift6. City of Farmington p 430 Third Street , Farmington,Minnesota Illja4. 1 651.280.6800 -Fax 651.280.6899 r,4 wwW.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: Municipal Consent-2016 TH-3 Project and 2017 TH-50 Project DATE: October 5,2015 INTRODUCTION The Minnesota Department of Transportation(MnDOT)will be doing a project on Trunk Highway 3 (TH-3) in 2016 and a project on Trunk Highway 50(TH-50)in 2017. When MnDOT does a project through a city that either changes access, or acquires right-of-way, the city has to hold a public hearing and following the hearing,adopt a resolution providing municipal consent for the project to move forward. DISCUSSION As stated,there are two projects future projects that will require municipal consent. The first is a project in 2016 on TH-3. The project will be a mill and overlay project from Ash Street(CSAH-70/TH-50)to 170th Street north of Farmington. As part of that project,MnDOT has proposed access changes through town that will improve the safety and functionality of several intersections as follows: • Median and side road modifications to make the intersection of Larch Street and TH-3 a 3/4 intersection. This will eliminate the westbound Larch Street to southbound TH-3 movement. Access to southbound TH-3 will still be available at TH-50 or Hickory Street. • Elimination of the median crossover and northbound left turn lane at Walnut Street. This will eliminate the northbound TH-3 to westbound Walnut Street, and the eastbound Walnut Street to northbound TH-3 movements, effectively making Walnut Street a right-in/right-out access. • Closure of the Main Street access to TH-3. There will be no direct access from Main Street west of TH-3 to TH-3,and there will be no direct access from TH-3 to Main Street. The median crossover and access to and from 213th Street east of TH-3 will be maintained. The TH-3 project will also include pedestrian and ADA upgrades along the corridor. The second project is on TH-50 from TH-3 to US-52 in Hampton. The only impact related to Farmington with this project is that MnDOT will be acquiring right-of-way within the city limits to construct a right turn lane at the Fountain Valley Golf Course entrance. All other access within the city will remain the same, including the access from 8th Street on the east side of TH-3(frontage road)to TH-50. BUDGET IMPACT The TH-3 project will require city participation in the cost of the signal replacement at TH-3 and Elm Street, and participation in the cost of the trail connection from the roundabout south to 194th Street as previously discussed. The TH-50 project will not require city cost participation. ACTION REQUESTED Adopt the attached resolutions granting municipal consent for the 2016 TH-3 and the 2017 TH-50 MnDOT projects. ATTACHMENTS: Type Description ® Resolution Municipal Consent Resolution RESOLUTION NO.R55-15 FINAL LAYOUT APPROVAL FOR 2016 TRUNK HIGHWAY 3 PROJECT AND 2017 TRUNK HIGHWAY 50 PROJECT 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 5th day of October,2015 at 7:00 p.m. Members present: Larson,Bonar,Donnelly,Pitcher Members absent: Bartholomay Member Bonar introduced and Member Pitcher seconded the following resolution: WHEREAS, the Commissioner of Transportation has prepared a final layout for State Project 1920-41 on Trunk Highway 3, from 600 feet south of Trunk Highway 50 to Willow Street within the City of Farmington for roadway improvements; and seeks the approval thereof, as described in Minnesota Statutes 161.162 to 161.167; and WHEREAS, said final layout is on file in the Metro District Minnesota Department of Transportation office, Roseville, Minnesota, being marked as Layout No. 1, S.P. 1920-41, from 600 feet south of TH 50/CSAH 74 to Willow Street; and WHEREAS,the Commissioner of Transportation has also prepared a final layout for State Project 1904- 27 on Trunk Highway 50, from Trunk Highway 3 to Trunk Highway 52 partially within the City of Farmington for roadway improvements; and seeks the approval thereof, as described in Minnesota Statutes 161.162 to 161.167;and WHEREAS, said final layout is on file in the Metro District Minnesota Department of Transportation office,Roseville,Minnesota,being marked as Layout No. 1A, S.P. 1904-27,from TH 3 to TH 52. NOW THEREFORE, BE IT RESOLVED THAT: The City of Farmington hereby approves the final layouts for S.P. 1920-41 and S.P. 1904-27 located within the corporate limits of the City of Farmington. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of October, 2015. Mayor Attested to the 6 ' day of October,2015. City Administrator SEAL ' City of Farmington ci 430 Third Street 1 Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 w ww.ci.farmington.mn.us mot TO: Mayor, Councihnembers and City Administrator FROM: Randy Distad,Parks and Recreation Director SUBJECT: 2015 Summer Ice Financial Report DATE: October 5, 2015 INTRODUCTION City staff members have reviewed expenses and revenues from the Schmitz-Maki Arena's (Arena)2015 summer ice season and have prepared a report summarizing the financial outcome from the summer ice season. DISCUSSION Attached with this memo is Exhibit A,which is a financial summary showing a comparison of the Arena's estimated summer ice revenues and expenses before the season began and revenue and expenses after the summer ice season concluded. Financial information during the June and July summer ice period was gleaned from several city financial sources including the Insight Financial software program,Laserfiche and a monthly financial report of expenses and revenues that is produced internally by the Finance Department for city staff. A review of the initial financial summary was completed by Parks and Facilities Supervisor Jeremy Pire and Finance Director Robin Hanson to ensure that both revenue and expenses were accurately reflected in the report. Perhaps the biggest issue was determining the exact cost of the Arena's utilities because it is not billed at the end of the month but rather around the middle of the month. As a result of this, an average daily cost was determined and then the average daily cost was multiplied by the total number of days that summer ice occurred in order to determine electric,natural gas and city utility costs. While not exact, it is nonetheless based on a reasonable method of calculation. Finally,Human Resource Director Brenda Wendlandt was able to produce a report showing the Arena's personnel costs, including benefits for all FT, PT and seasonal staff that worked at the arena from the time summer ice was put in the first week of June through when ice was taken out in late-July and early-August. It is important to note the three primary user groups who requested and made a commitment to renting a set number of hours followed through with their commitment. Without this commitment,it is likely the financial report would not be as favorable. There was also additional revenue generated from other rental groups and from the city's Learn to Skate Program than had been estimated. BUDGET IMPACT As mentioned previously,Exhibit A shows both the estimated revenue and expenses for the 2015 summer ice season and as close as possible the actual 2015 summer ice expenses and revenues. The overall outcome was that revenues exceeded expenses by$6,191.00. ,ACTION REQUESTED No action is requested, this item is for informational purposes only. ATTACHMENTS: Type Description © Exhibit 2015 Summer Ice Financial Report EXHIBIT A 2015 Summer Ice Revenue and Expense Report Revenues 2015 Estimated Amount 2015 Actual Amount Ice rental 31,775 33,382 Lessons 1,710 2,307 Open Skate 500 139 Skate Rental 100 31 Skate Sharp 200 160 Pro Shop Sales 150 98 Miscellaneous 20 0 Total Revenue 34,454 36,117 Expenses 2015 Estimated Amount 2015 Actual Amount Personnel Services 18,000 16,483 Equipment Supplies 250 594 Building Supplies 250 381 Electric 10,000 9,169 Natural Gas 2,500 1,170 Municipal Services 750 774 Fuel 300 355 Programming Expenses 200 0 Mileage 50 0 Sub-Total Expenses 32,300 28,926 *5% Contingency for Repairs 1,615 1,000 Total Expenses 33,915 29,926 DIFFERENCE 539 6,191 * Replaced 3 sheets of dasherboard glass during summer ice otiMitjg, City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 °. www.cifarnvngton.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Present New City Logo Options DATE: October 5,2015 INTRODUCTION The purpose of this memorandum is to provide information regarding the project to change the city's logo and to present the new design(s)for city council review and comment. DISCUSSION As part of the city's website redesign project, it was determined that this would be an opportune time to refresh the city's logo. Staff has worked with Civiclive,the city's website design vendor,to create a fresh new look to our logo that continues to represents our community and the city's brand of being"Committed to Service." During this meeting, staff will present the logo options to the city counciL Staff will then post the logo options on our website and social media asking for the public to vote for their favorite and/or provide feedback. Once staff has reviewed the feedback and finalized the logo, it will be brought back to the city council for final approval In order to continue to move forward with both the logo and the website project, it is anticipated that this will be brought to city council for final approval in November. BUDGET IMPACT NA ACTION REQUESTED The action requested is for council to review and provide feedback to staff on the draft logo options by October 20, 2015. 1 Z Z Z Z Z I 0 0 0 0 0 ' 1- I- i- I- I- L 1 ,,_ 0 L.. 0 - L9 - W 6- W L' Z C■'- Z C)>- Z C>- Z e ›.Z I = 1 7: 2 •c.--, 2 z.-.} 2 „ 2 z..-, 2 1 cc w = ce ce i LL. LL. LL LL LL Z 12 O 116 , 0 i— 0 1— 0 I— 0 I- 1.11. it 0 0 Z 0 Z 0 0 W (I) Z Z Z O '- ' 'c' ."'" 48 "." Z --.1°- .... „„,, u tj.E G .t G U.. U 5. C) < LI. 11 U Ct Z 0 Z Z Z 'AZ 0 0 0 0 0 INI M I"" 0 w 0 i 0'• i"0" l ' LL I z z z 00 f .._ M i oc, _occ ,..._ cc ,_occ occ 0 .. < 6u. z. < 0u. ,..„ u. ....,:ct cu. z.. < 6u. --I U 0 8 ZL 1 DH f 0 E-1 0 : Z - 1-4 c. " Z 0 0.* 0 C.. " Z E-1 0 Z ,.., imilmi ildimi im64 is164 im161 OAR.y City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 •*41..401 '. www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Approve Staffing Changes in the Police Department DATE: October 5, 2015 INTRODUCTION This memorandum provides information and requests approval to make staffing level changes for the administrative staff within the police department. DISCUSSION The Farmington Police Department currently employs four administrative staff members for a total of three full-time equivalent positions.Those employees are:Marilyn Walton-42 years of service,Sandy Pierce-15 years of service,Sondra Barr-9 years of service and Amy Mailhot-1 year of service. Ms. Walton and Ms. Pierce have informed the city of their intent to retire on December 31,2015. In preparing for the retirements of two long tenured staff members,staff examined the staffing levels as well as effective work models for the administrative staff. Based on that analysis,staff proposes going from two full-time and two part-time positions to three full-time positions.Staff believes that this provides the best coverage and capabilities for performing all the daily tasks required of administrative employees. It should be noted that before Ms.Walton entered into a phased retirement agreement,the full-time equivalency was 3.5.Additionally,as part of the phased retirement arrangement,the city continued to provide group health benefit to Ms.Walton. The staffing evaluation also looked at the training needed to ensure operational continuity.There is a considerable amount of training to become proficient in the tasks the administrative staff perform and it would be beneficial to conduct that training prior to December 31 and prudent to take advantage of all that institutional knowledge before it walks out the door. Therefore,staff would like to change Ms. Mailhot from part-time to full-time effective November 1,2015. Ms. Mailhot is the most recent hire and she was brought on earlier this year as a part-time employee with the intention for her to become a full-time employee upon the retirement of Ms.Walton. Additionally,staff would like approval to hire one more full-time employee which,as stated earlier,will change the administrative staffing composition at the Police Department from 2 full-time and 2 part-time employees to 3 full-time employees. With regards to the potential new hire,during the recruitment process when Ms. Mailhot was hired,an eligibility list was generated for potential future openings.Staff reviewed the eligibility list and is interested in moving forward with hiring the top candidate on that list and has taken the preliminary steps in moving her through the hiring process. Upon city council approval of this staffing plan,an appointment recommendation will be placed on the October 19,2015 city council agenda approving this new hire with an effective date of November 1, 2015. BUDGET IMPACT The changes being proposed are expected to be budget neutral 1 2016. However,there could be some cost savings as both Ms. Mailhot and the potential new hire will be at a lower rate of pay than that of the retiring employees. Additionally,the level of benefits provided would be neutral as the city currently provides benefits to three employees. There would be salary and benefit costs in 2015 if this proposal is approved. These dollars would be taken from either unspent dollars within the police department budget or ultimately the General Fund balance. The estimated cost of starting these two employees as full time employees on November 1,2015 is approximately $15,000. ACTION REQUESTED 1)Approve the administrative staff level change within the Police Department from part-time and 2 full- time positions to 3 full-time positions. 2)Approve converting Ms. Mailhot from a part-time employee to a full-time employee effective November 1, 2015. 3) Approve the hiring of the third full-time administrative employee within the Police Department with an effective hire date of November 1,2015;and with the appointment recommendation placed on the October 19,2015 council agenda.