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06.13.16 Work Session Packet
City ofFamington 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 June 13, 2016 6:30 PM Farmington City Hall 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSSION ITEMS (a) 2016/2017 City Council Priorities (b) Draft Code of Conduct (c) Green Steps Program Update (d) Wellhead Protection Plan Part One Update (e) Position Reclassification-Police Department 4. CITY ADMINISTRATOR UPDATE 5. ADJOURN Q�FkV&o City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 6r•4p ,dd www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight,City Administrator SUBJECT: 2016/2017 City Council Priorities DATE: June 13, 2016 INTRODUCTION The city council met in your annual goal setting work session on April 15, 2016. At that meeting you discussed a wide variety of issues/projects that you considered including in your priority list for 2016/2017 DISCUSSION The city council discussed a variety of issues that you wanted to consider including in your 2016/2017 list of priorities. As is usually the case you discussed a number of issues at the work session. Some of the ideas you discussed included- • City Hall Space Lease • Fire Department Inspector • Downtown Liquor Store Location • Road Maintenance/Flagstaff Avenue/Snow Issues • Building Maintenance • Staffing Issues • Park Facilities Question • Downtown Redevelopment Plan • Green Steps Program Step 3 • 2040 Comp Plan • Boards/Commission Recognition • EDA Financial Independence/Levy Authority/EDA Plans • Quality of Lot Availability/Development Restarting • Liquor Store CIP • Township Relationships • Empire Township Water and Police Issues • Exchange Bank Agreement As I look at the list of items from the work session and consider the discussions you had during the day,it is apparent to me that most of the time we spent at that meeting focused more on tasks and hopeful results rather than priorities/goals. With that in mind I took the time to review the list/discussions and grouped the items into similar areas. The areas that almost all of the items and your discussion focused on fell into four categories- 1. Financial 2. Development 3. Partnerships 4. Service Delivery Having participated in a number of these goal setting sessions in my career and being a part of meetings with you over the years I next attempted to take your discussions and work tasks "up a level' to define your priorities. I would proposed that your four priorities for 2016/2017 include- 1. Financial-Continue to take steps to make Farmington a city of fiscal excellence. 2. Development-Support expansion of our residential, commercial and industrial properties. 3. Partnerships-Forge opportunities with existing and new partners. 4. Service Delivery-Endeavor to provide core government services at high quality levels. These are high level goals that can be continual and work on them would benefit the city. Some of the action items that you may want to consider placing under each goal include: Financial-Continue to take steps to make Farmington a city of fiscal excellence. 1. Implement the bond refinancing plan in 2016 and 2017 as proposed by staff. 2. Approve the 2030 financial plan and implement all of the capital improvement plans that are associated with the financial plan. 3. Continue to make decisions that will assist in a bond rating upgrade from AA to AA+. Development-Support the expansion of residential, commercial and industrial properties. 1. Complete and implement the process to determine the location of the downtown liquor store. 2. Make a final determination on a possible park facilities question on the November 2016 ballot. 3. Complete the city council portion of work associated with the 2040 comprehensive plan. 4. Look at the possibility of providing the EDA with levy authority based on state law and potential plans developed by the EDA. 5. Support an increase in the variety and amount of residential lots available and support those developers on the verge of starting their projects. Partnerships-Forge opportunities with existing and new partners. 1. Consider reinforcing partnerships with Eureka Township and our state legislators. Consider developing annual legislative priorities. 2. Review issues with Empire Township including water supply and police support. 3. Work with government and 50(c)3 agencies about possible use of city hall space. Service Delivery-Endeavor to provide core government services at high quality levels. 1. Support staff with additional resources to maintain Flagstaff Avenue in the winter months. 2. Support staff with additional resources for annual road maintenance projects. It is important to note that not all of the tasks that you discussed at your goal setting session are included in the information above. I believe it is most important to remember the four high level goals you have set. City staff will continue to work on the tasks portion of this information. The tasks are what you will receive updates on during the year. The four goals are the philosophy you can use when you are making decisions. BUDGET IMPACT TBD ACTION REQUESTED Review this information to see if I have summarized the information that was discussed at your goal setting session. Provide direction on this information. ATTACHMENTS: Type Description Backup Material 2016-2017 City Council Priorities CITY OF FARMINGTON CITY COUNCIL PRIORITIES 2016/2017 .4i /** o z Lu K ...Z`∎ J A �; J� SST•A P got& The Farmington City Council has established the following priorities that are in the best long term interest of the city. 1. Financial-Continue to take the steps to make Farmington a city of fiscal excellence. 2. Development- Support the expansion of residential, commercial and industrial properties. 3. Partnerships-Forge opportunities with existing and new partners. 4. Service Delivery-Endeavor to provide core government services at high quality levels. o�Fti City of Farmington p 430 Third Street Farmington,Minnesota ita4651.280.6800 -Fax 651.280.6899 I.' mfr° www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Draft Code of Conduct DATE: June 13, 2016 INTRODUCTION The city council discussed the issue of a code of conduct at your goal setting session in April 2016. DISCUSSION The city council discussed the issue of a code of conduct for the city council,boards/commissions and city staff at your goal setting session. A number of examples were shared of what is in place in a few other cities and the League of Minnesota Cities. Your discussion at your goal setting session directed me to bring forward a draft based on the League's example. I did discuss this issue with the city attorney and he had a similar opinion to the one I shared with you in April. I have developed the attached draft code of conduct for your review and revision. If the city council wishes to move forward with a code of conduct I would recommend that city staff be directed to review the city council policies and city council by-laws. I recommend this to update this information for content,to reflect the procedures we actually use in regards to some of the issues referenced in these documents and to better reflect the government unit Farmington is today. BUDGET IMPACT NA ACTION REQUESTED Review the attached draft code of conduct and provide city staff with any direction you may have. ATTACHMENTS: Type Description ® Backup Material Code of Conduct-Draft D Backup Material City Council By-Laws i Backup Material City Council Policies CITY OF FARMINGTON CODE OF CONDUCT Purpose The Farmington City Council has implemented a code of conduct for its members, as well as members of all of the city boards/commissions and city staff. The code of conduct eliminates conflicts of interest and provides standards for conduct in city matters. The city council hopes to promote the faith and confidence of the citizens of Farmington in their government and to encourage its citizens to serve on its city council,on its boards and commissions and as employees. Standards of Conduct No members of the city council, boards/commissions and employees may knowingly: 1. Violate the open meeting law. 2. Participate in a matter that affects the person's financial interests or those of a business with which the person is associated, unless the effect on the person or business is no greater than on other members of the same business classification, profession or occupation. 3. Use person's public position to secure special privileges or exemptions for the person of for others. 4. Use the person's public position to solicit personal gifts or favors. 5. Use the person's public position for personal gain. 6. Except as specifically permitted pursuant to Minnesota Statute 471.895, accept or receive any gift of substance,whether in the form of money,services, loan,travel, entertainment, hospitality, promise,or any other form, under circumstances in which it could be reasonably expected to influence the person,the person's performance of official action, or be intended as a reward for the person's official action. 7. Disclose to the public,or use for the person's or another person's personal gain, information that was gained by reason of the person's public position if the information was not public data or was discussed at a closed session of the city council. 8. Disclose information that was received,discussed, or decided in conference with the city's legal counsel that is protected by the attorney-client privilege unless a majority of the city council has authorized the disclosure. 9. Represent private interests before the city council or any city committee, board, commission or agency. Except as prohibited by the provisions of Minnesota Statute471.87,there is no violation of item two above for a matter that comes before the city council, board or commission if the member of the city council, board or commission publicly discloses the circumstances that would violate these standards and refrains from participating in the discussion and vote on the matter. Nothing herein shall be construed to prohibit a contract with a member of the city council under the circumstances described under Minnesota Statute 471.88, if property statutory procedures are followed. FARMINGTON CITY COUNCIL CITIZEN COMMENTS Citizen comments is a time for anyone to address the city council on matters that are not on the city council agenda. Those speaking are asked to state their name and address and limit their comments to five minutes. The city council will not engage in discussion on any topics raised tonight but those issues requiring a response will be responded to by the next city council meeting and placed on the city council agenda. The city council has an expectation of civility of anyone addressing the city council and respects the right of residents to share their opinions. COUNCIL BY-LAWS • SCOPE These by-laws are proposed pursuant to the provisions of Title I,Chapter 5,Section 2 of the Farmington City Code. These by-laws,when adopted,are intended to deal with matters not otherwise covered by State Law,City Ordinance or elsewhere. SECTION I-MEETINGS SUBD. 1 -Regular meetings of the City Council shall be held on the first(1st)and third(3rd) Monday of each month at 7:00 p.m. Any regular meeting falling upon a holiday shall be held on the next following business day at the same time and place. All meetings,including special and • adjourned meetings,shall be held in the City Hall unless otherwise designated. SUBD.2-Special meetings of the Council may be called by the Mayor or by any two members of the Council in writing,filed with the Clerk. At least 3 days before the meeting,the Clerk shall notify each member of the time,place and purpose of the meeting by electronic notice to be sent to him/her personally. At least 3 days prior to the meeting,the Clerk shall also post notice of the meeting and notify each person who has filed a written request for notice of special meetings. Emergency meetings may be held because of circumstances that,in the judgment of the Council,require immediate attention. Notification requirements shall be suspended for special meetings except that the Clerk must make a good faith effort to contact each Council member and persons filing a request for written notice. The notice of special meeting shall state the item(s)to be discussed and possibly acted upon. Items not stated in the notice may be discussed,but no action may be taken if any member objects. Any special meeting attended by a majority of the Councilmembers shall be a valid meeting for the transaction of any business that may come before the meeting. SUED.3-At the first regular Council meeting in January of each year,the Council shall: (1) designate the depositories of City funds;(2)designate the official newspaper; (3)pursuant to this section,choose an Acting Mayor from the trustees,who shall perform the duties of the Mayor during the disability or absence of the Mayor from the City,or in case of a vacancy in the office of Mayor, until a successor has been appointed and qualifies. The Acting Mayor shall be selected as follows: Odd Numbered Year-Member serving r year of term who received the most votes when elected; Even Numbered Year-Member serving 4th year of term who received the 21/4 most votes when elected. SUED. 4-Commission appointments for boards and commissions shall be made at the second(2nd) regular meeting of each year. All appointments will be made from applications that have been filed with the Clerk. All applications submitted shall be retained for a period of one year to serve as a file from which appointments can be made during the year if needed. SUBD. 5-All Council meetings,as defined by State Law,including special and adjourned meetings shall be open to the public. The City Attorney shall advise the Council,in writing,as to his interpretations of the State"Open Meeting Law." All new members shall be provided such written interpretation and briefed on such by the City Attorney. The Attorney shall bring any changes in his interpretation to the attention of the Council,in writing,and have the subject placed on the agenda for discussion. • • SURD. 6—Council shall adopt such policies that will ensure an orderly,mutually respectful and appropriate public meeting atmosphere.conducive to the proper conduct of City affairs and business. Rules governing the conduct of the meeting shall be enforceable by the presiding officer,typically the Mayor,or any other such Councilmember in the absence of the Mayor. Council may adopt such • rules as a separate Council Policy and may make such changes in policy as deemed appropriate. SECTION II-PRESIDING OFFICER;RULES OF ORDER SUBD. 1-The Mayor shall preside at all meetings of the Council. In the absence of the Mayor,the Acting Mayor shall preside. In the absence of both,the Clerk shall call the meeting to order and shall preside until the Council members present at the meeting choose one of their members to act • temporarily as presiding officer. SUED.2-The presiding officer shall preserve order,enforce the rule of procedure herein prescribed, and determine all questions of procedure and order. Except as otherwise provided by statute or by these rules,the proceedings of the Council shall be conducted in accordance with the following rules of order. A. A motion must be seconded before being considered by the Council,and the mover,as well as the• seconder,must be recognized by the presiding officer. B. Any motion may be withdrawn by its mover with the consent of his/her second. But a motion, once debated,cannot be withdrawn except by majority vote of the Council. C. A motion will not be subject to debate until it has been stated by the presiding officer and s/he has opened it to debate. D. Each member,while speaking,shall confine him/herself to the question at hand and avoid all personal,indecorous or sarcastic language. E. Whenever any member of the Council desires to speak on any question which affects him/her personally,s/he shall first vacate his chair and shall not resume his seat until the matter under consideration has been acted upon. He shall be allowed to make comments on the question as a private citizen. F. Whenever public hearings are held,the presiding officer,during the open hearing,shall allow any member of the public present,the privilege of speaking. A reasonable time shall be allowed to anyone as long as they are not repeating points already made. The public will conduct themselves in the same manner as would be expected from the Council. The presiding officer shall be responsible for the public's conduct and may rule anyone out of order. G. During times at any meeting,the presiding officer will allow the public to participate as long as there is reason to believe the input is beneficial. SUED.3-Any member may appeal to the Council from a ruling of the presiding officer. If the appeal is seconded,the appealing member may speak first on the reason for his appeal. General discussion can then take place on the appeal before a vote. The appeal shall be sustained if it is approved by a majority of the members present. 2 } SECTION III-AGENDAS SUBD. 1 -The agenda shall be prepared by the Clerk and shall be closed at noon on the Wednesday preceding the meeting for publication purposes. Items added after this time must be listed as supplemental and presented to Council under the"Approve Agenda"section of the meeting. SUED. 2-The Clerk shall submit a copy of the agenda to the official newspaper and other appropriate media outlets for publication on the Wednesday afternoon preceding the Council meeting. SUED.3 -The agenda packet shall be distributed electronically to the Council by 6:00 p.m. on the Thursday preceding the Council meeting. SUED. 4-Any Councilmember can place an item on the agenda by so instructing the Clerk. SUED. 5-No item shall be placed on the agenda unless the item is expressed in such a way as to clearly show the subject matter involved. SUM. 6-The agenda shall be subject to approval by a majority vote of the members present. Items not on the agenda may be discussed,but no action may be taken if any member objects. SUED. 7-A consent agenda may be included as part of the agenda,to be approved by a unanimous vote of the City Council. Items may be removed from the consent agenda by request of the Mayor or Councilmembers. SECTION IV-ORDER OF BUSINESS SUED. 1 -Each meeting of the Council shall convene at the time and place appointed therefore. Council business shall be conducted in the following order: (1) Call to Order . (2) Pledge of Allegiance (3) Roll Call (4) Approve Agenda (5) Announcements (6) Citizen Comments (5-minute limit per person for items not on the agenda) (7) Consent Agenda(All items will be approved in 1 motion with no discussion unless anyone wishes an item removed for discussion). (8) Public Hearings i (9) Award of Contracts (10) Petitions,Requests and Communications 3 (11) Unfinished Business (12) New Business (13) Council Roundtable (14) Adjourn • SUBD.2-The order of business may be varied by the presiding officer,with the scheduled time of a public hearing publicly specified as concurrent with that of the time of the Council meeting, Public hearings scheduled shall then be opened by the presiding officer in the order they appear on the agenda, or may be varied to facilitate the efficient conduct of Council business. SUBD.3-Each person shall be allowed a maximum of 5 minutes to address the Council under Citizen Comments. SECTION V-MINUTES SURD. 1 -Minutes of each Council meeting shall be kept by the Clerk,or,in his absence,his designee. In the absence of both,the presiding officer shall appoint a secretary pro tern. Ordinances, resolutions and claims need not be recorded in full in the minutes if they appear in other permanent records of the Clerk and can be accurately identified from the description given in the minutes. SUBD.2-The minutes of each meeting shall be reduced to typewritten form,shall be signed by the taker,and included in the agenda packet for approval at the next Council meeting. The minutes are placed under the consent agenda. The minutes need not be read aloud,but a member shall request the minutes be pulled from the consent agenda for separate vote if there are any additions or corrections or the member was absent from the meeting and would need to abstain from voting on said minutes. SUBD.3-In addition to typewritten minutes,each Council meeting held in the Council Chambers shall be tape recorded. Recordings shall be kept on file in the Clerk's office in a secure location for a period of 3 months from the date the minutes are approved. Executive sessions recorded pursuant to State Law shall follow State guidelines. SUBD.4-The minutes shall substantially follow the following format: MINUTES COUNCIL MEETING (REGULAR OR SPECIAL)MEETING DATE 1. Presiding officer,time and place of meeting. 2. Members Present and Absent,time any member arrives late or leaves early. The time shall also be recorded in the text of the minutes. 3. Summaries of all discussions,communications,decisions,including a copy of each motion exactly as stated,whether or not the motion had a second and,if so,whether or not it was adopted,and a record of the vote. (Complete copies of resolutions or ordinances are not required to be recorded as part of the minutes.) 4. Time of adjournment. 4 SECTION VI-QUORUM AND VOTING SUED. 1 -At all Council meetings a majority of all the Councilmembers elected shall constitute a quorum for the transaction of business. SUED.2-The votes of members on any question pending before the Council shall be by roll call, except for the following agenda items: approval of the agenda;approval of the minutes;approval of the consent agenda;and adjournment. The Clerk shall call the roll on a rotating basis. The names of those voting for and against the question shall be recorded in the minutes. If any member,being present, does not vote,the minutes shall be stated"Abstain: Name." SUED. 3 -Except as otherwise provided by statute,a majority vote of a quorum shall prevail. SECTION VII-.ORDINANCES,RESOLUTIONS,MOTIONS,PETITIONS AND COMMUNICATIONS SUED. 1 -If requested by any member of the Council,every ordinance and resolution shall be presented in writing and shall be read in full before a vote is taken thereon. All motions shall be recorded in the minutes and stated in full before they are submitted to a vote by the presiding officer. All petitions and other communications addressed to the Council shall be in writing and shall be read in full upon presentation of the same to the Council. They shall then be recorded in the minutes by title and filed in the office of the Clerk. SUBD.2 -Every ordinance and resolution passed by the Council shall be signed by the Mayor, attested by the Clerk,and filed by him/her in the ordinance or resolution electronic file. Proof of publication of every ordinance shall be on file in the office of the Clerk. SUBD. 3 -Every ordinance and resolution repealing a previous ordinance or resolution or a section or subdivision thereof shall give the number,if any, and the title of the ordinance or resolution to be repealed in whole or in part. No ordinance or resolution or section or subdivision thereof,shall be amended by reference to title alone,but such an amending ordinance or resolution shall set forth in full each section or subdivision to be amended. SECTION VIII-ADMINISTRATOR REVIEW SUBD. 1 -The City Council shall conduct an annual review of the.City Administrator. The procedure shall be substantially as follows: A. The Administrator shall distribute a Council approved evaluation form on or before the anniversary of the Administrator's appointment. B. Councilmembers shall complete the prescribed form and schedule a special meeting to evaluate the Administrator based upon the written evaluations submitted. C. The completed evaluation form shall be submitted to the City Attorney within 21 days from the date the evaluation document is received by Council. D. The City Attorney shall tabulate the results of the evaluation without any reference to individual Councilmembers. 5 E. The City Council shall consider the tabulated results during a regular meeting following the special meeting to evaluate the administrator and may take action accordingly. . SECTION IX-BOARDS AND COMMISSIONS;MINIMUM PERFORMANCE SUBD. 1 -There shall be submitted to the Council at the first meeting of January of each year, a performance report of various Boards and Commissions. SUBD.2—Attendance reports shall be submitted to the Council ton the following citizen involvement in Boards and Commissions: Water Board,Planning Commission,Parks and Recreation Advisory Commission,Rambling River Center Advisory Board,Heritage Preservation Commission and Economic Development Authority. SUBD.3-Reports shall state the number of regular and special meetings held and the total number of meetings attended by each member. SUBD.4-It shall be the goal of the Council to meet at least one time per year with each Board and Commission on an informal basis. Such meeting shall not be held in conjunction with a regularly scheduled meeting of the Council,Board or Commission. SECTION X-AUTHORIZED EXPENDITURES AND REIMBURSEMENTS SUBD. 1 -Definitions For the purpose of this section,the following terms shall have these meanings . given them. Authorized Person: The Mayor or any Councilmember. Authorized Expenditure: Expenditures made on behalf of the City for a public purpose as determined by the City Council. Authorized expenditures shall include,but not be limited to,the following: Travel(except auto mileage within 25 miles),meals,registration,tuition, course materials. . Official Function: Any function which is for a public purpose as determined by the City Council. Official functions shall include,but not be limited to,the following: Council meetings outside of the City limits,League of Minnesota Cities functions,training sessions,education courses,official City business,legislative meetings,seminars,meetings where City representation is requested. SUBD.2-An authorized person may be reimbursed for all authorized expenditures incurred for attending an official function provided that the following conditions are met: A. The expenditures must be for a public purpose as determined by the City Council. B. The Council must be authorized to make the expenditure. C. The money must have actually been spent on behalf of the City,except as provided under Subdivision 3(C)(2). D. The Council has approved the request to attend an official function except as provided under Subdivision 3(C)(l). 6 • ) SUBD.3-Procedure: A. A request to attend an official function,or to request reimbursement for attending an official function shall be submitted to the City Council on an authorized form for consideration as soon as reasonably possible. B. The Council shall either approve the request provided that the conditions set forth under Subdivision 2(A)(B)(C)are met,or deny the request. C. The person may submit a list of itemized expenditures on an authorized form for Council action as follows: 1. Reimbursements for expenses may be submitted for Council consideration. 2. The Council may advance the estimated cost of traveling to and attending the function, provided the person submits a list of itemized authorized expenditures,and reimburse the City for any unused portion. SUBD. 4-The Mayor shall be reimbursed on a monthly basis as set forth in the annual operating budget,provided that the Mayor submit an affidavit of expenses for the allocated amount. SECTION XI-SUSPENSION OR AMENDMENT OF BY-LAWS SUBD. 1 -These by-laws may be temporarily suspended by a unanimous vote of the members present. SUBD. 2-These by-laws shall not be repealed or amended except by a majority vote of the whole Council after notice has been given at some preceding Council meeting. SECTION XII-EFFECTIVE DATE SUBD. 1 -These by-laws have been adopted by the Council on the 6s'day of September, 1983 and become effective on the first day following publication of the same in the official newspaper. Adopted: 9/6/83 Effective: 10/3/83 Reviewed: 1/3/12 Amended:8/03/87, 1/21/92,4/20/92, 8/17/92,2/01/93,7/18/94,9/06/94, 1/17/95, 1/16/96,3/03/97, 11/03/97, 1/05/98,2/1/99, 1/18/05,2/2/09, 1/3/12 7 ( i COUNCIL POLICY-01 • Council-Resident Complaint Resolution Process The handling and resolution of resident complaints is a very high service priority for council and staff. In order to effectively and efficiently address resident complaints brought directly to Council members,the following procedures and value statements are proposed: a) If a Council member is uncertain as to the proper referring department of a resident service complaint,she or he is encouraged to contact the City Administrator, or if the referring service department is known,the Council member is encouraged to contact . the Department Director directly. Consequently, all resident service complaints or process questions should be taken either to the City Administrator or to the affected Department Director to maintain consistency in service communications, accuracy, appropriate management accountability, and general courtesy to the managing director. b) All resident service complaints or concerns are important, however, in order to effectively resolve the issue and maintain consistency in resolving existing service priorities, a reasonable amount of time may be required to address the issue in the order received. In complaint situations where the level of difficulty is high and/or some amount of time is needed to focus organizational resources on the issue, Council members and the respective resident will be updated on the status. c) In situations where either the City Administrator or Department Director is unavailable, leaving a detailed message on voice mail is encouraged. Staff will respond to these messages within a reasonable amount of time, usually within the day or next business day at the latest. d) The reporting Council member will receive service feedback on the complaint by the responding department director/designated staff person or the City Administrator upon resolution ar as may be requested by the Council member. e) Once the resident service complaint is brought to the attention of the City Administrator/Department Director, it is expected that staff will handle the issue exclusively to ensure direct communications with the resident, and will handle the issue in question according to the City Code, professional judgment and reasonable service time frames. f) Council members are encouraged to refer the resident to the appropriate department director, or indicate that the administrator or department director will contact them on their respective concerns. • 1 Adopted 10/6/97 COUNCIL POLICY-02 Council-Staff Communication Protocol In order to maintain a consistent, open, and mutually productive relationship, it is encouraged that Council members communicate with the administrator or appropriate department director on all service related issues. It is important that when a service related issue affecting the organization is in question, that the administrator or affected department director is notified to provide Council with a senior level management response. ( I • ( ! - Adopted 10/6/97 .? COUNCIL POLICY-03 Council Expectations of Staff Work Assignments • All City-related issues will be objectively and professionally reviewed by staff. Staff research and concluding opinions will be based upon all available relevant sources of data, and based upon respective staff expertise. Staff is hired to provide Council with professional expertise on a variety of subjects and issues to be presented in an unbiased,.objective manner. Council is free at all times to question staff rationale,process,and procedures issues and associated background information,but should allow staff to exercise their professional judgment with confidence. ( } {. Adopted 10/6/97 COUNCIL POLICY-04 Council-Management Team Statement of Commitment to Productive Working Relationship Council and staff roles are mutually supportive and respectful; committed to working together as a team. Keeping communication lines open, mutually respectful and honest are key to a productive, high-quality and mentally healthy work environment. Staff respects Council's role as that of preeminent policy maker on all issues affecting the community. Conversely, Council respects the management team's role as professional, competent managers committed to implementing Council policies in a credible,considered,and objective manner. ( 1 Adopted 10/6/97 ( ) COUNCIL POLICY-05 CITY COMMISSION APPOINTMENT PROCESS Policy Purpose The purpose of this policy is to set forth the procedures to be used in appointing interested citizens to the City Commissions. The appointment of citizens to City advisory commissions and boards shall be made by the City Council on an annual basis to fill all expired terms. The Council shall conduct interviews of all qualified candidates to consider relevant qualifications and interests, and appoint such members as the Council deems in the best interest of the City. Commission seats vacated by resignation and/or removal shall be appointed by first reviewing any applications on file and/or any requests to be appointed by interested citizens having taken notice of an existing vacancy. If no applications are on file,the City shall solicit applications for appointment by advertisement in the legal newspaper and other public mediums as appropriate. Appointments to fill seats vacated by resignation and/or removal shall coincide with the normal expiration date of the seat and shall be made as soon as practical. Appointments to fill vacated seats during an unexpired term shall be in accordance with the City Code. ( ) f i - Adopted 10/6/07 COUNCIL POLICY--06 Council Meeting/Public Hearing Citizen Participation Protocol POLICY PURPOSE The purpose of this policy is to establish guidelines for citizen participation at public meetings that will ensure that the following Council objectives are achieved. ® Welcome and encourage citizen comments on matters of interest or concern ■ Preserve and promote the accurate exchange of information Preserve the equal rights of citizens to communicate their views • Provide for an orderly, courteous,and efficient meeting ■ Provide adequate time for Council to review and consider agenda items COUNCIL MEETING The following Council meeting guidelines are established and shall be enforceable by the Mayor or presiding Council member. The following guidelines may be amended by a . majority vote of Council. i 1. Questions are to be addressed to Council during the meeting; citizens are encouraged to contact City staff prior to or following the Council meeting for further information. Council is free to call upon or direct a question to staff as necessary or appropriate. 2. A citizen desiring to speak may do so only after being recognized by the Mayor. Upon recognition, the citizen should approach the podium and clearly state his/her name and address. 3. To allow for equal time, citizens are limited to five (5) minutes to address Council. 4. Complaints or concerns expressed during `Citizen Comments', and not on a regular Council meeting agenda, will be responded to by the next regularly scheduled Council meeting and placed on the Council Agenda. Citizens will receive a copy of the City's response prior to the next meeting. PUBLIC HEARING Citizen testimony, opinions, or questions at a public hearing are encouraged, "and are considered by Council in their respective deliberations. The following guidelines are established by Council and are enforceable by the Mayor or the presiding Council member. 1. A member of the City staff will introduce and explain the agenda item. Effective 1/98 Amended 1/05 2. The Mayor will invite public comment and set a time limit for each speaker so that all citizens desiring to address the issue may have the opportunity to do so. A group of persons may select one spokesperson to speak for the group; that person may be granted more time at the Mayor's discretion. 3. A citizen desiring to speak may do so upon recognition by the Mayor. He/she shall approach the podium and state their name and address. •Citizens not recognized by the Mayor shall refrain from interrupting a speaker who has been recognized as a matter of general courtesy. 4. Questions should be addressed to Council. Council is free to call upon or • redirect a question to a staff member. Citizens are encouraged to contact staff members prior to or following the public hearing to obtain further information. 5. Each citizen will be permitted to address Council once during the meeting. At the Mayor's discretion, second comments may be heard if time exists or if new information is to be presented. 6. After citizen comments have been heard,Council will close the public portion of the hearing and then hold its own discussion on the issue. A decision may be made at this time or postponed until a later meeting. No further public comment on the topic will be allowed unless specifically invited by the Mayor. These guidelines may be amended upon a majority vote of the Council. • t l Effective 1/98 Amended 1/05 ) COUNCIL POLICY-07 Council Workshop Protocols and Purpose POLICY PURPOSE The purpose of this policy is to establish guidelines and clarify the legislative nature and purpose of a Council Workshop. WORKSHOP DEFINITION Council workshops are special work sessions attended by Council, Designated as special informational opportunities for Council, as a whole, to address, examine, and formulate legislative positions on a variety of complex policy issues affecting the community at local,state, and federal levels. WORKSHOP PROTOCOLS The following guidelines have been adopted by Council to establish an appropriate framework for Council workshops to ensure a productive, team oriented and conducive work session environment. 7 • Because the work sessions are attended by a quorum of the City Council, they are considered public meetings subject to the state Open Meeting Law. • Any Council member may request that a workshop be held to discuss a matter,however, items will only be scheduled for a work session by a majority of the Council. ■ The Mayor or Acting Mayor, as meeting chair, shall endeavor to provide all members with an opportunity to participate in workshop discussions. ■ Because Council workshops are primarily held for the benefit of locally elected officials to further study, evaluate, and understand complex community issues and their related policy implications, no official actions will be taken by Council and there may be limits placed on the participation of interested individuals and organizations. • Issues to be studied at Council workshops shall be publicly identified and appropriately • publicized. Agendas shall be prepared in accordance with the issues to be discussed by Council. Is Workshop meeting dates,when requested and approved by Council,shall be scheduled as needed and meet the requirements of the Open Meeting Law. WORKSHOP FORMAT As the intent of a Council workshop is designed to facilitate a better understanding of legislative issues before Council,members shall have the opportunity to freely express their thoughts,ideas and concerns in order to fully explore the issues before coming to a final policy position. As i 1 Council workshops are conducted as an informal work session, all discussions shall be Adopted 10/6/97 considered fact-finding, hypothetical and unofficial critical thinking exercises, which do not reflect an official public position. While individual and group positions may be formed as part of this process,no official vote shall be taken. Should Council express consensus of opinion on any given matter under deliberation at a workshop, Council members reserve the right to modify, amend, or change their positions prior to an official vote. PUBLIC INFORMATION STATEMENT Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of a formal City policy position. Only official Council action normally taken at a'regularly scheduled Council meeting should be considered as a formal expression of the City's position on any given matter. This policy may be amended by a majority vote of Council as deemed necessary and appropriate. ( Adopted 10/6/97 o FARM City of Farmington z 430 Third Street Farmington,Minnesota ik.e of 651.280.6800 -Fax 651.280.6899 '0.,, www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Green Steps Program Update DATE: June 13, 2016 INTRODUCTION The City of Farmington has participated in the Green Steps program since 2011. Currently Farmington has achieved step two of the program. DISCUSSION The Minnesota Green Step Cities program aims to provide Minnesota cities a clear pathway to greater sustninability based upon implementing best practices specific to Minnesota cities of differing sizes and capabilities. Due to the multiple environmental, economic and social dimensions of the best practices, leadership from the city council is needed to oversee their implementation and coordination/integration with other city and community activities. Famiington achieved step one of the program by agreeing to participate in the program and passing s resolution authorizing the city's participation in the program on May 2, 2011. The city achieved step two classification once it achieved eight best practices on June 10, 2012. Step three classification requires completion of 16 best practices. Currently,Farmington has not achieved step three classification. The Green Steps program has 29 best practices that are split among five separate areas: 1. Buildings and Lighting 2. Land Use 3. Transportation 4. Environmental Management 5. Economic and Community Development Under these five areas there are 175 unique actions that help a city achieve one of the individual best practices. Reaching the step two and three levels requires both achieving a minimum number of best practices and some specific best practices and actions included in the plan. After analyzing the status of our program it appears that Farmington is short of achieving step three in the following areas- Building and Lighting-Missing 3 actions Land Use-Done Transportation-Missing 5 actions Environmental Management-Missing 1 action Economic/Community Development-Missing 4 actions One of the required actions under the Transportation area is the adoption of a complete streets policy that also addresses street trees and storm water. City staff discussed this issue a number of years ago and again recently. The complete streets program would require us to address issues when we develop or redevelop streets that would increase the cost of these projects. The end result that would increase the cost of projects is, in most cases, already being addressed with other portions of our street projects. Kevin Schorzman,Adam Kienberger and I met to discuss this issue. After reviewing the potential impact of the complete streets program,we all agreed that is not something that we would recommend that the city put into place at this point. Our reasoning was based on cost, other options available and what we believed was common sense. With that in mind, since we recommend not moving forward with the complete streets program it means the city would not be eligible to move into the step three portion of the Green Steps program. The city would continue to support the steps we have already taken in this area. BUDGET IMPACT TBD ACTION REQUESTED While the Green Steps program is one that we will continue to support, city staff feels that the complete streets requirement is not a good fit for the city or our financial plan at this time. Therefore we do not recommend moving forward to step three of the program. ATTACH1VIENTS: Type Description ❑ Backup Material Green Steps Program Info ❑ Backup Material Green Steps Best Practices ❑ Backup Material Farmington Green Steps Report Minnesota GreenStep Cities Page 1 of 2 i Search i t Home I About I The 29 best practices I Become a GreenStep City I Recognition I Ordinances I City log-in I Contact Stay Connected iUt, , The Minnesota GreenStep Cities Program History and development Minnesota GreenStep Cities During fall 2007,Minnesota's Clean Energy Resource Teams(CERTs)held regional listening sessions around the ___,"_„w state to discuss community-based energy opportunities and the state's Next Generation Energy Act of 2007.The Idea —" was raised of creating a sustainable cities program,free to cities,that would challenge,assist and recognize cities r that were"green stars."This idea was taken up by the 2008 Legislature,which directed the MPCA,the Division of '' 1 Energy Resources at the Minnesota Department of Commerce,and CERTs to recommend actions cities could take iffilitegti on a voluntary basis. Those recommendations are contained in the report Minnesota GreenStep Cities.Representatives from dozens of -- cities,non-profit organizations,businesses and state government agencies provided the outline for what has been i developed as the Minnesota GreenStep Cities program,which began in June 2010. . In May 2012 the GreenStep Cities program received awards in the categories of Sustainable IMf( t __ Communities and 2012 Partnership of the Year from the Minnesota organization Environmental +g`4# 01 V A Initiative.The awards honor partnerships,inspire other organizations to create similar projects,and t`,,< st 'encourage collaborative approaches to environmental problem solving.Over 340 attendees at the t LL awards dinner voted among the 15 finalists nominated for the 2012 Partnership of the Year. 4( t r,A 1 . �zy, tl Partner organizations Of the organizations that created the 2009 report to the Legislature,this working group below meets monthly as the GreenStep Cities steering committee,contributing time and funding to implement the GreenStep Cities program. Minnesota Pollution Control Agency Great Plains Institute *4 7 Minnesota Pollution 9 y ?'i GREAT PLAINS Control Agency Philipp Muessig,GreenStep Cities Coordinator " INSTITUTE Lola Schoenrich,Vice-President,Energy Philipp.muessig @state.mn.us Efficiency 651/757-2594 Ischoenriich©gpisd net 612/278-7154 pN le Nc Clean Energy Resource Teams )'ban {jO(i Urban Land Institute Minnesota f qQ Lissa Pawtisch,Statewide Coordinator Peter Lindstrom,Mayor,Falcon Heights 11iSiiUE V., Paw19048raumn.edu mayorlindstrom @gmail.com p�J��w 612/624-2293 Minnesota 612.624.4659 °VRCE t'P League of Minnesota Cities -_„A Izaak Walton League-Minnesota Division '61 Don Reeder,Public Relations Manager 't Jill Grafton(Mark Owens) 2 0 Breeder @lmc.org jdlgreatlakesike@gmaitcorn i. LEAGUE 01 A 651/215-4031 952/944-5583 CITIES Minnesota Dept.of Commerce,Division of Energy _ Preservation Alliance of Minnesota o Resources Emily Northey,MN Main Street Coordinator C Omit/L'KCL' PRESERVATION ALUA Eric Rehm ALLIANCE enorthey@mnpreservalion.org Eric.Rehm @state.mn.us OF =-- 651/293.9047 x103 651/539-1853 MINNESOTA Program funders In addition to staff lime and funding contributed by the MPCA and the Division of Energy Resources to work on the GreenStep program,several funders support the staff time of personnel from the six non-profit GreenStep partner organizations.Others wishing to support the program may contact Lola Schoenrich of the Great Plains Institute.The GreenStep program greatly appreciates the support of the following major funders: http://greenstep.pca.state.nui.us/aboutProgram.cfm 5/25/2016 Minnesota EAGUE OF r; GreenStep Cities 'MINNESOTA CITIES GREENSTEP CITIES PROGRAM: 2015 Recognizing Leaders in Minnesota's Green City Movement The League of Minnesota Cities is proud to recognize the 83 cities,including one Tribal Nation,which are participating in the Minnesota GreenStep Cities program.Currently one-third of the state's population resides in a GreenStep city. GreenStep Cities is a free,voluntary challenge,assistance,and recognition program to assist Minnesota cities in implementing sustainability best practices that best fit their city.The League is working with the Preservation Alliance of MN,Clean Energy Resource Teams,Great Plains Institute,Izaak Walton League— MN Division,Minnesota Pollution Control Agency,Minnesota Department of Commerce-Division of Energy Resources,and Urban Land institute-MN to promote this program as a pathway to sustainability that is cost-effective, pragmatic and achievable for all cities. Learn from these innovative cities by viewing their accomplishments at www.MnGreenStep.org This program benefits cities in multiple ways: • Lower costs to government, business,educational institutions and citizens • More local,green jobs • Green buildings that are cheaper to operate • Green infrastructure,low-impact development and cleaner water • Transportation options that connect jobs and housing; walkable/bikeable communities • Local food production • Local renewable energy production and cleaner air At the end of the program's fifth year, 818 best practices have been completed,a one-third increase over last year. Please join the League in congratulating all 83 cities below for leading the way toward greener communities. 17 cities are new to the program this year at Step 1.Those cities and cities advancing to Step 2(15 cities)and Step 3(5 cities)are in bold: STEP ONE CITIES Arlington Gilbert Milan Sartell Biackduck Grand Marais Mountain iron Scandia Brooklyn Center Hanover New Hope Sherburn Chisholm Hermantown Nisswa Shorewood Crookston Hutchinson Pierz Two Harbors Crystal Lauderdale Pine City Delano Leech Lake Band Richfield Elko New Market of Ojibwe Roseville Ely Luverne Saint Louis Park Forest Lake Marine on St. Saint Paul Fridley Croix Saint Paul Park STEP TWO CITIES Austin Hermantown Maple Grove Royalton Brainerd Hoffman Marshall Saint Cloud Brooklyn Center Hutchinson Minnetonka Saint Paul Columbia Heights Kasson New Hope Sauk Rapids Coon Rapids La Prairie North Saint Paul Silver Bay Cottage Grove Lake Crystal Northfield Two Harbors Crystal Lake Elmo Pine River Warren Duluth Leech Lake Band Red Wing Willmar Farmington of Ojibwe Rosemount Grand Rapids Mankato Roseville STEP THREE CITIES Apple Valley Elk River Northfield . Victoria Bemidji Falcon Heights Oakdale White Bear Lake Burnsville Hopkins Rochester Woodbury Eagan Mahtomedi Rogers Eden Prairie Maplewood Saint Anthony Edina Newport Shoreview Stop by the GreenStep Cities display table near the League Registration Desk or visit www.MnGreenStep.ora to learn more about this program and how you can implement proven sustainabllity best practices in your cityl 4r' • • Minnesota GreenStep Cities Page 1 of 1 if search I 1 Home I About I The 29 best practices I Demme a GreenStep Oty I Recognition I Ordinaries I Oty leg-in I Contact Slay Connected iii Show ate ail actions related to I vii Filter The GreenStep 29 best Buildings and Lighting Land Use •practices 1.Efficient Existing Public Buildings: 6.Comprehensive Plans:Build public 4 Benchmark energy usage,Identify savings euppa•1 and legal validly to tong-term • Make planntag end tracking easier:download opportunities In consultation with state Infrastnuctural end regulatory strategy. .. this spreadsheet that lists all unique actions— programs,uliglks and others to Implement .. approximately 175—for all 29 hest practices. cost-effective energy and austeineblity improvements. 7.Efficient City Growth:Promote financial and environmental sustainabilty by enebfsg and • Cites that implement a minimum number of best 2.Efficient Existing Private Buildings:Provide encouraging walkable housing and commnciat land practices organized into Untie five topical areas incentives for energy,water end austalrsabtily will be recognized as Step Two and Step Three improvements in existing structures. GreenStep Cities.See Mat are Step Two and 8.Mixed Uses:Develop efficient and healthy lend Three Recognition Minimums? 3.New Green Buildings:Constniel new butdngs to patterns that generate community wealth. • Cities should claim credit for best practices meet or qualify under a green building framework already implemented.Addng best practices over 9.Efficient Highway-and Auto-Oriented time will gamer additional recognition. 4.Efficient Outdoor lighting and Signals:Improve Development:Adopt commercial development and the efficiency and quality of street lighting,traffic design standards for auto-oriented development • For each best practice,and depending on city signals and outdoor public lighting. corridors and clusters. category(A,B or C),a city needs to complete one or more actions from a list associated with the 5.Building Redevelopment:Create economic and 10.Design for Natural Resource Conservation: best practice.See What category is my eRy to? regulatory incentives for redeveloping and Adopt development ordinances or processes that repurposirg existing bullrings before building new. protect natural systems and valued community assets. Transportation Environmental Management Economic and Community Development 11.Living Streets:Create a network of 11,. 15.Sustainable Purchasing:Adopt green complete streets that improves city Kr''Xw rC q7 environmentally preferable purchasing 24.Benchmarks&Community quality of life and adds value to surrounding fm- policies and practices. Engagement Adopt outcome measures properties. T7 'fT for GreenStep and other city F`l aF 16.Urban Forests:Add city tree end plant cover that sustairabitty efforts,and engage t 12.Mobility Options:Promote active transportation increases community health,wealth and quality of lire. community members in ongoing education,dialogue, and alternatives to single-occupancy car travel. end campaigns. 17.Stornnwalen Management:Minimize the volume 13.Efficient City Fleets:Implement a city test of and pollutants to stomrnvater a melt. 26.Careen Business Development:Support investment,operations and maintenance plan. expansion of the ties green business sector. 18.Parks and Trails:Support active lifestyles end 14.Demand-Side Travel Planning:implement property values by enhancing the city's green 26.Renewable Energy:Remove banters to and Travel Demand Management and Transt-Oriented infrastructure. encourage instalalton of renewable energy generation Design In service of a more walkable city. capacity. 19.Surface Water Quality:Improve local water bodies. 27.Local Food:Strengthen local food and fiber production and access. 20.Efficient Water and Wastewater Facilities: Assess end Improve city thinking water and 28.Business Synergies:Nehvorkfchister businesses • wastewater facilities. to achieve better energy,economic and environmental outcomes, 21.Septic Systems:Implement on effective management program for decentralized wastewater 29.Climate Adaptation and Community treatment systems. Resilience:Plan and prepare for extreme weather, adapt to changing climatic conditions,end foster 22.Slid Waste Reduction:Increase waste stronger community connectedness and social and reduction,reuse and recycling. economic vitality. 23.Local Air Meaty:Prevent generation or local air contaminants. P/laseecle Pollution Caned Agency I Cmract I Web r to policy r i http://greenstep.pca.state.mn.tts/bestPractices.cfrn 5/16/2016 City of Farmington Background Information County: Dakota GreenStep Coordinator Population: 22,051 GreenStep City category: A Adam Kienberger City staff akienberger@cl.farmington.mn.us Full-time equivalent city staff(approx.): 100 651-280-6820 City web page relating to sustainability/GreenStep Participating township(s)/school district(s): activities: httD:/hvwtv.ci,farmineton.mn.us GreenStep City resolution: Click here to view the file. GreenStep City status and date: STEP 2(06/10/2012) Best Practice Actions Underway and Completed Completed actions are denoted by stars.Mouse over a star for its definition. Buildings and Lighting Building Redevelopment { BP no. 5 } 1 Star(s) Action 1:Adopt an historic preservation ordinance/regulations to encourage adaptive reuse. Date completed/entered: 03/14/2012 Implementation details: The heritage preservation ordinance was approved on February 16,1999 in order to preserve buildings In our oily.It's purpose was to do the following:1.The quality of significance In history,architecture,archeology,end culture is present in buildings,sites,structures,objects and districts that possess Integrity of location,design, setting,materials,workmanship,feeling,and association,and:(a)That are associated with specific events or a pattern of events that have made a significant contribution to the broad patterns of our history;or(b)That are associated with the lives of persons or groups significant to our past;or(c)That embody the distinctive characteristics of a type,period,or method of construction,or that represent the work of a master builder,or that possess high artistic values,or that represent a significant and distinguishable entity those components may lack individual distinction;or(d)That have yielded,or may be likely to yield,Information important in prehistory or history.2.The singular physical appearance,historic character or aesthetic value of an established or familiar feature of a neighborhood or community within the City.The ordinance is explained below:Discussion of the Heritage Preservation Commission's Duties and Powers,the designation of Heritage Landmarks; Design review of old and new buildings requesting permits;and the demolition of buildings over 50 years old. Outcome measures/metrics: An ordinance that requires the review of a building that is SO years or older to be discussed before any demolition may occur.In those discussions,the determination of use,building restoration or rehabilitation is reviewed. Descriptive links: http://eteri iageodi Ilers.com/codebook/Index.pbpTbook_id-463 For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmiugton.mn.us I 651-280-6820 1 Star(s) Action 5: Adopt development and design standards that facilitate infill,redevelopment,and adaptable buildings. Date completed/entered: 04/09/2012 Implementation details: In 2011.Immanuel Dental built a building in the downtown on a lot that was vacant for over 2 years.The owner was the first to go through the City's new 30-working day commercial review process that Included a process where building review,zoning,and site planning were reviewed within a 30-working day timeline.In this case, the owner was able to start earlier than expected before the winter season. Outcome measures/metrics: Building completed early and Will lot was built on. Descriptive links: For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 Land Use Comprehensive Plans { BP no. 6 } 1 Star(s) Action 1:Adopt a comprehensive plan or(for Category B&C cities)adopt a land use plan that was adopted by the county or a regional entity. Date completed/entered: 08/04/2011 Implementation details: The City updated its Comprehensive Plan in 2008 and is currently reviewing and updating the plan in 2011.The plan called for updates every 2-3 years. Outcome measures/metrics: The 2030 Comprehensive Plan Is less than 10 years old. Descriptive links: http/lwww.cl.farmingt on.mn.us/AboutFarmlogton12030CompPlan/2030 CompPlan.html For more information contact: Adam Kienberger(City staff) I akienberger®el.farmington.mn.us I 651-280-6820 1 Star(s) Action 2:Demonstrate that regulatory ordinances comply with the comprehensive plan including but not limited to having the zoning ordinance explicitly reference the comprehensive plan as the foundational document for decision making. Date completed/entered: 08/04/2011 Implementation details: The City updated its City Code to comply with the 2030 Comprehensive Plan in 2008. Outcome measures/metrics: The City Code is In compliance with the 2030 Comprehensive Plan. Descriptive links: bttp://eterliagcodtaers.condeodeboo Wlndez.php?book_id-463 For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 2 Star(s) Action 3:Include requirements in comprehensive and/or other plans for intergovernmental coordination addressing land use and watershed/wellhead impacts,infrastructure,economic development and city/regional services. Date completed/entered: 03/14/2012 Implementation details: Intergovernmental coordination includes the following:Transportation-Dakota County and the City of Farmington work In close coordination concerning roadways in the City.The County is involved in reviewing plats along County Roads to ensure access spacing and waffle flows.Land Use-The City of Farmington has entered Into orderly annexation agreement(Castle Rock and Empire Townships)for property adjacent to the City.Any property owner interested in applying for annexation with this area is allowed to do so without conflict with Castle Rock or Empire Townships.Watershed impacts-The City works with the Vermillion River Watershed and the DNR to ensure that water runeff and contaminants are regulated.Sewer and water-The City has worked with the City of Lakeville for sewer extension near Flagstaff Avenue. Sewer and water have been run to the Dakota County Fairgrounds through the City's systems.Fire-ALF Ambulance has had years of commitment between Apple Volley, Lakeville,and Farmington to service those areas.Health-The City of Farmington is working with Dakota County and the Health Department to discuss Issues concerning the Active Living Campaign. Outcome measures/metrics: All of the above mentioned items make Farmington better.Looking beyond the boundaries of your city makes you feel apart of a whole community. Descriptive links: For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 Efficient City Growth { BP no. 7 } 1 Star(s) Action 2: Encourage higher density housing through at least two of the following strategies: a.Incorporate a flexible lot size/frontage requirement for infill development. b. Use density and floor area ratio(FAR)bonuses in selected residential zoning districts. c. Tie a regulatory standard to comprehensive plan language defining compact city expansion zones that limit low-density development. d.Allowing accessory dwelling units or co-housing or tiny houses/apartments by right in selected zoning districts. Date completed/entered: 08/05/2011 Implementation details: 2a)The B-2 downtown business district requires a minimum lot size of 3,000 sf and a lot width of SO feet.The Piste Lot in downtown Farmington is a infill lot that contains 3,484 sf and a 90 ft lot width.This lot will require a variance when it is developed allowing a flexible lot size/frontage for Will develomsnt.2d)Accessory dwelling units are allowed In the downtown single-family residential district on lots at 6,000 of or more. Outcome measures/metrics: Infill development has flexible requirements In order to have development occur on the site and accessory dwelling snits provide options to homeowners. Descriptive links: http9/aterlingcodiflers.com/codebook/index.php7book id-463 For more information contact: Adam ICienberger(City staff) I akienberger©ci.farmington.mn.us I 651-280-6820 Mixed Uses { BP no. 8 } 1 Star(s) Action 2: Locate or lease a school,city building or other government facility that has at least two of these attributes: a.Adjacent to an existing employment or residential center. b.Designed to facilitate and encourage access by walking and biking. c. Accessible by regular transit service. Date completed/entered: 08/05/2011 Implementation details: 2a)In 2006,the City made a conscious decision to locate the new City Hall ht the existing downtown In order to facilitate downtown buatness prosperity and crests a walkable downtown with existing single and multi-family residents on small lots.2b)The City Hall may be accessed by residents in the originally platted downtown to walk or bike to the facility. Outcome measures/metrics: The City Hall location In the downtown has provided walking and biking options for residents to access City Hall. Descriptive links: For more information contact: Adam ICienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 Design for Natural Resource Conservation { BP no. 10 } 1 Star(s) Action 1: Conduct a Natural Resource Inventory or Assessment( NRI or NRA);incorporate protection of priority natural systems or resources through the subdivision or development process. Date completed/entered: 08/05/2011 Implementation details: The City prepared a NRI for the community in 2010 and It was approved In 2011.The NRI incorporated a landscape ordinance to preserve trees in subdivision developments. Outcome measures/metrics: The NM has provided the Parks&Recreation department the ability to plan parks that meet the standards of the NR1. Descriptive links: http://sterlingeodlfiers.eonJcodcbook/index.php?book id-463 For more information contact: Adam Kienberger(City staff) 1 akienberger®ci.farmington.mn.us 1 651-280-6820 1 Star(s) Action 3: For cities within metropolitan areas,incorporate woodland best management practices addressing protection of wooded areas into zoning or development review. Date completed/entered: 08/08/2011 Implementation details: The City Code was revised on May 16,2011 to incoporate a Woodland and Tree Preservation ordinance in order to protect trees in proposed developments. Outcome measures/metrics: The new ordinance will provide for the protection of stands of trees and protect large specimen trees within the development when it begins again. Descriptive links: For more information contact: Adam Kienberger(City staff) 1 akienberger @ci.farmington.mn.us 1 651-280-6820 Transportation Efficient City Fleets { BP no. 13 } 1 Star(s) Action 3: Phase-in no-idling practices, operational and fuel changes,and equipment changes including electric vehicles,for city or local transit fleets. Date completed/entered: 08/05/2011 Implementation details: 2)The City has a monthly program monitoring and reporting feel usage and costa 3c)The City also has a maintenance schedule to insure that the City fleet optimizes vehicle life and fuel efficiency. Outcome measures/metrics: The City fleet runs more efficiently through this reporting. Descriptive links: For more information contact: Adam Kienberger(City staff) 1 akienberger@ci.farmington.mn.us 1 651-280-6820 1 Star(s) Action 4: Phase in bike,foot or horseback modes for police,inspectors and other city staff. Date completed/entered: 08/05/2011 Implementation details: in 2006,the City phased in bike patrols for the police department.The patrols occur in the downtown area of the City. Outcome measures/metrics: The bike patrol saves fuel costs. Descriptive links: For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 Environmental Management Sustainable Purchasing { BP no. 15 } 1 Star(s) Action 1: Adopt a sustainable purchasing policy or administrative guidelines/practices directing that the city purchase at least: a.EnergyStar certified equipment and appliances and b.Paper containing at least 30% post-consumer recycled content. Date completed/entered: 08/05/2011 Implementation details: la)The City only purchases Energy Star computers for staff.lb)The City also purchases paper that contains a least 30%post-consumer recycled content. Outcome measures/metrics: The computers are energy efficient and paper is recycled. Descriptive links: For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 Urban Forests { BP no. 16 } 1 Star(s) Action 1:Certify as a Tree City USA. Date completed/entered: 08/05/2011 Implementation details: The City has been a member of Tree City USA since 1990 and continues that tradition. Outcome measures/metrics: The City meets the quaineations for a Tree City USA distinction. Descriptive links: For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 1 Star(s) Action 5: Adopt a tree preservation or native landscaping ordinance. Date completed/entered: 08/05/2011 Implementation details: The City adopted a revised landscape ordinance In 1998 to promote the addition of landscape materials in the City with tree requirments on boulevards at l/4O ft.The ordinance also provides for screening requirements for incompatible uses. Outcome measures/metrics: Additional landscaping Is provided in the community and the ordinance requires screening though landscaping between incompatible uses. Descriptive links: For more information contact: Adam Kienberger(City stall) I akienberger@ci.farmington.mn.us I 651-280-6820 Stormwater Management { BP no. 17 } 1 Star(s) Action 6: Data completed/entered: 04/18/2012 Implementation details: An erosion and sediment control ordinance(114-5)was approved on September 20,2010.The control requires silt fence,turf,temporary rock entrances,etc.,and requires the applicant to follow all MPCA best management practices. Outcome measures/metrics: Prevent erosion or sediment control issues In stormwater treatment process. Descriptive links: For more information contact: Adam Kienberger(City staff) I akienberger@ci.farmington.mn.us I 651-280-6820 Parks and Trails { BP no. 18 } 1 Star(s) Action 1: Make improvements within your city's system of parks,offroad trails and open spaces. Date completed/entered: 08/05/2011 Implementation details: The Parks and Recreation Department manages a trail gap map that identifies trail connection needs In she City's system.The City and Dakota County recently completed a trail connection from 195th Street to CSAH SO on the west side of Pilot Knob Road.The connection consisted of 1.77 miles of trail to fill the gap in the system.Connects with Lakeville trail system. Outcome measures/metrics: A trail connection from 195th St to CSAH 50 has completed a gap In the City's trail system. Descriptive links: httplisterlingoodifiers.com/codebook/index.php7book_id..463 For more information contact: Adam Klenberger(City staff) I akienberger@ci.farmington.mn.us I 651-280-6820 I Star(s) Action 2:Plan and budget for a network of parks,green spaces,water features and trails for areas where new development is planned. Date completed/entered: 03/26/2012 Implementation details: The Parks and Recreation Department has a an Existing and Proposed Parka,Trails,and Open Space Map that shows potential sites for parks as shown in the attached web link.The proposed parks have been budgeted. Outcome measures/metrics: Pre-planning of parka.trails.and open space assists the public In knowing where the next location Is for those amenities. Descriptive links: hltp://www.el.Farmington.mans/Departments/PerksRecroalion/ParkhdastcrPlans/Exlst I ngPropoaedParksOpenSpacoTra iis01.24.08.pdf For more information contact: Adam Kienberger(City staff) I akienberger®ci.farmington.mn.us I 651-280-6820 3 Star(s) Action 3:Achieve minimum levels of city green space . Date completed/entered: 04/10/2012 Implementation details: Parks are provided to residents on an overage 1/2 mile to Moir homes.This has been established as a standard In the City's 2008 Comprehensive Plan. Outcome measures/metrics: Residents have close access to oily parks. Descriptive links: For more information contact: Adam Kienberger(City staff) I akienberger©ci.farmington.mn.us I 651-280-6820 Surface Water Quality { BP no. 19 } 1 Star(s) Action 4:Adopt a shoreland ordinance for all river and lake shoreland areas. Date completed/entered: 08/08/2011 Implementation details: The City's Shoreland Ordinance was adopted in 2002.The DRR was part of the ordinance review and provided comments to the ordinance.The Shoreland Ordinance meets the requirements of the legislature of Minnesota by delegating responsibility to local governments of the state to regulate the subdivision,use and development of the shore lands of public waters and thus preserve and enhance the quality of surface waters,conserve the economic and natural environmental values of shore lands, and provide for the wise use of waters and related resources.The city of Farmington hereby recognizes this responsibility.The City has a State designated trout dream- Vermiilion River. Outcome measures/metrics: The Shoreland Ordinance meets the requirements of the legislature of Minnesota and provides for the protection of shores in the community and the enhancement of stormwater ponds. Descriptive links: hltp://sterlingcodifiers.com/codcbook/index.php?book_id-463 Solid Waste Reduction { BP no. 22 } 3 Star(s) Action 6: Implement one or more city-wide solid waste collection/recycling systems : a.Require collection of recyclables from multi-unit residential buildings. b.Require collection of 3 or more recyclable materials from commercial entities. c.Organize regular,ongoing residential solid waste collection by private and/or public operations to link one(or more) geographic districts)to only one hauler. Date completed/entered: 04/10/2012 Implementation details: The City owns and operates its own waste and recycling for residents.There ere 30,60 and 90 gallon waste containers available to the residents. Outcome measures/metrics: Allows residents to have waste collection and reduces waste through recycling program. Descriptive links: For more information contact: Adam Kienberger(City staff) 1 akienberger®ci.farmington.mn.us ( 651-280-6820 1 Star(s) Action 7:Offer significant volume-based pricing on residential garbage and/or incentives for recycling. Date completed/entered: 04/10/2012 Implementation details: The City owns and operates its own waste and recycling for residents.Thorn arc 30.60 and 90 gallon waste containers available to the residents.The City has a volume-based cost. Outcome measures/metrics: There is a waste collection system in Farmington. Descriptive links: For more information contact: Adam Kienberger(City staff) 1 akienberger @ci.farmington.mn.us 1 651-280-6820 Economic and Community Development Local Food { BP no. 27 } 1 Star(s) Action 3: Create,assist with and promote local food production/distribution within the city: a.A farmer's market or co-op buying club. b.An urban agriculture business or a community-supported agriculture(CSA)arrangement between farmers and community members/employees. c.A community or school garden,orchard or forest. Date completed/entered: 08/05/2011 Implementation details: 3a)The City has run a Farmer's Market for the past 3 years providing opportunities for residents to purchase fresh and local food.3e)A community garden was established in 2010 and is ran by the Community Education Council affiliated with the school district. Outcome measures/metrics: The Farmer's Market allows for the purchase of local foods grown in the area and provides a festive atmosphere for citizens.Education of growing local food is provided with the community garden. Descriptive links: For more information contact: Adam Kienberger(City staff) 1 akienberger®cl.farmington.mn.us 1 651-280-6820 o�FAR i46 City of Farmington Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 d:.4 fin``' www.cifannington.mn.us TO: Mayor,Counamembers and City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: Wellhead Protection Plan Part One Update DATE: June 13, 2016 INTRODUCTION When water is pumped from the city's wells, it is recharged with water contained in the aquifers under the city. What this means is that the water coming out of the well, could originate quite a distance away from the well itself. The city's wellhead protection plan was created to delineate the areas from which this recharge water comes so that efforts can be made to minimize the potential of contamination originating on the ground surface within these areas. DISCUSSION Part one of the wellhead protection plan deals with delineating the recharge areas for our wells. The update to part one was recently completed and the water board held a public input meeting to share the delineation results on April 25,2016. Now that part one is complete,we are moving on to part two of the plan which includes a potential contaminant inventory within the wellhead protection area as well as steps that can be taken to reduce the potential for contamination in the wellhead protection area. The update for part two of the plan is expected to be done in the spring of 2017. It was requested that staff update the city council on the results of the update to part one. During the meeting,we will discuss the attached maps,how they were derived, and what changed between the old delineation and the new delineation. BUDGET IMPACT N/A ACTION REQUESTED Discuss the update to part one of the wellhead protection plan and ask any questions you may have. ATTACHMENTS: Type Description © Exhibit Wellhead Protection Maps I I - --- ---------1111 11 11--1111-i I' �-----------------------------1111-;- � I P� I ,'- FARMINGTON 4 ' Ck 101 I 1 I . ` - , I I SI I ' --I' — FARMINGTON 7 ---r4 FARMINGTON 5 1'� –_A FARMINGTON 6 __ _ 41r i -" FARMINGTON 8 i , - cJ .`- N -7 '3 I —V ---i --4/ / I i I I---- 1 N i I ' 1 - v L____;.; --j IT Lc 1 r--- oq0. 31 r 1 N---4,. • :.50._ I i`1 FARMINGTON 1=== Si I - 1 1 i ti FARMINGTON 3 j ii T 1 O I ch � --__---_---___1111-_--_--__-_---_-_-----_-_- ------_-__ - --_ ... 31 I / 1 1,FLI 0 Li o j ... I , I �? i I ' � I 1 r- ' --' I�-1 -8; I____-I L....________,-, -_____J I I L_____I--l(L______ 0 Farmington Municipal Well Porous Media Capture Zone - [1111_i Farmington City Limits 1-year BARR Fracture Flow Capture Zone 10-year 1-year Fixed Radius Figure 6 5-year Fixed Radius WELL CAPTURE ZONES Feet Farmington WHPP Amendment 1, - - _: 5-year Upgradient Extension 3,000 0 3,000 g City of Farmington, MN 10-year Fixed Radius --------- — --- --- --- --- — — — ---------------------------------� 1 1� i FARMINGTON 4 It 1 iii I i 1 i — FARMINGTON 7 ti I FARMINGTON 5 r 7 j / I I Em ire Township I y FARMINGTON 6 c 64 rr----- FARMINGTON 8 I CI E 4 I 1 3 1 ! _V_ 66 a , n 50-- _ � ' J t,, � , FARMINGTON 106=+ ii i IFARMINGTON 3 LL i 31 i ----------------------'—_------- 74 _ - =1,— i�41.1---- i Eureka Township 'I d LL Castle Rock T nship t AS 0 Farmington Municipal Well - DWSMA BARR WHPA Parcel Figure 7 i ----� Feet 1_____] Farmington City Limits 3,000 0 3,000 WHPA& DWSMA ! Civil Township — Farmington WHPP Amendment City of Farmington, MN , I / FARMINGTON 4 I � P ' / FARMINGTON 7 I� FARMINGTON 5 FARMINGTON, 6 64 -----' I FARMINGTON 8 r ' i I itly E f iI f---? IIP mil 1 r----- ? Lr - 50 / FARMINGTON 1 N g i / FARMINGTON 3 z. 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A t A ,' - /// �-�' !J _ )..f5.>1;`. f 1- c ,1 N Wellhead Protection Area City of Farmington �•"r► N Emergency Management Zone Inner Wellhead Management Zone Wellhead Protection Area& rinking Water Supply Drinking Water Supply Management ® Management Area Vulnerability Hight I Moderate=Low Area Delineations Perenlal Stream Figure 1 I Roneroo Intermittent Stream Railroad 2000 0 2000 October,2005 ° wig se Andedik& Parcel Base Map // l� Associates Englneen&Architects NCity Limits Feet Isimuimapicathtl1'..yrga.n2_.mc.epr 4-FARMi 4 City of Farmington 2 430 Third Street lta Farmington, Minnesota e 651.280.6800 -Fax 651.280.6899 +-t.4 poi" www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Position Reclassification-Police Department DATE: June 13, 2016 INTRODUCTION The city council had questions regarding a recent request to reclassify the position of two administrative staff members in Police Department;and requested this item be brought back to a work session for further discussion. DISCUSSION The attached memorandum provides information and attempts to answer a number of the city council's questions regarding the position reclassification request for administrative staff in the Police Department. BUDGET IMPACT See attached. ACTION REQUESTED Discuss this item and provide direction to city staff. ATTACHMENTS: Type Description D Backup Material Position Reclassification Q&A 4/owiy� City of Farmington 6% 430 Third Street Farmington,Minnesota o 651.280.6800•Fax 651.280.6899 www ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Response to Council Questions—Position Reclassification for Police Department DATE: June 13, 2016 The following paragraphs provide information regarding the position reclassification for the Police Department. Question 1: Do you know when we last reclassified positions that resulted in wage increases to a value of $8,000 or more? Response: In order to answer this question, it is important to understand that this would not necessarily be an"apples to apples"comparison as the amount of an increase can be vastly different due what step an employee is at in their current range and what step they would move to in the new range.For example, if an employee is at step 1 of their current position,they would move to step 1 of the new position which typically translates into a larger increase. This is the case for both Ms. Wooton and Ms.Mailhot because they would be moving from step lto step 1. The examples listed below are past position reclassifications that illustrate how step placement impacts the amount of a wage increase an employee receives when they move into a higher level position. In 2013,Ms.Geise moved from an accounting technician position to the accountant position.Ms.Geise was at step 7 of the accounting technician salary range and her annualized salary was$45,989. Because that salary was less than step lof the accountant pay range, she was then placed at step 1; and her new annualized salary was$52,144.This resulted in a wage increase of$6155.00. However, if Ms. Geise would have been at a lower step, she would have received a larger increase. If, as an accounting technician, she would have been at step 1,her salary would have been$36,425 so the amount of wage increase she would have received when moving into the accountant position would have been$15,719. The same is true for Mr. Keller, our former Civil Engineer.As an engineering technician,he was at step 5 with an annualized salary of$54,620. He was then promoted to the civil engineer position and placed at step 1 of the civil engineer salary range with an annualized salary of$58,091.This resulted in a wage increase of$3471.However, if he would have move from step lof the engineering technician salary range to step lof the civil engineering salary range,he would have received a wage increase of$11,609. Question 2: To fully function, does the Police Department need three administrative support specialists?Is this common in other departments of a similar size? Response: The Police Department was operating with 3.5 FTE a few years ago. The positions consisted of a Police Administrative Supervisor, 2 Administrative Support Specialists and a part-time Administrative Support Technician.As the city looked at various staffmg reductions,the administrative staff went down to 3 FTE. This change consisted of the Police Administrative Supervisor moving to part-time as part of the PERA phased retirement program. As the department prepared for the retirement of the Police Administrative Supervisor and an Administrative Support Specialist, staff evaluated the administrative needs of the department. Because the Administrative Sergeant would be supervising the administrative support staff, staff determined that the Administrative Supervisor position should be changed to an administrative support position. It was also determined that eventually, all 3 positions should be at the same level to ensure continuity of service and operational efficiency. With the pending retirements, staff looked at these positions and determined that it made sense to bring the new employees into the organization at the lower level position for two reasons. The first being that the new employees would need time to learn police administrative operations and as their knowledge and skills increased,higher level duties would be added to their role. The second reason was that it provides staff the time to evaluate the positions and determine the optimal administrative structure for organizational efficiency. Additionally, from an organizational development perspective, it is better to bring an employee in at a lower level with the ability move up in the organization rather than bring them in at a higher level and then determine that the position should be downgraded. As with other departments, it is difficult to compare staffing levels from one city to the next as each city's structure is different. We did look at other similarly sized cities and found that, typically, administrative support personnel report to an administrative supervisor(titles vary for both positions)and staffing levels range from 3 to 4.5 FTE in cities of similar size. Question 3: Didn't we have an outside firm do a complete banding and grading analysis a few years ago? What had changed? Response: In 2013,the city hired an outside compensation consulting firm,Fox Lawson,evaluate city positions,place positions within an appropriate band and grade and create a new salary structure. As part of this project,job descriptions were developed and positions were evaluated and placed in a band and grade with the appropriate salary range. Positions are evaluated based on the functions/responsibilities assigned to that position and not on the person that may occupy said position. In analyzing the job duties being performed by Ms.Wooton and Ms.Mailhot, staff looked at the position descriptions and found that they were, in fact,performing the higher level job duties found in the Administrative Support Specialist position description. While it was expected that both employees would eventually move into the Administrative Support Specialist position, staff did not anticipate they would be ready to move into the higher level position so quickly.As stated in the March 7,2016 council memo,both employees exceeded expectations in learning police administrative operations and are successfully performing these higher level duties. Having three employees cross trained in all the police administrative functions at the police department has increased the efficiency of police administrative operations. Question 4: What is the complete cost of this proposed wage change when you add PERA, Social Security and other benefits? Response: For wages,PERA and FICA/Medicare,the actual 2016 cost of this proposed wage change will be dependent on the effective date of the change as approved by council. The information below shows the costs per position based on different effective dates. March 1, 2016 June 1, 2016 $5,823.90 Wages $4,076.73 Wages $ 436.79 PERA $ 305.75 PERA $ 445.53 FICA/Medicare S 311.87 FICA/Medicare $6,706.22 Total per position $4,694.35 Total per position Question 5: Traditionally,how much of the police budget is spent yearly? Response: 98%over the last two years.