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HomeMy WebLinkAbout06.20.16 Council Packet Meeting Location: Farmington Farmington City Hall Minnesota 430 Third Street Farmington,MN 55024 CITY COUNCIL REGULAR MEETING AGENDA JUNE 20, 2016 7:00 P.M. Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OFALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items.No official Council action can be taken on these items. Speakers are limited to five minutes to address the Council during"Citizen Comment"time.) 7. CONSENT AGENDA a) Approve Council Minutes (6/6/2016 Regular)(6/13/2016 Work Session)— Administration Approved b) Approve Revised City Council By-Laws—Administration Pulled c) Approve Code of Conduct—Administration Pulled d) Declare Surplus Equipment and Authorize Advertisement for Bid for Sale of Rambling River Center Chairs—Parks Approved e) Appointment Recommendation Municipal Services Department—Human Resources Approved f) Approve Seasonal Hiring—Human Resources Approved g) Approve Seasonal Hiring—Human Resources Approved h) Resolution Authorizing an Application for Planning Assistance Grant Funds from the Metropolitan Council for the 2040 Comprehensive Plan Update— Community Development R51-16 i) Approve Bills -Finance Approved j) Approve Appointment Recommendation Finance—Human Resources Approved REGULAR AGENDA 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS • a) Approve Amendment TH-3 Trail Agreement—Engineering Approved b) Position Reclassification Police Department—Human Resources Pulled c) Position Reclassification Police Department—Human Resources Pulled 12. NEW BUSINESS a) 2016/2017 City Council Priorities -Administration Approved 13. COUNCIL ROUNDTABLE 14. ADJOURN imiRift. City of Farmington Y 430 Third Street i .iiiiir Farmington,Minnesota PRO" 651.280.6800 -Fax 651.280.6899 '—.4 �' WWW.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller,Executive Assistant SUBJECT: Approve City Council Minutes (6/6/2016 Regular)(6/13/2016 Work Session)- Administration DATE: June 20,2016 INTRODUCTION Attached are the city council minutes for June 6 and 13,2016. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the city council minutes for June 6 and 13,2016. ATTACHMENTS: Type Description o Exhibit Council Minutes (6/6/2016 Reguarl) o Exhibit Council Minutes (6/13/2016 Work Session) COUNCIL MINUTES REGULAR June 6, 2016 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OFALLEGL4NCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson,Bartholomay, Bonar,Donnelly, Pitcher Members Absent: None Also Present: Andrea Poehler, City Attorney; David McKnight, City Administrator;Robin Hanson,Finance Director; Jim Larsen,Fire Chief;Randy Distad,Parks and Recreation Director; Brenda Wendlandt, Human Resources Director;Fire Department Members; Cynthia Muller,Executive Assistant Audience: Shelly Eldridge,Kurt Weiner,Rachel Link,Lacelle Cordes,Jake Cordes, Dustin Johnson,Roger Fink, Chris Olson, John Moore, Bob&Bev Seykora,Ben &Carrie Steffen, Avery, Emma&Claire Steffen,Al Adrzejewski 4. APPROVE AGENDA MOTION by Bartholomay, second by Donnelly to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Acknowledge Donation from the Farmington Firefighters Auxiliary Association—Fire The Farmington Firefighters Auxiliary donated$8,116 to the Fire Department for the purchase of emergency alerting pagers. b) Presentation of Donation from Fairview Ridges Hospital and Foundation- Fire Fairview Ridges Hospital and Foundation donated four RESQ CPR pumps to the Fire Department. MOTION by Donnelly, second by Bonar to adopt RESOLUTION R47-16 accepting the donation of four RESQ CPR pumps and cases from Fairview Ridges Hospital and Foundation to the Fire Department. APIF,MOTION CARRIED. c) Heart Safe Communities Designation—Human Resources Farmington has been designated a Heart Safe Community. d) Recognition of Avery Steffen—Fire For her sixth birthday, Avery Steffen asked family and friends to bring a new stuffed animal to her party to be donated to others who have a fire or medical emergency. A box of stuffed animals was donated to the ALF paramedics. Council Minutes(Regular) June 6,2016 Page 2 6. CITIZEN COMMENTS Mr.Al Adrzejewski, 19410 Ellington Trail, stated he had contacted City Administrator McKnight regarding the removal of buckthorn behind his property. He thanked city staff for their quick response and was very pleased that the city and neighbors worked together to resolve this issue. 7. CONSENT AGENDA MOTION by Bartholomay, second by Bonar to approve the Consent Agenda as follows: a) Approved Council Minutes (5/16/2016 Regular)-Administration b) Approved 2017 Apple Valley-Lakeville-Farmington Ambulance Budget- Administration c) Approved Out of State Training/Travel-Administration d) Adopted ORDINANCE 016-714 Amending 2016 Fee Schedule Pawn Shops- Administration e) Approved Seasonal Hiring—Human Resources f) Approved Bills-Finance APIF,MOTION CARRIED. 8. PUBLIC HEARINGS a) Tax Increment Financing District No. 14—Trident Housing—Community Development Trident Development submitted an application to the EDA for tax increment financing(TIF) for the construction of a 70-unit assisted senior living facility with memory care south of St.Michael's Church on Denmark Avenue. Ms. Shelly Eldridge from Ehlers&Associates explained the terms of the TIF district. The TIF district will be for a maximum of 26 years. The city will receive the first tax increment in 2018. The TIF district will terminate after December 31,2043,or when the TIF plan is satisfied. The estimated annual tax increment is up to $291,230. The total project costs are$6,438,718. If activity has not started by June 2020,no additional tax increment may be taken from that parcel until the commencement of a qualifying activity. The Downtown Redevelopment Plan was modified to establish the Tax Increment Financing District No. 14—Trident Housing. The city authorized an interfund loan of$15,000 from the EDA general fund as qualified costs. Principal and interest will be paid August 1 and February 1. Mr.Roger Fink, Trident Development,thanked the city and EDA for negotiating with them on the TIF. They understand and accept the terms of the development agreement. MOTION by Bartholomay, second by Pitcher to close the public hearing. APIF, MOTION CARRIED. MOTION by Bartholomay second by Pitcher to adopt RESOLUTION R48-16 adopting a modification to the redevelopment plan for the Downtown Redevelopment Project and the proposed establishment of Tax Increment Financing District No. 14 and the adoption of the Tax Increment Financing Plan. Adopt RESOLUTION R49-16 authorizing an interfund loan for Council Minutes(Regular) June 6,2016 Page 3 advance of certain costs in connection with Tax Increment Financing District No. 14—Trident Housing. APIF,MOTION CARRIED. 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS a) Recreational Facilities Ballot Questions-Administration The Recreational Facilities Task Force presented their recommendation at the May 2,2016, City Council meeting. The Council discussed the recommendation at their May 9,2016,work session. City staff brought two questions to Council for approval to place on the November 8, 2016, general election ballot. Question one is for issuance of a$9,997,608 general obligation bond for development of Jim Bell Park and Preserve's outdoor aquatic facility,ball fields, athletic fields,expanded trail system and community play areas; outdoor refrigerated ice hockey rink and warming house near Schmitz-Maki Arena; completion of the North Creek Greenway trail bridge and connections. Question two is for issuance of$2,337,696 to construct a concession and restroom facility, equipment maintenance building and lighting of new ball and athletic fields at Jim Bell Park and Preserve; a new shelter building in North Creek Park; and a roof for the new outdoor refrigerated ice hockey rink located near Schmitz- Maki Arena. Question two is contingent on question one passing. The estimated annual tax increase on a median value home of$212,787 for question one is $75 for 20 years. If both questions pass,the annual tax increase would be$102 for 20 years. Council asked questions and discussed various aspects of what would be provided with each question. City Administrator McKnight explained the project budget and what would be covered under each question. The North Creek Park building was removed from question one and those funds would be used towards lighting for the outdoor rink next to the arena. Therefore, lighting for the outdoor rink will be removed from question two. Ms.Lacelle Cordes, 1405 Lower Heritage Way,was a member of the task force and was concerned how the public would interpret two questions. She suggested having one question and go for the full amount to finish the project rather than phasing it. If question one passes and not question two,Council would have to decide when to bring it back to the voters or sports organizations would have to consider how to complete the facilities. There is no time frame for this. After discussion, Council decided to keep two questions. There will be informational meetings for the public to attend. A voter instruction stating question 2 is contingent on question 1 passing will be added after each question. Council Minutes(Regular) June 6,2016 Page 4 MOTION by Bartholomay second by Bonar to adopt RESOLUTION R50-16 determining the necessity for the issuance of general obligation bonds for the acquisition and betterment of recreational facilities with the above amendments. APIF,MOTION CARRIED. 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Donnelly: The referendum question was a good process and Council listened to the task force recommendation. It is now in the hands of the voters. Councilmember Bartholomay: Thanked the task force for their time and work on the referendum. He was glad to get it to the voters. Councilmember Pitcher: Thanked the task force for their work. Congratulated the seniors on their graduation. Councilmember Bonar: Thanked the task force for their efforts. City Administrator McKnight: Work on TH3 starts June 13,2016. It will consist of resurfacing, storm sewer work, access changes at Walnut, Larch and Main Streets. A bike trail will be installed from 190th to 194th Street. Signal upgrades will be done at Ash and Elm Streets. There will be alternate lane closures and several weekend closures. Business access will be maintained. The project should be completed in October. Work will start at Ash Street and move north. Residents can obtain information on the city or county websites. Parks and Recreation Director Distad: The pool opens June 15, 2016. Summer ice starts June 13, 2016. Mayor Larson: Dew Days is June 14— 18, 2016. He encouraged residents to purchase Dew Days buttons and enjoy the events. The pool opens June 15 at noon. The 37th Annual Dew Run is June 18 and also the bike auction. He encouraged residents to shop local. 14. ADJOURN MOTION by Bartholomay, second by Pitcher to adjourn at 8:08 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant City Council Work Session Minutes June 13,2016 Mayor Larson called the work session to order at 6:30 p.m. Present: Larson,Bonar, Pitcher Absent: Bartholomay,Donnelly Also Present: David McKnight, City Administrator;Robin Hanson,Finance Director;Adam Kienberger, Community Development Director; Kevin Schorzman, City Engineer; Brian Lindquist,Police Chief; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant MOTION by Pitcher, second by Bonar to approve the agenda. APIF,MOTION CARRIED. 2016/2017 City Council Priorities At their goal setting session, Council discussed several issues which City Administrator McKnight put into four categories: - Financial—continue to take steps to make Farmington a city of fiscal excellence - Development—support expansion of our residential, commercial and industrial properties - Partnerships—Forge opportunities with existing and new partners - Service Delivery—endeavor to provide core government services at high quality levels Regarding service delivery, Council asked that this item be broadened to support staff with additional resources to maintain all streets in the winter months,not just Flagstaff Avenue. These priorities will be brought to the June 20, 2016, City Council meeting for approval. Draft Code of Conduct During their goal setting, Council discussed having a code of conduct. City Administrator McKnight developed a draft using a model from the League of Minnesota Cities. Council agreed with what was presented and also a statement for citizen comments. Staff will review Council policies and by-laws. Green Steps Program Update The Green Steps program has 29 best practices in five areas: 1. Buildings and Lighting 2. Land Use 3. Transportation 4. Environmental Management 5. Economic and Community Development Farmington is currently at step two. We are short of achieving step three in the following areas: Building and Lighting—missing three actions Land Use—done Transportation—missing five actions Environmental Management—missing one action Economic/Community Development—missing four actions An action under Transportation would be to develop a streets policy that also addresses street trees and storm water. It would require us to address issues when we develop or redevelop streets that would increase the cost of these projects. Staff would not recommend putting this into place currently. Therefore,the city would not be able to move forward to step three of the Green Steps Program,but we would support the steps we have already taken. The City Council will move forward with the Green Steps program step three keeping expenses in mind. Wellhead Protection Plan Part One Update There are two parts to the wellhead protection plan; delineate where the water comes from and to inventory the contaminate sources. Part one is complete and part two will be done in the spring of 2017. Position Reclassification—Police Department Police Chief Lindquist explained how the department has gone from 3.5 FTE administrative employees to 3 FTE administrative employees. Two were hired in November 2015 as support technicians. However,they have been trained and have been doing the work of support specialists which is a higher level grade. Police Chief Lindquist and Human Resources Director Wendlandt explained that these two positions should be reclassified to support specialists which would be an $8,000 increase for the two positions if this were effective June 1, 2016. At the time these positions were approved as support technicians,management intended them to progress to support specialists. However, it was not communicated to Council that the intent was to move these positions up a grade level. Council noted they were hired as support technicians, but by training them as support specialists,management has forced Council's hand to approve the increase. Council was concerned this was a sizeable increase when their probation was just completed in May. Council supported the increase, but wants this process reviewed for the future. MOTION by Pitcher, second by Bonar to adjourn at 7:40 p.m. APIF,MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 411414 City of Farmington z 430 Third Street Farmington,Minnesota Ika 651.280.6800 -Fax 651.280.6899 •„ ,a�� www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Approve Revised City Council By-Laws-Administration DATE: June 20,2016 INTRODUCTION As a part of recent discussions with the city council, city staff took the time to review the current City Council By-Laws. DISCUSSION The City Council By Laws have been in place since 1983 and have been revised a number of times in the past 30+years. During your most recent city council goal setting session I brought up the issue of updating this document and you supported city staff updating this information. Attached for your review are the current City Council By-Laws and a proposed redline version of the update City Council By-Laws. The updated version addresses a number of minor issues including grammar and style issues,the update method that city councilmembers receive meeting packets,minute delivery,tape recording of meetings and other minor updates. The updated version represents the current methods that the city council operates on a day to day basis. I consider the changes proposed in the by-laws to be minor. BUDGET IMPACT NA ACTION REQUESTED Ask any questions you may have on the proposed City Council By-Laws changes. If the city council is comfortable a motion should be made to approved the updated City Council By-Laws. ATTACHMENTS: Type Description D Backup Material Current City Council By Laws D Backup Material Revised/Red Line Clty Council By Laws 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 by 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 causing written notice thereof to be delivered to him/her personally if he/she can be found,or if he/she cannot be found,by leaving a copy at the home of the member with some person of suitable responsibility. 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 Council members shall be a valid meeting for the transaction of any business that may come before the meeting. SUBD.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 3 year of term who received the most votes when elected; Even Numbered Year-Member serving 4th year of term who received the 2nd most votes when elected. SUBD.4-Commission appointments, boards and committees shall be made at the second(211d) 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. 1 SUBD.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 Council member 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. SUBD.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. SUBD.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. SUBD.2-The Clerk shall submit a copy of the agenda to the official newspaper and other appropriate media outlets for publication immediately preceding the Council meeting. SUBD.3 -The agenda packet shall be distributed to the Council by 6:00 p.m. on the Thursday preceding the Council meeting. SUBD.4-Any council member can place an item on the agenda by so instructing the Clerk. SUBD.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. SUBD.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. SUBD. 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 Council members. SECTION IV-ORDER OF BUSINESS SUBD. 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 (9) Award of Contracts (10) Petitions, Requests and Communications (11) Unfinished Business 3 (12) New Business (13) Council Roundtable (14) Adjourn SUBD.2-The order of business maybe 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. SUED.3 -Each person shall be allowed a maximum of 5 minutes to address the Council under Citizen Comments. SECTION V-MINUTES SUBD. 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 copies thereof shall be delivered to each Council member as soon as practicable after the meeting. At the next regular Council meeting following such delivery,approval of the minutes shall be considered by the Council. 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 18 months from the date of recording. The door to the recording equipment shall be kept locked except during Council meetings. Executive sessions recorded pursuant to State Law shall follow State guidelines. SUED.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 SUBD. 1 -At all Council meetings a majority of all the Council members elected shall constitute a quorum for the transaction of business. SUBD.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." SURD.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. SUED.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 book. Proof of publication of every ordinance shall be on file in the office of the Clerk. SUED.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 SUED. 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. Council members 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. 5 D. The City Attorney shall tabulate the results of the evaluation without any reference to individual Council members. 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, Commissions and Councils. SUED.2-Reports shall be submitted to the Council on the following citizen involvement Boards and Commissions: Water Board, Planning Commission,Zoning Board of Adjustment(which is the Planning Commission), Parks and Recreation Advisory Commission, Rambling River Center Advisory Board, Heritage Preservation Commission and Economic Development Authority. Reports shall also be submitted to the Council on the following multi jurisdictional boards: Apple Valley Lakeville Farmington(ALF)Ambulance Services Joint Powers Agreement,Vermillion River Joint Powers Organization Board,Metropolitan Urban Service Area(MUSA)Committee,Empire Farmington Planning Advisory Committee(EFPAC), Castle Rock Farmington Discussion Group and Castle Rock,Empire,Eureka, Farmington Enhancement Group(CEEF). SUED.3-Reports shall state the number of regular and special meetings held and the total number of meetings attended by each member. SUED.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 SUED. 1 -Definitions For the purpose of this section, the following terms shall have these meanings given them. Authorized Person: The Mayor or any Council member. 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. SUED.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. 6 C. The money must have actually been spent on the 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)(1). 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 6th 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 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 7 CITY 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 mod) 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 at City Hall unless otherwise designated. SUBD. 2 - Special meetings of the city council may be called by the Mayor or by any two members of the city council by writing, filed with the Clerk. At least 3 three days before the meeting, the Clerk shall notify each member of the time, place and purpose of the meeting by causing written notice thereof to be delivered to him/her personally if he/she can be found, or if he/she cannot be found, by leaving a copy at the home of the member with some person of suitable responsibility. At least 3 three 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 city 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 city 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 city council members shall be a valid meeting for the transaction of any business that may come before the meeting. SUBD. 3 - At the first regular city council meeting in January of each year, the city 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 3' third year of term who received the most votes when elected; Even Numbered Year- Member serving 4 'fourth year of term who received the 3"1 second most votes when elected. SUBD. 4 - Commission appointments, boards and committees shall be made at the second {2"4} 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 city council meetings, as defined by state law, including special and adjourned meetings shall be open to the public. The city attorney shall advise the city 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 city council, in writing, and have the subject placed on the agenda for discussion. SUBD. 6 — The city 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 city council member in the absence of the Mayor. The city council may adopt such rules as a separate city 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 city 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 city council members present at the meeting choose one of their members to act temporarily as presiding officer. SUBD. 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 city council shall be conducted in accordance with the following rules of order. A. A motion must be seconded before being considered by the city 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 city 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 city 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 city 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. SUBD. 3 - Any member may appeal to the city 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 city council under the "Approve Agenda" section of the meeting. SUBD. 2 - The Clerk shall submit a copy of the agenda to the official newspaper and other appropriate media outlets for publication in4mcd+a.telypreceding the Council meeting The Clerk shall post the city council meeting agenda online to meet posting deadlines of the Open Meeting Law. SUBD. 3 - -- -- -- - - e- -- - - -- _.. • • e . -:!e . - -- Thursday preceding the Council meeting. SUBD. 4 - Any city council member can place an item on the agenda by so instructing the Clerk. SUBD. 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. SUBD. 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. SUBD. 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 city council members. SECTION IV - ORDER OF BUSINESS SUBD. 1 - Each meeting of the city council shall convene at the time and place appointed therefore. City 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 (9) Award of Contracts (10) Petitions, Requests and Communications (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 city 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 city council business. SUBD. 3 - Each person shall be allowed a maximum of 5 five minutes to address the city council under Citizen Comments. SECTION V - MINUTES SUBD. 1 - Minutes of each city 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 tem. 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 copies thereof shall be delivered to ach Council member as soon as practicable after the meeting. At the next regular city council meeting following O1 Bch delivery, approval of the minutes shall be considered by the city council. 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 recording equipment shall be kept locked except during Council meetings. 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. 4 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. SECTION VI - QUORUM AND VOTING SUBD. 1 - At all city council meetings a majority of all the city council members elected shall constitute a quorum for the transaction of business. SUBD. 2 - The votes of members on any question pending before the city 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." SUBD. 3 - Except as otherwise provided by statute, a majority vote of a quorum shall prevail. SECTION VII - ORDINANCES, RESOLUTIONS, MOTIONS, PETITIONS AND COMMUNICATIONS SUBD. 1 - If requested by any member of the city 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 city council shall be in writing and shall be read in full upon presentation of the same to the city 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 city council shall be signed by the Mayor, attested by the Clerk, and filed by him/her in the ordinance or resolution book. 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 city council approved evaluation form on or before the anniversary of the Administrator's appointment. B. City council members shall complete the prescribed form and schedule a special 5 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 the city council. D. The city attorney shall tabulate the results of the evaluation without any reference to individual city council members. 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 city council at the first meeting of January of each year, a performance report of various boards, commissions and councils. SUBD. 2 - Reports shall be submitted to the city council on the following citizen involvement boards and commissions: Water Board, Planning Commission, Zoning Board of Adjustment (which is the Planning Commission), Parks and Recreation Advisory Commission, Rambling River Center Advisory Board, Heritage Preservation Commission and Economic Development Authority. Reports shall also be submitted to the city council on the following multi-jurisdictional boards: Apple Valley Lakeville Farmington (ALF) Ambulance Services Joint Powers Agreement, Vermillion River Joint Powers Organization Board, Metropolitan Urban Service Area (MUSA) Committee, Empire Farmington Planning Advisory Committee (EFPAC), Castle Rock Farmington Discussion Group and Castle Rock, Empire, Eureka, Farmington Enhancement Group (CEEF). 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 city 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 city 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 city 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: city 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 6 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 city council must be authorized to make the expenditure. C. The money must have actually been spent on the behalf of the city, except as provided under Subdivision 3(C)(2). D. The city council has approved the request to attend an official function except as provided under Subdivision 3(C)(1). 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 city 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 city council action as follows: 1. Reimbursements for expenses may be submitted for city council consideration. 2. The city 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 submits 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 city council after notice has been given at some preceding city council meeting. SECTION XII - EFFECTIVE DATE SUBD. 1 - These by-laws have been adopted by the city council on the 6th 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 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, 6/20/2016. 41144 City of Farmington 430 Third Street Farmington,Minnesota 14.44.' �o 651.280.6800 -Fax 651.280.6899 .,,,arm www ci.farmington.mn.us TO: Mayor,Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Approve Code of Conduct-Administration DATE: June 20,2016 INTRODUCTION The city council discussed the issue of a code of conduct at your goal setting session in April 2016 and your city council work session on June 13, 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 have developed the attached draft code of conduct for your review and revision. BUDGET IMPACT NA ACTION REQUESTED Review the attached draft code of conduct and ask any questions you may have. If the city council is comfortable a motion should be made to the approve the code of conduct. ATTACHMENTS: Type Description Backup Material Code of Conduct-Draft 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. o FM City of Farmington t430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 •„ www.cLfarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Declare Surplus Equipment and Authorize Advertisement for Bid for Sale of Rambling River Center Chairs-Parks DATE: June 20,2016 INTRODUCTION Through fundraising efforts and donations from other organizations,new chairs have been purchased and were recently received and put into use at the Rambling River Center.A photo of the new chairs is attached. DISCUSSION The Rambling River Center(RRC)purchased the current chairs it uses through a"Show You Care,Buy a Chair"campaign that was undertaken by the Dakota Dreamcatchers 4-H Club in 2006. These chairs have reached the end of their useful life. In addition to these chairs,the RRC also used the chairs from when the building previously was the City Hall building. These chairs are more than 15 years old and have also reached the end of their useful life. The old chairs are now in storage at the RRC. Photos of both old chairs are attached. Staff is requesting permission to advertise for bid the sale of the 175 old chairs that are currently being stored at the RRC. BUDGET IMPACT NA ACTION REQUESTED Declare the 175 old Rambling River Center chairs as surplus equipment and authorize staff to advertise for bid the sale of the chairs. ATTACHMENTS: Type Description a Exhibit Photos of new chairs a Exhibit Photos of Old Chairs NEW RAMBLING RIVER CENTER CHAIRS e r r 4 I INN ir • if iny .. OLD RAMBLING RIVER CENTER CHAIRS TO BE DECLARED AS SURPLUS EQUIPMENT 11111111111111: o F kRift, City of Farmington t430 Third Street Farmington,Minnesota 447'4 o 651.280.6800 -Fax 651.280.6899 POy�os' www.cifarmington.inn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Appointment Recommendation Municipal Services Department-Human Resources DATE: June 20,2016 INTRODUCTION The recruitment and selection process for the appointment of a full-time Solid Waste/Maintenance Worker has been completed. DISCUSSION After a thorough review by the Municipal Services Department and Human Resources Office,a contingent offer of employment has been made to Stephen Barber, subject to passing the pre-employment drug test and ratification by the city council. Mr. Barber has maintenance experience including operating heavy equipment;and he meets the qualifications for this position. BUDGET IMPACT Mr. Barbers's starting hourly wage will be$21.04 per hour which is step 1 of the salary range for this position(salary range:$21.04-$26.29). Funding for this position is provided for in the 2016 budget. ACTION REQUESTED Approve the appointment of Stephen Barber as Solid Waste/Maintenance Worker effective on or about July 5, 2016. o14 i' City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 °*-r.,, �° WWw ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Approve Seasonal Hiring-Human Resouces DATE: June 20, 2016 INTRODUCTION The recruitment and selection process for the appointment of the attached list of summer seasonal staff has been completed. DISCUSSION After a thorough review by the Parks and Recreation Department and the Human Resources Office, offers of employment have been made to the individuals show on the attached spreadsheet, subject to ratification by city council. BUDGET IMPACT These positions are included in various departmental budgets. ACTION REQUESTED By motion approve the attached seasonal employment recommendations. ATTACHMENTS: Type Description © Cover Memo Summer Seasonal Staff 2016 Spring/Summer Seasonal Staff 2015-16 Name Pay Rate Pos/Step RETURNING ARENA AND PARK MAINTENANCE STAFF Luke Johnson $ 10.07 Step 2-Arena Supervisor $ 10.16 Step 1-Park Maintenance Adam Roschen $ 10.07 Step 2-Arena Supervisor $ 10.16 Step 1-Park Maintenance Hunter Siegler $ 10.07 Step 2-Arena Supervisor $ 10.16 Step 1-Park Maintenance Tyler Wenck $ 10.07 Step 2-Arena Supervisor $ 10.16 Step 1-Park Maintenance Matt Thompson $ 10.16 Step 1-Park Maintenance Darrell Valek $ 10.44 Step 2-Park Maintenance Brandi Adelman $ 14.46 Step 2-Head Skating Instructor Brittnee Pawson $ 14.46 Step 2-Head Skating Instructor Michele Becker $ 14.46 Step 2-Head Skating Instructor Hannalove Langseth $ 10.72 Step 2-Skating Instructor Allison Peterson $ 10.72 Step 2-Skating Instructor Abigail Sliva $ 10.72 Step 2-Skating Instructor NEW ARENA STAFF Rina Kranz $ 10.43 Step 1-Skating Instructor RETURNING RECREATION STAFF Nicholas Hinnenkamp $ 9.00 Step 1-Recreation Assistant Kiley Foss $ 9.00 Step 1-Recreation Assistant Yazmin Navarro-Lopez $ 9.00 Step 1-Recreation Assistant NEW RECREATION STAFF. Breanna Raske $ 9.00 Step 1-Recreation Assistant Sarah Swearingen $ 12.70 Step 1-Program Supervisor Zachary Johnson $ 9.00 Step 1-Recreation Assistant Bridget Lensing $ 9.00 Step 1-Recreation Assistant $ 13.76 Step 1-Assistant Tennis Coach Derek Cole $ 9.00 Step 1-Recreation Assistant $ 9.91 Step 1-Tennis Instructor ‘01119,4, City of Farmington 430 Third Street Farmington, Minnesota �o 651.280.6800 -Fax 651.280.6899 •„ www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Approve Seasonal Hiring-Human Resouces DATE: June 20, 2016 INTRODUCTION The recruitment and selection process for the appointment of the attached list of summer seasonal staff has been completed. DISCUSSION After a thorough review by the Parks and Recreation Department and the Human Resources Department, offers of employment have been made to the individuals show on the attached spreadsheet, subject to ratification by city council. BUDGET IMPACT These positions are included in various departmental budgets. ACTION REQUESTED By motion approve the attached seasonal employment recommendations. ATTACHMENTS: Type Description v Backup Material Summer Seasonal Staff 2016 Spring/Summer Seasonal Staff 2015-16 Name Pay Rate Pos/Step NEW ARENA STAFF Molly Singwald $ 10.43 Step 1-Skating Instructor RETURNING ARENA STAFF Anna Matzdorff $ 10.72 Step 2-Skating Instructor RETURNING RECREATION STAFF Bria Donnelly $ 9.00 Step 1-Recreation Assistant $ 13.76 Step 1-Assistant Tennis Coach Q�FARMiy City of Farmington • P 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 '•Amo+ •' www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Tony Wippler,Planning Manager SUBJECT: Resolution Authorizing an Application for Planning Assistance Grant Funds from the Metropolitan Council for the 2040 Comprehensive Plan Update-Community Development DATE: June 20,2016 INTRODUCTION Staff is requesting that the city council review and adopt the attached resolution authorizing the submittal of an application to the Metropolitan Council for a Planning Assistance Grant. The grant funds would be utilized to offset costs associated with the city's 2040 comprehensive plan update. DISCUSSION The city is governed by Minnesota Statutes Chapters 462(Municipal Planning Act)and 473 (Metropolitan Land Use Planning Act). Chapter 462 states that cities can do planning and sets forth a process for plan adoption and amendment(ie.,at least 1 public hearing must be held and must be approved by at least 2/3rd vote of Council Members). Chapter 473 requires cities in the seven county metropolitan area to have a Comprehensive Plan and to update that plan every 10 years. Chapter 473 also requires that if an official control(ie.,zoning ordinance, subdivision regulations,zoning map, etc.)is in conflict with the comprehensive plan as a result of an amendment to said plan the affected official controls must then be amended by the city within 9 months following approval of the comprehensive plan amendment so as not to be in conflict with the comprehensive plan. As a reminder,the comprehensive plan is a document that accomplishes the following: • Establishes a vision for the community; • Reflects regional policies and important local goals and objectives;and • Serves as a compass or resource guide for the development of the community. The 10 year Comprehensive Plan cycle officially started when the Metropolitan Council issued System Statements for every community in the 7-county metropolitan area. The city received its system statement on September 17,2015. The system statement is a customized document for each community that informs how the community is affected by the Metropolitan Council's policy plans for regional systems and to assist in amending its Comprehensive Plan. The System Statement includes forecasts for population,households, and employment as well as provides affordable housing goals. Once the System Statement has been issued, communities have 3 years to complete the update and have it approved by the Metropolitan Council. Staff recently learned that the city is eligible for grant funding through the Metropolitan Council to assist in completing our Comprehensive Plan Update. The city is eligible to apply for a maximum grant amount of $32,000. BUDGET IMPACT NA ACTION REQUESTED Adopt the attached resolution authorizing the Planning Manager to submit an application to the Metropolitan Council for a Planning Assistance Grant. ATTACHMENTS: Type Description LI Resolution Resolution Authorizing Application RESOLUTION NO.R51-16 RESOLUTION IDENTIFYING THE NEED FOR FUNDING TO COMPLETE ITS 2040 COMPREHENSIVE PLAN UPDATE AND AUTHORIZING AN APPLICATION FOR PLANNING ASSISTANCE GRANT FUNDS Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington was held at the Farmington City Hall on the 20th day of_June,2016 at 7:00 p.m. Members Present: Larson,Bartholomay,Bonar,Donnelly,Pitcher Members Absent: None Member Bartholomay introduced and Member_Bonar seconded the following: WHEREAS the City of Farmington must review and update its comprehensive plan as required by the "decennial"review provision of Minnesota Statutes section 473.864, subdivision 2; and WHEREAS,on April 27,2016,the Metropolitan Council adopted need-based eligibility criteria for awarding available local planning assistance grant funds and established maximum grant amounts for eligible grantees to help grantees review and update their comprehensive plans as required by the "decennial"review provisions of Minnesota Statutes section 473.864,subdivision 2; and • WHEREAS,Farmington is an eligible city in the metropolitan area as defined in Minnesota Statutes section 473.121;AND WHEREAS,planning assistance grant funds will be,made available to eligible applicants subject to terms and conditions contained in Metropolitan Council grant agreements. NOW THEREFORE BE IT RESOLVED that,after appropriate examination and due consideration,the governing body of the City: Authorizes its Planning Manager to: 1) submit on behalf of the city an application to the Metropolitan Council for Local Planning Assistance grant funds for the decennial review and update of the city's local comprehensive plan required under Minnesota Statutes section 473.864;and 2) execute on behalf of the city a grant agreement with the Metropolitan Council for planning assistance grant funds. This resolution was adopted by recorded vote of the Farmington City Council in open session on the 206 day of June,2016. Todd Larson,Mayor Attested to the c9/day of ,2016 id McKnight,Cinistrator 4119, City of Farmington v f`� py 430 Third Street Farmington,Minnesota • 651.280.6800 -Fax 651.280.6899 44t.4oa$ www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Robin Hanson,Finance Director SUBJECT: Approve Bills-Finance DATE: June 20, 2016 INTRODUCTION Attached is the list of bills for May 1 through June 10, 2016. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approved the attached list of bills for May 1 through June 10, 2016. 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CD p v r W r r m r g ❑ U S L m M o 0 ,IF) W O I m 0d d 0 a 0 LU m z )n ¢ W ~ F g c to c w 0 y dj 1°c Z v W K z E f° m aM a m 0 � Z. O Co C O r r a 2 co 43 Q. m V' a al 003 O O) M N.CS w co aU L'7 ,G (+) If) 0 0 N t0 M > = E m ¢ o E m ¢ N c w co d 0 o r O m o ca ea 0 0 N ❑I m m Y a M G V 1.00 'p U q Co 0 CC z L r 0 0 N 0 oEFti "► City of Farmington 430 Third Street Farmington,Minnesota 4‘.4p200.1' 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: Appointment Recommendation Finance Department-Human Resources DATE: June 20,2016 INTRODUCTION The recruitment and selection process for the appointment of a full-time Administrative Support Technician- Reception Desk has been completed. DISCUSSION After a thorough review by the Finance Department and Human Resources Office,a contingent offer of employment has been made to Kristin Dobson, subject to passing the background check,pre-employment drug test and ratification by the city council. Ms. Dobson has previous administrative support and cash handling experience;and she meets the qualifications for this position. BUDGET IMPACT Ms. Dobson's starting hourly wage will be$17.68 per hour which is step 1 of the salary range for this position(salary range:$17.68-$22.10). There are funds that will be allocated from the 2016 budget to fund this position. ACTION REQUESTED Approve the appointment of Kristen Dobson as Administrative Support Technician-Reception Desk effective on or about July 18, 2016. omit* City of Farmington 4/-.(111:1 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 4.441'• 00`11' www ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Kevin Schorzman, City Engineer SUBJECT: Approve Amendment-TH-3 Trail Agreement DATE: June 20, 2016 INTRODUCTION The city is responsible for certain costs related to the traffic signal replacement and trail installation on the Trunk Highway 3 (TH-3)project this summer. MnDOT awarded the bid in early May, and city participation in the TH-3 project was discussed at the May 16,2016, city council meeting. DISCUSSION As discussed on May 16, 2016,bid prices for the trail construction were higher than anticipated. At that meeting staff shared that we were working with MnDOT to relieve some of the additional cost of the project. Attached for city council consideration is a proposed amendment to the cooperative construction agreement that we have with MnDOT for the trail construction. The amendment changes the cost participation on the project from the original 50% city cost, 50%MnDOT cost to 45%city cost and 55% MnDOT cost for the trail construction. Based on the original agreement, the city's portion of the cost(based on the bids)was $94,982.15. The revised agreement adjusts the city's portion down to $85,605.50,which is a difference of$9,376.65. BUDGET IMPACT This amendment reduces the city's anticipated participation in the cost of the trail by$9,376.65. ACTION REQUESTED Approve the amendment and authorize its execution. ATTACHMENTS: Type Description o Exhibit Amendment No. 1-TH-3 Trail Agreement MnDOT Contract No: 1082467-1 STATE OF MINNESOTA DEPARTMENT OF TRANSPORTATION And CITY OF FARMINGTON AMENDMENT NO.1 • State Project Number(S.P.): 1921-98 Original Amount Receivable Trunk Highway Number(T.H.): 3=001 $61,440.95 State Project Number(S.P): 1920-41 Federal Project Number: STPM 1916(149) Amended Amount Receivable • $24,168.65 • • Total City Obligation $85,609.60 This Amendment is between the State of Minnesota,acting through its Commissioner of Transportation("State")and City of Farmington acting through its City Council("City"). Recitals 1, The State has a contract with the City identified as MnDOT Contract No.1002467("Original Contract")to provide payment by the City to the State.for the City's share of the costs of the bike trail construction and other associated construction upon,along and adjacent to Trunk Highway No.3 from 194th St W to 195th St W under State Project No. 1921-98(T.H.3=001);and 2. The State did award a contract for bike trail construction to a contractor;and 3. The State and the City have re-negotiated the percentage splits for the frail construction;and 4. The State and the City are willing to amend the Original Contract as stated below. Contract Amendment In this Amendment deleted contract terms will be struck out and the added contract terms will be underlined. ' t REVISION 1. Article 1.5 is amended as follows 1.5.Exhibits Preliminary Revised Schedule IV"IA" is on file in the office of the City Engineer and incorporated into this Agreement by reference. REVISION 2. Articles 4.1 and 4.2 are amended as follows: 4.1.SCHYDITLE"I". The Preliminary Revised SCHEDULE!-T-!"IA"includes all anticipated City participation - construction items,and the construction engineering cost share covered under this Agreement,and is based on engineer's estimated unit prices. 4.2.City Participation Construction.The City will participate in the work items at the 3$45 percentage participation rate as shown and tabulated on the sheet No.2 of the Preliminary Revised SCHEDULE` "IA". The construction includes the City's proportionate share of item costs for mobilization,field office,and field laboratory. REVISION 4.Articles 5.1 and 5.2 are amended as follows: 5.1.City Cost. 6',� " 5 85,609.60 is the City's estimated share of the costs of the contract construction and the 8 percent construction engineering cost share as shown in the Preliminary Revised SCHEDULES"IA". The Preliminary Revised SCHEDULE.erl"IA"was prepared using construction contract unit prices,and may include any credits or lump sum costs. 5.2.Condition of Payment.The City will pay the State the City's total estimated construction and construction engineering cost share,as shown in the revised SCHEDULE"I»"IA",after the following conditions have been -1- Receivable Amendment(\uni ci P al Agreements) i MnDOT Contract No: 1002467-1 met A. Execution of this Agreement and transmittal to the City,including a copy of the Revised SCHEDULE Op t1JA" B. The City's receipt of a written request from the State for the advancement of fiords. The terms of the Original Contract are expressly reaffirmed and are incorporated by reference. Except as amended herein,the terms and conditions of the Original Contract and all previous amendments remain in full force and effect. • [The remainder of this page has been intentionally left blank] • • • • is . I f II • i ii -2- Receivable Amendment(Municipal Agreements) • MnDOT Contract No: 1002467-1 CITY OF FARMINGTON DEPARTMENT OF TRANSPORTATION • The undersigned certify that they have lawfully Recommended for Approval: executed this contract on behalf of the Governmental Unit as required by applicable charter provisions, resolutions or ordinances. By: (District Engineer) By Date: Title: �yf Approved: Date: o?® 0?ev By: 67 (State Design Engineer) By: • Oatj.s Date: • • Title: C/ d,'bt,'iv'j/v Date: G- / do / COMIVIISSIONER OF ADMINISTRATION By: • (With delegated authority) Date: • _ I • • • • ' I • I. - l • _3_ Receivable Amendment(Municipal Agreements) • ,o ,o ,O ,--1 .-1 . O O O N N N vi b N i . 0 *P 1. p 4 , c. e.0. 4 a, a, ■o �vqi b9 q o q 4 t- Y ;'1 c5 .1 t4 A O m i 1 r4 4) O tn i .. ' ''') . c...) .2, ,, I� . b .0 en a rn 8 g � , ° ° 6 W t z or - ,� tom+ v� O p f7 i E-1 ',1,- ncn ...' 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A Opp P1111 '2 " mr1 1 ,I. 1 4 1 ° 211in . , ,_. ,...., 1 % In00 ,—INNnON il t".. t.- 000cm1/40 (--. ivvitnnwinvi .4- v. wn to IA 841 Ira In C••• ts- t"- C-- t-- Cs r-- C-- , : �o�F i4c► City of Farmington 0 430 Third Street o Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 *r.a p` www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Position Reclassification Police Department-Human Resources DATE: June 20, 2016 INTRODUCTION This memorandum provides information regarding the request for the city council to approve a position reclassification for Ms.Amy Mailhot. DISCUSSION In November 2015,the city council approved a staffing change for the Police Department administrative staff. This request was made and approved to ensure operational continuity upon the retirement of two long tenured administrative employees. Upon the above mentioned retirements, the staffing level would change from two full-time and two part-time positions to three full-time positions. It was anticipated that all three employees would eventually be placed in the same job classification of Administrative Support Specialist. When approved in November,part of the staffing change consisted of moving Ms. Mailhot from part-time to full-time. Her position classification would remain as Administrative Support Technician while she was in training and learning administrative operations. Ms. Mailhot has exceeded expectations in learning administrative operations and performing the higher level job responsibilities of an Administrative Support Specialist. Therefore, it is appropriate to change her position from Administrative Support Technician to Administrative Support Specialist. The job descriptions for both positions are attached to this memorandum. The following is the wage range for both positions: Current Position: Hourly Wage Range: Administrative Support Technician(A13) $17.68-$22.10 Proposed Position: Administrative Support Specialist(B22) $21.04-$26.29 BUDGET IMPACT Ms. Mailhot's current hourly rate is $17.68 per hour and it is proposed that her new hourly rate is to be $21.04 which is step 1 of the new pay range. This change is budget neutral as the wages in the 2016 budget reflect those of an Administrative Support Specialist. ACTION REQUESTED Approve the position and salary change for Ms.Amy Mailhot effective May 1,2016. ATTACHMENTS: Type Description D Backup Material Administrative Support Specialist Job Description © Backup Material Administrative Support Technician Job Description CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: POLICE DISPATCHER/ADMINISTRATIVE SUPPORT SPECIALIST BAND GRADE SUBGRADE FLSA STATUS: B 2 2 Non-Exempt CLASS SUMMARY: This class is responsible for providing administrative support and dispatching information to officers so they are able to perform their duties. TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a FRE- BAND/ representative sample; position assignments may vary.) QUENCY GRADE 1. Provide clerical and administrative support for the Chief of D B2 Police, Patrol and Investigations including run criminal 30% histories and assist in preparing and maintaining cases for court, often within strict timelines. Process applications and perform background checks for all licenses for city. 2. Respond to questions, complaints and requests from the D Al public and other departments on departmental operations or 8% procedures, including handling phones and walk in traffic. 3. Responsible for System Administration of the Records D B2 Management System (RMS)including entering and 10% maintaining data. Act as RMS system administrator. Assist in maintaining the Evidence Management System. 4. Obtain and disseminate information from lobby traffic and D B2 dispatch officers to various police calls via Computer Aided 15% Dispatch in an efficient and accurate manner. Monitor, evaluate and disseminate as appropriate all essential messages from the MN BCA Terminal System. 5. Represent the Police Department as liason to numerous law W Al enforcement partners, including but not limited to Dakota 5% County CJIIN, DCLEA, Dakota County Courts and MN BCA. 6. Enter critical information regarding detention into statewide W B2 supervision system which provides law enforcement agencies 5% with important statistics. 7. Assign case numbers or incident numbers to appropriate D Al officers to document criminal or civil action and be able to 2% distinguish between the two. 1 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: POLICE DISPATCHER/ADMINISTRATIVE SUPPORT SPECIALIST 8. Assist city/county attorney and various law enforcement D B2 agencies with researching data and preparing and sending 15% reports via eCharging as needed. Prepare responses to data practices requests. 9. Ensure compliance with the rules and regulations of the D B2 Minnesota BCA Terminal Operation, including training and 5% testing all department employees and certifying officers in operation. Process monthly Validation and Integrity reports. Regularly maintain the local Sex Offender Registry and the Suspense files to ensure 100% fingerprint compliance. 10 Perform other duties of a similar nature or level. As N/B Required 5% Training and Experience (positions in this class typically require): High school diploma or GED, 2 year of specialized or technical training in law enforcement and 2 years of clerical and dispatching experience; or, an equivalent combination of education and experience sufficient to successfully perform the duties listed above. Comprehensive knowledge of Crimnal Justice Information System(CJIS)preferred. Licensing Requirements (positions in this class typically require): • Terminal operator certificate - BCA (obtained within 6 months of hire) Knowledge (position requirements at entry): Knowledge of: • General Office Procedures • Regulations, ordinances, law enforcement language • Keep current on new and advancing technologies in data dissemination. 2 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: POLICE DISPATCHER/ADMINISTRATIVE SUPPORT SPECIALIST Skills (position requirements at entry): Skill in: • Organization and time management including the ability to handle multiple priorities. • Customer service skills including the ability to maintain composure under pressure. • Transcription experience (digital preferred). • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. • Demonstrated ability to develop positive working relationships and maintain a respectful work environment. • Computer skills including word processing, spreadsheets, database management (Microsoft Office preferred) • Ability to maintain confidentiality • Ability to handle stress and/or stressful situations. Physical Requirements: Positions in this class typically require: climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Incumbents may be subjected to moving mechanical parts, electrical currents, vibrations, fumes, odors, dusts, gases, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting, work space restrictions, intense noises and travel. NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Classification History: Draft prepared by City of Farmington Date: 6/2002 Revised: 5/2003, 1/2007, 3/2007, 5/2013 3 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: ADMINISTRATIVE SUPPORT TECHNICIAN - POLICE BAND GRADE SUBGRADE FLSA STATUS: A 1 3 Non-Exempt CLASS SUMMARY: This class is responsible for typing dictated reports and distribute to appropriate people, answer phone calls and assist the public, handle the processing of fingerprints and validation of hot files. TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a FRE- BAND/ representative sample; position assignments may vary.) QUENCY GRADE 1. Transcribe reports and distribute information to appropriate D Al agencies. 10% 2. Provide information, explanation and assistance to the public. D Al Answer phones and direct callers to the appropriate party. 35% 3. Enter data information into records system including entry D Al for CJIS reporting. 5% 4. Prepare reports and citations for court. D Al 10% 5. Assist county and city attorneys with requests for additional D Al reports and create DVDs.. 15% 6. Maintain office supplies and open and distribute mail. 0 Al 10% 10 Assist police administration with completing background D Al . checks for various permits issued city-wide. 15% 11 Performs other duties of a similar nature or level. As N/B Required Training and Experience (positions in this class typically require): High school diploma, up to 1 year of specialized or technical, clerical training and 1 year of clerical, computer and customer service experience; or, an equivalent combination of education and experience sufficient to successfully perform the duties listed above. CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: ADMINISTRATIVE SUPPORT TECHNICIAN - POLICE Knowledge (position requirements at entry): Knowledge of: • General office procedures. • Law enforcement language Skills (position requirements at entry): Skill in: • Digital transcription • Customer service skills including the ability to maintain composure under pressure • Computer skills (Microsoft Office preferred) • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. • Demonstrated ability to develop positive working relationships and maintain a respectful work environment. • Ability to maintain confidentiality. • Ability to handle stress and stressful situations. Physical Requirements: Positions in this class typically require: climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Incumbents may be subjected to moving mechanical parts, electrical currents, vibrations, fumes, odors, dusts, gases, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting, work space restrictions, intense noises and travel. NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Classification History: Draft prepared by City of Farmington Date: 6/2002, Rev. 5/2013 2 ,eii City of Farmington 430 Third Street Farmington,Minnesota 651.280.6800 -Fax 651.280.6899 +r•„ Oo►* www.cifarmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt,Human Resources Director SUBJECT: Position Reclassification Police Department-Human Resources DATE: June 20,2016 INTRODUCTION This memorandum provides information regarding the request for the city council to approve a position reclassification for Ms. Gina Wooton. DISCUSSION In November 2015, the city council approved a staffing change for the Police Department administrative staff. This request was made and approved to ensure operational continuity upon the retirement of two long tenured administrative employees. Upon the above mentioned retirements,the staffing level would change from two full-time and two part-time positions to three full-time positions. It was anticipated that all three employees would eventually be placed in the same job classification of Administrative Support Specialist. When approved in November, a part of the staffing change consisted of hiring Ms. Wooton as an Administrative Support Technician while she was in training and learning administrative operations. Ms. Wooton has exceeded expectations in learning administrative operations and performing the higher level job responsibilities of an Administrative Support Specialist. Therefore, it is appropriate to change her position from Administrative Support Technician to Administrative Support Specialist. The job descriptions for both positions are attached to this memorandum. The following is the wage range for both positions: Current Position: Hourly Wage Range: Administrative Support Technician(A13) $17.68-$22.10 Proposed Position: Administrative Support Specialist(B22) $21.04-$26.29 BUDGET IMPACT Ms.Wooton's current hourly rate is $17.68 per hour and it is proposed that her new hourly rate is to be $21.04 which is step 1 of the new pay range. This change is budget neutral as the wages in the 2016 budget reflect those of an Administrative Support Specialist. ACTION REQUESTED Approve the position and salary change for Ms. Gina Wooton effective May 3, 2016. ATTACHMENTS: Type Description ❑ Backup Material Administrative Support Specialist Job Description ❑ Backup Material Administrative Support Technician Job Description CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: POLICE DISPATCHER/ADMINISTRATIVE SUPPORT SPECIALIST BAND GRADE SUBGRA DE FLSA STATUS: B 2 2 Non-Exempt CLASS SUMMARY: This class is responsible for providing administrative support and dispatching information to officers so they are able to perform their duties. TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a FRE- BAND/ representative sample; position assignments may vary.) QUENCY GRADE 1. Provide clerical and administrative support for the Chief of D B2 Police, Patrol and Investigations including run criminal 30% histories and assist in preparing and maintaining cases for court, often within strict timelines. Process applications and perform background checks for all licenses for city. 2. Respond to questions, complaints and requests from the D Al public and other departments on departmental operations or 8% procedures, including handling phones and walk in traffic. 3. Responsible for System Administration of the Records D B2 Management System (RMS)including entering and 10% maintaining data. Act as RMS system administrator. Assist in maintaining the Evidence Management System. 4. Obtain and disseminate information from lobby traffic and D B2 dispatch officers to various police calls via Computer Aided 15% Dispatch in an efficient and accurate manner. Monitor, evaluate and disseminate as appropriate all essential messages from the MN BCA Terminal System. 5. Represent the Police Department as liason to numerous law W Al enforcement partners, including but not limited to Dakota 5% County CJIIN, DCLEA, Dakota County Courts and MN BCA. 6. Enter critical information regarding detention into statewide W B2 supervision system which provides law enforcement agencies 5% with important statistics. 7. Assign case numbers or incident numbers to appropriate D Al officers to document criminal or civil action and be able to 2% distinguish between the two. CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: POLICE DISPATCHER/ADMINISTRATIVE SUPPORT SPECIALIST 8. Assist city/county attorney and various law enforcement D B2 agencies with researching data and preparing and sending 15% reports via eCharging as needed. Prepare responses to data practices requests. 9. Ensure compliance with the rules and regulations of the D B2 Minnesota BCA Terminal Operation, including training and 5% testing all department employees and certifying officers in operation. Process monthly Validation and Integrity reports. Regularly maintain the local Sex Offender Registry and the Suspense files to ensure 100% fingerprint compliance. 10 Perform other duties of a similar nature or level. As N/B Required 5% Training and Experience (positions in this class typically require): High school diploma or GED, 2 year of specialized or technical training in law enforcement and 2 years of clerical and dispatching experience; or, an equivalent combination of education and experience sufficient to successfully perform the duties listed above. Comprehensive knowledge of Crimnal Justice Information System(CJIS)preferred. Licensing Requirements (positions in this class typically require): • Terminal operator certificate - BCA (obtained within 6 months of hire) Knowledge (position requirements at entry): Knowledge of: • General Office Procedures • Regulations, ordinances, law enforcement language • Keep current on new and advancing technologies in data dissemination. 2 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: POLICE DISPATCHER/ADMINISTRATIVE SUPPORT SPECIALIST Skills (position requirements at entry): Skill in: • Organization and time management including the ability to handle multiple priorities. • Customer service skills including the ability to maintain composure under pressure. • Transcription experience (digital preferred). • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. • Demonstrated ability to develop positive working relationships and maintain a respectful work environment. • Computer skills including word processing, spreadsheets, database management (Microsoft Office preferred) • Ability to maintain confidentiality • Ability to handle stress and/or stressful situations. Physical Requirements: Positions in this class typically require: climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Incumbents may be subjected to moving mechanical parts, electrical currents, vibrations, fumes, odors, dusts, gases, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting, work space restrictions, intense noises and travel. NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Classification History: Draft prepared by City of Farmington Date: 6/2002 Revised: 5/2003, 1/2007, 3/2007, 5/2013 3 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: ADMINISTRATIVE SUPPORT TECHNICIAN - POLICE BAND GRADE SUBGRADE FLSA STATUS: A 1 3 Non-Exempt CLASS SUMMARY: This class is responsible for typing dictated reports and distribute to appropriate people, answer phone calls and assist the public, handle the processing of fingerprints and validation of hot files. TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a FRE- BAND/ representative sample; position assignments may vary.) QUENCY GRADE 1. Transcribe reports and distribute information to appropriate D Al agencies. 10% 2. Provide information, explanation and assistance to the public. D Al Answer phones and direct callers to the appropriate party. 35% 3. Enter data information into records system including entry D Al for CJIS reporting. 5% 4. Prepare reports and citations for court. D Al 10% 5. Assist county and city attorneys with requests for additional D Al reports and create DVDs.. 15% 6. Maintain office supplies and open and distribute mail. 0 Al 10% 10 Assist police administration with completing background D Al . checks for various permits issued city-wide. 15% 11 Performs other duties of a similar nature or level. As N/B . Required Training and Experience (positions in this class typically require): High school diploma, up to 1 year of specialized or technical, clerical training and 1 year of clerical, computer and customer service experience; or, an equivalent combination of education and experience sufficient to successfully perform the duties listed above. 1 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: ADMINISTRATIVE SUPPORT TECHNICIAN - POLICE Knowledge (position requirements at entry): Knowledge of: • General office procedures. • Law enforcement language Skills (position requirements at entry): Skill in: • Digital transcription • Customer service skills including the ability to maintain composure under pressure • Computer skills (Microsoft Office preferred) • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. • Demonstrated ability to develop positive working relationships and maintain a respectful work environment. • Ability to maintain confidentiality. • Ability to handle stress and stressful situations. Physical Requirements: Positions in this class typically require: climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Incumbents may be subjected to moving mechanical parts, electrical currents, vibrations, fumes, odors, dusts, gases, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting, work space restrictions, intense noises and travel. NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Classification History: Draft prepared by City of Farmington Date: 6/2002, Rev. 5/2013 2 itikR146 City of Farmington r. , 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 ‘646...4 patiOS wWw ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: 2016/2017 City Council Priorities DATE: June 20,2016 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 townships and our state legislators. Consider developing annual legislative priorities. 2. Review issues with Empire Township including water supply and public safety support. 3. Work with government and 501(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 city streets and 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 and ask any questions you may have. If the city council is comfortable with this summary a motion should be made to approve your 2016/2017 priorities. ATTACHMENTS: Type Description ® Backup Material 2016-2017 City Council Priorities CITY OF FARMINGTON CITY COUNCIL PRIORITIES 2016/2017 FARM/ �o yj, ,,,,,,, !,., ,t,sz, ii ,...s fi,, 4,:. .., „,,,,,,,4=4.i. .. v Z G.4��'A PRO 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.