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HomeMy WebLinkAbout04.02.18 Council Packet Meeting Location: Farmington Farmington City Hall Minnesota 430 Third Street Farmington,MN 55024 CITY COUNCIL REGULAR MEETING AGENDA April 2, 2018 7:00 P.M. Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA S. ANNOUNCEMENTS/COMMENDATIONS a) Proclaim April 22, 2018, as Earth Day in Farmington Proclaimed 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items.No official action can be taken on these items. Speakers are limited to five minutes to address the city council during citizen comment time.) 7. CONSENT AGENDA a) Approve Minutes of the March 19, 2018, City Council Meeting— Administration Approved b) Approve Contract for Emerald Ash Borer Tree Injection Services—Public Works Approved c) Approve Completion of Street Maintenance Services Through the South Metro Joint Powers Agreement—Public Works Approved d) Approve Out of State Training—Police Approved e) Appointment Recommendation Public Works—Human Resources Approved f) Acknowledge Resignation Liquor Operations—Human Resources Acknowledged g) Acknowledge Resignation Liquor Operations—Human Resources Acknowledged h) Approve Bills - Finance Approved REGULAR AGENDA 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) Regetta Fields Development Park Name Flagstaff Meadow Park b) 2017 Parks and Recreation Department Annual Report Information Received 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Cost Share Agreement with Dakota County for the Purchase of Electronic Poll Books Tabled to 4/16/18 13. CITY COUNCIL ROUNDTABLE 14. EXECUTIVE SESSION a) Closed Session to Discuss Labor Negotiations 15. ADJOURN AittRii,&, City of Farmington str'W?" 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 • 111000w www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Lena Larson, Municipal Services SUBJECT: Proclaim April 22, 2018 as Earth Day in Farmington DATE: April 2, 2018 INTRODUCTION The United States has celebrated Earth Day on April 22nd since 1970. In 1990, it became a global event. Promoting Earth Day activities and events educates the public about the importance of caring for the environment by reducing waste, conserving energy and water, and adopting more ecologically sound lifestyles. DISCUSSION In honor of Earth Day, the sixteenth annual Community Pond and Park Cleanup will be held on Saturday, April 28, 2018 and the city is partnering again this year with Farmington Area Community Education to bring an Earth and Arbor Day celebration to the community that same day. The Earth and Arbor Day celebration is moving to Meadowview Elementary this year and gives participants a variety of opportunities to learn about how their actions impact the environment. New this year, Early Childhood Family Education will be hosting a book and toy swap during the celebration. Curbside Cleanup Days start on Saturday, April 21, 2018 and end May 19, 2018. The Curbside Cleanup Day program gives Farmington residents a convenient opportunity to properly dispose of appliances and large,bulky household items. BUDGET IMPACT n/a ACTION REQUESTED Proclaim April 22, 2018 to be Earth Day in Farmington. ATTACHMENTS: Type Description D Exhibit Proclamation \pFEpRM/tiCity of Farmington ogp 430 Third Street Farmington,Minnesota 651.280.6800•Fax 651.280.6899 4',.•A PRooa www.ci.farmington.mn.us PROCLAMATION EARTH DAY - April 22, 2018 WHEREAS, The people of Farmington take great pride in our City's natural beauty and support a clean and safe environment; and WHEREAS, Earth Day is a national and international call to action for all citizens to join in a global effort to save the planet; and WHEREAS, Earth Day activities and events will educate all citizens on the importance of acting in an environmentally sound fashion by reducing waste, conserving energy and water, using efficient transportation, and adopting more ecologically sound lifestyles; and WHEREAS, through increased environmental awareness, Farmington can meet the challenge of having an ecologically healthy community and a vigorous environment for its citizens; NOW THEREFORE, BE IT RESOLVED that I, Todd Larson, Mayor, on behalf of the City Council, do hereby proclaim April 22, 2018 as Earth Day in the city of Farmington. Earth Day activities and events will educate all citizens on the importance of acting in an environmentally sound fashion by reducing waste, conserving energy and water, using efficient transportation, and adopting more ecologically sound lifestyles. PROCLAIMED this 2nd day of April, 2018. Todd Larson, Mayor , City of Farmington t-, 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 +`.4 „►++ www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Approve Minutes of the March 19, 2018 City Council Meeting-Administration DATE: April2, 2018 INTRODUCTION Attached for your review are the minutes of the March 19, 2018 city council meeting. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the minutes of the March 19, 2018 city council meeting. ATTACHMENTS: Type Description Backup Material March 19, 2018 City Council Minutes CITY OF FARMINGTON CITY COUNCIL MINUTES REGULAR MEETING MARCH 19, 2018 1. Call to Order Mayor Larson called the meeting to order at 7:00 p.m. 2. Pledge of Allegiance Mayor Larson led those in attendance in the pledge of allegiance. 3. Roll Call Present-Larson, Bartholomay and Donnelly Absent-Bernhjelm and Craig Staff Present-Community Development Director Kienberger, Public Works Director Gehler, Finance Director Malecha, Parks and Recreation Director Distad, Police Chief Lindquist, Fire Chief Elvestad, Planning Manager Wippler and Attorney Jamnik. 4. Agenda Motion by Bartholomay, second by Donnelly,to approve the agenda as presented. APIF, motion carried. 5. Announcements/Commendations a) Police Officer Oath for Officer Lacey Neumann Police Chief Lindquist introduced Officer Lacey Neumann. Officer Neumann started her work with the city in February after 13 years with the City of Roseville. Acting City Clerk Kienberger administered the police office oath to Officer Neumann. 6. Citizen Comments None 7. Consent Agenda Motion by Bartholomay, second by Donnelly,to approve the consent agenda: March 19, 2018 Minutes - 1- a) Approve Minutes of the March 12, 2018 Special City Council Meeting-Administration b) Approve Minutes of the March 12, 2018 City Council Work Session-Administration c) Appointment Recommendation Fire Department-Human Resources d) Authorize the Replacement of the 1994 Plow Truck-Public Works e) Authorize the Replacement of the 2008 Garbage Truck-Public Works f) Authorize the Replacement of the 2002 Hook Truck-Public Works g) Adopt Resolution R13-2018 Approving a Joint Powers Agreement Between Dakota County and the City of Farmington for a Household Hazardous Drop Off Day-Public Works h) Adopt Resolution R14-2018 Approving a Waste Disposal Delivery Agreement with Specialized Technologies-Public Works i) Approve Bills-Finance APIF, motion carried. 8. Public Hearings None 9. Award of Contract a) Contract for Rambling River Park Feely Fields Fence Replacement Project Parks and Recreation Director Distad presented the bid results for the Rambling River Park Feely Fields Fence Replacement Project. The approved 2018 park improvement fund budget includes$15,000 to remove and replace the outfield fence on field#1 at Rambling River Park. The current fence was installed in the mid-1990's and is starting to heave. Request for proposals were sent to ten fence companies and the project was advertised on the city website. Four proposals were received by the deadline. The bids submitted include: Dakota Unlimited $14,927 Century Fence Company $15,275 American Fence Company $16,925 Midwest Fence and Manufacturing $19,393 The completion date for fence installation will be between October 15, 2018 and November 15, 2018. Motion by Bartholomay, second by Donnelly,to approve the contract with Dakota Unlimited for the Rambling River Park Feely Fields Fence Replacement Project in the amount of$14,927. APIF, motion carried. b) Agreement with Wold Architects and Engineers for Professional Services for City Hall Build Out Project March 19,2018 Minutes -2- Parks and Recreation Director Distad presented an agreement with Wold Architects and Engineers for professional servicesfor the city hall build out project. On February 5, 2018 the city council approved a lease agreement with the United States Department of Agriculture to lease 2,210 square feet on the second floor of city hall. This space is currently empty and needs to be designed and built out. The proposal will allow city staff and the USDA to work directly with Wold staff on the design of the leased space so it meets the design requirements set forth in the lease. Wold is proposing a fee of 7.5%of the construction contract which is estimated at$7,125 plus an estimated $500 in reimbursable expenses. Motion by Bartholomay, second by Donnelly, to approve the contract with Wold Architects and Engineers to provide design services, prepare construction and bid documents and provide construction management of the build out of city hall space to be leased to the USDA. APIF, motion carried. c) Schmitz-Maki Arena Door Replacement Project Parks and Recreation Director Distad presented the bid results for the Schmitz-Maki Arena door replacement project. The city advertised for bids for the replacement of eight doors at the arena. The following bids were received: Northwestern Door Company, Inc. $16,600 Kendall Doors, Inc. $24,006 The 2018 building fund budget includes$25,000 for this project. The project is scheduled to be completed between April 1, 2018 and June 1, 2018. Motion by Bartholomay, second by Donnelly,to approve the agreement with Northwestern Door Company, Inc. for the Schmitz-Maki Arena door replacement project in the amount of $16,600. APIF, motion carried. d) Outdoor Pool Demolition Project Parks and Recreation Director Distad presented bids for the demolition of the outdoor pool. The city advertised for this project and received the following bids: Nadeau Companies, LLC $54,840 JJD Companies, LLC $58,700 Bolling and Sons, Inc. $75,516 Quad E. Companies, Inc. $87,000 Veit and Company, Inc. $94,408 March 19, 2018 Minutes -3 GT Lawns, Inc. $97,245 Kamish Excavating, Inc. $137,939 The 2018 budget includes $74,733 for this project. The work is scheduled to be completed between April 1St and June 15t of this year. Motion by Bartholomay, second by Donnelly, to award the pool demolition contract to Nadeau Companies, LLC in the amount of$54,840. APIF, motion carried. 10. Petitions, Requests and Communications None 11. Unfinished Business None 12. New Business a) Ordinance Amendments Regarding Kennels Planning Manager Wippler presented two ordinances for city council review and consideration regarding the city's kennel requirements. The planning commission discussed the possibility of amending the city code to allow a kennel on a commercial basis in November 2017 after city staff was approached by a prospective business owner. The planning commission discussed this issue with staff and held a public hearing in March 2018 regarding the proposed amendments. The planning commission recommended approval of the revised ordinances on a vote of 5-0. The first ordinance amends Title 6, Chapters 2 and 3 of the city code as they relate to dogs and dog kennels. The proposed amendments in chapter 2 are non-substantive and include specifying that a conditional use permit along with a license is required to operate a commercial kennel and residential hobby kennel. The proposed amendments to Chapter 3 of Title 6 amends the current dog kennel code provision and includes more substantial changes. The second ordinance amends the code to add zoning definitions for commercial kennel and residential hoppy kennel. These definitions mirror the ones included in the proposed ordinance amendment for Title 6, Chapter 3. The second ordinance amendment also amends certain zoning districts listing residential kennels and commercial kennels as conditional uses. Motion by Bartholomay, second by Donnelly,to adopt ordinances 2018-736 and 2018-737 amending Title 6, Chapter 2 and 3 and Title 10, Chapters 2 and 5 as they relate to kennels. APIF, motion carried. March 19, 2018 Minutes -4- b) 2017 Interfund Transfers Review and Expenditures Discussion Finance Director Malecha presented the 2017 interfund transfers for review. Motion by Bartholomay, second by Donnelly,to approve the 2017 interfund transfers. APIF, motion carried. c) 2018 Paid On-Call Firefighter Wage Adjustment Community Development Director Kienberger presented a wage adjustment proposal for paid on-call firefighters. Currently firefighters are paid $11.55 per hour. The city council discussed this issue during their annual goal setting retreat and directed staff to bring this issue back for consideration. City staff is proposing to adjust the hourly rate to $12.50 per hour effective April 9, 2018. The increased cost of the wage increase will be paid for through unspent dollars in the fire department budget, unspent dollars in other general fund budgets or ultimately fund balance dollars. Motion by Bartholomay, second by Donnelly, to approve resolution R15-2018 adjusting the 2018 paid on-call firefighter wage to$12.50 per hour effective April 9, 2018. APIF, motion carried. d) Ordinance Amending Title 2 of the City Code-Boards and Commission Stipends Community Development Director Kienberger presented an ordinance amendment to change the stipends received by the city board and commission members. The city council discussed increasing the stipends received by all of the boards and commissions, excluding the Water Board which is compensated differently, at the annual goal setting work session. The four remaining boards have 22 members,typically have 11 meetings per year and are currently compensated $20 per meeting. The city council would like to increase this amount to$30 per meeting retroactive to February 1, 2018. The potential impact of this change is an increase of$2,420 per year. Motion by Donnelly, second by Bartholomay, to adopt ordinance 2018-738 amending Title 2 of the city code increasing the stipend amount to$30 per meeting attended for all board and commission members, excluding the Water Board, retroactive to February 1, 2018. APIF, motion carried. 13. City Council Roundtable Donnelly- March 19, 2018 Minutes -5- Bartholomay- Distad- Larson-Encouraged residents to shop local. Adjourn Motion by Bartholomay, second by Donnelly, to adjourn the meeting at 7:33 p.m. APIF, motion carried. Respectfully Submitted Dowiet via K~4,1,1' David McKnight, City Administrator March 19,2018 Minutes -6- City of Farmington s 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 -.1*4 10www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Katy Gehler, Public Works Director SUBJECT: Approve Contract for Emerald Ash Borer Tree Injection Services-Public Works DATE: April 2, 2018 INTRODUCTION Staff is recommending approval of a contract with Rainbow Treecare Company, to complete EAB tree injection services for the city and offer a homeowner program for trees on private property. DISCUSSION In 2017 the city council reviewed and adopted an EAB Management Plan. This plan uses a coordinated approach on public ash trees including removals along with injection of an insecticide targeted at the beetle larva on public trees in good to fair condition and over 15" in diameter. The plan also called for education and outreach to the public including offering a homeowner program that residents could take advantage for treating trees on private property. In line with this plan, a request for proposals (RFP)was developed and provided to seven reputable companies that offer this service. Three proposals were received. Rainbow Treecare, offered the lowest pricing for both treatment of public and private trees. The bid results are summarized below. Company Municipal Program Homeowner Program ($/diameter inch) ($/diameter inch) Rainbow Treecare $3.50 $5.75 S & S Tree Specialists $9.00- $12.00* $9.00-$15.00* Aspenwall $5.75 -6.25* $6.00-$6.50* *Price per diameter inch varies by total tree diameter. The full bid tab is available in the Engineering office. BUDGET IMPACT The 2018 budget includes $18,000.00 to continue the treatment program. The cost of treatments on private property will be the responsibility of the property owner and invoiced directly to them. ACTION REQUESTED It is recommended that the city council approve the contract as presented. Once approved, staff will work with the contractor to advertise the homeowner program online and through other media outlets. ATTACHMENTS: Type Description D Contract Rainbow Treecare Contract D Contract Rainbow Treecare Exhibit A to Contract w Standard Agreement for Contract Services This Agreement ("Agreement") is made on the 2:-iM day of l"arc , 2018, between the City of Farmington, Minnesota (hereinafter "City"), whose business address is 430 Third Street, Farmington, Minnesota 55024, and Rainbow Tree Company, a Minnesota Corporation (hereinafter "Vendor") whose business address is11571 K-Tel Drive, Minnetonka, Minnesota 55343. Preliminary Statement The purpose of this Agreement is to set forth the terms and conditions for the provision of services by Vendor for Tree Injection for Emerald Ash Borer(EAB) hereinafter referred to as the "Work". The City and Vendor agree as follows: 1. Scope of Work. The Vendor agrees to provide, perform and complete all the provisions of the Work in accordance with the specifications, and quotes attached as Exhibit A. The terms of this Contract shall take precedence over any provisions of the Vendor's proposal and/or general conditions. All Work under the Municipal Program shall be initiated by a notice to proceed from the City. 2. Term of Contract. All Work under this Contract shall be provided, performed and/or completed by September 30, 2018 or before fall leaf color during the fall of 2018, whichever occurs sooner. At the expiration of the initial contract term, the City, at its sole discretion may extend the contract for up to two (2) additional years. 3. Compensation for Services. City agrees to pay the Vendor based on the fees submitted in the proposal as full and complete payment for the goods, labor, materials and/or services rendered pursuant to this Contract. 4. Method of Payment. Vendor shall prepare and submit to City, on a monthly basis, itemized invoices setting forth work performed under this Contract. Invoices submitted shall be paid in the same manner as other claims made to the City. To receive any payment on this Contract, the invoice or bill must include the following signed and dated statement: "I declare under penalty of perjury that this account, claim, or demand is just and correct and that no part of it has been paid." 5. Staffing. The Vendor has designated, Jeff Hafner, to manage the Work. He shall be assisted by other staff members as necessary to facilitate the completion of the Work in accordance with the terms established herein. Vendor may not remove or replace the designated staff without the approval of the City. 6. Standard of Care. Vendor shall exercise the same degree of care, skill and diligence in the performance of its services as is ordinarily exercised by members of the profession under similar circumstances in Dakota County, Minnesota. 7. Insurance. a. General Liability. Vendor shall maintain a general liability insurance policy with limits of at least $1,500,000.00 for each person, and each occurrence, for both personal injury and property damage. Vendor shall provide City with a Certificate of Insurance verifying insurance coverage before providing service to the City. b. Worker's Compensation. Vendor shall secure and maintain such insurance as will protect Vendor from claims under the Worker's Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of Vendor's services under this Contract. 8. Indemnification. Vendor will defend and indemnify City, its officers, agents, and employees and hold them harmless from and against all judgments, claims, damages, costs and expenses, including a reasonable amount as and for its attorney's fees paid, incurred or for which it may be liable resulting from any breach of this Contract by Vendor, its agents, contractors and employees, or any negligent or intentional act or omission performed, taken or not performed or taken by Vendor, its agents, contractors and employees, relative to this Contract. City will indemnify and hold Vendor harmless from and against any loss for injuries or damages arising out of the negligent acts of the City, its officers, agents or employees. 9. Termination. This Contract may be terminated by either party by thirty (30) days' written notice delivered to the other party at the addresses written above. Upon termination under this provision if there is no fault of the Vendor, the Vendor shall be paid for services rendered until the effective date of termination. 10. Independent Contractor. At all times and for all purposes herein, the Vendor is an independent contractor and not an employee of the City. No statement herein shall be construed so as to find the Vendor an employee of the City. 11. Non-Discrimination. During the performance of this Contract, the Vendor shall not discriminate against any employee or applicants for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, or age. The Vendor shall post in places available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause and stating that all qualified applicants will receive consideration for employment. The Vendor further agrees to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes 363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act of 1990. 12. Subcontract or Assignment. Vendor shall not subcontract any part of the services to be provided under this Contract; nor may Vendor assign this Contract, or any interest arising herein, without the prior written consent of the City. 13. Services Not Provided For. No claim for services furnished by Vendor not specifically provided for in Exhibit A shall be honored by the City. 14. Compliance with Laws and Regulations. Vendor is responsible for knowing of and abiding by all statutes, ordinances, rules and regulations pertaining to the type of services provided pursuant to this Contract; including, as applicable, the Minnesota Data Practices Act, Minnesota Statutes Section 13, as amended, and Minnesota Rules promulgated pursuant to Chapter 13. 15.Audits and Data Practices. The books, records, documents, and accounting procedures and practices of the Vendor or other parties relevant to this agreement are subject to examination by the City and either Legislative Auditor or the State Auditor for a period of six Page 2 of 3 years after the effective date of this contract. This Contract is subject to the Minnesota Government Data Practice Act, Minnesota Statutes Chapter 13 (Data Practices Act). All government data, as defined in the Data Practices Act Section 13.02, Subd 7, which is created, collected, received, stored, used, maintained, or disseminated by Vendor in performing any of the functions of the City during performance of this Contract is subject to the requirements of the Data Practice Act and Vendor shall comply with those requirements as if it were a government entity. All subcontracts entered into by Vendor in relation to this Contract shall contain similar Data Practices Act compliance language. 16. Conflicts. No salaried officer or employee of the City and no member of the Council, or Commission, or Board of the City shall have a financial interest, direct or indirect, in this contract. The violation of this provision renders the contract void. Any federal regulations and applicable state statutes shall not be violated. 17. Damages. In the event of a breach of this Contract by the City, Vendor shall not be entitled to recover punitive, special or consequential damages or damages for loss of business. 18. Governing Law. This Contract shall be controlled by the laws of the State of Minnesota. 19. Severability. The provisions of this Contract are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this Contract. 20. Entire Agreement. The entire agreement of the parties is contained herein. This Contract supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Contract shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. Executed as of the day and year first written above. CITY OF FARMINGTON Too• Larson, 'yor erid McKnigh Cit A dministrator VENDOR ..., By: Tom Carman Its: .5";/,-; 477 Page 3 of 3 tan"nili R inbow Treecare March 16,2018 Katy Gehler Director/City Engineer City of Farmington Sent via e-mail to: kgehler@ci.farmington.mn.us Re:Rainbow Treecare Quote for Trunk Injection Services to the City of Farmington Dear Ms. Folch: I am enclosing the quote from Rainbow Treecare to the City Farmington (City)for the treatment of ash trees by the means of trunk injection to help control the spread of EAB(Project).We are widely recognized as the leading tree care service provider in Minnesota. Advantages of working with Rainbow Treecare Fig.1-2018 Rainbow Treecare Municipal EAB Programs • Industry leaders with successful EAB programs Mapre Glove o 16 confirmed municipal/homeowner EAB programs Hmr,ar I:Ike E2or4cnllc for 2018 (shown in Fig. 1) -� o^ r ayiala o Over 14,000 program ash trees under protection M,^net xika • High capacity for service delivery and tree data collection I we If Pau' o More certified arborists than any company in the hanhySsen state Shakopee Y^ E3urnsvd4e r • Commitment to customer service I �� 11.1, 5 .. - o Website creation for appointment sign-up `or take o Dedicated EAB hotline for inbound phone calls The attached proposal includes pricing for the municipal and homeowner program trees,a list of qualifications,and examples of marketing and educational materials that we have produced with our other municipal partners. No other company in the State can offer our depth of skill,experience,and knowledge of EAB and EAB-related issues and we are fully prepared to partner with the City of Farmington to complete this project. Thank you for considering Rainbow Treecare for this important project. I look forward to your response. Respectfully, tLL Jeff Hafner Director of Municipal Consulting Rainbow Treecare jhafner@ rainbowtreecare.com 952-252-0596 ORM , Rainbow Treecare Proposal to the City of Farmington 1#110%t Tree Injection for Emerald Ash Borer ,,WO' Rainbow Treecare The City of Farmington is inviting proposals from professional tree service contractors to provide tree injection services of ash trees within the city for 2018. Work Description: The work shall include the treatment of ash trees by the means of trunk injections to help control the spread of Emerald Ash Borer (EAB) within the city limits. The work includes two separate programs; treatment of trees on city owned property including right-of-way (ROW) contracted with the city (the "Municipal Program"), and treatment of trees on private property contracted directly with the property owner (the "Homeowner Program"). The ash tree injections in the Municipal Program can be reasonably estimated, but the trees in the Homeowner Program are owned by the underlying property owner and there is no guarantee of participation in the program. Municipal Program: The work shall include the treatment of approximately 4500 tree diameter inches between June 1st and September 30th, or before fall leaf color, whichever occurs sooner. The city reserves the right to increase or decrease quantities including reserving the right to decide not to treat any EAB under the contract. All trees that are to be treated are within public ROW or on city owned property. Rainbow Treecare will provide the appropriate injection equipment, EAB insecticides and trained personnel. The city will provide maps of the tree injection locations and a list of addresses. Homeowner Program: The homeowner will contact Rainbow Treecare directly to initiate an inspection, receive a quote, provide approval, and enter into a contract. Prior to recommending treatment, all proposed ash trees shall be inspected by a qualified individual employed by Rainbow Treecare. There may be instances when a tree is not in suitable health or condition to recommend treatment and Rainbow Treecare shall have an individual experienced in communicating tree information to the general public to explain such instances. The person assigned to inspect the trees shall, at the very minimum, be a Certified Minnesota Tree Inspector, or have a degree in forestry, or be an ISA Certified Arborist. The individual shall be qualified to diagnose EAB and have experience evaluating tree condition. Additionally, the individual shall be able to explain the benefits and risks of all ash protection options, with regard to pollinators, water quality, human health, and tree health and condition. All ash injections shall be completed between June 1st and September 30th 2018 or before fall leaf color, whichever occurs sooner. All invoices will be remitted directly to the homeowner. The city will have no responsibility for tree injections completed as part of the homeowner program. The company will assist in formulating a marketing and educational plan and materials in order to promote the program to the public. The following requirements apply to both the Municipal and Homeowner Program and all public and private trees inspected and treated unless specifically stated otherwise: Equipment and Chemicals: The pesticide used in the treatment of ash trees shall be a micro-encapsulated liquid formulation of emamectin benzoate (known by the brand name TREE-age) or an approved alternative. The application method shall only be by trunk injection (injection placed into the root flare or within 12-inches of the soil) and shall follow the manufacturer's recommended rate calculations and guidelines at the medium rate for all size trees. A Material Data Safety Sheet shall be on file with each city prior to treatment within the city. Substitutions: Contractor shall obtain written approval from the city in advance of the proposal for the use of any pesticides or application equipment other than the items listed above. Inventory: All injected trees (both public and private) shall be inventoried with GPS (+-2 m accuracy or better in order to identify each tree individually) and treatment shall be tracked in GIS. Tree point locations and treatment data will be represented by a point feature class within a file or personal geodatabase (*.gdb or*.mdb) compatible with ESRI's ArcGIS for Desktop version 10.0 or later. Point feature attributes shall include attributes matching the schema of the Tree Feature Class provided in Attachment 4 in addition to any attributes recorded for the treatment program. All GPS and GIS information collected shall be provided to the city in which the tree is located. Qualifications: Rainbow Treecare shall be properly insured with at least three (3) years of experience performing plant health care or injection treatments. There shall be at least one ISA certified arborist available to supervise the program and the application crew(s). All members of the application crew shall be licensed MN Commercial Pesticide Applicators. Rainbow Treecare shall have at least one person available to GPS each tree injected. Each contractor shall provide a list of three (3) references. Supervision: Rainbow Treecare shall have a competent superintendent who is an ISA certified arborist supervising all application crews and will work directly with the respective city forester or the homeowner if part of the Homeowner Program. The superintendent shall be authorized by Rainbow Treecare to accept and act upon all directives issued by the respective city or by the homeowner if part of the Homeowner Program. Rainbow Treecare shall also provide adequate and qualified staff to properly coordinate and expedite work under this agreement. Rainbow Treecare shall ensure that appropriate staff is certified as Tree Inspectors and/or holds a Pesticide Applicators License from the Minnesota Department of Agriculture. Resumes/lists of qualifications shall be included in the proposal. Work Progress: Contractor shall make every effort each working day to ensure that the work progresses without delay including: contacting residents, posting necessary signage and obtaining any authorizations. Rainbow Treecare will provide a written description of work that has been completed at each work site to the respective city and to the homeowner if part of the Homeowner Program. This will include the DBH (Diameter at Breast Height) of the tree, amount of chemical used, and the address and GPS (ESRI's ArcGIS or compatible) points of the tree. Rainbow Treecare will leave the site in the same condition they found it. Hours of Work: No power equipment shall be run prior to 7:00 A.M. or after 7:00 P.M., Monday through Friday or prior to 9:00 A.M. or after 7:00 P.M., Saturdays, Sundays or Holidays. Rainbow Treecare shall obtain approval in writing from the respective city forester for any Municipal Program work to be done after city staff hours, or on Saturdays, Sundays or Holidays. City staff hours are from 7:00 A.M. to 3:00 P.M. Monday through Friday. Guarantee and Warranty: Rainbow Treecare shall provide the warranty or guarantee to the respective cities and to each homeowner that is part of the Homeowner Program. Rainbow Treecare shall provide the warranty or guaranty in a clear written form including period of time covered, applicable criteria and eligibility requirements. If a healthy injected tree dies of EAB within the warranty or guarantee period Rainbow Treecare shall uphold the warranty or guaranty as written in this proposal. Attachments: Attachment 1 - List of Qualifications Attachment 2 -Ash Tree Injection Quote Sheet for Municipal Program Attachment 3 -Ash Tree Injection Quote Sheet for Homeowner Program Attachment 4 - GIS Point Feature Attributes Supplemental Information —Contract Supervisor Curriculum Vitae -ti ARM/ ATTACHMENT 1 #<, , 40 �iSliY /���N'h, QUALIFICATIONS zz-,°` • I z art +� '/ t/`� ';� 4 �t riA EAB INJECTION SERVICES . Sis, i 14 AiJA Rainbow Treecare oA'ST•A PROW�S��G Company Rainbow Treecare Address 11571 K-Tel Drive Minnetonka, MN 55343 Telephone 952-252-0596 Representatives Name Jeff Hafner attLeiL.. Signature Date 3/16/18 1. Number of years in business:42 2.Years of experience does the company have in performing plant health care or injection treatments for local units of government or other public agencies(3 years minimum): 35+ 3. List of References/Communities: Community Name Contact Name Phone Number Last Work Date City of Burnsville Dave Grommesch 952-895-4508 2017 City of Lakeville Emily Ball 952-985-2791 2016 City of Roseville Anita Twaroski 651-792-7142 2017 City of Minnetonka Hannibal Hayes 952-988-8436 2017 City of St. Louis Park Jim Vaughan 952-924-2699 2017 4. Names of persons who will supervise this contract, number of years of experience,and ISA Certified Arborist number: Contract Supervisors Years of Experience ISA Certified Arborist# Jeff Hafner 20+ WE 6506A Mr. Hafner's resume is attached as Supplemental Information 5. Names of persons who will perform field inspections for this contract(providing estimates and tree evaluations), number of years of experience,qualifications and ISA Certified Arborist number: Residential Consulting Arborist Years of Experience ISA Certified Arborist# P.J.Zobek 9 MN-4509A Dean Vlasak 8 MN-4675A Kyle Gillis 5 MN-4665A Names of licensed Minnesota commercial pesticide applicators available for this contract and their qualifications: Date Name Certification Received Certification# Cory Anderson Core 11/17/2017 20162571 Evan Anderson Core& Rights-Of-Way 11/17/2017 20146979 Tim Beaudry Core 11/17/2017 20137128 Thomas Carlson Core 11/17/2017 20166421 Mike Frye Core 11/17/2017 20131157 Marcus Fuller Core 11/17/2017 20114810 Kyle Gillis Core 11/17/2017 20154564 Kyle Henning Core& Rights-Of-Way 11/17/2017 20144130 Andrea Johnson Core&Rights-Of-Way 11/17/2017 20162572 Troy Mason Core 11/17/2017 20163340 Brandon Miller Core 11/17/2017 20108443 Alex Plattes Core 11/17/2017 20155202 Paul Schoenike Core 11/17/2017 20108150 Kevin Skager Core& Rights-Of-Way 11/17/2017 20155857 Andrew Stein Core 11/17/2017 20144222 Emma West Core 11/17/2017 20144129 Ross Trongard Core 11/17/2017 20176332 Robert Eller Core 11/17/2017 20172612 Peyton Vane Core 11/17/2017 20173236 Tyler Pitterle Core 11/17/2017 20169823 6. Please describe the guarantee/warranty program if any and describe the period covered,applicable criteria and eligibility for ash treatments(Emamectin benzoate): Rainbow Treecare guarantees public and private ash trees in good condition(less than 30%canopy decline)that are treated by our technicians with a 4%liquid formulation of Emamectin Benzoate will not die from an emerald ash borer infestation for two years after the treatment date.This money back guarantee refunds the costs of the most-recent treatment for any treated trees that die due to an EAB infestation within two years of treatment date.Our arborists and technicians will evaluate each ash tree prior to iniection to make sure protection is warranted. Rainbow Treecare reserves the right to treat ash trees in poor condition without the warranty. Please see full warranty for details. 7.The proposer is required to assist with producing marketing and education materials for the Homeowner Program. Please describe or include examples of previous work and any other ideas to reach out to residents. Print Our extensive experience in communicating information regarding the protection of ash trees provides the opportunity to maximize program outreach with targeted messaging and colorful graphics. In our experience working with other municipalities we have found that by producing a co-branded mailer that is sent to every homeowner we can achieve very high rates of participation. During the 2017 treatment season RTC worked within a municipality who selected two EAB treatment contractors to be their preferred service providers. By the end of the 2017 season, RTC's marketing efforts yielded 7 times more treated homeowner trees than the other preferred contractor. EMERALD ASN BORER rtnn #i1 ? vsziiiiao OD owisam —I,.. 1111 ...»1. ;.;.:..;i+.» # iA ASH INJECTION PROGRAM �........ �...�.._.. 1111. .• 1111»--- "- • aloomextxr.swag ...W .�...� 1111 ..,..,,.,....-.».. .,� tel.06 awn + .---••. � .n1. , 1111, N sig mom.R»..w._ ":1.16.1.11* SLOW SIM:13 . ..«. 4111•.>'.._ 1111 t ,..�....��_ .. � i 1111 ......,,...... 1111 Ai $ __. Web In addition to the extensive traditional print marketing,our website receives thousands of page views annually(over 104,000 page views in 2017). As part of each municipal EAB program, Rainbow Treecare creates a landing page for homeowners to use for information and appointment scheduling. Example of existing municipal EAB landing page: Rainbow Treeccre 052-204-7701 You are here:Nmre/St Loue Park ,� `T 1 A f St.Louis Park City-Wide Group Discount r RainbowTreeare has partnered with the City of S.Louis Parr to '-1� 4 .fr treat public ash trees in pada and boulevards in preparation for the `��St.MINLouis Park ESOTA inevitable serval of Emerald Ash Borer(BAB).This partnership also offers a dry-wide homeowner group discount through 2017. j 7 _ j.; q , -,_((}STS? You can protect your tree for 20 years for less than the cost to remove it. $130wzteancerenwn ActualContact Us Today' Arcing is detemi,,,by the tree size.ty a all be 952-767-6920 calculated at the Ihre of visit.A coopfimentery evaluation Trees Sump eeewaGan. of every tree Is performed by Rainbow Treeeors to $1,00041,700 determine it treatment is the best course of anion for your Name• .wyerAee enSovkeneur, trees. Rene roa.aern+raNMM anaerisatmetm Proven Protection Rainbow Treecare has worked with universities across the ra.. country to develop the man effective methods protening S71. and saving ash trees.Our consulting arterials can work # a. Email• Phone• with you to make the hest choice for your tree. Dealing with EPS when your tree looks healthy isyour best approach.Ash trees can withstand 1ght to moderate Address• attacks of EPB without showing signs,which makes finding EPB dif5oult.Yvhen signs show up it is usually too late to UNTREATED TREATED protect your tree. s....,ae,_:: Take Advantage of the St.Louis Park Ash Injection Program Ye Call Today:952-767-6920 ATTACHMENT 2 U.r° 1fz1ik ',���l1�r<<'� MUNICIPAL PROGRAM QUOTE EAB #;, 1`1.533 INJECTION SERVICES s S�e,1i iim.4 Rainbow Treecare Chemical Name used in Treatment Emamectin benzoate DBH Price Per Inch (inches) (DBH) Price Per Tree 10 $3.50 $35.00 11 $3.50 $38.50 12 $3.50 $42.00 13 $3.50 $45.50 14 $3.50 $49.00 15 $3.50 $52.50 16 $3.50 $56.00 17 $3.50 $59.50 18 $3.50 $63.00 19 $3.50 $66.50 20 $3.50 $70.00 21 $3.50 $73.50 22 $3.50 $77.00 23 $3.50 $80.50 24 $3.50 $84.00 25 $3.50 $87.50 26 $3.50 $91.00 27 $3.50 $94.50 28 $3.50 $98.00 29 $3.50 $101.50 30 $3.50 $105.00 31 $3.50 $108.50 32 $3.50 $112.00 33 $3.50 $115.50 34 $3.50 $119.00 35 $3.50 $122.50 36 $3.50 $126.00 37 $3.50 $129.50 KtiAR, Iff& ATTACHMENT 3 Ay���� HOMEOWNER PROGRAM QUOTE ca: z` �;, I‘tii EAB INJECTION SERVICES ), oG QJ • Rainbow Treecare o44APROM'so Chemical Name used in Treatment Emamectin benzoate DBH Price Per Inch Price Per (inches) (DBH) Tree 10 $5.75 $57.50 11 $5.75 $63.25 12 $5.75 $69.00 13 $5.75 $74.75 14 $5.75 $80.50 15 $5.75 $86.25 16 $5.75 $92.00 17 $5.75 $97.75 18 $5.75 $103.50 19 $5.75 $109.25 20 $5.75 $115.00 21 $5.75 $120.75 22 $5.75 $126.50 23 $5.75 $132.25 24 $5.75 $138.00 25 $5.75 $143.75 26 $5.75 $149.50 27 $5.75 $155.25 28 $5.75 $161.00 29 $5.75 $166.75 30 $5.75 $172.50 31 $5.75 $178.25 32 $5.75 $184.00 33 $5.75 $189.75 34 $5.75 $195.50 35 $5.75 $201.25 36 $5.75 $207.00 37 $5.75 $212.75 Cl) c.n ..- o `o W Wa) 76 o F F _) -o -o c c L c o W pa E a m itsE !n c c m 3 '-' W a .0 al 0 c CCaa'a ami U) a~i a) co !.-_- -, 0- E U z n . 0 `0 a) O o 10 L4 •C 0Z r O 'o a) o -a o FW H a Z...c c r •i.)• a E as �/ o o m ' o o a? a it ca . 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Public Speaking Engagements • Numerous public presentations on behalf of community forestry advocacy as Chairperson of Minnesota Shade Tree Advisory Committee Outreach Working Group • Minnesota Shade Tree Short Course, March 2014 o Saving Trees and Money through Cooperative EAB Management(General Session) • Iowa Shade Tree Short Course, February 2014 o Cooperative EAB Management to Achieve Greater Net Benefits • Clean Air Minnesota, February 2014 o Cooperative EAB Management to Achieve Greater Net Benefits • Minnesota Shade Tree Short Course, March 2013 o Pruning for Structure • Iowa Shade Tree Short Course, February 2013 o Reduction Pruning: Physics, Physiology and Form o Building Better Crews for Production Arboriculture • Sustainable City Planning Graduate Class, University of Minnesota, Mankato October 2013 o Urban Forest:An Oxymoron • Minnesota Shade Tree Short Course, March 2011 o Reduction Pruning: Physics, Physiology and Form 1 Hafner CV March 2018 Consulting Experience • Emerald Ash Borer Plan Analysis, Prior Lake, MN • Emerald Ash Borer Management Plan Author; Rochester, MN • The Consulting Arborist for 2014, 2015, and 2016 Street Reconstruction Projects; City of Lakeville, MN • Emerald Ash Borer Management Plan Author; Columbia Heights, MN • Emerald Ash Borer Management Plan Author; Burnsville, MN • Residential Tree Appraisals • Tree Protection Plans • Environmental Impact Study—Colorado State Champion Horse Chestnut • The Consulting Arborist for the South Minneapolis Residential Soil Contamination Site for the U.S. Environmental Protection Agency Education • Associate of Applied Science Degree in Commercial Horticulture: Des Moines Area Community College, Ankeny, IA 1999 • American Society of Consulting Arborists Consulting Academy, 2008 Professional Credentials • American Society of Consulting Arborists Member • International Society of Arboriculture Certified Arborist WE-6506 Volunteer Work • Executive Board Member, Minnesota Shade Tree Advisory Committee, March 2016-December 2017 • Board Member, Minnesota Shade Tree Advisory Committee, 2015-2017 • Chairperson of the Minnesota Shade Tree Advisory Committee Outreach Working Group,January 2016-December 2017 • University of Minnesota Landscape Arboretum • Member of the Horticulture and Forestry Advisory Board of the City of Louisville, CO 2006-2008 • Member of the City of Louisville Arboretum Board of Directors, 2007-2008 2 Hafner CV March 2018 o iARM4 City of Farmington y{ 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 4,,4pa0OF www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Matt Decur,Assistant City Engineer SUBJECT: Approve Completion of Street Maintenance Services Through the South Metro Joint Powers Agreement-Public Works DATE: April 2, 2018 INTRODUCTION Bids for street maintenance services completed under the South Metro Cities Joint Powers Agreement for Street Maintenance Services (South Metro JPA)were received by the City of Burnsville on March 9, 2018. Contracts were awarded by the Burnsville City Council at their meeting on March 20, 2018. Proposed maintenance services in Farmington include crack sealing, seal coating, fog sealing and pavement markings on streets at locations detailed in the attached maps. The South Metro JPA is an agreement between several south metro cities, counties, and townships to work collectively to bid and contract for street maintenance services. By combining quantities needed by each community into a single contract for each service, communities are able to realize cost and time savings. DISCUSSION The following is a summary of Farmington's 2018 street maintenance costs based on contracts awarded: Seal Coating Streets $ 198,817.26 Crack Sealing Streets $60,597.60 Fog Sealing Streets $ 12,919.50 Pavement Markings $793.50 Administrative Fee(0.5%) $ 1,365.64 Total $274,493.50 Prices for Seal Coating and Fog Sealing were virtually the same as 2017 prices. Crack Sealing prices ($0.40 per linear foot)increased about 5% from 2017($0.38)prices but are still lower than the$0.43 paid in 2016. The total cost for work completed under the South Metro JPA will be paid from the city's maintenance fund. Since 2012, $350,000 per year from the local tax levy has been transferred to this fund for street maintenance. An updated chart of actual costs vs. available funding for street maintenance is attached. Over the seven year cycle,maintenance spending has been about 72% of original estimates. As 2018 is the final year of this cycle, a new pavement maintenance plan will be developed and included in the next capital improvement plan. BUDGET IMPACT The cost of street maintenance to be completed under the South Metro JPA is included in the 2018 budget and is being funded through the maintenance fund. ACTION REQUESTED Approve completion of street maintenance services through the South Metro JPA for 2018. This long standing partnership with other local governments is a fiscally excellent approach to providing high quality core government services. ATTACHMENTS: Type Description D Backup Material 2018 Farmington Street Crack Seal o Backup Material 2018 Farmington Street Seal Coat • Backup Material 2018 Pavement Maintenance Funding Analysis 2018 Farmington. r et Cr . Sealing N -4°- 1>•--J — % �� VII r41 �, tom•, ri st 1 11%,V4 WM /7' I --I \ -- ■ : 1 1. II ■ I.■u�i;1Mrti ll al t ■EE. ui.'.a '�:.a few � i. J '� y17 . pit 1' .SO Ili ar ! ,r.: V iit r 2018 Street Crack Sealing 2018 Crack Seal Streets q PG O~ G Q Major Cross Streets o•°4 pROK�S`aG This drawing is neither a legally recorded map nor a survey and is not intended to be used as one.This drawing is a compilation of records, information,and data located in various city,county,and state offices and other sources and is to he used for reference purposes only. The city of Farmington is not responsible for any inaccuracies herein contained. 2018 F.- ti,! t tLL N 1 rlA sum ILV lik- 11 141,, 1phimml Ili% lik Ma. 1 c,,, zit la imig 0 ,, , Jpiiv _ 7 Ilt RIB_ 2_______J r N 11, 1 F i I ; IN, 8 , , 9, 1 �P \ .�� _,___[ , . :1r 13_.f- J CSAM 50 jiT ..... kiliatAgi 10 m� LEIIIIII-_Ti-_ I� 11 1.1 1'2 MI u•■i ElU • 111, .4, Ti I .18 1111 15 ' T. , t 17 r1 16-ar j, 2018 Street Seal Coat 2018 Seal Coat Streets /,RiffyG- Major Cross Streets z Y ' v * Stock Pile . i" Area 3 - 2018 Seal Coat Areas `O-,-A pR * This drawing is neither a legally recorded map nor a survey and is not Intended to be used as one.This drawing Is a compilation of records, information,and data located in various city,county,and state offices and other sources and is to be used for reference purposes only. The city of Farmington is not responsible for any inaccuracies herein contained. cn 'p7 N 3 N C T j N 3 N D O W 2 CO LL D N W O C O + La O + O N-C @ N L N N L CD 3 -I M .2. x N U Q.N U J IQ W x Q W- 0. O I d 0) T O r CD or, co CD No ♦a (0) 11111‘444111115 CP -43 T //C FR X W C O 1.11 N N O V ,N O CO CNI V/ . N O U O 1 N m Ci v • of X ( L e `° L N >- UCU RS H ,z v v 3 V 0 v •0 LL Q , i ON 0 CU 0 V , IMIIIIIIN AA,, ,- r CD V O O O O O (fl O O O O O O O O O O O O O O O O O O O O Lo O Ln O LO N N CR CO ER EA ER saan;ipuadx3 /6uipund ani;einwnO kW+ City of Farmington 430 Third Street I Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 "W* www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brian Lindquist, Police Chief SUBJECT: Approve Out of State Training-Police DATE: April 2, 2018 INTRODUCTION Detective Mark Sundgren would like to attend the"Crimes Against Children's Conference,"August 13-16, 2018 in Dallas Texas. This conference is recognized as a premier learning and networking event for investigators of this particularly heinous crime. DISCUSSION The Farmington Police Department last attended this conference in 2008. With the many investigation advancements that become available annually to law enforcement towards solving these crimes, it would be of great benefit to update or training and data base.A link to the training is provided, http://www.cacconference.org/ BUDGET IMPACT The conference cost was budgeted fro in the 2018 budget and breaks down as follows. Registration-$530.00 Lodging-$715.00 Airfare-$370.00 Meals-$225.00 Ground Transportation-$400.00(will determine later if this item is necessary) Total$1,840.00-$2,240.00 depending on car rental. ACTION REQUESTED Approve the request of Detective Mark Sundgren to attend the Crimes Against Children Conference, August 13-16, 2018, in Dallas, Texas. 01Wit City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 `+ 4 ►,a www.ci.faimington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation Public Works-Human Resources DATE: April 2, 2018 INTRODUCTION The recruitment and selection process for the appointment of the Public Works Project Coordinator position has been completed. DISCUSSION After a thorough review by Public Works and the Human Resources Office, a contingent offer of employment has been made to Thomas Hoffman, subject to ratification by the city council Mr. Hoffman currently works for the city of Golden Valley and his experience meets the qualifications for this position. BUDGET IMPACT Mr. Hoffman's starting salary will be$66,067.00 which is step 2 of the salary range for this position(salary range: $64,456- $80,570). Funding for this position is authorized in the 2018 budget. ACTION REQUESTED Approve the appointment of Thomas Hoffman effective on April 3, 2018. 40,9* City of Farmington 430 Third Street ac Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 .,,na# www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Acknowledge Resignation Liquor Operations-Human Resources DATE: April2, 2018 INTRODUCTION The city has received notice that Ms.Amy Alexander has resigned from her position as a part-time liquor clerk. DISCUSSION The Human Resources Office received notification that Ms. Amy Alexander has resigned from her position effective March 20, 2018. Ms. Alexander has been with the city since October 2015 and has been a valuable member of the organization. The city wishes her well in her future endeavors. BUDGET IMPACT NA ACTION REQUESTED Acknowledge the resignation of Ms.Amy Alexander effective March 20, 2017. �o�EAR�i� City of Farmington e t.p 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 41` .,, www.cifannington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Acknowledge Resignation Liquor Operations-Human Resources DATE: April 2, 2018 INTRODUCTION The city has received notice that Mr. Carroll(Frank)Watson has resigned from his position as a part-time liquor clerk. DISCUSSION The Human Resources Office received notification that Mr. Carroll(Frank)Watson has resigned from his position effective March 8, 2018. Mr. Watson has been with the city since August 2017 and has been a valuable member of the organization. The city wishes him well in his future endeavors. BUDGET IMPACT NA ACTION REQUESTED Acknowledge the resignation of Mr. Carroll(Frank)Watson effective March 8, 2018. -447 City of Farmington ity " 4430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 .4 PpO ,.. www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Teah Malecha, Finance Director SUBJECT: Approve Bills-Finance DATE: April2, 2018 INTRODUCTION Attached is the March 1-14, 2018 city council check register and recently processed automatic payments for your consideration. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the attached payments. ATTACHMENTS: Type Description © Cover Memo Check Register 3/15/18-3/28/18 0 B. 10 CO m )n CO CD CO h CDm m CD CO 0 0 0 0 0 0 0 0 0 0 0 0 0 o O o MT- N CIN O O 0 O O O O 0000 O O O O O O O O O O O O 0000 O O O O O N U O O O O O O O 0000 O O O O O V pp O O O O O O O O O O O O O O O O m Z 01 m 'a Z Z U U N 0 0 W 0 5 > m Q W a m a a z m w uwi o v U Qo Q 0 CO U Q CO Q 0 z z W CO F o 5 z 2 CU z 5 >CC 0 0 > CO w w Z W z n W ❑ ❑ > Q W 2 5 2 LL' z z W J > Q m JO W W CD W JO Ce c °'� 2 co W 0 0 Q 0 0 CC ~ 0 Z Q ly OL CC I- W CO LL d 0 L w a W U (n z a a a O LL co m J Q CO W Wco Z O _ W K O to W 0 0 g R. 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N a F:4 41 v Q O_ r 0 0) IX v U N rc r ���� O 6 co O E > C • a O co Q 0 C co d O `" 2 E 0 E N 0 dN U C. l4 0 I N 0 r) CO YT a. 431.# U IU ni Y p Q) N 0 N ca a) IX z a) U N O oEEAR►it� City of Farmington Alai430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 ,, v°' . www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Regetta Fields Development Park Name DATE: April2, 2018 INTRODUCTION The city will be acquiring land through the park dedication process for a new park in the Regetta Fields Development. The Park and Recreation Commission(PRC) is responsible for choosing and recommending to the city council the name for any new city park. DISCUSSION The commission at its January 10, 2018 meeting approved having a contest for the public to name the new neighborhood park in the Regetta Fields Development. The naming contest criteria included the following: • Deadline to submit names was February 28, 2018 • Prizes would be given to the person whose park name was selected by the PRC • Prizes would be solicited from local businesses • The city would provide a 10 punch card open skate pass at Schmitz-Maki Arena for the 2018-2019 season valued at$45 • The commission would select one name and forward to the city council to approve the name of the park in the development Commission member Laurie Suchanek volunteered to solicit prizes from local businesses. She reached out to the Farmington Business Association to contact local businesses to contribute prizes for the contest. As a result of this work, several businesses donated prizes. The businesses and prizes are as follows: • Nesbit Agencies $25 Kwik Trip gift card • Pizza Man $10 Pizza Man gift card • Premier Bank $50 Visa debit card • Family Vision Clinic $25 gift certificate towards purchase of glasses or sunglasses • Longbranch Saloon and Eatery $20 Longbranch Saloon and Eatery gift certificate • Farmington Taphouse $20 Farmington Taphouse gift certificate • Dakota Electric Association $75 valued LG Bluetooth wireless stereo headset The city council at its February 20, 2018 meeting, accepted the donations from the local businesses as prizes for the contest winner. The park naming contest kick off occurred at the Community Expo on January 27, 2018. The park naming contest ended on February 28, 2018 and there were 39 names submitted. Staff then tabulated the thirty nine(39)names submitted. The park names were tabulated so the person who submitted each of the park names was not identified. This was done so as to remove any potential conflict of interest and/or bias when reviewed by the PRC. The tabulated list of names submitted is attached. The 39 names submitted were brought forward for review and consideration at the PRC's March 14, 2018 meeting.After narrowing the list, the name selected by the PRC was Flagstaff Meadow Park,which is now before the city council for approval. The name of the person submitting the winning park name was LeAnna Morgan from Port Aransas, Texas. In an email she sent to staff, she requested that if her park name was chosen and she won the contest, she wanted the prizes given to Mayor Todd Larson and his wife Lena, since they were involved with helping to organize the effort to provide supplies from Farmington to Port Aransas, Texas during its Hurricane Harvey recovery. Unfortunately Mayor Larson is prohibited from receiving this gift due to a Minnesota State Statute that prohibits governmental officials from receiving gifts such as these while serving in office. As a result of this, Mayor Larson is currently reaching out to Ms. Morgan and requesting that she select a charitable organization in Farmington to receive the prizes that local businesses donated. BUDGET IMPACT The only budget impact is for the cost of the Schmitz-Maki Arena open skate 10 punch card that the city provided as one of the prizes for the park naming contest. This is valued at$45.00. ACTION REQUESTED Approve by motion the name Flagstaff Meadow Park for the public park that will be created in the Regetta Fields Development. ATTACHMENTS: Type Description D Backup Material Park Name List 2018 Regetta Fields Park Name Submittals Park Name Submitted Flagstaff Meadow Park Bancroft's Backyard Park Sayer's Acres Park Farmview Park Tigerview Westview Westside Westside Acres Marina Park The Farm Park Bengal Park Curry Farm Park Curry Park Jurassic Park Emery Mead Park Sundvall Pavillion Park Sayer's Park Lewis Shepley Park Emery Truth Park R.J. Chewning Park Sayer's Farm Park Field of Dreams Park Hope Park Sayers Park Medicine Wheel Park Tiger Pride Park Lamberty Park Jasper Park Randal H.Paul Park Tigers Shadow Park Harvest Park Great Gopher Park Roosevelt Park Sayers Famil Park Bald Eagle Park Sunset Park Horizon Park Regetta Park 4ikRiit, City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 4'4.,,►pow` . ' www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: 2017 Parks and Recreation Department Annual Report DATE: April 2, 2018 INTRODUCTION The Parks and Recreation Department(department)staff members have collectively compiled an annual report that identifies the department's accomplishments in 2017. This is the 15th consecutive year the department has created and provided an annual report to the City Council. DISCUSSION The annual report is not included in the meeting packet because the file is quite large due to the photos that are included in it. The annual report serves as an informative document that celebrates and reflects on the department's work accomplishments in 2017. The annual report provides information about the projects,programs and ongoing routine tasks that were completed this past year. The annual report serves as a larger snapshot of who we are and what we do on an annual basis. As you listen the annual report, it should become apparent the department has incredibly talented and hard working staff members who accomplished great and important things for the city in 2017. After the presentation has been made to the City Council, the annual report will be placed on the city's website for the public to view. BUDGET IMPACT NA ACTION REQUESTED The City Council is asked to listen to the annual report presentation and ask any questions it would like either during and/or after the presentation has been made. No formal action is being requested. This item is for informational purposes only. Aipv. City of Farmington 430 Third Street Farmington, Minnesota 'ra 651.280.6800 -Fax 651.280.6899 -.47.` P10146w www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller,Administrative Assistant SUBJECT: Cost Share Agreement with Dakota County for the Purchase of Electronic Poll Books DATE: April2, 2018 INTRODUCTION Dakota County would like to enter into a cost share agreement with 12 cities in the county for the purchase of new election equipment. DISCUSSION The equipment to be purchased is electronic poll books (Epoll books). This equipment is similar to an iPad and will replace the paper rosters that voters sign at the polling locations in order to vote. The check-in process will be much faster and lines will be shorter. The Epoll books will be used starting with the August primary election. The county received a grant for$260,121.98 towards the purchase of this equipment. The county will purchase the Epoll books through the state cooperative purchasing venture. The county and the city will share in the cost of the equipment. The agreement explains how the city's share was determined. BUDGET IMPACT The city's cost to purchase 28 devices will be$10,885.16. This can be paid in three annual installments. The first payment of$3,628 would be due the first of the month following delivery. The remainder would be paid in 2019. In addition, there will be an annual license and maintenance fee of approximately$4,700. Funding will be included in the 2019 budget. ACTION REQUESTED Approve the cost share agreement with Dakota County for the purchase of electronic poll books. ATTACHMENTS: Type Description D Contract Cost Share Agreement COST SHARE AGREEMENT BETWEEN CITY OF FARMINGTON AND COUNTY OF DAKOTA FOR ELECTION ELECTRONIC POLL BOOKS HARDWARE,SOFTWARE,AND RELATED SERVICES This Agreement is entered into by and between the City of Farmington ("City"), 430 Third Street, Farmington, MN 55024 and the County of Dakota ("County") 1590 Highway 55, Hastings, MN 55033. City and County are referred to individually as the "Party" and are collectively referred to as the "Parties." WHEREAS, pursuant to Minn. Stat. § 471.59, two or more governmental units, by agreement through action of their governing bodies, may jointly exercise powers common to the governmental units; and WHEREAS, under Minnesota law the parties are empowered to purchase, use, and maintain electronic poll books, also referred to in law as"electronic rosters"; and WHEREAS, the County is the recipient of grant funds by the State of Minnesota for the purchase of electronic rosters, subject to a grant match of local funds; and WHEREAS, the Parties are desirous of cooperating for the purchase and implementation of an electronic poll book system through the State of Minnesota cooperative purchasing venture by use of the grant funds and funds by the Parties and other cities in Dakota County who enter into separate Cost Share Agreements with the County. NOW, THEREFORE, in consideration of the premises and covenants contained herein and subject to the provisions of Minn. Stat.§471.59,the Parties agree as follows: I. PURPOSE The purpose of this Agreement is to authorize the County to purchase an electronic poll book equipment, software, and related services (collectively, "electronic poll book system") for use by the Parties and to establish the obligations of the Parties with respect to their implementation,use, and maintenance. II. TERM The term of this Agreement shall commence on the Effective Date,which is the date when all signatures of the Parties are obtained, and shall remain in full force and effect until the Expiration Date, which is the date when the Vendor Contract entered into pursuant to Section III. A. expires, this Agreement is terminated as provided herein or by operation of law,whichever occurs first. This agreement may be extended by written mutual agreement of the Parties. 1 III. DUTIES OF THE COUNTY In conformance with the provisions of Minnesota law and, specifically, Minn. Stat. § 16C.03,subd.10, the County will purchase an electronic poll book system through the State of Minnesota Cooperative Purchasing Venture ("CPV")in consultation with the City. The electronic poll book system purchase will include vendor-supplied technical maintenance and regular maintenance and upgrades of the electronic poll book system,for at least five years from the date of purchase, including assurances of sufficient parts, supplies and accessories, warranty services, and trade-in allowance for all electronic poll book systems owned by the Parties. A. Award of Contract. The final decision on the vendor to whom the contract shall be awarded will be made by the Dakota County Board of Commissioners. The contract will be awarded to a vendor whose proposal meets all of the standards for electronic poll book systems required by Minnesota law ("Vendor Contract") and will be purchased through the CPV. B. Purchase and Delivery. The County will enter into the Vendor Contract to purchase sufficient electronic poll book system devices for the City using funds awarded to the County in the State of Minnesota Voting Equipment Grant Agreement in the amount of $260,121.98 ("Grant Funds") and funds provided by the Parties as provided in Section IV.0 (together, "Purchase Price"). The County will be responsible for the payment to the vendor pursuant to the Vendor Contract. C. Ownership. The County will own the electronic poll book system purchased pursuant to this Agreement, regardless of where the electronic poll book system may be stored or used. D. Acceptance Testing. The electronic poll book system will be delivered to a County location for acceptance testing by the Parties. E. Repairs and Maintenance. The County will arrange for all necessary repairs, maintenance and upgrades to the electronic poll book system between elections. When upgrades or other services are to be performed by the County or vendor on any part of the electronic poll book system, the City must transport the devices to a central location if requested by the County. F. Licenses. The County will obtain all licenses and other rights necessary for the City to use the election hardware and software for its intended use. G. Insurance. The County will include the electronic poll book system on its commercial property casualty insurance coverage. 2 IV. DUTIES OF THE CITY A. Testing. The City must provide enough staff to test the electronic poll book system for its intended use. B. Storage, Handling and Service. The City must provide safe storage and handling of the electronic poll book system when such equipment is in the City's possession. City must transport the devices to and from polling locations. The City must report any needed hardware and software maintenance, in writing, to the County. Any electronic poll book system problems on election days may be reported to the County orally. C. Payment. The County shall be responsible for the payment of one-half of the Purchase Price. The other one-half of the Purchase Price shall be paid by all cities participating in the purchase. Each city's share of that one-half of the Purchase Price shall be determined by first calculating that city's percentage of the total Purchase Price, then subtracting the same percentage of the grant funds from the city's total cost ("City Share"). Attached hereto as Appendix A are Cost Projections and corresponding City Shares. The County will notify the City of its City Share upon entry into the Vendor Contract. Payment by the City to the County will be made in three equal annual installments, without interest, beginning the first day of the month immediately following delivery of the electronic poll book system packages to the City (years two and three shall be on the first day of the month that the first installment was made). The City may prepay installments at any time without penalty. The City will pay to the County its pro rata share of the annual maintenance costs for the electronic poll book system. The City's pro rata share shall be based on the total number of electronic poll book system packages purchased under the Vendor Contract divided by the number of packages purchased for the City's use. The City will pay the County within 45 calendar days of receipt of an invoice from the County. D. Additional Election Hardware and Software. The County will purchase additional election hardware and software to meet the City's needs in connection with the addition of voting precincts to the City. The cost of such election hardware and software will be split equally between the City and the County. The City will pay the County in a lump sum within 45 days of receipt of an invoice from the County. V. INDEMNIFICATION A. City. The City will defend and indemnify the County, its elected officials, employees, and agents and hold them harmless from all claims and damages arising 3 • out of the use, transport, storage, handling, or maintenance of the electronic poll book system, which are attributable to the intentional, willful, or negligent acts or omissions of the City,its elected officials, employees, or agents. B. County. The County will defend and indemnify the City, its elected officials, employees, and agents and hold them harmless from all claims and damages arising out of the solicitation and award of the Vendor Contract and arising out of the transport, handling, or storage of the electronic poll books attributable to the intentional, willful, or negligent acts or omissions of the County, its elected officials, employees, or agents. The County does not warrant nor does-it indemnify the City for performance of or failure to perform by the Contract Vendor for the electronic poll book system. Nevertheless, the County will pursue any and all rights it may have with respect to warranties, when requested by the City or when necessary, to assure conformance with the intended use of the electronic poll book system. C. Municipal Tort Claims Act. It is understood and agreed that the provisions of the Municipal Tort Claims Act, Minn. Stat. Ch. 466, and other applicable laws govern liability arising from the Parties' acts or omissions. Each Party warrants that it is able to comply with the aforementioned indemnity requirements through an insurance or self-insurance program and that each has minimum coverage consistent with the liability limits contained in Minn. Stat. Ch. 466. For purposes of determining total liability for tort damages which may arise from this Agreement, the Parties are to be considered a single governmental unit. VI.STATE AUDIT Under Minn. Stat. § 16C.05, subd. 5, each Party's books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by the State and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the Expiration Date of this Agreement. VII. GOVERNMENT DATA PRACTICES For purposes of this Agreement, all data created, collected, received, stored, used, maintained,or disseminated by the Parties in the performance of this Agreement is subject to the requirements of the Minnesota Government Data Practices Act,Minn. Stat. Ch. 13,and its implementing rules, as well as any other applicable State or Federal laws on data privacy or security. Each Party shall provide the other Party with prompt notice of a breach of the security of data defined in Minn. Stat. § 13.055,subd. 1(a) or suspected breach of the security of data and shall assist in remedying such breach. Providing or accepting assistance does not constitute a waiver of any claim or cause of action for breach of contract. The Parties shall promptly notify each other when any third-party requests data related to 4 this Agreement, the electronic poll book system or the Vendor Contract. The Party who originated the data subject to the request will give the Party receiving the request instructions concerning the release of the data to the data requester before the data is released. VIII. VENUE Venue for all legal proceedings out of this Agreement, or its breach, must be in the appropriate court of competent jurisdiction in Dakota County,Minnesota. IX. TERMINATION The County will notify the City if its City Share as stated in Appendix A is increased due to one or more cities' failure to execute a Cost Sharing Agreement, a change in the amount of Grant Funds or a change in the Purchase Price. The City will then have five (5) days from the date of the notification by the County to terminate this Agreement by written notice to the County. Otherwise, the parties must mutually agree to terminate this Agreement in writing and memorialized by the undersigned or their successors. X. MISCELLANEOUS PROVISIONS A. Severability. The provisions of this Agreement are severable. If any provision of this Agreement is void, invalid, or unenforceable, it will not affect the validity and enforceability of the remainder of this Agreement, unless the void, invalid, or unenforceable provision substantially impairs the value of the entire Agreement with respect to either Party. B. Assignment. No Party may assign or transfer any rights or obligations under this Agreement without the prior consent of the other Party and an assignment agreement, approved and executed by all Parties to this Agreement, or their successors in office. C. Amendments. Any amendment to this Agreement must be in writing and is not effective until approved and executed by all Parties to this Agreement, or their successors in office. D. Waiver. If any Party fails to enforce any provision of this Agreement, such failure does not waive the provision or its right to enforce it. E. Contract Complete. This Agreement contains all negotiations and agreements between the Parties. No other understanding regarding this Agreement, whether written or oral,is binding on any Party. F. Compliance with Laws. The Parties shall abide by all Federal, State and local laws, statutes, ordinances, rules and regulations now in effect or hereinafter adopted 5 pertaining to this Agreement. XI. GENERAL CONDITIONS GOVERNING OPERATION OF THE SYSTEM A. City shall distribute electronic pollbooks to precincts in the quantities advised by the County in each election held in the City through 2020. B. Devices requiring maintenance must be identified by the City to the County for reporting to the Contract Vendor within 14 days after an election using the procedure agreed to with the County. C. City must conduct testing on all devices prior to deployment. D. City must follow the County timeline for electronic poll book roster loading and completed file upload after an election. E. City must only use the polling place procedures approved by or from the County or the Minnesota Secretary of State. F. Electronic poll books are to be utilised for election purposes only, and no other function. Electronic poll books are not to be used to scan ID cards of registered voters. G. Voter data of any kind may not be transmitted wirelessly through any device/network/etc. other than the equipment provided for the electronic poll books. 6 IN WITNESS WHEREOF,the City and the County have caused this Agreement to be executed on their behalf. COUNTY OF DAKOTA: CITY OF FARMINGTON: By: By: Mayor Todd Larson Name: Date: Title: By: City Clerk David McKnight Date: Date: Approved as to form: Assistant County Attorney/Date File No. KS-17-386 KS-17-386 Cost share for epollbooks.docx 7 Appendix A COST PROTECTIONS* Total cost for City's City's Cost after grant County City City before percentage of percentage of applied City Share Share grant applied total purchase grant funds Apple Valley $ 81,049.60 12% $ 32,306.57 $ 48,743.03 $ 24,371.51 $ 24,371.51 Burnsville $ 100,384.50 15% _ $ 40,013.51 $ 60,370.99 $ 30,185.49 $ 30,185.49 Eagan $ 104,929.60 16% $ 41,825.20 $ 63,104.40 $ 31,552.20 $ 31,552.20 Farmington $ 36,199.56 6% $ 14,429.24 $ 21,770.32 $ 10,885.16 $ 10,885.16 Hastings $ 41,209.60 6% $ 16,426.25 $ 24,783.35 $ 12,391.67 $ 12,391.67 Inver Grove Heights $ 58,099.60 9% $ 23,158.65 $ 34,940.95 $ 17,470.48 $ 17,470.48 Lakeville $ 94,444.50 14% $ 37,645.82 $ 56,798.68 $ 28,399.34 $ 28,399.34 Mendota Heights $ 22,804.60 3% $ 9,089.97 $ 13,714.63 $ 6,857.31 $ 6,857.31 Northfield $ 7,834.58 1% $ 3,122.88 $ 4,711.70 $ 2,355.85 $ 2,355.85 Rosemount $ 35,734.59 5% $ 14,243.90 $ 21,490.69 $ 10,745.35 $ 10,745.35 South St Paul $ 36,664.60 6% $ 14,614.60 $ 22,050.00 $ 11,025.00 $ 11,025.00 West St Paul $ 33,229.56 5% $ 13,245.39 $ 19,984.17 $ 9,992.09 $ 9,992.09 *The information in this Appendix A is informational only and based on all cities identified in the chart executing a Cost Sharing Agreement, the County's receipt of grant funds in the amount of $260,121.98 and a total Purchase Price of $643,405.00. If one or more of these factors changes, the City Share will likely increase. 8 4-4RMi , City of Farmington p 430 Third Street ca Z Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Closed Session to Discuss Labor Negotiations DATE: April2, 2018 INTRODUCTION City staff is recommending a closed session to discuss 2018 labor negotiations DISCUSSION State statute allows the city council to go into closed session to discuss a limited number of topics, amongst the topics is that of labor negotiations. The city has four contracts with its unions, all of these contracts expire on December 31, 2018. The unions include AFSCME-Clerical, Technical and Professional,AFSCME-Maintenance, LELS-Patrol Officers and LELS Police Sergeants. In hopes of getting all of these contracts settled before the end of the year, city staff would like to discuss the priorities of the city council when it comes to labor negotiations for this year. BUDGET IMPACT TBD ACTION REQUESTED Under the authority granted in Minnesota Statute 13D.05, a motion should be made to go into closed session for the purpose of discussing 2018 labor negotiations.