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HomeMy WebLinkAbout03.12.18 Work Session Packet City of Farmington Mission Statement 430 Third Street Through teamwork and Farmington,MN 55024 cooperation,the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA CITY COUNCIL WORKSHOP March 12, 2018 6:03 PM Farmington City Hall 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSSION ITEMS (a) 2017 I nterfund Transfers Review and Expenditures Discussion (b) Rambling River Center Plaza Discussion (c) Capital Improvement Plan Preview (d) Employee Compensation and Benefits Strategy 4. CITY ADMINISTRATOR UPDATE (a) City Council Roundtable 5. ADJOURN V atiAR�i City of Farmington ; 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 ' .,,,on• www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Teah Malecha, Finance Director SUBJECT: 2017 Interfund Transfers Review and Expenditures Discussion DATE: March 12, 2018 INTRODUCTION Transfers of money between funds occur for various reasons. The following is not a comprehensive list,but will provide you with some examples. • Transfers can be made as part of a long-term funding strategy often in conjunction with a capital improvement plan(CIP). Some specific city examples would be transfers made to the sealcoating, building maintenance, trail maintenance, and ice arena capital accounts. • Money may be transferred from one fund into another fund to cover day-to-day operations such as the transfer made from the General Fund to the EDA. • The city may want to save money over several years for a larger purchase(such as the fire engine planned for 2019), or recurring replacement purchases (for example, items replaced on rotation schedules, such as police and fire equipment), or items for which the delivery time is uncertain, such as, ammunition and guns (may order one year,but delivery is not available until the following year—a different budget year). • Transfers are made when the city invests the liquor store's community improvement funds. • Administrative transfers provide for the reimbursement of human resource and administrative costs incurred in one fund for the benefit of another fund. Another type of administrative transfer would be more house-keeping in nature, for example completing closing entries for accounts that are no longer needed. • No matter how thorough and well thought out the city's budget or current year plan may be, new and unanticipated opportunities often present themselves. During year-end staff reconciles the actual transfers which were made to the budgeted amounts. The differences are identified and reviewed with you. Reviewing this information annually also provides an excellent opportunity for you to see the positive impacts you have had with these transfers. DISCUSSION The attached comprehensive schedule details the interfund transfers that occurred during 2017. It may be difficult to review this report on your iPad. Larger copies of this information will be available for your review during your March 12, 2018 work session. The transfers are grouped into six color-coded categories. • Gray–Amounts highlighted in gay represent amounts that were included in the 2017 budget and transferred accordingly. • Green—Amounts highlighted in green represent amounts that were included in the 2017 budget,but were transferred in 2016. • Blue—These amounts represent budgeted transfers plus the payoff of the Series 2010B bonds that was completed in February. • Peach—These represent amounts that were included in the 2017 budget,but not as transfers. For accounting purposes these amounts are included as transfers. One example would be the insurance deductible replenishment. During the year, this money is transferred from the respective funds to the Property and Liability Insurance Fund where the insurance claims are actually paid. • Yellow—Included in the yellow cells are amounts which were listed as transfers for budget purposes. These amounts were for interfund loans. For accounting purposes these amounts are not recorded as transfers,rather they are recorded as interfund receivables and payables. The city's budgeting process is for revenues and expenditures/expenses. We include these items as transfers in the budgeting process so it is clear to council we envision these types of transactions and they are part of the budgeted activities. • Pink— These transfers occurred during the year but were not included in the 2017 budget. Many of these items were discussed with council during the year. Examples would include funding for trail maintenance or for the purchase of the bucket truck. Another reason for these transfers may be more administrative. For example, the city paid off its Series 2007A and 2008AB bonds. The remaining funds were transferred into the Series 2016A and 2016B bond funds so that the related bond fund could be closed. There are explanations for all of the amounts highlighted in pink in your packet. The row(numbers)and column(letters)references have been included in the spreadsheet. This will enable you to cross-reference the cell on the worksheet with the corresponding comment on the following pages. Similar to the update staff shared last August, the 2017 General Fund budget continued to do well. There were several revenue line items (e.g. new liquor license revenue)that exceeded budget and several expenditure areas (e.g. snow removal)that were under budget.A more in depth review of the 2017 financial statements will be provided to you during your April 16, 2017 council meeting. BUDGET IMPACT Budget variances have been explained above. ACTION REQUESTED • Review the material presented, ask questions and provide direction to staff. • You will be asked to approve the comprehensive list of transfers during your regular March 19, 2018 meeting. ATTACHMENTS: Type Description D Backup Material 2017 Operating Transfers ,| . (lrlr . !E§ . E§ . /E! • [ . 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(}g§!g. r;,••■,E( \ &l.cD aosi na! `HH +HHHHHggm444aHmd4gm4<mm'Al mm+i+ m+ (---fj, Mute City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Adam Kienberger, Community Development Director and Randy Distad, Parks and Recreation Director SUBJECT: Rambling River Center Plaza Discussion DATE: March 12, 2018 INTRODUCTION City Council has requested an update on the Rambling River Center Plaza(RRC Plaza)public improvement strategy and timeline.At the July 10, 2017 City Council work session the attached final concept plans and budget estimate were presented for general acceptance and direction. Staff will provide recommendations on how to advance the project and prioritize funding for the upcoming budget cycle. DISCUSSION Background The Downtown Redevelopment Plan project was started in August of 2015 as a tool for guiding and defining the vision of downtown Farmington. A task force was appointed by the City Council to oversee this project consisting of representatives from city boards and commissions, FBA, business owners,residents, and a student. Several public input meetings were held over the course of drafting the plan and the input was incorporated into the final document adopted by the City Council on April 18, 2016. One of the action items of the Downtown Redevelopment Plan includes: "Design and build a Rambling River Center Plaza in the open area west of the Rambling River Center and fronting onto Oak Street as a multi functional plaza for daily informal uses as well as event uses, such as Dew Days and Dazzle Day." The EDA, RRC Advisory Commission, and Parks &Recreation Commission all reviewed and commented on the original concepts for a public plaza at the Rambling River Center as recommended in the Downtown Redevelopment Plan. On March 6, 2017 Hoisington Koegler Group, Inc. (consultant)was hired by the City Council to develop a preferred concept plan for the design of a plaza adjacent to the Rambling River Center. On April 27, 2017 an open house was held in City Hall to allow the public to view the two draft design concept options and then provide feedback to the consultant about what features they liked in the two options,what features they disliked and what other features they would like to add to the plaza design. There were about 20 people who attended the open house. The two draft design concept options were displayed in the City Hall lobby and were also accessible on the city's website,which allowed additional time for gathering public input. The public was able to provide further feedback on the two plaza concept options through May 9, 2017. The Parks and Recreation Commission reviewed and recommended approval of a preferred concept for the proposed Rambling River Center(RRC)Plaza at their meeting on May 17, 2017. The preferred concept is attached.Additional information on the Downtown Redevelopment Plan and the RRC Plaza can be found on the city's website under Community Development. Discussion and Recommendations Because the RRC Plaza initiative incorporates elements that impact several departments, successful implementation requires collaboration and a diversified pool of resources. As a starting point, staff recommends the City Council take action to incorporate the RRC Plaza concept into the city's Comprehensive Plan-Park and Recreation chapter. This will give the RRC Plaza a permanent home and allow the City Council to prioritize funding as part of the CIP. The attached project budget includes several phases the break the RRC Plaza into manageable pieces. The initial project identified in the concept as the"near term phase"has a cost estimate ranging from$265,000- $369,000. Total project costs as depicted in the preferred concept range from$501,000-$708,000. BUDGET IMPACT TBD ACTION REQUESTED Provide direction on the Rambling River Center Plaza concept and discuss options for potential partnerships with other organizations and individuals. ATTACHMENTS: Type Description D Exhibit RRC Plaza Preferred Concept and Phasing Plan D Backup Material RRC Plaza Preferred Concept Cost Estimates f= Lu Im. z Z et 1110. %.0 cc W CC N UJ a g No a CC $7E1 J W a Z Z Q J w CCI cc 2 2 cc cc ! ©® 11 ,.11►, IIIc O o Z �t�� o (x�x- ms / �� _.4 Tf ' p z 0 (1 W t o O ,7.,1 t j N N N , i Wk ; ';',1„,taWka.,.''''' i x- / e U ; ( 11II■ Q _ _ �,. . ��... iii c. v� ...< y} , cz Q" aft = 1t.i1$ff 041% E E . �' E'E r N. i+ 0 :I CY. R J L. Lii ro c oi. E o a Z v 3 o m aC •a C G v u ,J c -cL n Z a Q io a, 0" O 0) v IIii z� 4 ` I ii- no iii �" 9 R yE � +li tp W cv cY a, IiIHuI1IuIIIllIILIIIII!n 1111 E c a W Y O •` CJ O a O r. m o w.. .i= _ - f =o t o s N c c U - — L — C '° Q 1 N fO ,� O. c v R p _ ' a. O O O 'd CO Q1 Y Y �. 7' kn L? d C c0 Y .. 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Ei 0 c zi° Q •4 1 _as= Etiteit*ONONA' z DC o 0 -"Tip-, - ,. 1� Q 1 **illir4iw M 7 2 ., ip : 1 s^ S .n G - ' u • z � _ n M N J W — s _ ¢ r , LL Y a a E g CC 4 W 4 L9 Il I li Q 'IM �wwn1.w��� w� n11.ww.� Q W Q _ J _� 1iv ,, 4th St maw �» ; '44 LU Z iF. r F. til ■■POSS0 M[I itir11!rif1i11111M filiiiii I M� i ' 4E4 :7 a / .1 a of , sc 2 H1 a Q 2 u J Z UJ J W M'�. { "3. } Y v J CL 2 ° Q W w i' �= W ce l9 x z f W Z d W l ' - { � OC i O Q O V W � - _r Q A. d Wcc _ _ R -� le!fr- ;; PREFERRED CONCEPT ® COST ESTIMATE Rambling River Center Park/Plaza Preferred Concept-Near Term Phase FEATURE UNIT QUANTITY LOW EST.COST HIGH EST.COST LOW EST.SUBTOTALS HIGH EST.SUBTOTALS SPLASH PAD SOFT 750 $100.00 $120.00 $70,000.00 $90,000.00 CONCRETE CURB AND GUTTER LF 355 $45.00 $55.00 $15,975.00 $19,525.00 CONCRETE PAVING 5050 575 $45.00 $55.00 $25,875.00 $31,625.00 BENCH EACH 8 $1,000.00 $2,500.00 $8,000.00 $20,000.00 WASTE RECEPTACLE EACH 2 $600.00 $2,000.00 $1,200.00 $4,000.00 BICYCLE RACK EACH 2 $1,500.00 $3,000.00 $3,000.00 $6,000.00 MOVEABLE PLANTER POTS W/PLANTING SOIL EACH 10 $350.00 $800.00 $3,500.00 $8,000.00 DECIDUOUS TREE 2.5"CAL BRE EACH 6 $350.00 $400.00 $2,100.00 $2,400.00 BLACK HILLS BLUE SPRUCE 10.15'REIGN EACH 1 $750.00 $1,000.00 $750.00 $1,000.00 TREE GRATE EACH 6 $1,500.00 $2,500.00 $9,000.00 $15,000.00 STRUCTURAL SOIL CUYD 125 $100.00 $120.00 $12,500.00 $15,000.00 PICNIC TABLE EACH 5 $1,000.00 $5,000.00 $5,000.00 $25,000.00 TURF SEEDING+TOP SOIL SOLD 210 $3.00 $5.00 $630.00 $1,050.00 HISTORIC BELL RELOCATION LUMP 1 $2,000.00 $3,500.00 $2,000.00 $3,500.00 LARGE SHRUBS(IN PLANTER POTS) EACH 10 $100.00 $150.00 $1,000.00 $1,500.00 i UT BOLLARD(W/GEC!OUTLET) EACH 2 $2,000.00 $2,500.00 $4,000.00 $5,000.00 BIKE REPAIR STATION EACH 1 $600.00 $1,200.00 $800.00 $1,200.00 WAYPINDING SIGNS EACH 2 $1,500.00 $2,500.00 $3,000.00 $5,000.00 PRECAST SEATWALL PLANTER WI PLANTING SOIL EACH 1 $14,000.00 $18,000.00 $14,000.00 $18,000.00 SEATWALL PLANTER PLANTING LUMP 1 $500.00 $1,500.00 $500.00 $1,500.00 GFCI OUTLETS(PLANTER AND TREES) EACH B $600.00 $800.00 $4,800.00 $6,400.00 INTERACTIVE ART FEATURE LUMP 1 $25,000.00 $25,000.00 $25,000.00 $25,000.00 BITUMINOUS PARKING LOT PAVING SQYD 500 $25.00 $30.00 $12,500.00 $15,000.00 PARK SIGN EACH 1 $1,500.00 $2,500.00 $1,500.00 $2,500.00 PARR SUBTOTAL: $230,130.00 $320,700.00 CONTINGENCY(15%) $34,519.50 $48,105.00 SUBTOTAL $264,649.50 $368,805.00 Rambling River Center Park/Plaza Preferred Concept-Long Term Phase FEATURE UNIT QUAN1ITY COST COST SUBTOTALS SUBTOTALS BITUMINOUS PARKING LOT/TRASH ENCLOSURE PAVING SQYO 480 $25.00 $30.00 $12,000.00 $14,400.00 CONCRETE PAVING SQYD 300 $45.00 $55.00 $13,500.00 $16,500.00 MOVEABLE PLANTER POTS W/PLANTING SOIL EACH 6 $500.00 $800.00 $3,000.00 $4,800.00 6'SIDEWALK LF 130 $30.00 $35.00 $3,900.00 $4,550.00 ORNAMENTAL SHRUB EACH 15 $60.00 $90.00 $900.00 $1,350.00 TRASH ENCLOSURE FENCING LF 35 $75.00 $100.00 $2,625.00 $3,500.00 TURF SEEDING+TOP SOIL SQYD 350 $3.00 $5.00 51,05000 $1,750.00 DECIDUOUS TREE 2.5"CAL B&B EACH 2 $350.00 $400.00 $700.00 $800.00 LARGE SHRUBS(IN PLANTER POTS) EACH 6 $100.00 $150.00 $600.00 $900.00 LIT BOLLARD(W/GFCI OUTLET) EACH 1 $2,000.00 $2,500.00 $2,000.00 $2,500.00 ENTRY TRELLIS EACH 2 $500.00 $1,000.00 $1,000.00 $2,000.00 GFCI OUTLETS(PLANTER AND TREES) EACH 4 $600.00 $800.00 52,400.00 $3,200.00 EACH l $25,000.00 $40,000.00 $25,000.00 $40,000.00 BUILDING ENTRANCE LIGHTS ,EACH 5 $800.00 $1,500.00 $4,000.00 $7,500.00 SUBTOTAL: $72,675.00 $103,710.00 CONTINGENCY(15%) $10,901.25 $15,562.50 "�' SUBTOTAL $83,576.25 $119,312.50 Alley/Roadway/Infrastructure Improvements FEATURE UNIT QUANTITY COST COST SUBTOTALS SUBTOTALS BITUMINOUS ALLEY PAVING SQYD 1000 $25.00 $30.00 $25,000.00 $30,000.00 CONCRETE CURB AND GUTTER-4TH STREET LI 600 $45.00 $55.00 $27,000.00 $33,000.00 BITUMINOUS PAVING-4TH STREET 5050 1200 $25.05 $30.00 $30,000.00 $36,000.00 TURF SEEDING r TOP SOIL-4TH STREET SQYD 420 $3.00 $5.00 $1,260.00 $2,100.00 IMPROVE ALLEY STORMWATERINFRASTRUCTURE TBD TBD TOD TBD TBD TSD SUBTOTAL: $83,250.00 $101,100.00 CONTINGENCY(15%) $12,489.00 $15,165.00 SUBTOTAL $95,749.00 $116,265.00 Rambling River Center Building Improvements FEATURE UNIT QUANTITY COST COST SUBTOTA SUBTOTALS GLASS GARAGE DOORS EACH 4 $8,000.00 $15,000.00 $32,000.00 $60,000.00 BANQUET HALL FRENCH DOORS EACH 2 $5,000.00 $10,000.00 $10,000.00 $20,000.00 TRAIN ROOM WINDOWS EACH 1 $4,000.00 $6,000.00 $4,000.00 $6,000.00 CONCRETE CURB AND GUTTER-OAK STREET LI 80 $45.00 $55.00 $3,600.00 $4,400.00 EXTERIOR GFCI OUTLET(POSSIBLE 220V FOR EVENTS) EACH 2 $600.00 $800.00 TOD TBD IMPROVE RRC GARAGE INTERIOR AND PARK SIDE ENTRANCE SIFT TBD $100.00 $150.00 TBD TBD RRC HALLWAY AND INTERIOR SPACE REORGANIZATION SOFT TOD $150.00 $200.00 TOD TBD SUBTOTAL: $49,600.00 $90,400.00 PLEASE NOTE:All estimates are based on 2017 construction costs and are for planning purposes CONTINGENCY(15%) $7,440.00 $13,560.00 only.Cost estimates do not include contingency for unexpected underground conditions.Items SUBTOTAL highlighted In yellow will require further design to develop an accurate estimate of cost SSI,040.OD $1(X3,960.00 TOTAL: $501,014.75 $708,342.50 FARMINGTON RAMBLING RIVER CENTER PARR/PLAZA 7.10.2017HOISINGTONKOEULERGROUP ©� City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 .4/ -►�•„ .P www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Katy Gehler, Public Works Director SUBJECT: Capital Improvement Plan Preview DATE: March 12, 2018 INTRODUCTION The Capital Improvement Plan(CIP)is one of the building blocks of the City's long-term Financial Plan. In an effort to strengthen the financial position of the city, a more significant update of the CIP was completed in 2012 to reduce the city's reliance on debt. Significant strides have been made over the last six years and a more complete review of the CIP is warranted. DISCUSSION At the work session staff will facilitate a discussion on the CIP,how it relates to other plans already adopted by the City Council and preview the more significant projects for 2019. An outline of the discussion is attached. BUDGET IMPACT N/A ACTION REQUESTED N/A ATTACHMENTS: Type Description D Backup Material CIP Discussion Outline 1. What is the CIP and how does it relate to other plans? A. 2030 Financial Plan—This financial plan is a long term look at the City's position as it relates to debt, operating,and capital needs impacting the tax levy. B. Capital Improvement Plan i. The CIP is a long term plan for replacement of city assets. Items in the CIP are incorporated in the budget each year. Many of the projects require multiple approvals during the project development process. ii. Includes all capital projects>$5,000 that replace or significantly extend the life of the city assets. iii. The CIP is composed of various components including,streets,water,sewer,stormwater,facilities, trails, parks,fleet, Fire and police equipment. Fire Fleet Plan will be rolled into overall fleet plan after 2019. iv. CIP Updates—The CIP is reviewed annually and updated given current needs and other financial considerations. For the 2019-2023 CIP the following more significant updates will be incorporated. a. Review mileage goals and pavement management plan for streets and trails. b. Consider sanitary sewer lining projects to bridge the gap for aging sanitary sewers and street replacements projects. c. Incorporate results of 2017 Facilities Study. d. Update of Water portion of the plan to reflect most recent capital water project schedule. C. Pavement Management Plan i. Programs maintenance and replacement for all pavements,streets,trails and parking lots. ii. Replacement components incorporated into the CIP. iii. Maintenance items incorporated into operating budgets. Some of these expenses are budgeted in funds specific to pavement management. D. Other Plans Incorporated into the CIP i. Facility Plan—Updated in 2017 ii. Park Master Plan iii. EAB Plan—Created in 2017 iv. Infrastructure Plans (Water,Sewer,Surface Water Management Plan)—Updated in 2018 2. Overview of 2019 projects A. Water tower refurbishing B. New Water Tower C. Westview Acres Street Reconstruction. D. Engine/Tender replacement 3. Plow Truck replacements A. Originally planned to begin replacing 8 large dump trucks in 2020 with support of the tax levy and utility enterprise funds for each truck. B. Given the condition of the oldest trucks the replacements were expedited starting in the 2018 budget by pooling the enterprise portions into a single year. The funds are available within the fund reserve. C. The truck to be replaced in 2019 is in poor condition and is becoming a safety liability. Since this truck is planned to be financed with funds that currently are available in the sanitary sewer fund reserve we should consider replacement in 2018. Take advantage of 2018 pricing ii. Truck will be available for the 2018-2019 plow season. Will have two trucks equipped with belly blades. iii. Increases the reliability of our plow fleet and minimizes the potential for more expensive repairs. 4iM*46, City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 ' r•4 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Employee Compensation and Benefits Strategy DATE: March 12, 2018 INTRODUCTION The city is interested is working towards becoming an"employer of choice" to attract and retain the most qualified employees.As part of this process, it is important to discuss the city's total compensation (compensation, group insurance benefits and other fringe benefits) strategy. DISCUSSION We have all heard reports that we are in the beginning stages of a skilled labor shortage within the Unites States. This is due to a number of factors including too many baby boomers retiring and not enough workers to replace them; declining interest in pursuing various careers; and for the public sector, less ability to compete with private sector total compensation. For the city,we also currently have less ability to compete with other local government's total compensation packages. The city has already experienced the effects of the labor shortage as we have seen a decline in not just the number of qualified applicants but applications in general. In order to attract qualified candidates, the city has had to bring workers in at the top of the pay scale,provide paid leave banks and commit more resources to professional development and mentoring. In addition to the challenges of dealing with a shrinking labor pool,the city also has to compete with those employers who are considered the top places to work and/or employers of choice. To meet the challenges the city has and will continue to face regarding recruiting and retaining the best employees, it is critical that we review and analyze our total compensation package and determine a long-term total compensation strategy as part of our overall workforce planning strategy. BUDGET IMPACT TBD ACTION REQUESTED Discuss and provide direction to staff regarding developing a workforce planning strategy to include evaluating and implementing potential changes to the city's current total compensation package. /OkRI4 City of Farmington p 430 Third Street c.a Z Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 ..t www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: City Council Roundtable DATE: March 12, 2018