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02.08.16 Work Session Packet
City of Farmington Mission Statement 430 Third Street Through teamwork and Farmington,MN 55024 cooperation,the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA CITY COUNCIL WORKSHOP February 8, 2016 6:30 PM Farmington City Hall 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSSION ITEMS (a) Emerald Ash Borer Update and Plan (b) Clean Water Minnesota-Metro WaterShed Partners Membership (c) 2016 Storm Water Work (d) Additional Municipal Services Staffing (e) Downtown Redevelopment Plan Task Force Update (Approximately 7:15 p.m.) 4. CITY ADMINISTRATOR UPDATE (a) Liquor Store Update 5. ADJOURN 0 mi,„ itio�► City of Farmington 4. go , 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 *r.Aa ' WWW.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Dullum,Natural Resource Specialist SUBJECT: Emerald Ash Borer Update and Plan DATE: February 8,2016 INTRODUCTION Emerald Ash Borer(EAB)is an introduced pest from Asia that was first discovered near Detroit,MI in 2002. EAB has been moving west and in 2009 was found in St. PauL By the end of 2015,EAB has been confirmed in eleven(11)Minnesota counties:Anoka, Chisago, Dakota,Fillmore, Hennepin,Houston, Olmsted,Ramsey, Scott,Washington, and Winona Counties, and Park Point in St. Louis County. DISCUSSION Staff has spent time inventorying ash trees and calculating costs associated with EAB. Those numbers will be presented along with scenarios for management at your work session. BUDGET IMPACT None at this time. ACTION REQUESTED City council direction on how to proceed. o�Ft► i • City of Frmington Street Farmington, Minnesota Q 651.280.6800 -Fax 651.280.6899 '4+t.4 pRoo www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Dullum,Natural Resource Specialist SUBJECT: Clean Water Minnesota-Metro WaterShed Partners Membership DATE: February 8,2016 INTRODUCTION Metro WaterShed Partners is a coalition of over 60 public,private and non-profit organizations in the Twin Cities. The WaterShed Partners believe that by working together and pooling resources,they can reach more people with information about the importance of clean water and what to do to keep it clean. Clean Water Minnesota is a collaborative outreach project of the Metro Watershed Partners. In the past the city has contributed financially to the Metro WaterShed Partners. Several years ago when the city encountered tougher financial times we contributed in-kind services instead of dropping out of the membership completely. Jen Dullum became active on the steering committee and with the media campaign, even being consulted on the new communications plan to be rolled out in the fall of 2016. But as responsibilities fluctuate, so does time spent with outside groups which is why membership funds are being requested again. DISCUSSION Over the last year, the steering committee began working with Water Words that Work,LLC to create a focused communications plan with consistent messages and strategies that member organizations can use in outreach and education work. Over the next three years the campaign will produce new photographs, social media posts,blog and newsletter articles,a new cleanwatermn.org website,materials to organize and publicize Clean Water Clean-ups, and start an Adopt-a-Drain program. Farmington will be able to track and report on who gets the messages,who responds, and who takes action in our city. BUDGET IMPACT The total cost of this work will be$100,000 per year for the next three years. For Farmington, an MPCA permitted city, our membership contribution helps us meet our MS4 public education requirements. The contribution requested for a city with a population between 20,000—29,999 is $1,000.00-$1,499.00. Funding does exist in the current programming expense budget in the stormwater fund. ACTION REQUESTED If the city council is agreeable to this proposal, staff will bring it back to a city council meeting asking for $1,000.00 for membership to Metro WaterShed Partners and the Clean Water Minnesota campaign. ATTACHMENTS: Type Description Exhibit Clean Water MN Membership Request M I N N E S O T A W A T E R LET'S KEEP IT CLEAN 12.21.2015 Dear friends, Clean Water Minnesota is a collaborative outreach project of the Metro Watershed Partners. Working together, we provide resources, training, and support to partners as they work with homeowners in the Twin Cities metro area to keep water clean and healthy. In the past few years, the steering committee of the Metro Watershed Partners has introduced our members to the very best professional development and social science to help our target audiences adopt more water-friendly behaviors. You told us you needed help with educational messaging, and we heard you. Based on your feedback, we have been working with Eric Eckl and the team at Water Words that Work, LLC to create a focused communications plan with consistent messages and strategies that you, our member organizations, can use in your outreach work. Over the next three years we will produce new photographs, social media posts, blog and newsletter articles, a new Cleanwatermn.org website, materials to organize and publicize Clean Water Clean-ups, and start an Adopt-a-Drain program in your service area. You will be able to track and report on who gets your messages, who responds, and who takes action in your service area. To do this work, we need to raise $100,000 per year. Your contribution will ensure that the people you are trying to reach hear you. Please contribute membership funds now, and make a plan to support us throughout this 3-year campaign. For MPCA permitted cities and watersheds, your membership contribution helps you meet your MS4 public education requirements. Please find a more detailed description of what you will get and what we need from you to make this happen on the following pages. Then find your city or organization on the attached funding table to see the the level of funding we are requesting from you. These funding recommendations are based on population size for cities, and annual budget for watershed districts. The approach is modeled on the funding structure for the Minnesota City Stormwater Coalition, and based on the level of funding received by Watershed Partners from similar organizations over the last five years. We know you'll have questions about all of this, so feel free to contact anyone on the steering committee for further information. Sincerely, the 2015 Steering Committee of the Metro Watershed Partners— Anne Weber, City of St. Paul Public Works, 651-266-6245, anne.weber@ci.stpaul.mn.us Angie Hong,Washington Conservation District, 651-330-8220 ext. 35, angie.hong @mnwcd.org Cole Landgraf, Minnesota Pollution Control Agency 651-757-2880, cole.landgraf @state.mn.us Erica Sniegowski, Nine Mile Creek Watershed District 952-358-2276, esniegowski @ninemilecreek.org Jessica Bromelkamp, Rice Creek Watershed District 763-398-3073, JBromelkamp @ricecreek.org Lyndon Torstenson, National Park Service, Mississippi National River& Recreation Area 651-293-8426, lyndon_torstenson @nps.gov Peggy Knapp, Freshwater Society, 952-471-9773, pknapp @freshwater.org Telly Mamayek, Minnehaha Creek Watershed District 952.641.4508, TMamayek @minnehahacreek.org Tracy Fredin, Hamline University, Center for Global Environmental Education 651-523-3105, tfredin @hamline.edu The Watershed Partners (WSP) has completed a three-year plan to roll out a new strategy and new products for clean water communications. Year One—Communications calendar Shared consistent messages you can use with your audiences to encourage behaviors that improve water quality: • New, seasonal images of smiling people engaging in target behaviors • Articles about water-friendly yard practices • Social media posts for use on Facebook and Twitter WSP will centralize and track clean water communications for your service area by creating: • a blog Clean Water MN website providing information on water-friendly yard maintenance to home owners in the Twin Cities • A centralized email system • A system to create trackable links in articles and social media posts • A centralized event registration system In 2016,Watershed Partners will infuse technology trainings into our meeting schedule so partners can use these tools effectively. To have materials ready for fall of 2016, we need to raise $100,000 by the end of April 2016. The level of funds received by April 2016 will determine the pace at which we can roll out this exciting new campaign. Please contribute membership funds now, and make a plan to support us throughout this 3-year campaign. For MPCA permitted cities and watersheds, your membership contribution helps you meet your MS4 public education requirements. EDITORIAL CALENDAR BUDGET General Operating $30,000.00 Web Development $7,500.00 Background technology $22,000.00 Photographer $3,000.00 Writer $5,625.00 Graphic Designer $3,000.00 Project Management $30,000.00 Purchase radio ads $10,000.00 Total $111,125.00 Year Two—Clean water clean-ups In year two, and in each subsequent year,WSP will create a new set of articles, photographs and social media posts for the editorial calendar. We will also add a new program—a metro- wide campaign to promote fall leaf-clean ups, with organized neighborhood clean-up events, and a mechanism for counting and reporting the cumulative pollution reduction, including: • a "How to" kit for event organizers which highlights leaf and trash removal • promotional materials with trackable links • sharable signup forms that partners can post to their own websites • a centralized registration database • follow up communication materials for event participants, including pollution prevention messages and invitations to participate in Adopt-A-Drain • a centralized data base for participants to report the number of bags/pounds of debris collected • program evaluation CLEAN WATER CLEAN - UPS BUDGET General Operating $30,000.00 Photographer $3,000.00 Writer $5,625.00 Graphic Designer $3,000.00 Create Clean-up Kit $5,000.00 Graphic Designer $1,500.00 Background tech $5,000.00 Project Management $40,000.00 Purchase Radio ads $10,000.00 Total $103,125.00 Year three—Adopt-a-Drain In year three we will continue to provide resources for the Editorial Calendar and Clean Water Clean- ups. In addition, we will develop a website and materials for metro-wide implementation of Adopt-a- Drain, though implementation of the program will fall to individual partners. We will need to raise 100K in year three to implement this plan. A more specific budget will be available in year two. 2 0 1 6 - 2 0 1 8 ANNUAL SUPPORT REQUESTED Watershed Agencies Low High Current Supporters (Annual Budget) $5,000,000+ $5,000 $15,000 4 $1,000,000-$4,999,999 $3,000 $4,999 1 $50,000-$999,999 $250 $2,999 6 11 Counties(Population) 1,000,000+ $10,000 $15,000 400,000-999,999 $5,000 $9,999 1 200,000-399,999 $2,500 $4,999 95,000-199,999 $1,500 $2,499 1 2 Cities(Population) 400,000+ $8,000 $10,000 1 250,000-399,999 $6,000 $7,999 1 100,000-249,999 $5,000 $5,999 1 90,000-99,999 $4,500 $4,999 80,000-89,999 $4,000 $4,499 1 70,000-79,999 $3,500 $3,999 1 60,000-59,999 $3,000 $3,499 2 50,000-59,999 $2,500 $2,999 1 40,000-49,999 $2,000 $2,499 - 30,000-39,999 $1,500 $1,999 3 20,000-29,999 $1,000 $1,499 S 10,000-19,999 $500 $999 1 1-9,999 $350 $499 3 20 Other Support as able and $2,000 $10,000 1 appropriate Total Cash Suporters 34 CLEAN WATER MINNESOTA-METRO WATERSHED PARTNERS MEMBERSHIP INVOICE 6 From: Title: Organization: Street Address: City and ZIP: Telephone: M I N N E S O T A W A T E R LET'S KEEP IT CLEAN Email: Date: (651) 523-2812 Membership amount: jlarson25 @hamline.edu (see attached table with requested levels of funding) Description of service— Make checks payable to our fiscal agent— • Shared consistent messages to encourage behaviors that improve Hamline University water quality. Center for Global • Technological framework to centralize and track communications, Environmental Education including click-through rates in member service areas. 1536 Hewitt Ave. • Technology trainings for partners to use these tools effectively. MS-Al 760 Development and implementation of clean water exhibits at the •Saint Paul, MN 55104 Minnesota State Fair in the DNR and Eco-experience buildings. • Monthly meetings with information on partner activities, presentations by informative speakers, and updates on WSP activities. • Maintenance of the Watershed Partners listsery • Radio PSAs during Minnesota Twins games • Administration of media outreach and partner events and activities. Duration of service:January 1 - December 31,2016. $110,000 is needed to fully implemented Year 1 activities for this campaign.We will initiate a phased implementation approach upon receiving a minimum of$70,000 in contributions. Funds unspent in 2016 will carry over to 2017 to continue project implementation. Thank you for your membership support. Only by working together can we reduce run-off pollution and protect water in Minnesota. Sincerely, The 2015 Steering Committee of the Metro Watershed Partners 4iMI City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 "�r •4 4 PRO a`�' www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: 2016 Storm Water Work DATE: February 8, 2016 INTRODUCTION In 2015, staff began looking into resident concerns related to drainage in two specific areas. The first is on the west side of Embry Avenue,and the second is on the east side of Akin Road near 203rd Street. DISCUSSION This winter, staff has been fighting ice build-up on Embry Avenue on a consistent basis. The ice build-up is a result of numerous drain tiles and sump pumps that discharge onto the surface and drain into the street. The Akin Road issue is related to storm water that is being discharged from a culvert under the drive that serves several homes on the east side of Akin Road just north of 203rd Street. Over time,this discharge has eroded a channel that has made its way up to the southeast quadrant of the drive and Akin Road near the trail. Staff would lke to discuss possible solutions to these two drainage issues with the city council,and receive direction on how to proceed. BUDGET IMPACT N/A ACTION REQUESTED Discuss the two drainage issues with staff and provide direction on how to proceed. ATTACHMENTS: Type Description o Exhibit Embry Avenue Location © Backup Material Embry Avenue Picture 1 a Backup Material Embry Avenue Picture 2 O Exhibit Akin Road Location Embry Avenue ., ; ..„ ,, n , , ,... . . .. , , ..,, ,.., ...0 , .44,4„,iiiiih. ._:: ,...,,. , ; „,. 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This is not a legal document and should not be substituted for a title search,appraisal,survey,or for zoning verification. o afs City of Farmington ky111110\ 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 .A —yo www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Todd Reiten,Municipal Services Director SUBJECT: Additional Municipal Services Staffing DATE: February 8,2016 INTRODUCTION At the beginning of 2013,the solid waste division of our municipal services department had five front-line employees and the streets and utilities division had eight. Since May of 2013,municipal services department staffing has been reduced by two positions. One position was eliminated in the solid waste division in May of 2013, and another in the streets and utilities division in December of 2014. Both reductions occurred after vacancies were not filled. The decision to not fill the vacancies was driven by budgetary concerns. The duties and responsibilities of these positions were shifted to remaining staff in an attempt to continue "business as usual"while realizing the budgetary benefits of two less positions. DISCUSSION After over two years of being short one position in solid waste and after one year of being short one position in the streets and utilities division, it has become apparent that the loss of these positions has impacted our ability to provide the same levels of service that we were providing in 2013. For reference, we have four employees in the solid waste division responsible for the day-to-day tasks assigned to this division. Three employees are required to operate regular trash collection routes each day, and the other employee is responsible for taking care of deliveries and roll-off containers each day. We also have seven employees responsible for the day-to-day tasks assigned to the streets and utilities division. These tasks include snow removal, street repair and maintenance, annual inspection of utilities, utility repairs, boulevard tree trimming and general boulevard maintenance (signs, sidewalks, turf repair, etc.). During snow removal operations,we operate 12 distinct routes requiring 12 operators. Seven of these operators are streets and utilities employees, two are our mechanics, one is from building maintenance and the other two are from engineering. Due to the equipment and manpower required our pothole patching/street repair operations require five employees. While the math seems to show that we have just the right amount of people to accomplish the tasks we need to accomplish, several items influence employee availability when these tasks are at hand. First and foremost, we need to remember that the solid waste and streets and utilities positions are physically demanding and employees in these positions can and do experience injuries from time to time. When an injury does occur, these divisions are left short-handed. Sometimes this is for a few days, and other times it could be for weeks or even months. Other items that can impact employee availability include: • Vacation: 11 employees earning (and using) an average of 3 weeks of vacation time per year is the equivalent of 1 person being absent from work for approximately 67% of the year. In other terms, 67%of the time,you would expect to have less than 11 people at work due to vacations. • Illness: Any illness experienced by any of the 11 employees results in additional time be short-staffed, above and beyond the 67%due to vacations. • Holidays: Specifically related to the solid waste division, some holidays require days either before or after to be double pick-up days. Many times, a streets and utilities employee will be used to augment the four-person solid waste staff on double pick-up days. Some of the work items that have begun to fall behind, or are just not being done due to lack of staff include: S-treets and Utilities: o Boulevard tree trimming • Sanitary sewer jetting o Sanitary sewer televising o Sidewalk replacement o Exercising gate valves o Pothole repair o Slower snow removal S-olid Waste: • Delivery of new containers to customers o Container repairs • Emptying downtown trashcans • Routine vehicle maintenance o Emptying our own waste containers at various facilities In an effort to make some headway with the items that are falling behind and in order to move toward appropriate staffing levels considering items that impact employee availability, staff is proposing to add a position in the municipal services department. This position would be one that would"float"between solid waste and streets and utilities as needed. It is anticipated that the position would assist solid waste approximately 50% of the time, and work with streets and utilities approximately 50%of the time. BUDGET IMPACT If council supports the addition of this position, staff would recommend that the position be funded in the following manner: Solid Waste: 50% Sanitary Sewer: 15% Water: 15% Storm Water: 10% General Fund 10% ACTION REQUESTED Discuss this item, ask any questions you may have and then provide direction to staff on how to proceed. (41-141%, City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 11/4..,, www cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Adam Kienberger, Community Development Director SUBJECT: Downtown Redevelopment Plan Task Force Update(Approximately 7:15 p.m.) DATE: February 8, 2016 INTRODUCTION The Downtown Redevelopment Plan Task Force was appointed in October to work with city staff and the consulting team to create a plan for downtown Farmington. Members of the Task Force and consulting team will provide an update on the preferred concepts developed over the past several months and answer questions. DISCUSSION By undertaking the development of a Downtown Redevelopment Plan, a unified vision will be established for Downtown Farmington. This process will help Farmington's City Council,Economic Development Authority,Planning Commission, and other advisory commissions identify opportunities in the Downtown area for redevelopment. Because redevelopment efforts can often take many years, it is important to have a unified vision for the area so that staff can identify funding sources for specific projects or opportunities as they become available. To date,the Task Force has met three times and held two public open houses to receive input and direction_ The most recent open house was held at the Farmington Expo on January 30th. Project details and all working documents are available on the city's website at: http✓/www ci.farmington.mn.us/Departments/EconomicDevelop/DRP.html. This project was also recently featured in the Star Tribune and provides additional awareness and positive publicity for the city. BUDGET IMPACT NA ACTION REQUESTED Provide input on the draft concepts generated by the Downtown Redevelopment Plan Task Force. ATTACHMENTS: Type Description i Backup Material Downtown Farmington Star Trib Article Farmington looks to re-energize its downtown-StarTribune.com http://www.startribune.com/farmington-looks-to-re-energize-its-downto... SOUTH METRO Farmington looks to re-energize its downtown The city is creating a new plan for its historic downtown with the help of residents. By Erin Adler(http://www.startribune.com/erin-adler/195633361/)Star Tribune JANUARY 22,2016—11:26PM Downtown Farmington is at a crossroads. Some residents want fewer vacancies,varied businesses and more people—an energetic atmosphere that still has small-town charm. But those living in new housing developments to the north have no reason to drive downtown.They shop in other suburbs on the commute home,favoring convenience over nostalgia. The result is a downtown in transition,ripe for revitalization,city officials said. Farmington is working with a local planning firm to formulate a blueprint to guide future development,including small projects to complete now and more substantial ones later. The key will be to stay true to downtown's past—a city center built to serve a farming community and divided by a railroad—while creating a plan that meets the needs of current residents,said Adam Kienberger,Farmington's community development director. "How can downtown remain relevant to the rest of Farmington?"Kienberger said "You _ IT T can just let it be—or is it time for the community to proactively take a look at r- r i •c downtown and decide what it wants?" iii r�uua Kienberger is hoping for the latter,scheduling public open houses and working with a task force to determine wants and needs.The task force will recommend a final concept f} a{irqr.Br iii,af6!-ye opment and the City Council will vote on it this spring,but the redevelopment process could 1'aasu 1,60113b35f tt'a,Jpy)to noon Saturday EL A8ETH LO RES take five to 10 years,he said. at the nFarm�aington�-tCom,mIunity ffxpo a F IIi YCggi6r�1111kat sli, the This first phase allots$40,000 to studying and planning.Implementation comes later, u iitpeti s ltevdar��i t�ask That price tag is typical for such a project,and it may be a bargain for cities,said Tom glfesfti��is&at�aliitf�tiirS IRagctt9landtttsffs' Fisher,director of the Metropolitan Design Center at the University of Minnesota. ideas. "It's not necessarily that expensive,and it can really bring a huge payback in terms of a community having a vision and a direction that can be their economic future,"he said. Brewpubs and boutiques? The plan drafted so far includes new commercial buildings and housing developments— mostly apartments and townhouses—near the Vermillion River,west of downtown. Connections to nearby trails,an open farmers market structure and a riverwalk are included as well,he said. But amid the optimism,downtown Farmington has its share of challenges. Janie Tutewohl,task force member and owner of four local businesses,recently purchased and gutted a downtown building with her three sisters to create Town Sports, a sporting goods store.Though downtown has vacancies,"there's not as much space available as it appears,"she said since many empty structures need extensive work or I don't fit businesses'needs. 1" Another problem:Residents who live to the north"are not even aware of or don't find °Foto downtown convenient,"Miller said. 1 of 2 1/25/2016 8:31 AM Farmington looks to re-energize its downtown-StarTribune.com http://www.startribune.com/farmington-looks-to-re-energize-its-downto... A vision of what residents want downtown is emerging,said Jeff Miller,a planner with Hoisington Roegler Group,the firm hired by Farmington.Task force members mention green space,a grocery store and coffee shop and more family-oriented businesses.A duster of boutiques to make the area a destination has also come up,he said. Everyone has their own ideas of what Farmington needs. "I think a brewpub is in order,"Tutewohl said."I think it's really cool to think we could have some kind of music venue." Model downtowns mentioned by various community members include Hastings, Hopkins,Rosemount and Stillwater. Shakopee has recently had success re-energizing its downtown,adding 26 new businesses in three years,said Samantha DiMaggio,Shakopee's economic development coordinator. The city made a new downtown plan three years ago and is moving into implementing it,she said.The process was"excellent,but it definitely left us with more questions than answers,"she said. The implementation stage is often the hard part for cities,Fisher said.But first the city must finish its plan. "Where's...a lot of hometown camaraderie in Farmington,"Kienberger said."People say, `Yeah,we can go shop in other communities,but we really like to patronize our local businesses." 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O ..: , .00P- 84 tb � >sb r?t� §F� o-a ; ' „ f f ,;k a f t � ate• .aw �' t/ / ' .0:44'4.1i4';',' s r! °. r t x ' €P y F 4' µ y { � ,, r � ir e s x3 'h x£+ .at 'f ii, — . .t0't;:i-'k-.r,:.tte?,-:.::,-t.,'„,:.„J-t- ,, .. 4 1,x}Jr7 ^ CJ ;. ry ` x t� ?...tiO.:''1',1§1:.''''.', i' k }Y .k 2 , Tk i � , oAR194 City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 °',, �'° www.cifannington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Liquor Store Update DATE: February 8, 2016 INTRODUCTION Our two liquor stores have been operating successfully over the past few years for a variety of reasons. As you are aware,we currently lease space for both of our stores. These leases are set to expire in December 2016 and July 2017. DISCUSSION With our two leases set to expire in the relatively near future the city council needs to take some time to discuss these two issues. If time allows during your February work session I would lke to discuss these two leases with the city council. City staff has performed some preliminary work on this issue already and will share this information at that time. BUDGET IMPACT TBD ACTION REQUESTED Discuss the leases on the two liquor stores and provide staff and direction or feedback you may have.