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Home My WebLink About06.16.08 Council Packet City of Farmington 325 Oak Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA PRE-CITY COUNCIL MEETING June 16,2008 6:30 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 2. APPROVE AGENDA 3. CITIZEN COMMENTS 4. COUNCIL REVIEW OF AGENDA 5. STAFF COMMENTS 6. ADJOURN PUBLIC INFORMATION STATEMENT Council workshops are conducted as an iriformal work session, all discussions shall be consideredfact-:finding, hypothetical and unofficial critical thinking exercises, which do not reflect an official public position. Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of aformal City policy position. Only official Council action normally taken at a regularly scheduled Council meeting should be considered as aformal expression of the City's position on any given matter. City of Farmington 325 Oak Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA REGULAR CITY COUNCIL MEETING JUNE 16, 2008 7:00 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Openfor Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (6/2/08 Regular) (6/9/08 Special) b) May 2008 Financial Report - Finance c) Approve Fairhill Railroad Permit Agreements - Engineering d) Approve Seeding Estimate - Engineering e) Adopt Resolution - Approve Gambling Premise Permit - Administration f) Amend Ordinance EDA Compensation - Administration g) Authorize Advertisement for Bids Citywide IP Video Surveillance System - Human Resources h) Approve Agreement North Creek Park Improvements - Parks and Recreation i) Metropolitan Council Informal Review - Planning j) Approve Bills k) Approve On-Sale Liquor License Addendum - Administration 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Adopt Resolution - Allina Medical Clinic Preliminary and Final Plat - Planning b) Water Meter Replacement Project - Municipal Services 11. UNFINISHED BUSINESS Action Taken Approved Information Received Approved Approved Approved Information Received Approved Approved a) City Hall Budget Update - Administration 12. NEW BUSINESS a) Lease Agreement Voice Over IP - Human Resources b) Approve Change Order Fairhills Slope Stabilization Project - Engineering c) Adopt Joint Resolution - Contractual Ambulance Service - Administration 13. COUNCIL ROUNDTABLE 14. EXECUTIVE SESSION a) City Administrator Evaluation 15. ADJOURN City of Farmington 325 Oak Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA REGULAR CITY COUNCIL MEETING JUNE 16, 2008 7:00 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (6/2/08 Regular) (6/9/08 Special) b) May 2008 Financial Report - Finance c) Approve Fairhill Railroad Permit Agreements - Engineering d) Approve Seeding Estimate - Engineering e) Adopt Resolution - Approve Gambling Premise Permit - Administration f) Amend Ordinance EDA Compensation - Administration g) Authorize Advertisement for Bids Citywide IP Video Surveillance System - Human Resources h) Approve Agreement North Creek Park Improvements - Parks and Recreation i) Metropolitan Council Informal Review - Planning j) Approve Bills 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Adopt Resolution - Allina Medical Clinic Preliminary and Final Plat - Planning b ) Water Meter Replacement Project - Municipal Services 11. UNFINISHED BUSINESS a) City Hall Budget Update - Administration Action Taken Page 13 12. NEW BUSINESS a) Lease Agreement Voice Over IP - Human Resources b) Approve Change Order Fairhills Slope Stabilization Project - Engineering c) Adopt Joint Resolution - Contractual Ambulance Service - Administration 13. COUNCIL ROUNDTABLE 14. EXECUTIVE SESSION a) City Administrator Evaluation 15. ADJOURN /a... COUNCIL MINUTES PRE-MEETING June 2, 2008 1. CALL TO ORDER The meeting was called to order by Mayor Soderberg at 6:30 p.m. Members Present: Members Absent: Also Present: Soderberg, Fogarty, McKnight, Pritzlaff, Wilson None Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Lisa Shadick, Administrative Services Director; Tony Wippler, Assistant City Planner; Cynthia Muller, Executive Assistant 2. APPROVE A GENDA MOTION by Pritzlaff, second by McKnight to approve the Agenda. APIF, MOTION CARRIED. 3. CITIZEN COMMENTS 4. COUNCIL REVIEW OF AGENDA Councilmember Fogarty asked about the award of contract for the 195th Street project and if we have to take the low bidder. City Attorney Jamnik replied we do have to take the low bid unless determination is made they are not responsible. Councilmember Wilson asked if there was a concern with the low bidder. Councilmember Fogarty commented that Friedges did the Ash Street project and there are still some unsettle issues. She was not happy with the final project. The manhole covers are not placed properly and she felt they were not eager to meet the concerns of the residents on Ash Street. Councilmember Pritzlaff asked about the payment to Elk River Chrysler. Finance Director Roland replied that was the purchase of the vehicle for the Parks Department. This went through the State bid process. Councilmember Pritzlaff noted it is far away for any warranty work. Finance Director Roland stated the City has other options for repair work. City Administrator Herlofsky noted warranty work is from the dealer, not from where you buy the car. Mayor Soderberg asked about the phrase in the Fairhill PUD Agreement stating the developer would start paying and interest would start accruing after the county finishes their portion of payment. He asked if this was significant. Finance Director Roland replied that was part of the negotiations. Mayor Soderberg noticed there were a couple Council Minutes (Pre-Meeting) June 2, 2008 Page 2 changes regarding the park and was confused about the acreage amount. In one place it says 84 acres of designated land plus six acres of trails and in another place it says the developer will dedicate 42 acres in the southwest comer at the time of final plat for phase 0, which is on the agenda for tonight. Later the agreement reads at the time of final plat for phase 1. Parks and Recreation Director Distad stated the 50 acres is not all part of the park dedication process. There are 12 additional acres that are steep slope. He felt phase 1 should read phase O. Councilmember Fogarty clarified that 60 days after the plat is approved, the City will take possession of the 42 acres. Mayor Soderberg asked about the storm water management fee. City Attorney J amnik explained there is an extra $100,000 that is part of the stream remeandering north and south of the bridge that is added in. This is consistent with other developments, but is unique because of the scale of the development. Most of the storm water management is being accommodated internally by the development itself. 5. STAFF COMMENTS City Attorney Jamnik noted all the evaluations for the City Administrator are in, but due to Memorial Day, they have not been tabulated. City Administrator Herlofsky suggested holding a closed session for this after the workshop on June 9, 2008. Council agreed. City Administrator Herlofsky asked to postpone the announcement for the award for the City calendar until a meeting in July. He stated Assistant City Planner Wippler had two pages with minor changes to the PUD Agreement for the Fairhill development. Finance Director Roland noted Council has expressed concern regarding the potential for the repayment of bonds for the 195th Street project. Bonds will be issued next Monday. There has been concern whether the assessments will be enough to cover the debt service payment, etc. She presented a draft outline of what the debt service would look like on this project. Within the last week, City Engineer Schorzman and Finance Director Roland have discussed MSA funding on this project. There is $3.7 million worth of eligible costs of MSA on this project. There is currently $1.6 million in the account, $600,000 is spoken for on the roundabout project. The other $1 million could be recouped from the MSA account to put towards ensuring that debt service payments are met in a timely fashion should there be any other issues. There are the special assessments and the county's participation as well as the backup MSA funding. This does not eliminate the assessments. 6. ADJOURN MOTION by Fogarty, second by McKnight to adjourn at 6:48 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~J-v7~ ~nthia Muller Executive Assistant COUNCIL MINUTES REGULAR June 2, 2008 1. CALL TO ORDER The meeting was called to order by Mayor Soderberg at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Soderberg led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Soderberg, Fogarty, McKnight, Pritzlaff, Wilson None Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Lisa Shadick, Administrative Services Director; Tony Wippler, Assistant City Planner; Cynthia Muller, Executive Assistant Ellsworth and Kay Hoeppner, John Sas, Marty Gliva, Colleen Wilkowski, Christina Markeson, Kyle Kapuska, Jake Hoffbeck, Chelsey Mowefs, Trace King, Kathy Bunkers, John Quamme, Nancy Akin, Blanche Reichert, Tony and Brenda Vieto, Bill Graham, Carol Boyd, Steven Hovey, Steve Schneider 4. APPROVE AGENDA City Administrator Herlofsky postponed item 5a) Government Communicators Award until a July meeting. Mayor Soderberg pulled item 7a) Council minutes to abstain. MOTION by McKnight, second by Fogarty to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Fogarty, second by Pritzlaffto approve the Consent Agenda as follows: b) Received Information 2008 Employee Recognition - Human Resources c) Approved Summer Staff Appointments - Human Resources d) Approved School and Conference - Police Department e) Adopted RESOLUTION R40-08 Accepting Donation Pollution Prevention Day - Municipal Services f) Adopted RESOLUTION R41-08 Accepting Donations 2008 Spring Skating Competition - Parks and Recreation Council Minutes (Regular) June 2, 2008 Page 2 g) Adopted RESOLUTION R42-08 Accepting Donation Rambling River Center _ Parks and Recreation h) Approved Request to Waive Fees for Rambling River Days - Parks and Recreation i) Accepted Tennis Grant - Parks and Recreation j) Approved Agreement for Construction of Farmington Preserve Park Improvements - Parks and Recreation k) Approved Joint Powers Agreement City of St. Paul Republican National Convention - Police Department 1) Approved Liquor License Amendment - Eagle's Club - Administration m) Approved CLG Grant - Administration n) Approved 1 95th Street Bridge Agreement - Engineering 0) Approved Bills APIF, MOTION CARRIED. a) Council Minutes (5/19/08 Regular) MOTION by Pritzlaff, second by Wilson to approve Council Minutes (5/19/08 Regular). Voting for: Fogarty, McKnight, Pritzlaff, Wilson. Abstain: Soderberg. MOTION CARRIED. 8. PUBLIC HEARINGS a) Elm Street Assessment - Engineering The Elm Street reconstruction project is complete. The total amount to be assessed is $648,000, which comes to $603 per residential equivalent unit for the area wide assessment with an additional $3,000 for sewer and water if the property was served with new sewer and water through the project. Councilmember Pritzlaff asked when the punch list items will be completed. City Engineer Schorzman replied they have started on them and should be completed within the next couple weeks, including the driveway into City Center. The curb in the driveway will be laid down so cars are not bouncing over it. Councilmember Pritzlaff wanted the radius to be the same as on 2nd Street where cars can easily make the turn without going over the curb. He does not want it flattened down, he wants the radius to be the same as on other streets. City Engineer Schorzman noted rather than going with a radius they decided to go with a straight taper which will provide more room. It will be sloped rather than curb and gutter. Councilmember Pritzlaff noted there are some issues with the grass and there are a large number of trees that are not doing well. City Engineer Schorzman stated the trees are covered by a warranty so if they are not growing, they will be replaced. The issue with the grass will also be fixed. Councilmember McKnight asked what the original assessment amount was per residential unit. City Engineer Schorzman noted the original amount was theisame; $603. Council Minutes (Regular) June 2, 2008 Page 3 Councilmember Pritzlaff asked about the $3,000 assessment for sewer and water connections, and if this was actually connections because everyone would have connections. City Engineer Schorzman replied there are properties that were not directly affected by the new sewer and water main where it was stubbed to the house. Some did not have new utilities run to the house. Those with new utilities have the $3,000 assessment. Mr. Ellsworth Hoeppner, 27 Walnut, asked why there is not a signal for a left turn at Elm and 3rd Street. You cannot get across to turn left. Mayor Soderberg noted traffic warrants at the time of the project were not met to require a left turn. Staff can ask the county to check the warrants again. Mr. Hoeppner noted a lot of the boulevard trees are looking bad and are getting dry. He asked who would be taking care of them, the county or the City. He hoped they would not have to be replaced at taxpayer expense. City Administrator Herlofsky stated the warranty will take care of replacing the trees, but the homeowners should be maintaining the trees. Mr. Hoeppner noted his mother lived on Elm Street, and when they plow snow, the snow goes up to where the trees are and two of the trees died because of the salt. City Administrator Herlofsky noted the trees were planted late last year and hopefully the trees will become more established before next winter. Mr. Hoeppner asked why they did not make the entrance wider into City Center. Cars either hit the center median or the curb when making a right turn. He asked who will have to pay to have it redone. City Engineer Schorzman stated it will be a shared cost between the City and the county. Mr. Hoeppner noted the assessment went from $450 up to $603 and asked where the additional cost came from. Mayor Soderberg noted the original assessment was $603. Finance Director Roland stated the assessment for Ash Street was in the $400 range. Mr. Hoeppner then asked about property taxes. His property taxes went from $2500 to $3200 this year. He is retired and there are a lot of retired people living in the City with less income than he has and he does not know how they can afford to pay that. He urged Council to think about the seniors and the working force. That is why people have to move away because they cannot afford to pay the taxes. Mr. Hoeppner then asked about people that own two lots a half mile away and how much do they have to pay for an individual lot. Mayor Soderberg stated it is $603 per lot. Mr. Hoeppner asked if that was the same cost for the downtown merchants. Finance Director Roland replied a residential equivalent unit is approximately 10,000 sq. ft. One residential unit is $603. If the downtown businesses have one residential equivalent unit of 10,000 sq. ft. they are charged $603. Ifthey have more than that, they would be charge appropriately. Mr. Hoeppner asked about a company with a big business. Finance Director Roland stated it would be dependent upon the size of the property involved. Mr. Mike McDonald, 520 8th Street, stated this is the first notice he has received and now he has 30 days to pay $603. He did not receive a notice two years ago. This is the first he has heard of this. He asked if they changed the zones to cover certain areas. Mayor Soderberg stated the policy for area wide assessments goes back ten years. This was the same as Pilot Knob Road and Ash Street. Mr. Council Minutes (Regular) June 2, 2008 Page 4 McDonald stated his residence was made totally unlivable during construction. He could not get out of his driveway, there were people driving through his yard. He was ticketed by the Police Department for putting boards with nails in his yard to stop cars from driving over his landscaping and through his yard during construction. He was trying to harm the vehicles because he did not want them in his yard in the middle of the night. They would back up in his front yard in front of his bay window, peel out, and throw rocks against his house. There is a ditch in front where they had the road closed sign, cars would go in the ditch and throw large rocks. His children could not be in the yard during the day. They took verbal abuse from the drivers trying to keep them off the yard all summer. They moved out and went to Welch for the summer. He asked if the City had plans to compensate people who had to move away for the summer. His house was not livable. He made numerous calls to the Police Department to no avail. There was not a road closed sign there at first. The traffic was so heavy, he could not get out of his driveway. It is a two-way street and the semi's were side by side on the frontage road. When the road closed sign went up, there was the same congestion, only now they could not turn around to get out so they went through his yard, the ditch, through the neighbor's yard out the driveway and came out on Walnut to TH3. His two-year old's bedroom window was by the south side of the lot. It was completely unlivable the entire summer. He asked if Council had plans to compensate people for this. Mayor Soderberg stated Council in the past has not entertained this suggestion. Mr. McDonald stated this cost him more than $603. Mayor Soderberg stated every effort was made in the weekly meetings to address concerns. Councilmember Pritzlaff represented Council and did a nice job in communicating with residents. Mr. McDonald stated he made phone calls and was told by the Police Department there was nothing they could do. It was under construction and they cannot have a car there just watching the area. Mr. McDonald noted the Police cars were some of the offenders. Councilmember Pritzlaffnoted this is the first he has heard of this. Nothing was brought up at the weekly meetings. Mr. McDonald stated it was really, really bad. He felt they should receive some sort of compensation. He repeated this is the first notice he has received. Mayor Soderberg asked about residents not receiving notices. City Attorney Jamnik stated the notices are based on county property tax records. There was a notice of the improvement hearing and the assessment hearing notice. Mr. Steve Hovey, 521 Walnut Street, stated this was the first notice he received. He heard about it when the project first started, but did not know it would reach 4- 5 blocks away. He did not know they had to pay right away. They should have some time. He does not have the money. Finance Director Roland stated residents have 30 days to pay at the City, after that it would be certified to the taxes for 2009. Mr. Hovey asked why they were not told when this came up the first time that they should have the money set aside. He did not know until he got the letter. Finance Director Roland stated they have discussed the Elm Street project at Council meetings, it was discussed in December 2006 that there would Council Minutes (Regular) June 2, 2008 Page 5 be $603 assessed to the properties in the area. There have been notices and articles in the newspaper. The City follows Section 429 of the state statute. There are certain requirements that need to be followed. It states that once the notice and public hearing is held, residents have 30 days to pay without interest. They can still pay until the end of the year, but there would be accumulated interest from this hearing date to the end of the year. Once it is certified to taxes in November, it goes on to the taxable property for the next 15 years divided equally in principal and interest payments over that time. Mr. Hovey stated he was not notified. He does not get the Farmington Independent. If people do not get the paper how do they know this? He needs more than 30 days to pay. Ms. Erin Sanders, 509 Elm Street, stated this is the first notice she has received for $3600. She understood what it was for, but wanted to let Council know that is a lot of money to come up with in 30 days. She bought the house in June 2006. She has read all the notices she received on the construction, but does not remember seeing one that said $3600. The weekly meetings were on Thursdays and she works late on Thursdays and was not able to attend the meetings. Councilmember Wilson asked how a resident was notified they would be incurring the sewer and water connection. City Engineer Schorzman stated the notice sent out for the December 2006 meeting was sent to everyone on the assessment roll. The specific number is not in there, but it states it would be available at the initial public hearing. Councilmember Pritzlaff stated there seems to be a fair amount of people that did not receive a notice. They are asking for more time to pay. He asked if the time could be extended to 60 or 90 days rather than certifying it to the taxes. There seems to be consistently people who did not receive the original notice. Finance Director Roland stated this is consistent enforcement of the City's policy. Should we choose to take longer than 30 days, we set a precedent for every project in the future. The City made every effort to send out the assessment notices from 2006. There are stated policies, certification of mailings, etc. She could not explain what happens to the U.S. mail. This does not mean the money is not due and payable. She understood their concern over a 30 day period. They expect everyone else to pay over 30 days after the public hearing. She recommended staying at 30 days according to the statute. Councilmember Pritzlaff suggested this for the people who did not receive a notice. Perhaps the City needs to change the policy and send certified letters. City Administrator Herlofsky stated if it is not paid in 30 days that does not mean the water will be shut off. It then becomes certified against the property and can be paid in full at any time. If it is not paid by the end of the year, it goes on the following year's taxes over 15 years with interest. It can still be paid in full at any time. Finance Director Roland stated because this was a pending special assessment, a lot of homeowners probably had money withheld at closing by their mortgage company or title company. She suggested that if they purchased a home at any point, they should consult their title company because they may have withheld funds anytime since 2006 in order Council Minutes (Regular) June 2, 2008 Page 6 to pay this assessment. If it is pending it is the responsibility of the person who is selling the property. They would have called the City to get the amount of the pending assessment. Councilmember McKnight asked that staff check on these last three addresses on the certification of mailing. Ms. Christina Markeson, 208 7th Street, stated she lives between Elm and Main Street so the road in front of her house was reconstructed as part of the Main Street project. She was assessed $6,000 for that reconstruction project and they are paying it through the property taxes. In 2006 when they were informed about the Elm Street assessment, she attended one of the meetings and spoke with City Administrator Herlofsky about the area wide assessment. He explained it to her and she asked if the people on Elm Street had to pay an area wide assessment for any other street. He explained that no, this was a benefit for living on a heavily traveled street and they would not have to pay the area wide assessment. Elm Street is also a county state aid highway which means the state picks up part of the tab for that highway. That is another big benefit for the people living on Elm Street. She lives on a 50 x 60 lot. The person directly across the alley who lives on Elm Street has a 170 x 60 lot. His lot is three times larger and she will have to pay twice as much in taxes for the two projects. She will have to pay $6600 in total taxes for the property between Main Street and Elm Street reconstruction. She understood it was done per property unit. She owns a 50 x 60 lot and she is paying double of someone with three times as much property. She felt this was not a fair way to go about the taxing process. Councilmember Wilson stated revisiting the 10,000 sq ft RED, if a lot was 15,000 sq. ft. they would pay $905? Finance Director Roland replied it goes up in full units. She would not characterize it as not having to pay an area wide assessment. The people living on Elm Street still have to pay for the water and sewer connections of$3,000 plus the amount of RED. Ifa lot is three times larger, there is a correspondence between that and what would be assessed against the property. Ms. Markeson stated she had to pay for her attachments as well and she is paying $6,000 for the Main Street reconstruction, where as Elm Street is only paying $3,000. She is still paying double the amount of her neighbor who accesses Main Street. They directly benefit from Main Street being done to connect to TH3. A special assessment is directly impacting the property. Her neighbor uses Elm Street to get to TH3 and that is a direct impact for them, just as she is directly impacted by Elm Street because she uses Elm Street. It does not sound fair that she has to pay more than double the amount her neighbor does, because of the location of the lot. Mayor Soderberg stated part of the challenge is the two different types of streets. Main Street is a local street, so it does not spread the assessment out over a larger area. The properties that abut a local street, pay directly. An area wide assessment takes the main arterials and spreads it over a larger area so the assessment comes down for each of the properties. Council Minutes (Regular) June 2, 2008 Page 7 There are other properties with back to back assessments for local streets and arterial streets. Mr. Jake Hoffbeck, 600 1st Street, stated he bought his house in March 2007 and asked when the project was ordered. Mayor Soderberg stated it was ordered in December 2006, so the title company should have withheld the escrow. Mr. Hoffbeck would not have received the notice ordering the project, but would have received this notice. Mr. Richard Gerten, 600 Pine Street, also owns the greenhouse at 519 Willow Street which he has a question about. He was assessed $1206 which is double and he has no problem with it. He also has an assessment for a 45 ft. lot that is in Bungs addition which was a left over parcel attached to the two acres for the greenhouse. There have always been two tax statements. Now he has received a bill for the 45 ft lot. The county has considered it as one property, but they divided the assessment between two lots. He did not feel he should pay two different assessments as it is not big enough for a residential lot. Finance Director Roland stated this would be a non-buildable lot and the assessment would be deferred because it does not meet the standard for appraisal. Mr. Joe Knapp, 901 9th Street, owns 33 Elm Street and is the mail carrier. He stated the City has a horrible mailing system for everything. He brings back tons of mail. He delivered the mail to City Hall for almost two years and whenever a Citywide mailing goes out, there is tons of mail that comes back with bad addresses. He found it amazing that if people are paying taxes, the City should know where people live. He receives notices for houses that do not exist. He still gets mail for 309 and 315 Elm Street which do not exist. Mayor Soderberg stated that has more to do with the county's database. Mr. Knapp stated he has also been to all of the meetings held. Last May he saw the estimate for the assessment. Since then, he has read all the notices and there was nothing in the notices. If people could not attend those meetings, how were they to know how much they had to pay which is why people are upset about the 30 days. He knew because he went to the meeting last May and does not have a problem with it. The street needed to be done. There are a lot of different kinds of people living in the old section of town. People are on fixed incomes, and there are blue collar workers that are not making it. He felt 30 days is an unreasonable time. The project was finished last November and they just found out a couple weeks ago how much it would cost. He found it hard to believe. He suggested at least 90 days. This is the first time a dollar amount was given. Mayor Soderberg suggested in the future inserting the amount in the notices. City Attorney Jamnik stated it makes it more cumbersome to print the notices as they would have to be individualized. The assessment hearing notices are individual notices, the improvement hearing notices are not. At the improvement hearing the assessment methodology has not been finalized. So if it changed from one notice to the other people would not be happy. Most cities do not include individualized Council Minutes (Regular) June 2, 2008 Page 8 notices at the improvement hearing. Councilmember Fogarty stated another way to find out the amount is to call City Hall and ask. She was sympathetic for people who did not receive the notices. We do receive addresses from the county. The City would not like to send notices with two different amounts. She advised people call City Hall to find out about the amounts. Mr. Knapp stated people did not understand they needed to call. They did not understand what an assessment area is. Councilmember Fogarty suggested looking at the wording in the notices to help people understand. Councilmember Pritzlaff asked when this will go on the tax roll. Finance Director Roland stated the 30 days begins tomorrow. Once that 30 days is up, the roll is sent to the county and can be paid at any point. It would incur interest and other fees. It goes on the tax statement for 2009 which would be received in March. If it is paid within 90 days, they would pay interest through the end of the year which amounts to $18. Councilmember Wilson asked about the other fees. Finance Director Roland stated the City is required by the county to charge a $3 fee per year of the assessment for certification charges. The county receives that money. So through the end of the year the amount would be $21. Mr. Greg Feely, owns 104 and 204 Oak Street, stated last time he contacted Finance Director Roland and got the numbers straightened out. He is charged $1206 for two properties. He stated he will be in the same situation with the Spruce Street project and will be charged double. He asked Council to consider looking at the system and how it works, because on these properties there will be 115 years they have paid taxes. Now there is no money left to do anything? The City has to go back to each individual owner and say we need more to hook you up to make your street work. That is what he wants Council to consider; the system and how it is working. Ms. Kathy Bunkers, 6687 Forest Street, was here with the Boy Scouts, and suggested the City also put notices in the Farmington ThisWeek newspaper because that is the free mailing that goes to everyone. It would also be a good suggestion to explain this in layman's terms such as what residential units are, and give simple articles about upcoming assessments. If people do not receive the Independent, they would receive this paper. Councilmember Wilson noted the City is required to certify a newspaper each year and it must be the paper within the City if there is one. There would be an additional cost of$5,000 - $6,000 to publish notices in another paper. Ms. Bunkers suggested a reader board out front saying read the Independent this week. There is news coming up. Mr. Bill Graham, 609 Main Street, stated he does not know what the assessment process is. Council may call Main Street a local street, but with the amount of traffic, especially during the construction, the Police Department was zero help. He received the December notice and paid $6,000 for Main Street and everybody uses that as a shortcut to get to TH3 and bypass the stop light at TH3 and hwy 50. He asked why a secondary road was assessed the same with a primary business. Council Minutes (Regular) June 2, 2008 Page 9 He likes the local businesses, but they are benefiting more than he is. He did not go to any meetings because no one had any numbers. Mr. Steve Schneider, 22 Oak Street, stated prior to notification of the Elm Street project he and his neighbors realized that the amount of traffic that would be diverted would come to Oak Street between Division and 15t Street. He put together a petition and mailed it to the City. It fell on deaf ears. He was very disappointed with the Council. He understood they may not have much leverage because it is a county project. Even though he sent something to City Administrator Herlofsky, he had to call multiple times to get the signs changed. He understood there was construction and would be more traffic. On any given day before the construction there would be a car every half hour. During construction, they could not count the number of cars per hour coming through Oak Street. There are a lot of kids and that is why they signed the petition to have traffic diverted. There is no reason for the road closed sign to be placed on Division. He asked the signs be placed by Denmark. Eventually they were moved after hearing from everyone on the block. They did not have property damage, but they had noise pollution, and semi's chasing kids down the street. The lack of foresight on the planning to do the right thing and listen to the residents is ridiculous. He did not receive a letter notifying him of the $603. His neighbors did not receive a letter. The mail carrier cannot deliver what is not in his bag. Ms. Blanche Reichert, 113 Oak Street, stated she understood there would also be a project on 2nd and Spruce Street and asked if they will be assessed for that project as well. Finance Director Roland stated at this point it is a two block area on Spruce Street. Those being assessed are the Library, the City and two apartment buildings on Spruce Street and the Feely Elevator. There are no other assessments for the Spruce Street project. Mr. John Quamme, 200 3rd Street, stated he did not receive the first notice. MOTION by Pritzlaff, second by McKnight to close the public hearing. APIF, MOTION CARRIED. Councilmember Pritzlaff suggested in the future doing something different with the notices to make sure they are received. He also encouraged people to attend meetings regarding the projects. Mayor Soderberg noted one written objection was received. City Attorney Jamnik stated the objection is pertaining to items such as boulevard trees and the hardship, but not a claim on the benefit amount. The recommendation from staff is to approve all the assessments as proposed at the close of the hearing. Mayor Soderberg noted Mr. Gerten also has an issue to be addressed. City Attorney Jamnik stated if a deferral on that lot is appropriate, it will be noted as a deferral consistent with City policy. Council Minutes (Regular) June 2, 2008 Page 10 Councilmember McKnight suggested sending the minutes of the weekly meetings on future projects to interested residents. MOTION by Pritzlaff, second by McKnight to adopt RESOLUTION R43-08 adopting the assessment roll for the Elm Street Reconstruction project. APIF, MOTION CARRIED. 9. PETITIONS, REQUESTS AND COMMUNICATIONS a) Comprehensive Annual Financial Report - Finance Mr. Matt Mayer of Kern DeWenter Viere, presented the 2007 Comprehensive Annual Financial Report. The fund balance is $2,139,686, representing 25% of the 2007 annual expenditures. MOTION by McKnight, second by Wilson to accept the December 31, 2007 Comprehensive Annual Financial Report. APIF, MOTION CARRIED. b) Adopt Resolution - Approve Fairhill Final Plat and Master PUD Agreement - Planning This is the final plat for phase 0 which is for the community park in the southwest comer of the Fairhill development. The plat consists of 97.35 acres containing 5 outlots. The second item is the Planned Unit Development Agreement. The agreement is for 20 years and covers cost allocation of roadways, 195th Street, utilities, and the variations from code for items such as lot coverage, lot sizes, etc. Councilmember Wilson asked how the issue of taking out the grading for the 42 acre park came up and why now rather than a month ago. Assistant Planner Wippler stated it was part of the negotiations. City Attorney Jamnik stated the City had been requesting the park be graded immediately in order to facilitate construction. The developer is not planning to develop the rest of the area, so they did not want to be obligated to grade that area immediately. This was not resolved until later and staffhas come up with some alternatives to have the area graded so they can begin programming park improvements immediately. The cost of the grading will be included in other construction projects such as 195th Street rather than bringing in fill from other sites. The park area would be the source of fill materials. Councilmember Pritzlaff asked for an explanation of Article 3.1 in the PUD Agreement regarding phase 0 and phase I shall be valid for five years and approval of preliminary plat for subsequent stages shall be valid for two years from the date of approval. City Attorney Jamnik stated under state statute the developer is guaranteed no more than one year of safety from any subsequent changes to official controls. The statute allows the parties to extend that by mutual agreement or the City may unilaterally extend that. It is one year for preliminary plat and two years for final plat. The developer requested additional time to be safe from any proposed changes from preliminary plat to final plat and additional time with regard to phase I for five years before they would have to re- Council Minutes (Regular) June 2, 2008 Page 11 submit an application for review. The master plan PUD protects them from changes to development standards. It is a protection against the requirement to re- submit the notice and hearing procedures. The City is limiting it's discretion to change the rules, but under normal statute if they do not progress from preliminary plat to final plat within the normal timeframe, they would have to re- submit. By this agreement, the City is saying for phase 0 and phase I the time frame between preliminary and final plat is S years. The final plat for phase 0 is up for approval tonight, so this only applies to phase 1 which is the initial construction phase for development. They will not have to come back to Council for approval of the preliminary plat for five years. If they do not go to final plat, they will have to re-submit all the documentation for both the final plat and preliminary plat if not done within five years. Councilmember Pritzlaff asked about the statement where the developer is not material default under this agreement. City Attorney Jamnik replied the protection is mutual. The developer is not in default if they live up to their side of the deal. The City agrees for 20 years not to change any of the criteria listed. This is for all the phases. If the market conditions change, all the plans that have been submitted to date may be changed by the developer. At that point the agreements begin again and negotiations start. Councilmember Pritzlaff asked about the developer dedicating the right-of-way of the extension of Deerbrooke Path and public trails from Mystic Meadows to the intersection of 19Sth Street as part of the final plat and phase O. The City will construct and pay for the extension of Deerbrooke Path and public trails as part of the construction of 19Sth Street. He asked why the City is paying for Deerbrooke Path. City Attorney Jamnik stated the developer initially is not constructing many of the improvements in that area. At least for the next one to two years or longer, the City is the developer of the infrastructure in that area. The developer is giving the City the right-of-way, but they do not plan to construct any improvements there. The City would like the connection to serve existing developments as soon as possible. The compromise was that the developer would convey the right-of- way for that extension. The City would take the money collected from previous developments, approximately $400,000, and use that to construct that connection. The construction of Deerbrooke Path is estimated to cost $248,000. Councilmember Pritzlaff noted the roundabouts are to be paid at the time of final plat approval for the initial phase O. He asked if there is a specific date. City Attorney Jamnik stated that would be anytime after tonight. Councilmember McKnight asked if the $248,000 for Deerbrooke Path was part of the cost estimated. City Engineer Schorzman replied yes, it is part of the 19Sth Street construction. Councilmember Pritzlaff asked about the statement regarding the City shall access no more than $5,604,000. If the developer does not pay the assessment, the City Council Minutes (Regular) June 2, 2008 Page 12 has all the developable land as collateral. City Attorney Jamnik replied that is correct, it can be collateral or security interest. It is a very stable funding source. If they do not pay the assessment, it is triggered into tax forfeiture. Councilmember Pritzlaff confirmed the county will make the payments for 4 12 years. City Attorney Jamnik stated on the road construction costs. The county contribution of $4 million will pay for the bonds for the first several years. As the development occurs, the assessments will be paid. When the first payment is missed, staff will know and the developer will be approached. There are contingencies available to the City with MSA financing to make the bond payments while the forfeiture procedure takes place. Councilmember Pritzlaff stated if the City did not use MSA funds as a second means to pay the bonds, would the City be financially stable in the general fund to make the payments for 5-6 years. Finance Director Roland replied that would not come from the general fund. It would come from a tax levy, which is what we do with all general obligation City debt. We would eventually recoup that money and pay ourselves back as the assessments come in. Councilmember McKnight stated he would not support taxing the residents to make up for this. Why would we not look to any reserve, which he would also not support. Finance Director Roland stated there are two different sources of funding. There is the general fund or the debt service funds. The point of debt service funds is to accumulate funds over the life of the bonds in order to pay the bonds back. That is where the special assessments go and where the money from the county will go. The money earns interest and that reserve would be to specifically payoff debt service. Councilmember McKnight confirmed the first place the City would go would be to the developer. Councilmember Pritzlaff asked about the statement that the City will in conjunction with Dakota County, pay 16% of the cost of 195th Street improvements. He asked why the City is paying 16% of 195th Street. Finance Director Roland noted that is the total project cost. Parts of the project are the City's responsibility such as water main, storm water, the re-meandering of the stream which have always been in the project. They are included in the cost of the 195th Street project. Adding those numbers plus the cost for Deerbrooke equals 16% of the total $12 million project cost. City Attorney Jamnik stated 195th Street serves as an arterial for the entire area. It does not only serve Fairhil1. It is a major connection in the City's transportation plan from the east side to the west side and has a grade separation crossing at the railroad that will allow emergency vehicles to get from the west side of town to the east side. As the interior part is built out, the normal subdivision standards apply and all local streets would be the developer's obligation. Councilmember Pritzlaff asked why the City re-meandered the creek. Mr. Lee Mann replied it was part of the City's surface water management plan. It was to put the creek back to a more stable habitat. It was paid for out of surface water management funds. Part of the stream had to be relocated during the 195th Street project because of the bridge. Council Minutes (Regular) June 2, 2008 Page 13 Councilmember Pritzlaffasked ifthe $12,175,000 was based off the estimate for the 195th Street project. Before we were looking at $10 million, but the bid came in at $8.3 million so why are we still figuring the $12 million. Finance Director Roland explained the $12 million is the construction bid along with the alternate and 10% contingency, 10% for legal administration and fiscal costs, and 17% for engineering. The $12 million includes the water as well as the re-meandering and the portion the City has been collecting in assessments from the other developments on 195th Street. Councilmember McKnight stated one month ago, Council received a draft PUD Agreement that had the $12.1 million number. Last week we received bids $1.5 million lower than expected. So why in the agreement tonight is the same $12.1 million number. City Engineer Schorzman stated the previous PUD Agreement was based on the feasibility report, not on engineer's estimates from the recent project. When the feasibility report was done the project was estimated to cost $12.1 million. As things went forward, staff expected the cost to escalate, but the bids came in to match the feasibility report. Councilmember Pritzlaffstated 16% of$12, 175,000 comes to $1,948,000. In the 195th Street documents, adding up the City water main, storm sewer and roadway, it comes to $2,536,005. He asked why those three numbers amounted to $2.5 million which is $588,000 more than the 16% of the $12,175,000. City Attorney Jamnik suggested he may have added in sewer and water and other related costs that may not have been apportioned to that. City Engineer Schorzman stated part of that may have been the difference from when the number was put into the PUD Agreement and when the memo was done for the contribution from the development from the south. When the 16% was calculated staff had not given the $450,000 credit to put it back into the project. The percentages in the PUD Agreement would be changed to conform to the numbers that are in existence in the 195th Street documents. Councilmember Pritzlaff noted on a per lot basis over 10.5 years the developer will not be required to post a letter of credit or any type of security for the costs relating to the construction of the initial 195th Street improvements. City Attorney Jamnik stated the City usually has the letter of credit to make sure if the developer does not do the project, the City can execute on the letter of credit, draw the funds, and finish the project for the developer. In this case, since the City will be the general contractor on 195th Street and the bridge, the City has arranged for the financing so we do not need the letter of credit to pay for the initial financing or construction costs. Councilmember Pritzlaff stated until the City levies the special assessments, if the cost of the initial 195th Street improvements is greater than anticipated the City reserves the right to levy an assessment in a greater amount or levy supplemental assessments. He asked if there should be an actual number rather than saying anticipated. City Attorney Jamnik stated the anticipated amount is $12.175 million. If there are costs over that, the City reserves the right to levy that additional cost to the developer. Council Minutes (Regular) June 2, 2008 Page 14 Councilmember Pritzlaff noted the agreement states the City will not assess the developer of any subsequent phases and costs related to 195th Street improvements. He asked what happens if the development is sold. City Attorney Jamnik stated then the buyer would be protected from any additional assessments for additional lane miles. This is a compromise that says the City will not go after the developer or successors for assessments for additional lanes on 195th Street. The City reserves the right to do an area wide assessment for lots that are sold to owners 20 years from now. Councilmember Pritzlaff stated the agreement reads equal annual installments extended over a period not to exceed 30 years. He asked if that should be 20 years. City Attorney Jamnik stated that was placed in the agreement before the bond payment schedule was available. This was the maximum amount allowable under state law for assessments. The actual schedule will be shorter. Councilmember Pritzlaff stated this is a 20 year project, but the assessments are over 15 years. So would it not be best for it to read 20 or 15 years. City Attorney J amnik stated further on it spells out what the amount is. The City cannot do more than 30 years. Councilmember Pritzlaff asked about financial assurance. The developer shall post financial assurance required by the development contract for each phase not to exceed 125% of the estimated cost of improvements within the phase as determined between the City and the engineer. He asked what the 125% includes. City Attorney Jamnik replied it would be whatever the estimated cost ofthe public infrastructure is for that particular phase. In phase 1 if there are 200 lots, when it goes through the normal process, the engineers would make an estimate of what it will take to put in the streets, sewer, water and other public infrastructure to serve that particular subdivision. At that point, that is where we would traditionally require a letter of credit to secure the costs of those improvements. Councilmember Pritzlaff asked why are we not doing anything with SAC charges. City Attorney Jamnik stated the project is so large and self-contained there are very few external impacts or facilities necessary to serve it. Water, sanitary, storm sewer, etc. will be self-contained on-site and built as part of the project and not part of the overall City system. Councilmember Pritzlaff asked why we are waiving the surface water management fees. Finance Director Roland stated this is a self-contained development. The fees are waived because they will solve their own surface water management items on their site. They will not be contributing surface water to the City's system. Councilmember Pritzlaff noted regarding the parks, the developer will receive credit from the City against park development fees for any construction or physical improvements to the public parks and trails within the subject property. Council Minutes (Regular) June 2, 2008 Page 15 What is the amount of the credit? Parks and Recreation Director Distad stated it would be the actual cost of those improvements, such as the cost to grade and seed the park areas. City Attorney Jamnik stated it would be hard to list that out over a 20 year period. This is to allow flexibility for the developer and the City as subsequent phases are developed. Councilmember Pritzlaff stated there are a couple pages that say reasonable costs and reasonable period of time. He does not like using reasonable. City Attorney Jamnik stated the idea is that the City or the developer may not seek unreasonable terms. The statute says reasonable charges may be collected. Councilmember Pritzlaff noted the agreement states cash deposition or other security will only go to the phase affected by default. There is no letter of credit. City Attorney Jamnik replied there are multiple phases in development at the same time. The letter of credit for phase 4 will be managed for phase 4. The letter of credit for phase 5 will be managed for phase 5. Weare not to take the letter of credit for phase 4 and draw on it to pay for improvements in phase 5. Each individual phase will be managed individually and independently from one another from a letter of credit security and infrastructure improvement perspective. Councilmember Pritzlaff stated the agreement reads failure by the developer to commence development in phase 1 within the time frame established and continues on. If the developer does not develop any phase, whether development happens or not the City is guaranteed. City Attorney Jamnik replied correct, we have an opportunity to declare default, but we have the security with the assessments. After tonight, the City has the right to levy assessments to pay for 195th Street. If development does not occur for 30 years, the assessments will still be due and payable to the City. Councilmember Pritzlaff stated when the City issues a building permit for a home constructed on a lot, then at such time the assessments shall be paid in full. City Attorney Jamnik stated at the time each final plat comes in for a successive phase, there will be an apportionment of the assessment amount that should be paid. It could be apportioned on a per lot basis until the lots are built. When the building permit is pulled, that apportioned amount for that lot would be obligated to be paid by the developer. The owner would buy the lot free and clear of the assessment. Councilmember Pritzlaff asked about the section regarding the water tower which states at phase 1 or a later time will purchase land for the proposed water tower to be located on the east side. He thought the one acre for the water tower would be outlotted and the City would not have to buy it. Staff stated it was always the intent of the Water Board to buy the lot. Council Minutes (Regular) June 2, 2008 Page 16 Councilmember McKnight asked about the source of the funds for the $2.1 million. Finance Director Roland stated there is a portion that is water main trunk costs. The source of the water main City costs would come from the water fund in the amount of$I,042,000. The replacement of the box culverts and re- meandering costs are $1,043,000 which is in the storm water trunk fund. The $450,000 identified as City costs roadway, has been put aside since 2004 from special assessments against other benefiting properties on 195th Street. Part of this will help pay for the Deerbrooke connection. There will not be a tax levy. Councilmember McKnight stated at the April workshop they received a sheet showing the City's potential risk or float amount of$2.5 million. The updated number lowers that to $2.2 million. If building does not occur, the City is liable for those dollars. The City Attorney has talked about taking the land. His options would be the assessments would be paid, second the City could take the land. If the City did not take the land, what are the options to pay back the bonds? Finance Director Roland stated there is an alternative source of funding available to the City which identifies this stretch of 195th Street as an MSA route. This makes it eligible for MSA construction funding. There is currently $1.6 million which the City has been banking for MSA projects. $600,000 is committed to the roundabout which leaves $1 million of MSA which the City would collect and put in the bank in our funding sources to help offset any future potential shortfall of debt service. In addition there is $3.7 million in total costs that are assignable to MSA. The City can go to the state each successive year until we reach the $3.7 million and receive $500,000 per year in MSA construction funds. Those would be put back into the project to create a pool of money available for the payment of bonds in successive years after the county pays their portion. The MSA funds are not dedicated for any other road in Farmington. Councilmember Fogarty noted there is $310,000 for construction of the TH3 roundabouts and asked if this was the only roundabout the developer would be contributing to. Finance Director Roland stated it was discussed that there would be a series of roundabouts but was not sure if that was the final solution. This is the only roundabout included in the PUD agreement. Financing would have to be addressed for any future roundabouts. Councilmember Pritzlaff felt secure because of the 700 developable acres the City could take, which he does not want to have to do. The county is paying $4.2 million, the state $550,000, just with those two that is the residents' tax dollars. To be able to use that money and have a project like this come to our community makes sense that the City is receiving the benefit. This road will be more than essential for public safety and from the traffic standpoint. Councilmember McKnight stated he was voting no on this project until 7:00 tonight because of the potential liability. He will vote yes, because we can use MSA funds if we have to. The east-west connection is very important and the community park donation. This will allow easier access to the Pilot Knob Road Council Minutes (Regular) June 2, 2008 Page 17 businesses. He was financially satisfied that he is not putting the tax payers at risk with this project. Councilmember Fogarty thanked staff and the developers for their hard work on this project. MOTION by Pritzlaff, second by Fogarty to adopt RESOLUTION R44-08 approving the final plat for Fairhill Park and the Master PUD Agreement and authorizing the necessary signatures be affixed to the final plat and Master PUD Agreement. APIF, MOTION CARRIED. Mr. Peter Gualtieri, of Bridgeland Consulting and representing the Seed family recognized Mr. James Seed, Adam Seed, Attorney Peter Coyle, and Engineer Brian Johnson who were instrumental in working with staff and thanked Council for their support. Mr. James Seed stated his family has owned the land for 60 years. There is no way they will walk away from this property. There is a value that is indescribable and it is not monetary. There is a value in creating something of pride for all of us. His sons are equally responsible and devoted to the project. To the extent not everything is defined in the agreement, they will be cooperative. 10, AWARD OF CONTRACT a) 19Sth Street Extension to TH3 - Engineering Ten bids were received for the 195th Street extension project. The alternates for the street lighting were high so staff recommended rejecting the alternates. The low bidder was Friedges Contracting Company at $8,371,690.54. The project was estimated at $10 million. Dakota County will contribute $4.2 million and the developer will contribute $5.4 million. The City will fund the remainder. Councilmember Pritzlaff noted there were some issues with Friedges on the Ash Street project. He asked whose terminology makes the bidder responsible. City Attorney Jamnik replied it is the Council's determination. If the Council had significant concerns with a bidder we would go through a process and make a determination. He was not recommending that avenue tonight. We would have to prepare a record, send a notice to the contractor, there would be a time allowed for them to challenge it, a procedure would be set up to insulate the City from a challenge as well as the award of the contract to the next lowest bidder. None of the bidders were identified as not being qualified. Councilmember Pritzlaff noted on the Ash Street project the City did have to hire another company to resolve the sod issues and there are issues with the placement of the manhole covers. He asked if the Council had the authority to throw out the Friedges bid and go with the next lowest bidder. City Attorney Jamnik stated there is not enough documentation to make that recommendation. Councilmember Pritzlaff asked about the lighting alternate. The bids received ranged from $303,000 - $377,000. Staff expected them to be in the $200,000 range. City Engineer Schorzman noted Council Minutes (Regular) June 2, 2008 Page 18 the manhole issue on Ash Street was an issue between the gas company and it turned into a design issue. It was not because the contractor chose to put them there. Councilmember Wilson noted the lighting quotes are bunched together. He asked if $200,000 was a fair market estimate. City Engineer Schorzman stated based on the quotes received last year for Elm Street that estimate was $233,000. It is hard to believe the cost jumped that much in one year. Councilmember Wilson asked if the contractor could be raising the cost of the alternate knowing that the main bid did not fully price out. The main bid is a difference of $2.5 million from the estimate. City Engineer Schorzman stated the majority of the lighting alternate includes a maintenance contract for 15 years. If a contractor did that, they would not have been helping themselves, they would have been helping the person who does the maintenance on the contract. Councilmember Fogarty stated she is not happy with the Ash Street project. Staff has explained there is a utility issue. The bottom line is the manhole covers did not have to be where they are. It was a matter of effort and time. The project was completed by the time Council realized the placement. She holds the contractor responsible for that. The City Attorney is saying we have to accept the bid because we did not eliminate them from the bidding process. She stated that level of work will not be acceptable on 195th Street. She will be watching this project like she has never watched a project before. She is leery of the contractor not taking control of the situation. They are responsible for the contract and the end product. She was unhappy with some of the things in the end product. Councilmember Pritzlaff stated this will be a brand new project. The change orders need to be zero. They know what they are starting with and he will not accept a lot of change orders. People bringing in bids should know what they are doing and should anticipate what they will run into. If Council requests a change, that is understandable. If a change order is based on something the contractor missed in the bid, he will say sorry. MOTION by McKnight, second by Pritzlaffto adopt RESOLUTION R45-08 accepting the base bid of Friedges Contracting Company in the amount of $8,371,690.54 and awarding the project. APIF, MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Council Minutes (Regular) June 2, 2008 Page 19 Councilmember Fogarty: She thanked the Dental Health Center for inviting the Councilmembers to their ribbon cutting. She thanked staff for the great job on the open house for the roundabout. The information was very accurate and there was a large turnout. She welcomed the Farmington Lions to Farmington. Their first game was Saturday night. Councilmember McKnight: Thanked City Administrator Herlofsky, staff, and the Kuyper family and all those involved in the Beyond the Yellow Ribbon event. It was very educational and there were very moving stories from the veterans and their families. Councilmember Pritzlaf/: There are issues with some houses downtown. Residents are asking Council to look at some type of enforcement or ordinance. The house at 621 Elm Street has been sitting unfinished for almost a year. There are tall weeds at 616 Oak Street, there are also houses on 3 rd Street. He wanted to know what the process would be to clean these up. City Attorney Jamnik stated the long grass is one of the hottest issues right now. It is difficult to challenge the rights of the property owner with the concerns of the neighbors. Mayor Soderberg noted the house at Elm and 6th Street is uncalled for. Councilmember Pritzlaff stated we spent all that time and money to reconstruct Elm Street to have a nice thoroughfare through the City and we are allowing this. He has received numerous communications saying this is not what we want our City to be. There is an unlikely storage place of dumpsters on 8th Street and TH3. It is a cluttered mess we are allowing to happen. Councilmember McKnight asked what kind of friendly enforcement can be done. He receives multiple calls regarding a house on 3rd Street with no siding and no roof. Can we contact them and say we are receiving multiple complaints from the neighborhood? City Administrator Herlofsky noted the Planning staff does go out and talk with residents. Councilmember Fogarty asked if the Police Department could help. City Administrator Herlofsky stated they also become involved. Staff does their best, but there are limits as to what we can do. We encourage people to do things that are acceptable to their neighbors and follow-up with letters. Council is provided with a weekly update on complaints received. He has attended several events such as the MVT A meeting, the Cedar Group meeting, and participated in an interview with a radio station. He also attended the Beyond the Yellow Ribbon event and thanked everyone involved with a special thanks to the Kuyper family. He gave a special thank you to all the veterans who served. He attended the Beer Bash which was a fund raiser for the American Legion and it was a good turnout. City Administrator Herlofsky: Thanked Annette Kuyper for all her time and effort with the Beyond the Yellow Ribbon event. Finance Director Roland: In the past a copy of the current year's financial report has been at the Library. Since it is now available on the website, there is no longer a copy at the Library. Mayor Soderberg asked that a copy still be provided at the Library for those who do not have access to the internet. Council Minutes (Regular) June 2, 2008 Page 20 Parks and Recreation Director Distad: In May 2008 Governor Pawlenty signed into law the Abigail Taylor Pool Safety Act. There are now certain conditions that must be met with drain safety in pools. The wading pool does not have dual drains, but staff is in the process of installing a second drain so we will be in compliance with the new law. The second requirement is that all drain covers and grates need to be stamped by testing agencies. Staff is working with the vendor to make sure the drains meet that requirement. This has to be certified to the State Health Department by July 1,2008. The final requirement is that all drain covers and grates have daily physical inspections. Staff has to physically go down and inspect the drain to make sure the cover is fastened securely. Staff has developed a checklist to note the daily inspection. Mayor Soderberg: There is a semi-pro football team in town, the Farmington Lions. They have held one game and will be here a couple times during Rambling River Days. There is a link on the Rambling River Days website to their schedule. There was a press conference for Rambling River Days tonight where the Lions were introduced, the Hometown Honorees and Grand Marshal were introduced, and Alexis Johnson was recognized for designing the Rambling River Days button. Dakota County has implemented an initiative on aging entitled "Living Longer and Stronger in Dakota County." They identify the challenges and are forming strategies and projects to deal with aging. They are looking for input on refining the strategies and projects to make the communities accessible. The kick-off meeting is Thursday, June 12, 2008 at the Dakota Room at the Dakota County Technical College in Rosemount. Council had asked for a survey of other cities on stipends for boards and commissions. Farmington was compared with neighboring communities and noted other communities do not provide a stipend. He asked Council to consider foregoing the EDA stipend in light of the raise Council received. This will be placed on the next Council agenda. 14. ADJOURN MOTION by Fogarty, second by McKnight to adjourn at 10:17 p.m. APIF, MOTION CARRIED. Respectfully submitted, p~/v;~ Cynthia Muller Executive Assistant Special Council Meeting Minutes June 9, 2008 Acting Mayor Pritzlaff called the meeting to order at 6:30 p.m. Present: Absent: Pritzlaff, Fogarty, McKnight Wilson Soderberg MOTION by Fogarty, second by McKnight to approve the agenda. APIF, MOTION CARRIED. The purpose of the meeting was to adopt resolutions for the sale of two bond issues. The first is the sale of$I,355,000 in general obligation improvement bonds 2008A to finance the reconstruction of Elm Street. Cronin & Company was the low bidder at a net interest rate of 4.0297% and a total interest cost of $508,099 or $52,436 less than estimated. MOTION by Fogarty, second by Wilson to adopt RESOLUTION R46-08 awarding the sale of the $1,355,000 G.O. Improvement Bonds of2008A to Cronin & Company. APIF, MOTION CARRIED. The second sale of $8,545,000 in general obligation improvement bonds 2008B was to finance the construction of 195th Street. The low bidder was Morgan Keegan at a net interest rate of 3.786% and a total interest cost of $2,642,472 or $269,376 less than estimated. MOTION by Wilson, second by Fogarty to adopt RESOLUTION R47-08 awarding the sale of the $8,545,000 G.O. Improvement Bonds of2008B to Morgan Keegan. APIF, MOTION CARRIED. Ehlers & Associates presented the City with a bond rating of AA- from S&P which is a very strong rating. MOTION by Fogarty, second by McKnight to adjourn at 6:50 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~~~ Cynthia Muller Executive Assistant City Council Workshop Minutes June 9, 2008 Acting Mayor Pritzlaff called the workshop to order at 6:53 p.m. Present: Absent: Pritzlaff, Fogarty, McKnight, Wilson Soderberg MOTION by Fogarty, second by Wilson to approve the agenda. APIF, MOTION CARRIED. The purpose of this workshop was to discuss the 2009 budget. Council gave the direction that they wanted to see scenarios of 0-5% of the levy increase. The 2009 levy limit for the City is $7,469,046 exclusive of other special levies. Council was presented with two scenarios. If the City levied to the limit, we would levy $10,032,000, this would be an increase to the levy of 13%. This would increase general fund revenues by 8.8% or $528,000. The second scenario is under the levy limit. The requested levy amount is $9,389,000 which amounts to a total increase with debt service of 5.85%. This increases the general fund revenue by 3.4% and amounts to a tax capacity rate of 45.89%. Ifwe kept the levy increase equal to the growth in the tax base, we would have less than 2% levy increase and between $300,000 - $600,000 that would be eaten into that because of debt service. The cost of fuel was discussed. At one point officers responded to calls only. Councilmember Fogarty suggested considering bicycles and motorcycles. Councilmember McKnight suggested walking the downtown area. City Administrator Herlofsky had hoped to work in a Fire Chief. Another department that has not been touched is Parks when looking at programming. There are discussions between Community Ed, the Parks Department, and he is trying to encourage the YMCA to become a participant in the community. The parks belong to the City, but as far as the recreational programs, it does not matter who provides them, as long as they are in the community. Council was also given a scenario showing a 3% increase. That does not consider anything other than the full amount of the debt levy and the general fund would be down $369,000. A 3% increase for the general levy would result in negative money to the general fund and more money to debt service. We could adjust the debt service numbers which would equate to a flat dollar amount in the general fund for revenues. Councilmember Fogarty asked about the 5.85% increase and that it would add $200,000. She asked what percentage that would be for the fund balance. Finance Director Roland stated we would do a balanced budget and it would be a little less if we under spend on expenditures. Council Workshop Minutes June 9, 2008 Page 2 City Administrator Herlofsky noted we do not have a lot of people and not a lot of turnover. Three positions have been cut out this year. We do not have a lot of extra people. Building Inspections is down to two from four. Community Development is down one, Engineering is down three. We would be very nervous with any further reductions. Finance Director Roland noted salaries and benefits are between 67% and 72% of our total City budget. This is the biggest place to make an adjustment of any kind. The other line items are not as substantial as salaries and benefits. Building permits have been kept down to $172,900. The assumption in expenditures is 3% across the board for salaries. The Clerical, Technical and Public Works have been settled at that level. Law Enforcement does not have a contract for 2009. If the settlement were higher than 3%, then that is not reflected in expenditures. Departments have been encouraged to request what they need to enable seeing what the issues are and helping to plan for future things. This also helps departments to combine resources and people. Councilmember Fogarty asked for the requirements for certain employees as far as training to maintain certifications. She felt Council needed to be reminded of that when training is requested. Councilmember Pritzlaff asked that the required training not be out of state if possible. City Administrator Herlofsky asked Council for some feedback on whether they should levy the maximum or a range. Councilmember McKnight stated his range was 0-5% so the proposals are almost there. There will be more work to do once the departments submit their requests. He is comfortable with starting at 5.89%, but would like to get it to at least 5%. Councilmember Pritzlaff stated the proposals were way higher than what he expected. Finance Director Roland stated her concern is if we go with a 0% levy, then we have to reduce the general fund between $300,000 - $600,000 from 2008. There is no way to do that without reducing staff. It's great to say we did not raise the levy, but then there is a trade-off in the level of service provided to the community. Police and professional staff cost a lot of money - $100,000 - $125,000 with salaries and benefits. Not raising the levy means a cut to vital things in the general fund. Councilmember Pritzlaff stated if we do not have a bad winter, we do not save that much with plowing. Finance Director Roland stated if staff is not plowing snow, they are full time employees and doing other work. What you save in snow plowing is overtime. City Administrator Herlofsky noted if fuel costs continue to rise, we will have to look at options. Councilmember Wilson asked about the capital outlay items. Finance Director Roland noted the vehicles are from 2008 and 2009 requests have not been received. Councilmember Wilson stated he would rather retain staff than look at other options. He suggested 1.5% - 2% increase rather than 3%. Finance Director Roland noted they cannot change approved contracts. Councilmember Wilson suggested only spending 2/3 of the capital outlay budget, such as $100,000. Limit out state travel to only necessary trips. He would like to see the levy in the 3%-4% range. Council Workshop Minutes June 9, 2008 Page 3 Councilmember Fogarty stated she does not want to lay anyone off, but a 6% levy increase is tough. She noted the survey asked people if they would rather see their taxes go up or services cut, and they wanted services cut. Cutting public safety is not an option, but it is the biggest part of the budget. We could have a policy for 2009 where we retain staff, but it is response calls only. Finance Director Roland noted if we only increased the levy by the amount of growth in the tax base, we would take a $300,000 hit to the general fund budget. Councilmember Pritzlaff noted at the last workshop he was looking at 0% - 2%, now he might go to 3%-4%. MOTION by Fogarty, second by McKnight to adjourn at 7:47 p.m. APIF, MOTION CARRIED. Respectfully submitted, - /Y)~ ynthia Muller Executive Assistant g~ ~ g :!l3 " ~ .. " " in g .. 05- !{C .. S. 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Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrator ~ Kevin Schorzman, P.E., City Engineer \.!J FROM: SUBJECT: 2008 Boulevard Restoration Project DATE: June 16, 2008 INTRODUCTION At the October 15,2007, City Council meeting, Council authorized staff to solicit quotations for seeding boulevard areas in the Hill Dee and Sunnyside neighborhoods. DISCUSSION Staff visited both projects this spring and identified areas that needed to be re-seeded. Quotations were solicited from the two companies in Minnesota that perform this type of work, and one company quoted the project. The quote was received from Windscapes Incorporated with a total quote of $10,830.00. Including mobilization, this works out to a cost of $2.71 per square yard. This compares to between $5.00 and $7.00 per square yard for doing this type of project with sod. Windscapes Inc. is the same contractor that did the work on the Elm Street project. Their quote includes all preparation and installation, fertilizing three weeks after seeding, and watering if necessary for 60 days following the seeding. The seeding will be warranted for 60 days following placement and any areas needing to be re-seeded will be taken care of by this warranty. Based on the quotation received and previous work done by this contractor, staff recommends accepting the quote from Windscapes Incorporated. BUDGET IMPACT Funds remain in the respective projects to cover the cost of this seeding. The costs associated with the seeding will be paid with remaining funds from the appropriate project. 2008 Boulevard Seeding June 16,2008 Page 2 ACTION REOUESTED Approve, by motion, the quotation of Windscapes Incorporated, in the amount of $10,830.00, for the 2008 Boulevard Restoration project. Respectfully Submitted, jt:./L Kevin Schorzman, P .E. City Engineer cc: file /e City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Council Members and City Administrator (j; FROM: Lisa Shadick, Administrative Services Director SUBJECT: Gambling Premises Permit - Farmington Youth Hockey DATE: June 16,2008 INTRODUCTIONIDISCUSSION Farmington Youth Hockey is requesting a Gambling Premises Permit at the Longbranch Saloon and Eatery, 309 Third Street and Gossips, 313 Third Street. Pursuant to State Statute and pertinent City Code, an organization must first obtain a resolution from the City, granting permission for gambling to occur at a specific location. Farmington Youth Hockey is requesting approval to conduct gambling activity at 309 Third Street and 313 Third Street. The appropriate fees have been paid and the applications reviewed. BUDGET IMPACT Gambling fees are included in the revenue estimates of the 2008 budget. ACTION REQUESTED Approve the attached resolution for a Gambling Premise Permit for Farmington Youth Hockey at 309 Third Street and 313 Third Street. Respectfully submitted, ~t?~. Lisa Shadick Administrative Services Director RESOLUTION NO. R -08 APPROVING A MINNESOT A LAWFUL GAMBLING PREMISES PERMIT APPLICATION FOR FARMINGTON YOUTH HOCKEY ASSOCIATION Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 16th day of June 2008 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, pursuant to M.S. 349.166, the State of Minnesota Gambling Board may not issue or renew a Gambling Premises Permit unless the City Council adopts a Resolution approving said permit; and, WHEREAS, Farmington Youth Hockey has submitted an application for a Gambling Premises Permit to be conducted at 309 and 313 3rd Street, for Council consideration. NOW, THEREFORE, BE IT RESOLVED by the Farmington City Council that the Gambling Premises Permit for Farmington Youth Hockey Association to be conducted at 309 and 313 3rd Street is hereby approved. This resolution adopted by recorded vote of the Farmington City Council in open session on the 16th day of June 2008. Mayor Attested to the _ day of June 2008. City Administrator SEAL 7-( City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers(1", Peter J. Herlofsky, Jr. \J City Administrator FROM: SUBJECT: Amend Ordinance - Economic Development Authority DATE: June 16, 2008 INTRODUCTION At the June 2, 2008 Council meeting, Mayor Soderberg requested this item be placed on the agenda. DISCUSSION Amend ordinance 2-8-3 (E) Compensation to read: Members shall serve without pay, but may be reimbursed for reasonable personal expenses. ACTION REQUESTED Amend ordinance 2-8-3 (E) revising the compensation for EDA members. Respectfully submitted, Peter J. Herlofsky, Jr. City Administrator Cmuller/Herlofsky/Council memos/EDA Comp 6-16-08 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. 008- An Ordinance amending the membership of the Economic Development Authority THE CITY COUNCIL OF THE CITY OF FARMINGTON HEREBY ORDAINS AS FOLLOWS: SECTION I: Title 2, Chapter 8, Section 3 (E) -Economic Development Authority - shall be amended by adding (underlined) and deleting (stmek) as follows: 2-8-3: GOVERNANCE PROVISIONS: The following provisions regarding governance of the authority are hereby adopted: (E) Compensation: The authority shall establish the compensation to be paid members and the reimbursement for personal expenses within the limits prescribed in MSA 169.011. Members shall serve without pay, but may be reimbursed for reasonable personal expenses. SECTION II: After adoption, signing and attestation, this ordinance shall be published one time in the official publication of the City and shall be in effect on and after the day following such publication. CITY OF FARMINGTON Kevan A. Soderberg, Mayor Attest: Peter J. Herlofsky, Jr., City Administrator SEAL Approved as to form the _ day of ,2008. City Attorney Published in the Farmington Independent the _ day of ,2008. City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us 7:j TO: Mayor, Councilmembers, and City Administrator () FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Request for Bids-Citywide IP Video Surveillance System DATE: June 16,2008 INTRODUCTION City staff is requesting re-authorization to go out for bid an IP Video Surveillance System for City facilities. DISCUSSION On May 19, 2008, the Council rejected all bids for the Citywide IP Video Surveillance System. Staff began re-evaluating information to determine the next steps to be taken in order to obtain an IP video surveillance system that meets the City's security needs. After a thorough review, staff is requesting authorization to go out for bid for an IP Video Surveillance system that will tie together the surveillance for the Police Department and City Hall with alternate bids for all other City facilities. BUDGET IMPACT The funding for this project will come from several sources including the City Hall construction budget and other activity budgets as appropriate. ACTION REOUESTED Authorize staff to advertise for bids for the Citywide IP Video Surveillance System. Respectfully Submitted, &(d611t}~(t- I / Brenda Wendlandt, SPHR Human Resources Director cc: file 7h City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator (jr Randy Distad, Parks and Recreation Director FROM: SUBJECT: Approve Agreement for Construction of North Creek Park Improvements DATE: June 16, 2008 ACTION REQUESTED In 2008, an accessible connecting trail to various park facilities and a full size hockey rink surface (200 feet long by 85 feet wide) were planned for construction in North Creek Park. The action being requested is to approve the attached agreement hiring Northwest Asphalt who submitted the low quote for this work. DISCUSSIONIBUDGET IMPACT Quotes were received from four contractors for this work. Northwest Asphalt from Shakopee, Minnesota submitted the low quote in the amount of $47,699.24. A tabulation of the four quotes received is attached. BUDGET IMPACT These improvements were identified to be covered under the approved 2008 Park Improvement Fund budget. The low quote is $500.76 under the amount estimated to construct these improvements. The following shows the estimated cost versus the quoted low cost of these improvements: Parks North Creek Park Improvement outdoor hockey rink surface & trail construction Estimate $48,200 Quote $47,699.24 Difference (Est-Quote) ($500.76) 1!2~gy /J"JIjJ Randy Distad, Parks and Recreation Director 2008 North Creek Park Trails and Hockey Rink Surfacing Construction Project Quote Tabulation Form Name of Contractor Quote Submitted Northwest Asphalt, Inc. $47,699.24 Radloff & Webber Blacktopping, Inc. $59,970.00 Minnesota Roadways, Co. $62,724.00 McNamara Contracting, Inc. $84,767.00 FORM OF AGREEMENT THIS AGREEMENT, made and signed this 16th day of June 2008, by and between the City of Farmington hereinafter called the "Owner" and Northwest Asphalt hereinafter called the "Contractor". THIS AGREEMENT WITNESSETH, that the Owner and Contractor, for the consideration hereinafter stated, agree as follows: ARTICLE I The Contractor hereby covenants and agrees to perform and execute all the provisions of the plans and specifications as prepared by the City of Farmington, Parks and Recreation Department, 325 Oak Street, Farmington, Minnesota, and indicated in the Request for Quotes, as provided by the Owner for: 2008 North Creek Park Trail and Outdoor Hockey Rink Surfacing Construction Project and to complete everything required by this Agreement. ARTICLE II The Contractor agrees that the Work contemplated by this Contract shall be fully and satisfactorily completed on or before Friday, August 15 2008. ARTICLE III The Contractor agrees to provide to the Owner a Certificate of Insurance listing the Owner as "additional insured" and having at least $1,200,000 per occurrence liability coverage. ARTICLE IV The Owner agrees to pay and the Contractor agrees to receive and accept payment in accordance with the prices quoted for the unit or lump sum items as set forth to those in the accepted Contractor's Proposal on file in the Office of the Parks and Recreation Director, the aggregate of which prices, based on the approximate schedule of quantities, is estimated at $47,699.24. ARTICLE V The Contract Documents shall consist of the following component parts: 1. The Proposal Form submitted by the Contractor. 2. Contractor's Certificate of Insurance listing the City of Farmington as "additional insured". 3. Special Provisions (if any) 4. Specifications (General and Specific Requirements) 5. This Agreement IN WITNESS WHEREOF, the parties have caused these presents to be executed as of the date first above written. CONTRACTOR: OWNER: BY: BY: ITS MAYOR ITS I r~ I 17 I I r IS A B c o ~<9if~~ ~~ "-c ~~ "'- --'" 1 @ ":,. ~ PARK INDEX naisy hl:oll tv F:oI:Ht'f, O.tkOI:l Coun. ' E~'ergrt:('n Knoll Elirl-lilh . F:lirhill Gre('~~::~:)er\{' P,umington Hill Dee HiD View l_'lkc- Juli3. P:~rk ~lead("n~e\' Middlt' CH..~kGre~ll\\~J); No(thCrt't" Pillt'KnoIl Pr:l~~e ~~:::: Wat{'f\\:lY Pr:une.V}' Ri"er I).\rk H..uub,h,ng . ki Arena "chmll:J. M>l Siln:rSpring:,;; T:lma ra,l.'k Troy Bill , . Vermillion (..f(l\e \X'esu'ie\\ A i! ;; f:j~ ~ !< '" '" ~ '" S.' f~ ~ '" ~ ~ F/JII".~ /(eg/()J1-1/1'r"'l ~~::,:. ~!.- r ,r @' ; ~ = ! ~ ~ -.......4, _..... /'V7VRE SOUTHCREEKGREHl1lIrAJ'". i':' ...,.,.....",. .~UTS""D/t ~ ., ,f,~ ,-{~j\l\i:. (V ~ ~.r': .~ : ~"!:.., ~-<.() ! .,. ~r.~ "l' i!;v.~"" ,. "OT"". B,2 H,C::! D: ~ 11,3 B: 2, 3, 4 C,3.~..\ 11,2 B: .2 H,C::! B: 4. 5 C: 5,6 C2 B.C: .; 0, E, 7 . E:5.6.7.~ C,O," CO,7 H: 2,J n. E: 5.11 11,3 Il,C~ C,D: 7 u ~ 03 0.15 0.3 Miles ':~~;;~?:~~:j~=;;~~~::::' B II o u c E N DrR CreR.IL ptif/L ~Trails ~ Rivers Ponds Iii Schools .- Greenways .. 0 en Spaces _ Parks & p E 5 6 7/ ' City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Council Members, (), City Administrator VJ Lee Smick, AICP ; Q 'Y... City Planner '"''DC) FROM: SUBJECT: Metropolitan Council's Informal Review DATE: June 16, 2008 INTRODUCTIONIDISCUSSION The Metropolitan Council recently performed an informal review on the City's 2030 Comprehensive Plan - 2008 Update that was submitted to them on February 12,2008. City staff received the informal review letter on June 9, 2008 (Ex. A). The Metropolitan Council's staff reviewed all aspects of the plan except the housing and sewer plan. Overall, the Planning staff was pleased with the informal comments from the Metropolitan Council with most comments only requiring minor text amendments. City staff has noted in red how the comments will be addressed and who will address them before the fmal plan is submitted on September 12, 2008. ACTION REOUESTED Information only. q7~ Lee Smick, AICP City Planner ~~.... Metropolitan Council ........ June 3, 2008 ej.A Lee Smick City of Farmington 325 Oak Street Farmington, MN 55024 JUN 0 9 2008 By Re: Informal Review of City of Farmington's 2008 Comprehensive Plan Update Metro litan Council District 16 (Brian McDaniel) Dear The Metropolitan Council staff informally reviewed the 2008 draft update of the Farmington Comprehensive Plan update (Update). Staff focused on whether the draft Update appeared to be complete and to identify any major system issues or policy conflicts. Time did not permit as thorough a review as will occur when the Update is officially submitted for Council review. Staff offers the following informal review comments. If you have questions about the staff comments, please contact the individual reviewers as identified. The informal review process found the following sections complete for review and did not identify any major system issues or policy conflicts: Aviation, Historic Preservation, Parks, Plan Implementation, Solar Access Protection, and Transit. The Housing section has not been reviewed at this time. Aviation (Chauncey Case, 651-602-1724) The draft Update is complete for review of the aviation element. Historic Preservation (Patrick Boylan, 651-602-1438) The draft Update contains historic preservation policies and detailed description of the Historic Preservation Planning Areas which address historic preservation. The City should be commended on the Update's detailed implementation strategies and objectives Plan Implementation (Patrick Boylan 651-602-1438) The draft Update has sufficient detail on official controls and tools to implement the City's Plan. Solar Access Protection (Patrick Boylan 651-602-1438) The draft Update is complete for review of the solar access protection element. Transit (Ann Braden, 651-602-1705, John Dillery 612-349-7"773) The transit section of the Update accurately reflects the Farmington System Statement. Several potential Park & ride locations and key bus stops are mentioned. The draft Update is an excellent, complete plan from a transit point of view. The following sections of the draft Update are considered complete but staff has identified issues that may require changes. Staff offers the following advisory comments with sections in alphabetical order. Parks (Jan Youngquist 651-602-1029) The Update is complete for review and conforms to the 2030 Regional Parks Policy Plan. Suggested . . . mmor reViSIOns: Chapter 3: Policy 4 (page 34) states that one of Farmington's roles as a developing community is to "designate additional areas for the regional park system that enhance outdoor recreation opportunities and serve important natural resource functions." www.metrocounciLorg 390 Robert Street North' St. Paul. MN 55101-1805 . (651) 602-1000 . Fax (651) 602-1550 . TrY (651) 291-0904 An Equal Opportunity Employer Lee Smick June 3, 2008 Page 2 . Designating areas for inclusion in the regional recreation open space system is the responsibility of the Metropolitan Council. The regional parks policy plan is developed with input from the local park implementing agencies (Dakota County) and communities. Council s~if ~u~ests r~oval f 7"'\ this statement from the Update. T~t yeVI5/PYl fk-yf<s ~. - L../. Chapter 8: Goals for Implementing the Park and Recreation Master Plan, Priority Number 3 (page 14 ) discusses the City adding regional trails to provide connections between schools, parks, commercial areas and other destinations. . The regional trail system is designed to provide connections within the regional parks and trail network. The Council encourages communities to provide local trail connections to other area destination. s. Council staff suggests removing the reference to~ trails, and just ~~er to j) adding trails to provide connections. -r~+ ,k"U)/S /tYU rt:. ~ - p . 2030 Parks and Recreation Master Plan: Pa e -the comments above for Chapter 8 apply. Cou cil staff commends the City for its thorough ark plan and for planning local connections to the regional trail system and the future regional park in Empire Township. Surface Water Management (Judy Sventek, 651-602-1156) The submission would be found complete for review for the Local Water Management plan element if this was a formal review of the City's 2008 Update. The current Update contains a Local Water Management plan as required by the Land Planning Act. This Local Water Management plan has been reviewed under separate letter by Council staff. The City sl}ould provide the Council with a copy of its Local Water Management Plan, following final adoption. (fhe City should also supply information to the Council on the date that the Vermillion River Watershed approved the plan and the date the City adopted the final plan.) As a reminder, if the Local Water plan is amended or significantly changed in the future, it will need to be resubmitted to the Council f~eview and),:oI1]1Jlent ~the sam~ime it is sj::nt to the VeflJljlli~n River W].teJ;:.I;)~sl.L )1 /_ a cr-rr~/1~c(/ e)<.L:/-5UPhf/-!- /6!fftY ~~tP/Ur1t!J /11 ~~ Transportation (Ann Braden, 651-602-1705) ~ - fi/d r-et/ restP~ d~ The Update appears to be complete. On Functional Classification, there are a few discrepancies between the Council's currently adopted functional classification map and that shown on Map 6.8 of the Farmington plan. For example: . The plan shows Vermillion River Trail as an AMA Connector between Hwy 3 and Biscayne: it is a B minor in the Council plan. . Farmington Plan shows CH 50 as an AMA Connector; it is a B minor in the Council's pian. . The Council shows 197111 between Hwy 3 and Biscayne and Biscayne between 197tl1 and CH 65 as a planned AMA connector. Functional classification change requests are typically made through the Council's TAB/TAC review process. .!f the City wishes to change the functional classification in conj~,tion with the ~<zvie'Y of its I / Update, it may do so as described in the attached letter. P/~CUS<6 ur ke-J//~ -:ffl~!1y ,//PHI'1S-tf11 Water Supply (Sara Bertelsen, 651-602-1035) The City previously submitted its water supply plan to the DNR using the Council's water supply plan template. The City's water supply plan was reviewed at that time; Council Staff sent comments the City and the DNR. It appears that with the informal submittal of its comprehensive plan, the City did not include its water supply plan templak. The final Update should attach the City's completed water supply plan template as an appendix of its comprehensive plan or include it in its water resources section. The :5t16 JrAIf- /IIdc:Y :?iI1f1j jJIIIA< '#1"( /a:te ~ !>>nes.jj/'?p Lee Smick June 3, 2008 Page 3 City should have only I water supply plan, which must meet both the Council's and the DNR's requirements. The following sections of the draft Update are considered incomplete. Changes in the draft Update are definitely needed before the Update is submitted to the Council for formal review. Aggregate Resources Protection (Jim Larsen, 651-602-1438) Farmington has aggregate resources within the City's boundary. The final draft needs to identify this attribute and develop policies in final Update to identify and prote~t aggregate resources. / A P LJ S-f / /V{!tv p~ C(tlIIY~9~e 111A:.p' if /r"-r~c:nt?Y/ meM ~ /11 tAf It Forecasts (Todd GraHafu, 65 f-602-1322) I' (' ~ At start of chapter 1, the Update states that Farmington has a current population of20,768. Met c~~cl estimates (to be certified this summer) show population of 18,008. While City's calculations are not fully explained, it appears the City is over-e' ., old size PPH multiplier. The City proposes population estimates that are igher than those communicated by Met Council - that needs to be changed or the City should request a population forecast change. Council Research can consider requests to revise 2020 and 2030 population. The Update is in agreement on forecasted households. Please note: . Tables 2.1, 6.1, and 6.2, forecasted employmen.!)020 should be the nUmPer communicated by Met Council: 8,400 jobs (text states 8,250). '1 ij-f 4M1~Jit:fM~JfI;r -- U~ . Table 6.2, the allocation of forecasts to TAZs does not match Met Council's forecast. Ifthe City ("'~ wants higher population forecasts for 2020 and 2030, the City should request a forecast revision. rtll..... ~ . Table 8.3 asserts a post-2030 build out population of 85,300, which seems high, even with annexation of new land. The final draft should clarify what time period (and on what land), the City ~JSPects this groWtBocC (the Council's ~030 p9pulation fore~~st i~2,00W. _~ /-1- ~t/lS/~11 -ro/r r~t-?.5/pH- z;. ~;5d/?#lIT Yetf:t/t'J-r ~r fitreCAC-r~ f1 ~ Individual Sewaee Treatment Svste aSTS) Proeram (Jim Larsen, 651-602-1159) The formal submission should incorporate additional information (presented below) to clarify the City's Individual Sewage Treatment System (ISTS) management program. The submission indicates on page 17 of the draft February 2008 Comprehensive Sewer Policy Plan (CSPP) document that there are currently less than 100 ISTS in operation in the City. The draft document also states that standards for installation, operation, and maintenance are consistent with Minnesota Pollution Control Agency 7080 Rules, Dakota County Environmental Management Ordinance 113, and City Code Chapter 3 requirements. The latter is included in the CSPP Appendix F. To be complete for revie\v, Council Staff requests the formal submission document be revised to include the following: . a best available information estimate of the number ofISTS in the City's 'tracking and notification database'; and, ~:"6/<,. q / I~ -St+eS . some description in the text regarding the City's ISTS required maintenance notification and tracking system and how the enforcement element is handled to insure maintenance is erformed ina timely fashion. flVcLtIpe ~-r a~teI- M,u#-kf1~ Ye:ff-:~ ~ qt- /I1Clt-ld!C peJ//1f/r ~/tt?/(//11f ? '/H1 ,reCttJ~ Land Use (Patrick Boylan, 651-602-1438) The Regional Development Framework (RDF) designates the City of Farmington as a Developing Geographic Area. To be consistent with regional policy, the overall density of the City must be at least 3 residential units per acre. Farmington has an overall net density of 3.54 units per acre for residential development between 2000 and 2007. The draft Update has detailed land use categories, including Lee Smick June 3,2008 Page 4 density ranges for guided residential land. The City is commended for the six detailed neighborhood "district" area plans. Note: the final Update should include: . . Minimum and maximum ranges for residential density stated on the.luture Land Use map.-:ikw rt:UU!~ . A surface water features map. /PC-t-l./pe- ~ /11 ~ ~ ~ au P'Ud(! I (f-! 1-8 )u/a~ Wastewater (Roger Janzig 651-602-1119) On pages 20 and 22 the City identifies areas of Empire Township, Castle Rock Township and Eureka Township for future annexation. The plan shows how the City would provide wastewater services to serve these areas and to guide their development. Unless the City has an orderly annexation agreement in place, the Council can not acknowledge th~ City's planning for these areas. Development wit\1in these. . L ~ra. townships will be .E;ui<j.ed as P;:r their co~np. ehe~s}ve plws. IAI e,L-t/ IN!!!'- 6rt&er;vt M1/A ~<-r'/crv1 / v7 }'Y1 AI?> ~~r Z/J1;C p / y-~ C~7/'t' ^~?R- I Text on Page II indIcates that the Lake ille-Farmington interceptor will carry an average flow of up to 3.3 mgd from Elko-New Market. The flow projections for Elko-New Market are 1.5 mgd by 2030, not 3.3 mgd. pC)Jtc:~-IP"//t? y-o/-I- V~!/IJ/~~ The City identifies ultimate intercommunity flows into the MCES interceptor from upstream communities as well from portions ofthe City of Farmington on page 16. The design flows in Table 4.1 do not l..If/rL- represent MCES projections and will not be approved as part of the City's Plan. tfp~~5ffaP '1'C/;c--T 'l ~ ///S/t?J? ~al>}i~J}~~skl?9~J~ut 20~ MU~ ~~~g ~ reS";t;;;e Final formal submittal of the CPU u da . need to be a "complete" version of the Plan and include the Comprehensive Sewer Plan. The informal Plan did not include the ewer Plan. The sewer pl~,nA'JJ <ej)1- /2-14. submitted prior to the full informal CPU submittal. 73ft/bPl/ f {!.L7~ /e'fe ~ on '/ . In summary, the submitted draft Update is missing a number of items. If you have any questions or need further information with respect to the previously discussed matters, please contact Patrick Boylan, Sector Representative at 651-602-1438. S~';jfelY' / ." " ( .- / .:~! ':i.f';f,fti /J Ifd'--1 /'i<)# 7---" P ylli5"Hanson, Manager Local(PIanning Assistance Cc: Brian McDaniel, Metropolitan Council District 16 Patrick Boylan, Sector Representative Cheryl Olson, Referrals Coordinator N :\CommDev\LP A \Communities\Farmington\Letters\2008 INFORMAL CPU Review.doc October 26, 2007 To Whom it may Concern, The Metropolitan Council and the Transportation Advisory Board (TAB) are giving cities and counties the opportunity to review and approve changes to the functional classification of their streets and highways that result from the Comprehensive Plan update. In the past, the Council has not approved any functional classification changes as part ofthe local comprehensive plan process. This has lead to confusion and has delayed needed changes. This review is voluntary. We do not believe it will require significantly more work for cities and counties at this time, and ultimately, it will probably reduce your work. In order to compete for federal funding in the Regional Solicitation conducted by the TAB, city or county streets must be appropriately classified and consistent with the regionally adopted Functional Classification Map. If all these changes can be identified and processed within the plan review process, time and work should be saved. The city/county will have to identify the streets that are changing classification, the existing and future classifications, the termini and how these changes meet the established criteria. New local streets or changes to local classifications do not require addressing the criteria. The Metropolitan Council has a set of resources related to the regional roadway functional classification process on the website at: http://www.metrocouncil.org/planning/transportationlFuncRdwvClasslindex.htm Instructions on changing functional classifications and the electronic form is available at: http://www.metrocouncil.orglplanning/transportationlFuncRdwvClass/currentfunclasses.htm These instructions explain how communities can quickly prepare functional roadway classification change requests and submit these requests to the Council. You may need to refer to the Transportation Policy Plan for detailed descriptions ofthe classifications. The definitions are also available on-line at: http://www.metrocouncil.org/planning/transportation/FuncRdwvClass/Definitions.htm When the city/county sends its draft comprehensive plan to the adjacent cities/counties to review, a copy would be sent to the Metropolitan Council offices (attention David Vesse!) with the material noted above. Council staff will review each change request or new street addition and present them to the TAC Planning Committee (city/county staff will be invited to attend this meeting but it is not required). Staffwill then provide the city/county with the committee's recommendations to either: 1) allow the change to occur once the plan is adopted, or 2) to note the inconsistencies with the functional classification criteria that have to be addressed before the classification change can be finalized. The recommendations of the TAC Planning Committee would be sent back to the city as soon as possible, but at least within the six-month review period. Ifinconsistencies are found, the city/county would be requested to make corrections to the classification changes and resubmit them to the TAC. Ifno modifications are needed, once the final plan has been submitted, the T AC Planning Committee recommendations would be 5 forwarded to the T AC for approval. The functional classification changes would be made official when the MC review is satisfactorily completed. Please remember this is a voluntary process. The Council/TAB believe this will result in an overall time savings for many cities/counties. If you have questions, please call or e-mail David Vessel at 651-602-1646 dave.vessel@metc.state.mn.us . Sincerely, Connie Kozlak Manager Systems Planning Metropolitan Transportation Services Phyllis Hanson Manager Local Planning Assistance Metropolitan Council Community Development 6 G:;<.g Vermillion River Watershed Joint Powers Organization 14955 Galaxie Avenue ~ Apple Valley, MN 55124 952.891.7142 ~ Fax 952.891.7031 June 3, 2008 Mr. Kevan Soderberg Mayor, City of Farmington 325 Oak Street Fannington, MN 55024 RE: Approval of City of Farmington Local Surface Water Management Plan Dear Mr. Soderberg: The Vermillion River Watershed Joint Powers Organization (VRWJPO) is pleased to notify you that the Vennillion River Watershed Joint Powers Board (JPB) approved the City of Fannington Local Surface Water Management Plan submitted on February 15,2008 and revised on May 6, 2008 to incorporate the comments provided by the VR WJPO and the Metropolitan Council. The JPB approved the City's fmal Plan (plan) at its May 22, 2008 meeting in accordance with Minnesota Statutes ~ 103B.235 Subd. 3. Pursuant to Minnesota Statutes ~ 103B.235 Subd. 4, the City must adopt and implement the Plan within 120 days (no later than September 19,2008) and must amend its official controls accordingly within 180 days (no later than November 18, 2008) after the VRWJPO approval. The City should notify the VRWJPO of its adoption of the Plan and submit its amended official controls for review and comments. Upon receipt ofthe resolution adopting the Plan by the Farmington City Council, and a letter of request, the City is eligible for $2,000 in funding from the VRWJPO for assistance with updating City ordinances and controls to implement the Plan. Please contact Laura Jester at 952-891-7011 for further correspondence. Sincerely, ~ Joseph A. Harris, Commissioner and Chainnan Vermillion River Watershed Joint Powers Board c: Jennifer Collova, City of Fannington Natural Resources Specialist Emily Resseger, Bonestroo & Associates David Swenson, Dakota County Water Resources Director and VRWJPO Administrator Paul Nelson, Scott County Natural Resources Director and VRWJPO Co-Administrator Laura Jester, Dakota County SWCD, VRWJPO Administration Tae Kim, Dakota County Water Resources Engineer City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us SUBJECT: Mayor & Councilmembers Peter J. Herlofsky, Jr., City Administrato~~~'; ( / \, / Supplemental Agenda 0 TO: FROM: DATE: June 16, 2008 It is requested that the June 16,2008 agenda be amended as follows: AWARD OF CONTRACT 7 (k) Approve On-Sale Liquor License Addendum - Administration Farmington Lanes is requesting an addendum to their liquor license to include a patio. Respectfully submitted, "-~ t/ ~1 \ II / // ,// t / f // ..<r::Y ..-;.. Q "L.' I / .~>/ \ 'A--" ----/" (7---- " P~t~; 1. Herlofs~y(Jr., j . City Admini~rfitor , "/t,,....~ City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, COWlcil Members, City Administrator (r#- FROM: Lisa Shadick, Administrative Services Director SUBJECT: Liquor License Amendment - Farmington Lanes DATE: June 16, 2008 INTRODUCTIONIDISCUSSION Pursuant to City Ordinance 3-12-14, any enlargement, substantial alteration or extension shall not be allowed unless the council approves an amendment to the liquor license. Farmington Lanes currently holds an On-Sale and Sunday Liquor License for 2008. Attached is a letter from Farmington Lanes requesting an amendment to their license to include the fenced in patio area adjacent to the south side of the building. BUDGET IMPACT No fee has been established for this type of license amendment. ACTION REQUESTED Approve the request from Farmington Lanes to amend their On-Sale and Sunday Liquor License to include the fenced in patio area on the south side of the building. Respectfully submitted, ~ tf~q~ Lisa Shadick Administrative Services Director 651.463.7811 www.farmingtonlanes.com City Council Members: We the owners of Farmington Lanes respectfully request an addendum to our liquor license to include our patio. The area is a pavered patio, roughly 480 square feet, pie shaped, on the south side of the building, enclosed by a chain link fence to the south, building to the north and east, and a white picket fence to the west. This patio is primarily used as a location for patrons to smoke outside of the business without using the two front entrances ofthe facility. We have the patio available for use between the hours of 11 a.m. and 11 p.m. If you have any questions, please feel free to contact me at the bowling center. Thanks in advance for your consideration. Sincerely, Michael Klimpel, President Farmington Lanes /8>c:::L City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Council Members, ~/ City Administrator \jJ Lee Smick, AICP - 091' City Planner oC> FROM: SUBJECT: Adopt Resolution - Allina Medical Addition Preliminary and Final Plat DATE: June 16, 2008 INTRODUCTION Allina Hospitals & Clinics has submitted a preliminary and final plat that would create two (2) commercial lots east of TH 3 and north of 213th Street (Exhibits A, B & C). The 3.59 acre property to be split is zoned B-1 (Highway Business) and is planned for commercial uses. The Planning Commission unanimously recommended approval of the preliminary and final plat at their meeting on June 10, 2008. DISCUSSION Anna's Bananas Daycare (Lot 1) is proposed for the north lot and Allina Medical Clinic (Lot 2) is proposed to be located on the south lot. Lot 1 will contain 1.34 acres and Lot 2 will contain 2.25 acres. The site plan for the 13,468 square-foot Allina Medical Clinic was approved by the Planning Commission on February 12, 2008 (Exhibit D) and the site plan/CUPNariance was approved for the 14,036 square-foot Anna's Bananas Daycare by the Planning Commission on May 13,2008 (Exhibit E). Access to both proposed uses will be from 9th Street. Drainage and Utility Easements The applicant is proposing to plat the property to not only split the lot into two lots, but to also plat the required drainage and utility easements. An easement at approximately 45 feet in width is proposed along the north and west sides of Lot 1 and some of Lot 2 on the west. An additional 20-foot wide easement is proposed on the west central side of Lot 2. Finally, to-foot wide easements are proposed along the remainder of the property lines, except at the common property line which shows 5 feet on either side. A vacation of the existing drainage and utility easements will need to be acted upon before the preliminary and final plat is recorded. A public hearing is set for July 7, 2008 at the City Council meeting to request this vacation. This will be a contingency of the approval of the Allina Medical Preliminary and Final Plat. Park Dedication Park dedication is not required for this property since it was taken when the Giles Commercial Addition was platted. Engineering The City Engineer has reviewed the plat and recommends approval of the preliminary and final plat. ACTION REOUESTED Adopt a resolution approving the Allina Medical Addition Preliminary & Final Plat contingent upon the following requirements: 1. The satisfaction of any engineering and planning comments. 2. The applicant vacates the existing drainage and utility easements before the final plat is recorded. Respectfully submitted ''I ~miC~ AICP City Planner cc: Allina Hospitals & Clinics RESOLUTION NO. APPROVING PRELIMINARY & FINAL PLAT AND AUmORIZING SIGNING OF FINAL PLAT ALLINA MEDICAL ADDITION Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 16th day of June, 2008 at 7:00 P.M. Members Present: Members Absent: Member introduced and Member _ seconded the following: WHEREAS, an application meeting City requirements has been filed seeking Preliminary and Final plat review and approval of the Allina Medical Addition; and WHEREAS, the Planning Commission held a public hearing for the Preliminary and Final plat on the 10th day of June, 2008, preceded by 10 days' published and mailed notice, at which all persons desiring to be heard were given the opportunity to be heard thereon; and WHEREAS, the Planning Commission reviewed and recommended City Council approval of the preliminary and final plat at its meeting held on the 10th day of June, 2008; and WHEREAS; the City Council reviewed the preliminary and fmal plat; and WHEREAS, the City Engineer has rendered an opinion that the proposed plat can be feasibly served by municipal service. NOW, THEREFORE, BE IT RESOLVED that the above preliminary and final plat be approved and that the requisite signatures are authorized and directed to be affixed to the fmal plat with the following conditions: 1. The satisfaction of any engineering and planning comments. 2. The applicant vacates the existing drainage and utility easements before the final plat is recorded. This resolution adopted by recorded vote of the Farmington City Council in open session on the 16th day of June, 2008. Mayor Attested to the _ day of June, 2008. City Administrator ,,';~(;:';'.~~ 1;;.'1l~..;--.~' II' (1..' 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J · I .r j ~ H' ., ;" :'.i 1 ~ ilf"; t - i 'i' ". ". "1' . F ! i . S J! . .. i i it 1". j ~ lib: I i I . ! i ill J n Ii i m ~ , z() ~ -' 0.. w IL <l: U d) Q ~ -' -::; ~----~,",:,_..-",= lOb City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Council Members, and City Administrator FROM: Todd Reiten, Director of Municipal Services SUBJECT: Converting City Water Meters to Orion Reads DATE: June 16,2008 Introduction At the April 2008 Water Board meeting, the Water Board made the decision to replace existing manual readers/water meters and trace readers in the City's Residential and Commercial accounts to Orion radio reads. Back2:round There are currently 6,031 water meters in the City of Farmington; 2,368 trace reads, 2,951 manual reads and 712 Orion reads. Presently it takes staff between seven and ten days to read 25% of the meters in the City, because of all the different readers we have scattered throughout the City of Farmington. Radio read meters would allow all of the meters in the entire City of Farmington to be read in half a day. The Water Board directed City staff to advertise for bids to convert all ofthe cities water meter readers to radio readers. One bid was received that met City specifications and the Water Board awarded the bid to Dakota Supply Group on May 27,2008. Installing Orion radio readers throughout the City will provide uniformity and accuracy in reading water meters. Strate2:ic plan/2:oal To have all City of Farmington water meter accounts to be read by radio capability by the end of 2008. We expect to upgrade approximately 3000 existing water meters and readers from manual read to radio read and approximately 2300 existing homes from trace reads to radio read modules. Action requested This is for information only. Procedural details will be shared at a future meeting. ---./~cb Todd Reiten Director of Municipal Services JICL City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: City Hall Budget Update DATE: June 16, 2008 INTRODUCTION / DISCUSSION Attached is an updated project budget for the new City Hall. If there are any questions, please let me know. ACTION REOUESTED For your information. R~speetfoIlys ffii4 Peter J. Herlofs , Jr. City Administr tor CMuller/Herlofsky/Council Memos/City Hall Budget Update City of Farmington City Hall Project Change orders Descri tion #1 9/6/2007 Water connection to "Duebers" building. Requested by building owner. To be reimbursed #2 9/26/2007 Modify elevator to larger size cab #3 10/31/2007 Piping revisions per Minnesota Plumbing review #4 10/31/2007 Wellhouse drainage improvement (water fund) #5 11/30/2007 Additional clean out - sanitary sewer pipe #6 11/30/2007 Remove light fixture-So side First Street garage #7 4/7/2008 Eliminate transom lights above conference rooms #8 4/7/2008 Fabric on acoustic panels-Council chambers #9 4/7/2008 Relocate vehicle outlets from east to west side of building to provide visitor parking #10 4/7/2008 additional conduit-microphone wiring Council chal #11 4/7/2008 revisions to power, data & microphones Amount 1,844.00 960.00 960.00 210.00 210.00 3,423.00 278.00 278.00 (740.00) (740.00) (564.00) (564.00) (325.00) (325.00) 4,915.00 4,915.00 3,873.00 3,873.00 2,620.00 2,620.00 16,494.00 11,227.00 ~ ~ i\3 o o 0> '0 Cil '0 III ~ ~ ." S' III :::J !il o CD '0 III ;::a. 3 CD a -0 .2. 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DISCUSSION City staff has analyzed our telephone needs and has determined that it is time to change from our current PBX telephone system to Voiceover IP (VoIP). Originally, the City considered having the LOGIS consortium provide V oIP services for the City and received preliminary numbers in 2007 to incorporate into the City's budget. Upon further review, concerns with the City's dependence on LOGIS for computer systems support and the telephone system arose. Additionally, staff believed it was prudent to explore other telephone systems comparing cost including leasing options, functionality, redundancy, and hosted and non-hosted solutions. The City evaluated not only the current Frontier system but also systems by Nextera, Cisco, and ShoreTel. All systems would meet or exceed City expectations with regards to functionality and redundancy. However, the ShoreTel solution provides a more cost effective solution that is very user friendly. ShoreTel is a pure IP solution that is scalable, reliable and easy to install, manage and use. Additionally, it is built to continue operating even in the event of a wide area network failure. ShoreTel offered two lease options. Option 1 is a fair market value lease with a buy-out of approximately ten percent (10%) of the cost of the system at the end of the lease period. Option 2 is a one dollar ($1.00) buyout at the end of the lease period. City staff is recommending that we proceed with Option 2 and take the steps necessary to enter into a sixty (60) month lease agreement for the lease and eventual purchase of the ShoreTel VoIP telephone system. The actual lease agreement with the actual lease amount will be presented at a future meeting for Council approval. BUDGET IMPACT The funding for this project is included 2008 budget for the amount of approximately $168,000.00 and the estimated cost of the ShoreTel system is $103,000.00. ACTION REOUESTED For information only. Respectfully submitted, "~)~ '/'., / //,/ ~ . r;dZt/{fe{~/~ It/df- I Brenda Wendlandt Human Resources Director cc: File /cJ/; City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Admioistrator () FROM: Kevin Schorzman, P.E., City Engineer SUBJECT: Approve Change Order #3- Fair Hills Slope Stabilization Project DATE: June 16,2008 INTRODUCTION Council awarded the Fair Hills Slope Stabilization at the August 6,2007, City Council meeting. DISCUSSION The original concept for the trail repair on this project contemplated a small amount of bituminous patching followed by a leveling course to fill in depressions and ruts in the trail. Once this work was completed, a one-inch bituminous overlay was to be placed on the trail. The as-bid cost for this work was $40,344.70. Late last fall, staff noticed that the condition of the northern part of the trail was such that many more areas would likely need to be patched than originally estimated on the plans which would increase the patching quantities and the overall cost of the project. This spring, staff met with the contractor to discuss options. The contractor was asked to provide pricing to overlay approximately the south one-third, and completely reconstruct the north two-thirds of the trail. The pricing for the overlay and reconstruct totaled $32,503.31. The work was completed this spring, and the cost of the overlay and reconstruct totaled $31,192.46. This resulted in a net project savings of$9,152.24. BUDGET IMPACT The change order resulted in a project cost savings of $9,152.24, which will offset increased project costs from Change Order #1 and #2. Fair Hills Slope Stabilization Change Order 3 June 16,2008 Page 2 ACTION REOUESTED Approve, by motion, the attached change order in the amount of -$9,152.24. Respectfully Submitted, ~~ Kevin Schorzman, P .E. City Engineer cc: file .. Bonestroo Owner: City of Farmington, 325 Oak Street, Farmington, MN 55024 Date June 10, 2008 Contractor: Sunram Construction Inc., 20010 75th Ave. North, Corcoran, MN 55340 Bond Company: West Bend Mutual Insurance Company (WI), ,P.O. Box 620976, Middletol Bond No: 0908644 CHANGE ORDER NO, 3 FAIRHILLS POND SLOPE STABILIZATION PROJECT BONESTROO FILE NO. 000141-05252-0 Description of Work The Change Order accounts for the change in the construction of the bituminous trail. The existing bituminous trail from station 5+50 to station 16+00 was removed and a new trail section was constructed. The new trail section includes a six inch aggregate base and a three inch bituminous section. The trail from station 0+00 to station 5+50 had a one inch bituminous overlay placed on the existing surface. The trail related items for the project were re-bid to account for the change in the quantities to complete the construction of the new trail. This change order accounts for the new bid items as well as the deduction of the original contract items related to the trail work. Contract Unit Total No, Item Unit Quantity Price Amount CHANGE ORDER NO, 3 SAWING BITUMINOUS PAVEMENT LF 24 $3.00 $72.00 REMOVING BITUMINOUS PAVEMNT. SY 1066 $235 $2,505.10 3 COMMON EXCAVATION - TRAIL OR SIDEWALK. CY 52 $5.00 $260.00 4 AGGREGATE BASE, CLASS 5. TN 158 $21.2 5 $3,357.50 5 BITUMINOUS TRAIL PATCHING. TN 10 $105.00 $1,050,00 6 BITUMINOUS LV 3 WEARING COURSE MIXTURE. TN 202 $6878 $13,893.56 7 BITUMINOUS OVERLAY, TYPE LV 4 WEARING COURSE. TN 48 $73.50 $3,528.00 8 BITUMINOUS MATERIAL FOR TACK COAT. GAL 50 $2.10 $105.00 9 CONCRETE PEDESTRIAN CURB RAMP SF 215 $10.82 $ 2, 326. 30 10 TRUNCATED DOME PANEl. SF 48 $26.25 $1,260.00 11 B618 CONCRETE CURB AND GUTIER LF 100 $2835 $2,835.00 DEDUGION, ORIGINAL BID ITEM FOR SAWING 12 BITUMINOUS PAVEMENT LF 200 ($250) ($500.00) DEDUGION, ORIGINAL BID ITEM FOR REMOVING 13 BITUMINOUS PAVEMENT SY 200 ($260) ($ 520.00) DEDUGION, ORIGINAL BID ITEM FOR COMMON 14 EXCAVATION, TRAIL OR SIDEWALK. CY 80 ($3045) ($2,436.00) DEDUGION, ORIGINAL BID ITEM FOR AGGREGATE BASE, 15 CLASS 5. TN 30 ($3565) ($1,069.50) DEDUGION, ORIGINAL BID ITEM FOR BITUMINOUS TRAIL 16 PATCHING. TN 30 ($8925) ($2,677.50) DEDUGION, ORIGINAL BID ITEM FOR TYPE LV 4 NON 17 WEARING COURSE MIXTURE (B) TN 12 ($8925) ($1,071.00) DEDUGION, ORIGINAL BID ITEM FOR BITUMINOUS LEVELING COURSE, TYPE LV NON WEARING COURSE 18 MIXTURE. TN 250 ($7350) ($18,375.00) 14105252CH03 Contract Unit Total No, Item Unit Quantity Price Amount DEDUGlON, ORIGINAL BID ITEM FOR BITUMINOUS 19 OVER LA Y, TYPE LV WEARING COURSE MIXTURE. TN 100 ($7350) ($7,350.00) DEDUGlON, ORIGINAL BID ITEM FOR BITUMINOUS 20 MATERIAL FOR TACK COAT. GAL 180 ($525) ($945.00) DEDUGlON, ORIGINAL BID ITEM FOR CONCRETE 21 PEDESTRIAN CURB RAMP. SF 215 ($1082) ($ 2,326. 30) DEDUGlON, ORIGINAL BID ITEM FOR TRUNCATED DOME 22 PANEL. SF 48 ($2625) ($1,260.00) DEDUGlON, ORIGINAL BID ITEM FOR B618 CONCRETE 23 CURB AND GUTTER. LF 64 ($2835) ($1,814.40) TOTAL CHANGE ORDER NO, 3: ($9,152.24) 14105252CH03 Original Contract Amount Previous Change Orders This Change Order Revised Contract Amount (including this change order) CHANGE IN CONTRACT TIMES Original Contract Times: Substantial Completion (days or date): Ready for final Payment (days or date): Increase of this Change Order: Substantial Completion (days or date): Ready for final Payment (days or date): Contract Time with all approved Change Orders: Substantial Completion (days or date): Ready for final Payment (days or date): Recommended for Approval by: BONESTROO Approved by Contractor: SUNRAM CONSTRUCTION INC. Date cc: Owner Contractor Bonding Company Bonestroo & Assoc. 14105252CH03 Date: $298,352.20 $6,351,65 -$9,152.24 $295,551.61 Approved by Owner: CITY OF FARMINGTON Date J Of c... City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Joint Resolution - Contractual Ambulance Service DATE: June 16, 2008 INTRODUCTION The Executive Management Committee has recommended that the ALF Board and the City Councils of the member cities authorize staff to proceed with seeking ambulance service from qualified service providers. DISCUSSION The following information is attached: - Letter to the ALF Board of Directors - Joint Resolution Approving Budget and Authorizing the ALF Ambulance Service to Pursue and Perhaps Enter into a Contract to Provide Contractual Ambulance Service - ALF Operational Analysis Action Plan - Request for Proposal for Contractual Emergency Medical Services BUDGET IMPACT The contractual arrangement would result in no further tax subsidies from member Cities. ACTION REOUESTED Approve a Joint Resolution approving the budget and authorizing the ALF Ambulance Service to pursue and perhaps enter into a contract to provide contractual ambulance service. Resp~~tfully-s. bmitted, /~ Cmuller/Herlofsky/Council memos/ALF Contractual Services 6-16-08 May 28, 2008 ALF Board of Directors ALF was created more than two decades ago in response to the desire to improve the quality of care related to emergency management services for our communities. Since its inception, patient care has always been a priority. As the communities grew and the demographics changed, ALF responded by properly allocating staffing, technology enhancements and equipment resources to best meet service needs. ALF currently deploys two ambulances with paramedics scheduled to serve on 24 hour shift rotations and one ambulance staffed on 10 hour shift rotations. The paramedics assigned to the 24 hour shift ambulances work approximately 2912 hours per year as opposed to a traditional work schedule in other professions of approximately 2080 hours per year. As such the paramedics rely on "off peak" hours to rest. However, the opportunity for staff to receive adequate rest diminishes as the communities continue to grow. Other ambulance services providers have recognized that it is not reasonable to expect employees to provide quality health care if they are deprived of consistent sleep opportunities. ALF is the last metropolitan area ambulance service still operating with 24 hour shifts. The issue of transitioning to other shift alternatives (such as 8, 10 or 12 hour shifts) has been discussed by ALF staff and the Executive Management Committee. However, a viable plan has yet to be developed which adequately addresses an implementation plan. The Operational Analysis Report was therefore developed to provide the framework for evaluating the various service options. After careful review of the various service options, it is the recommendation of the Executive Management Committee that the Board and the City Councils of the member cities authorize staff to proceed with seeking responses from qualified service providers. If the ALF Board determines that a contractual ambulance service is in the best interests of the member communities, it will proceed with execution and implementation of such an arrangement. Under a contractual service arrangement, ALF would enter into an agreement with an Emergency Medical Service (EMS) ambulance provider. The contract would provide explicit terms which would clearly delineate the expectations of quality of care. The contractor would be responsible for defined response times, the number of ambulances, location of the ambulance base of operation and deployment policies. The primary advantages of contractual operations are as follows: a) Ambulance staffing Under the Operations Management structure, ALF has historically relied on casuals (part-time personnel to staff the ambulance when full time staffs are not available). In recent years, recruitment and retention of casuals to serve the 24 hour shift or a segment of a shift has become more challenging. Contract ambulance providers typically are not as challenged as are smaller organizations such as ALF because of the depth in number of paramedics within their organization. b) Administrative management and expertise Depending on the Contractor selected, many ambulance services have a large base of professional administrative staff with extensive experience in their respective fields of specialized expertise such as human resources, personnel scheduling and management, systems status management, fleet management and patient billing and collection departments. c) Scheduling transition ALF has not been able to successfully develop a transition plan to schedule other than the current 24 hour shifts. The contractor would implement schedules which address the needs of the organization and community. The contractor would address the need to provide additional ambulances during peak call periods. d) Fleet management ALF has five ambulances, three of which are on daily active duty - two are in reserve in the event one or more of the daily activity ambulances are out of service. Contractors typically have a pool of ambulances from which they transfer between service areas as needed. Contractors also have professional expertise on staff to address fleet maintenance and acquisition issues. e) Cost effectiveness The member Cities currently provide a tax subsidy to ALF. It is the expectation that a contractual arrangement would result in no further tax subsidies. ALF also provides standby services for community events and first responder training for police and fire departments of the member cities; it is the expectation that the contract provider will continue the tradition at no cost to the member cities. 2 On behalf of the Executive Management Committee, we look forward to working with the Board of Directors during the evaluation and decision making process in formulating a strategic direction for the future ambulance service for our communities. Respectfully submitted CIJeter J{erfojsk.J Peter Herlofsky Executive Management Committee Chair 3 CITIES OF APPLE VALLEY, FARMINGTON AND LAKEVILLE DAKOTA COUNTY, MINNESOTA JOINT RESOLUTION RESOLUTION APPROVING BUDGET AND AUTHORIZING THE APPLE VALLEY, LAKEVILLE, FARMINGTON (A.L.F.) AMBULANCE SERVICE TO PURSUE AND PERHAPS ENTER INTO A CONTRACT TO PROVIDE CONTRACTUAL AMBULANCE SERVICE WHEREAS, the Cities of Apple Valley, Lakeville and Farmington have entered into a joint powers agreement pursuant to Minnesota Statutes 99471.476 and 471.59 for the purpose of providing advanced ambulance services; and WHEREAS, the ALF Executive Management Committee has evaluated various options with respect to providing ambulance service and has concluded that a contractual ambulance service may best serve the needs of the member communities because of their staffing capacity, administrative management and expertise, ability to address scheduling and fleet management structure, provide cost effective quality services and WHEREAS, the ALF Executive Management Committee has prepared and submitted to the ALF Board of Director~ a Request for Proposals ("RFP") for Contractual Emergency Medical Services which has been approved by the ALF Board; and WHEREAS, the ALF Board, based on the recommendations of the Executive Management Committee, has unanimously recommended that the member communities concur and support the ALF Board pursuit of a possible contractual arrangement that would improve the quality of care related to ambulance service care for the member communities in a cost effective manner and WHEREAS, pursuant to the Joint Powers Agreement the ALF Board has prepared and submitted to the member communities a budget for 2009 in advance of the contractual arrangement for ambulance service. WHEREAS, the Board will remain within budget if the Board approves a contractual service agreement for ambulance services. NOW, THEREFORE, BE IT RESOLVED by the City Councils of the City of Apple Valley, Lakeville and Farmington, Minnesota: 1. The 2009 ALF budget is approved. 2. The ALF Board is authorized to solicit and review proposals for contractual ambulance services and if deemed by the ALF Board to be in the best interests of the member communities, enter into a contract for ambulance services. 138900vOl 1 RNK:05/28/2008 3. That this Joint Resolution may be adopted contemporaneously by separate actions of the City Councils of the Cities of Apple Valley, Lakeville and Farmington and execution of each city's respective signature and attestation page. 138900vOl 2 RNK:05/28/2008 SIGNATURE AND ATTESTATION PAGE FOR THE CITY OF APPLE VALLEY APPROVED AND ADOPTED this Council of the City of Apple Valley, Minnesota. day of , 2008, by the City CITY OF APPLE V ALLEY BY: Mary Hamann-Roland, Mayor ATTEST: Pamela Gackstetter, City Clerk 138900vOl RNK:05/28/2008 3 SIGNATURE AND ATTESTATION PAGE FOR THE CITY OF LAKEVILLE APPROVED AND ADOPTED this Council of the City of Lakeville, Minnesota. ATTEST: Charlene Friedges, City Clerk 138900vOl RNK:05/28/2008 day of , 2008, by the City CITY OF LAKEVILLE BY: Holly Dahl, Mayor 4 SIGNATURE AND ATTESTATION PAGE FOR THE CITY OF FARMINGTON APPROVED AND ADOPTED this Council of the City of Farmington, Minnesota. day of , 2008, by the City CITY OF FARMINGTON BY: Kevan Soderberg, Mayor ATTEST: Peter Herlofsky Jr., City Administrator 138900vOl RNK:05/28/2008 5 ALF Ambulance Operational Analysis Action Plan As of June 5, 2008 · Presentation to EMC. June 5 · Presentation to ALF Board o Budget o RFP process June 10 · Presentation to Collective Bargaining units June 11 · Distribution of public communications to Public Safety Agencies June 11 . City Councils approval of Resolution: Budget + Contractual process o Apple Valley June 26 o Lakeville June 16 o Farmington June 16 . Presentation to Townships 0 Empire June 24 0 Castle Rock July 8 0 Eureka July 14 . RFP process 0 Distribution to Potential Contractors June 27 0 Bidders conference July 15 0 Deadline for Submittal of proposals Aug5 0 Evaluation of Proposals - completed Aug 26 0 Contractor interviews Sept 3 - 5 0 EMC evaluation of Proposals Sept 11 0 Board evaluation of Proposals Sept 16 0 Submit Application to EMSRB Sept 17 0 Contract negotiation completed Oct 6 0 EMC consideration of contract + letter of intent Oct 10 0 Boards consideration of contract + letter of intent Oct 15 . Contract effective date Jan. 2,2009 ALF AMBULANCE PARAMEDIC 4F Request for Proposal Contractual Emergency Medical Services PROPOSAL DUE DATE: August 5, 2008 2:00 p.m. C.S.T. (hand delivered) ALF Ambulance 15000 Hayes Road Apple Valley, Mn. 55124 (mailed to) ALF Ambulance 7100 West 14 ih Street Apple Valley, Mn. 55124 Brian Landhuis Interim Administrator 952-953-2660 1 Table of Contents Paae 1. Introduction 2. Background a. Overview b. ALF Ambulance Organization c. License and Geographic Service Area d. Operations e. Collective Bargaining Agreements 1. Statistics i. Demographics ii. Call information ii i. Response times iv. Mutual Aid v. Helicopter transports vi. Hospital Transports g. Dispatching - Dakota Communications Center h. Medical Direction i. Education function j. Fleet k. Mutual Aid Agreements. 3. Responses to the Request For Proposals 4. Minimum Requirements 5. Other committments 6. Contract Options 7. Instructions to Proposers 8. Evaluation Process 9. Schedule of Events 2 REQUEST FOR PROPOSAL Contractual Emergency Medical Services 1. Introduction ALF's mission is to "Provide and promote the highest quality compassionate emergency care." ALF Ambulance (ALF) is soliciting written Proposals from qualified organizations for service of advanced life support ambulance service. An Agreement will be pursued with a Contractor who, in ALF's judgment, can provide quality patient care in a cost effective manner. A Contract will be pursued for an initial three year term with the option to renew in successive three year terms. 2. Background Overview ALF was created more than two decades ago in response to the desire to improve the quality of care related to emergency medical services for our communities. Since its inception, patient care has always been a priority. As the communities grew and the demographics changed, ALF responded by allocating staffing, technology enhancements and equipment resources to best meet service needs. ALF Ambulance (ALF) is a municipal based advanced life support ambulance service operating under a Joint Powers Agreement - pursuant to Minnesota Statutes ~~ 471.476 and 471.59 - serving the cities of Apple Valley, Lakeville and Farmington in Dakota County, Minnesota. In addition to the three cities, ALF provides ambulance service on a contractual basis to the surrounding townships of Castle Rock, Empire and Eureka. The total service area is approximately 160 square miles with a population over 125,000. ALF Ambulance Organization - Joint Powers Agreement ALF Ambulance is a joint powers entity governed by a Board that consists of an elected City Council member from each of the member cities. The Operating Board makes major policy decisions regarding the service. The Executive Management Committee manages the operation of the service. The Executive Management Committee consists of two staff members from each member city: the City Administrator and Police Chief from Apple Valley, the City Administrator and Human Resource Director from Farmington and the City Administrator and Finance Director from Lakeville. 3 ALFAMBULANCEGOVERNANCE& ORGANIZATIONAL STRUCTURE ALF Ambulance Operating Board (3) GOVERNANCE Executive Management Committee (6) EMPLOYEE POSITIONS Administrator (1) Education Coordinator (1) Office Coordinator (1) Paramedic Services Manager (1) Paramedic Supervisors (3) Full-time Paramedics (15) Casual Paramedics (7) License and Geographic Service Area The following is a description of ALF's primary service area and a Dakota County Ambulance Dispatch Zones Map. The Primary Service includes the following o City of Apple Valley o City of Farmington o City of Lakeville o Eureka Township o Empire Township o Castle Rock Township sections 1-18 4 Dakota County Ambulance Dispatch Zones Legend Q AlF V Bumsvine FD, rifl cannon Falls Hastings tifI Health East NorIhfield ~ South Metro Fife (BLS Only) N W-Q-E S Map ~ Ily 1ne 0ilHIa county omce Of GIS. Novenmer 20117. Mo/>4011li'N 5 Operations One of the most critical measurements of quality patient care is ambulance response times. Standards established by the State of Minnesota for urban and suburban communities require an average response time of eight minutes. ALF's response times have been consistently less than eight minutes for the average call. In order to achieve these response times ALF currently deploys two ambulances with paramedics scheduled to serve on 24-hour shift rotations and one ambulance staffed on 10-hour shift rotations. All ALF supervisors and paramedics are required to possess and maintain certification at the national registry level. As such, all ambulances qualify as Advanced Life Support (ALS) service levels. ALF has three paramedic supervisors that work 24-hour shifts and nine full-time paramedics that work 24-hour shifts. ALF also has three full-time paramedics on power shift, three full-time paramedics on float shift, and seven casual, hourly paramedics who are not scheduled but are asked to cover shift openings for vacation and sick. Also, one 24-hour job share position is covered by two paramedics, considered full-time benefited employees receiving pro-rated benefits. Three crews rotate on the 24 hour shifts - each with one supervisor. Apple Valley and Lakeville have 24 hour coverage while Farmington has 10 hours of coverage, seven days per week. The "float" employees are used to fill in openings and provide classroom instruction, which by contract they are guaranteed 40 hours but typically end up with 56-hour work weeks. Location of ambulances at the time of call is a very important factor in achieving very favorable response time objectives. ALF Ambulance has always operated from fixed locations. The two 24-hour ambulances are strategically located at Apple Valley Fire Station #1 (located at County Road 42 and Hayes Avenue) and Lakeville Fire Station #4 (located at County Road 60 and County Road 9 - Dodd Boulevard). The 10 hour ambulance is located at Farmington Fire Station #2 (located at Pilot Knob Road and 195th Street). 6 Collective Bargaining Agreements Paramedics are members of the AFSCME Union; Supervisors are members of the IAFF Union. Statistics The following are demographic, service call, and transport statistics for ALF Ambulance. DemoarafJhics POfJulation Apple Valley Farmington Lakeville Empire Twp. Eureka Twp. Castle Rock Twp. Total 2000 45,527 12,365 43,128 1,638 1 ,490 1 .495 105,643 2007 48,834 17,495 52,323 2,150 1 ,495 1 .497 123,794 Patient Aae The types of calls can normally be related to patient age, for example, cardiac arrests tend to occur more frequently among older age groups. Also, as the number of older patients increase, that means an increase in the number of billed calls that rely on Medicare payments and thus, a limited amount of revenue for the ambulance service. The average patient age was 48, compared to 44 in 2005 and 47 in 2006. The age group that accounts for the most calls is 65 years and older. As one would expect with an aging population and an increase in the number of senior facilities, the actual number of older patients is also increasing. By observing the types of calls and the age of patients, ALF Ambulance will be able to adjust equipment and training to meet the needs of the service area. 7 2010 estimate 61 ,700 20,500 59,500 2,780 1,500 1.500 147,480 2020 estimate 69,100 27,1 00 78,400 4,650 1,650 1.550 182,450 Percent of Runs Patient Aae 0-1 1-4 5-14 15-24 25-34 35-44 45-64 65+ 2007 1.4% 3.0% 5.3% 11.6% 8.9% 11.4% 22.0% 37.0% Patient Age Percent of Runs 2006 2005 2004 2003 2002 2001 0-1 1.3% 5.7% 0.8% 0.7% 0.0% 0.4% 1-4 3.7% 3.7% 6.8% 7.0% 7.6% 7.5% 5-14 5.1% 5.4% 6.8% 7.5% 6.3% 6.5% 15-24 13.4% 12.9% 12.3% 13.0% 12.8% 12.7% 25-34 8.7% 9.4% 13.1% 13.5% 12.4% 13.0% 35-44 11.7% 11.3% 18.0% 18.6% 19.2% 19.5% 45-64 20.2% 20.5% 15.3% 4.7% 15.4% 15.4% 65+ 27.2% 25.8% 26.8% 25.0% 26.2 25.0% Total Calls and Billable Calls ALF Ambulance began its operations in 1986, answering emergency medical calls and treating patients. Even though an ambulance is dispatched on a call, there may be several reasons why it ends up as a non-billable event. For example, cancelled prior to arrival, vehicle crash turns out to be property damage only, or the patient refuses transport or is transported by a family member. Conversely, some calls are billed even though there is no transport, such as when paramedics are able to stabilize a diabetic patient adequately so that hospitalization is not necessary. Following is a graph and chart of the total calls and total billable calls each year since 1986. Ambulance Service Calls By Year 5000 4500 "6'~ B 4000 "'S;) 3500 $ss 3000 <9<1;> 0';>0 ~ 2500 <>6'.;t;) l':I $<>., ;;>;>s 0 2000 1500 1000 500 0 2002 2003 2004 2005 2006 2007 Year ~ TOTAL NUMBER OF CALLS _ BILLABLE RUNS 8 1986 - 2001 Calls Total Calls Billable Total Calls Billable Call Percentaaes in Each City The number of calls in each city is generally dependent upon population and socio- demographic factors including but not limited to... . Number of senior citizens and senior care facilities; . Number of Urgent Care and other clinics; . Amount of traffic generated by shoppers and other visitors. The three townships consistently account for 2-3% of the total calls. The following graph illustrates the percentage of calls that occurred in each city. "Out of PSA" refers to mutual aid calls to which ALF responds upon request from neighboring jurisdictions. 2007 Area Response Total Calls 4,679 32% I akeville 2% Townships 50% Apple Valley 9 Calls bv Hour of Dav New software allows ALF to track calls in one-hour increments compared to four-hour blocks of time in earlier years. It is critical to examine the times that calls come in so the service can determine if shifts need to be adjusted. An historical analysis of the statistics show that the busiest block of time begins around 9:00 a.m. and ends around 11 :00 p.m. Calls by Hour of Day 2007 300 250 200 J!! a 150 100 50 o - ###~#################### ~~~~~~~~~~~~~~~~~~~~~~~~ #####$#####~~$~$$~#~#~~~ Hours Calls by Hour of Day 2(006 Canlt,y HQur of Df}' Z,)n 5C o 300 250 200 150 .!! ;joo o ooooooooocoooooocooooooo ooooooooocoooooocooooooo o~~og~b~~~~~~~~~~~~~N~~8 I I I I I I I I I I I I I I I I I I I I I I I I ooooooooocoooooocooooooo 8o~a~~~b~g~~~~~~~~~~~N~~ Hours DuDDDDCDDuDD~DCDDuDD~DCD DuDDDDCDDODD~DCDDODD~DCD cg~g~~~~~~~~~~~~~~~~~~~8 I I I I I I I I I I I I I I I I I I I I I ~~~~~~~~~~~~~~~~~~~-~~~~ DuDDDDCDDODD~DCDDODD~DCD 8o~~S~~b~g~~~~~~~~~~~N~~ Hours 10 ReSDonse Times One of the most critical measurements of a good ambulance service is response time, defined as the time it takes to arrive on scene. The standard established by the State of Minnesota for an ambulance service such as ALF is 8 minutes. Definitions: En route: Average length of time from when the dispatcher sends out the call to when the crew begins driving to the scene. To Scene: This is the "average response time", determined by the time from when the crew has gone en route until it arrives on scene. At Scene: Average length of time the crew is on the scene treating the patient. To Hospital: Average length of time it takes to transport the patient from the scene to the hospital. At Hospital: Average length of time paramedics spend at the hospital with the patient and dealing with hospital staff prior to clearing to go back in service, or being back in the service area after leaving the hospital. Average Total: Average length of total time on the call that each crew spends from going "en route" to being clear for the next call. The following chart illustrates yearly average times. In 2007 there was an increase in the length of time at the hospital and the total length of call time. 2007 2006 2005 2004 2003 2002 En route 01 :34 01:39 01 :30 01 :19 01 :32 01 :21 To Scene 06:26 06:30 04:00* 06:07 05:59 06:00 (Minutes :Seconds) At Scene 17:54 17:09 16:11 18:48 19:30 20:32 To Hospital 15:52 12:57 09:37 15:16 17:35 16:01 At Hospital 24:57 21 :10 18:59 23:07 24:13 22:42 Total 66:43 59:25 50:00 64:37 67:69 65:96 *(Note: The 2005 "to scene" figures are not accurate due to a new software program installed that year.) 11 Mutual Aid Another valuable tool in determining proper service delivery is analyzing mutual aid in two ways: when ALF has to leave its area to provide mutual aid to another service, and when ALF crews are occupied and therefore, require another service to come in and handle a new call. ALF Ambulance has mutual aid agreements with the following o Allina Medical Transportation o City of Burnsville o Hastings Ambulance Service of Hastings, Minnesota o Health East of St. Paul, Minnesota o Life Link III Ambulance Service o Northfield Hospital Ambulance In 2007, ALF responded to 134 mutual aid requests out of its area. 120 106 20 .................._.__............_........_........_........._._..__............._m............................_._........._..................._...___.__..._.__.....__..___m........._........__...................._..._..___u__............._.........................._......_..H...,,-..---..... 100 . _.._.__m...................................__.__.......__..........................__......._._.....__......___.........................................._..................._..........._._______........_._..........................._.._....._............._....___......_..........._.._..__.........................................._hU_. 80 ............ 60 40 .------.--.-..-..........................-..-...--....-.........................-..-.-.-.....------.-..........-..-..-..-............-..-..----..-.................---.................................---.....-.----.-.---- 10 1 1 1 o Burnsville Eagan Elko Inver Grove New Market Rosemount 50, St. Paul Webster Heights 2007 Cities Requesting Mutual Aid from ALF The number of times ALF Ambulance requires another service to come into the area to answer a call may indicate the need to alter staffing. In 2007, Mutual Aid agencies responded to 119 calls in the ALF Ambulance service area. A summary of the mutual aid responses to the ALF service area are as follows: 2001 2002 2003 57 calls 41 calls 39 calls 2004 2005 2006 49 calls 52 calls 76 calls 12 HelicoDter TransDorts ALF Ambulance does not have its own air ambulance personnel and therefore must rely upon air ambulance services when a medical situation requires air transport. In all but the most serious trauma cases, patients are transported via ground ambulance. Generally, paramedics will request an air ambulance under the following circumstances: Vehicle crash victim requires at least 20 minutes of extrication; - Victim has been ejected during a vehicle crash; - Ground traffic conditions warrant air transport Due in large part to ALF's convenient metropolitan location, a helicopter is able to arrive on scene within 15 minutes of the request and in 2006, the area received welcome news when North Memorial decided to stage a helicopter at Lakeville's Airlake Airport, meaning arrival time might improve even further. When an ALF patient is transported via helicopter, the air ambulance service takes over patient care and receives all patient transport fees. In turn, ALF Ambulance receives $450 from the air transport service for each patient as partial reimbursement for turning over the patient to them. Number of Helicopter Transports 20 19 19 5 15 10 o 2000 2001 2002 2003 2004 2005 2006 2007 13 Transoort Hosoitals The hospital location will also impact destination response times, and total length of call times. When a patient has a life-threatening condition he or she will be transported to the nearest medical facility that can treat the condition. Most ALF Ambulance transports go to Fairview Ridges Hospital in Burnsville. Following is a chart of the destination hospitals most often used by ALF in 2007: 339 (12%) . F airview Ridges Hos pita I . United Hos pita I IIIlII Regions Hospital . FairviewSouthdale Hospital . Abbott Northwes tern Hos pita I Dispatch Services - Dakota Communications Center The Dakota Communications Center (DCC) organization was established late 2005 through a Joint Powers Agreement between Dakota County and eleven cities located within the County. In 2004 the High Performance Partnerships (HiPP) project, conducted by the Dakota County cities and county, identified the need for the development of a centralized public safety answering point (PSAP) and dispatch center. The DCC organization is guided by a governance structure with three distinct committees including the Board of Directors (elected officials), the Executive Committee (city/county chief administrators), and the Operations Committee (law enforcement, fire, and EMS personnel). In addition, multiple task forces, comprised of members from the three Committees and stakeholders (law enforcement, fire, EMS, dispatch personnel), have been formed to address start up issues. The DCC is equipped with a new 800 megahertz digital radio communications system to allow police, fire, EMS and sheriff's personnel in multiple jurisdictions to communicate with each other, enhancing the interoperability of radio systems among all first responders. The Dakota County system is part of a metropolitan wide network, which is being expanded to greater Minnesota. Medical Direction ALF Ambulance is licensed and authorized by the State of Minnesota to provide advanced life support services, and like all ambulance services, is required to have a physician to serve as Medical Director. In August 2007 ALF Ambulance finalized its agreement with Allina Hospitals and Clinics for medical direction from Dr. Erickson. Besides providing medical oversight to paramedics, the Medical Director certifies police and fire use of AED's, and certifies ALF to teach AED operation to the cities' Public Access Defibrillation (PAD) programs. Education Function ALF's education department is managed by the Education Coordinator providing: . continuing education hours for First Responders (police, fire) to allow them to maintain their First responder status. The Education Coordinator maintains records of all training and works closely with the departments training officers. · CPR/AED and First Aid courses for City employees in our service area as well as classes for the general public. · community outreach in a variety of ways including programs in public access defibrillation (PAD) in Apple Valley and Lakeville. An informational breakfast is held once per year in each City to provide area businesses with information on the importance of AED's and how they can purchase them. In 2007, approximately 603 staff hours were used to train approximately 567 city employees including police, fire and other personnel. In addition, approximately 60.5 staff hours were used to train approximately 253 persons. A detailed listing of the courses, dates, times and number of participants is attached as Exhibit D hereto. The structure of the function for future years is subject to discussion if the Ambulance Service is contracted. Fleet The ALF Ambulance fleet consists of five MedTech box patient modules mounted on Ford E450 turbo diesel chassis. Three are on duty while two remain in reserve and are rotated to even out the mileage. Mileaae l:I Medic 1 - 1999 Ford. 171,500 l:I Medic 2 - 2000 Ford. 160,300 l:I Medic 3 - 2002 Ford. 112,000 l:I Medic 4 - 2003 Ford. 83,200 o Medic 5 - 2005 Ford. 63,700 15 3. Responses to the Request for Proposals (RFP) The Proposer is to provide background information on current operations relative to the following in conjunction with the RFP: a. Organizational structure including type of organization (Le. non-profit, subsidiary, etc.). Include most recent annual audited financial report. b. Management team profile. c. Staffing. Include information such as number and composition of staffing levels, supervision, collective bargaining agreements, continuing education requirements and other relevant factors. d. Technology and information systems. Describe the various systems utilized with respect to providing patient care and reporting. e. Medical Direction. Describe expertise of staff and other relevant information. f. Dispatching service either provided by the Proposer or a third party. The Proposer must provide detailed explanation of how they will interface with the Dakota Communication Center. g. Billing and collections systems. Provide information discussing staffing expertise, procedures and performance measures. h. Operations description. Description of all service areas currently or previously serviced including but not limited to data regarding demographics, response times and other pertinent service information. L Rate structure. Describe patient rate structure and administration. Also describe the rate setting policy and review process. j. Fleet. Describe the composition of the ambulance fleet including but not limited to age, specifications, maintenance policy and other relevant inform ation. k. Community involvement. Describe community activities that your organization is actively involved with. I. Relationships to hospitals and clinics in ALF's service area and the metropolitan area. m. References. The Proposer will list references and contracts including but not limited to those relating to community involvement and relationships with hospitals and clinics. 16 4. Minimum Requirements Quality of Service is ALF's number one priority. The Contract terms and conditions will therefore delineate the faithful execution of that objective. It is the expectation of ALF Ambulance that the successful Proposer will contractually agree to the minimum requirements as describe below. As part of the RFP submittal, the Proposer will affirm to their commitment to meeting (or exceeding) minimum requirements and describe any pertinent information relative to the minimum requirements. a. Quarterly reports. The successful Proposer (Contractor) will provide quarterly reports within 30 days after the end of the quarter which provides detailed and summary information which will enable ALF to evaluate the performance of the contractor. In the response to the RFP the Proposer will include examples of monthly reports. The Proposer will provide information regarding the audit features of the reporting system. b. Response times. The successful Proposer (Contractor) therefore will guarantee that they will consistently average less than 8:00 minutes from the moment the call is dispatched from the 911 call center to the Ambulance until arrival at the scene. In response to the RFP, the Proposer will demonstrate the operations protocol which will achieve optimum response time. The protocol will be a condition of the Contract unless mutually agreed to by both parties. c. Location of ambulances. The contractor will lease space at the designated City facilities. The respective Cities will provide all heat, electrical and building maintenance. Contractor will be responsible for cleaning services and furnishing the designated lease areas. The Leases shall be for the spaces as described in Exhibit A attached hereto unless mutually agreed to by both parties. The Leases will be for the following facilities: i. Fire Station No.1 in Apple Valley (15000 Hayes Road) ii. Fire Station No.2 in Farmington (19695 Municipal Drive) iii. Fire Station NO.4 in Lakeville (9465 185th Street) In response to the RFP, the Proposer will submit the cost of the Leases for each of the facilities. d. Number of ambulances. The ambulance schedule will be a condition of the contract unless changes are mutually agreed to by both parties. 17 In response to the RFP, the Proposer will provide a plan reflecting the number and schedule of ambulances to be deployed. The objective will be to achieve efficient deployment of ambulance units balanced with optimum ambulance response times. e. Advanced Life Support. The Contract will guarantee that the Ambulances are staffed by two certified paramedics unless mutually agreed to by both parties. f. Personnel. The Contractor has sole responsibility for the recruitment, terms of employment, and actions of its employees. g. ALF staff recruitment. The Contractor will make a good faith effort to recruit current ALF employees. h. Patient Care. The Contractor will consent and cooperation with ALF's conducting random customer satisfaction surveys. i. Contract term. The Contract will be for an initial three year term with the option to renew for two successive three year terms. j. Billing and collections services. The Contractor will be solely responsible for billing and collection services. k. Patient rates. The Contractor will submit the patient rate structure to ALF on a quarterly basis for their review. The Contractor will notify ALF of any proposed rate changes. In response to the RFP, the Proposer will provide a proposed patient rate structure. I. Public Subsidy. Neither ALF or its member Cities or the Townships are required to provide a public subsidy as a condition of the Contract. m. Medical Director. The Contractor will be solely responsible for costs associated with a Medical Director as required by Minnesota Statute 144E.265. n. Dispatching Services. The Contractor will be financially and functionally responsible for dispatching service whether it is provided by its own organization, a third party provider or the Dakota Communications Center. In response to the RFP, the Proposer will provide information with respect to how the dispatching will be provided. The Proposer is to provide a detailed explanation of how the dispatch function will interface with the Dakota Communications Center. 18 o. Education function. The Contractor will agree to provide First Responder training to the member Cities police and fire departments. A summary of current police and fire staffing provided in Exhibit E attached hereto. In response to the RFP, the Proposer is asked to respond as to how the services will be provided. Examples included but not limited to utilizing paramedic staff, member reimbursements, subcontract with a third party provider and/or other alternatives. p. Community Support. The three cities sponsor or support various community events such as parades. The Contact will provide the member cities up 10 hours of dedicated standby ambulance coverage each year at no cost to the City or the community. In response to the RFP the Proposer will indicate the hourly cost of Statndby service provided to the member community for any hours in excess of the 10 hour minimum. The Proposer will also indicate the hourly cost of statnd by service to be provided to the Dakota County Fair (located adjacent to Farmington) during the first week of August q. Nondiscrimination. ALF Ambulance service shall be available for use without regard to race, color, creed, religion, national origin, and without regard to sex, age, disability, public assistance status, or sexual orientation, except as may be necessary as a bona fide requirement of a specific service. Contractor will comply with employment practices whereby no applicant for employment or employee hired shall be discriminated against with respect to that person's hire, tenure, compensation, terms, upgrading, conditions, facilities, or privileges of employment by reason of race, color, creed, religion, national origin, age, sex, disability, public assistance status, or sexual orientation, except as may be based upon bona fide occupational qualifications. r. Insurance i. The Contractor shall furnish and maintain during the project such public liability and property damage insurance as shall protect Contractor and any subcontractors performing work covered by this contract from claims for damages by Worker's Compensation Statute, and from claims for property damages or personal injury which may arise from operations under this contract, whether such operations are by Contractor or by any subcontractor or anyone directly or indirectly 19 employed by either of them, and the amounts of such insurance shall be as follows: ii. Workmen's Compensation - as provided in the applicable law. iii. Employer's Liability - as provided in the applicable law. iv. Comprehensive Public v. Liability - Personal Injury - $1,000,000.00 vi. Property Damage - $1,000,000.00 vii. Comprehensive Automobile viii. Liability - Personal Injury - $1,000,000.00 ix. Property Damage - $1,000,000.00 x. Blanket contractual (hold harmless) protection and fire, theft and vandalism insurance for the full value of all materials and equipment furnished by the supplier shall be provided until the complete contract is formally accepted. s. The successful Proposal must submit, prior to contract award, evidence of insurability in the amounts as provided above. (A Certificate of Insurance). t. The Contractor shall indemnify and save ALF, its officers, affiliates and employees from any and all claims, suits, losses, damages or expenses on account of injuries or death of any or all persons, or property damages sustained and caused by an act, omission, neglect or misconduct of said Contractor. u. Requirements for all Insurance i. All insurance policies (or riders) required by this Agreement shall be (i) taken out by Provider and maintained with responsible insurance companies organized under the laws of one of the states of the United States and qualified to do business in the State of Minnesota, (ii) shall contain a provision that the insurer shall not cancel or revise coverage there under without giving written notice to Provider as an insured party and to City as an additional insured at least thirty (30) days before cancellation or revision becomes effective (iii) shall name Provider as an insured party and Cities of Apple Valley, Lakeville and Farmington and ALF Ambulance as an additional insured, (iv) shall be in accordance with specifications approved by the insurance advisory for City, and (v) shall be evidenced by a Certificate of Insurance listing Cities and ALF Ambulance as an additional insured which shall be filed with the respective Cities. v. Mutual Aid. The Contractor agrees to comply with all Mutual Aid Agreements approved by ALF Ambulance. 20 w. Licenses. Contractor agrees that ALF is the sole licensee for the Primary Service Area. Contractor agrees to that its rights under the license are subordinate to those of ALF Ambulance. 5. Other Committments The Proposer is provide comments which exceed the "Minimum Requirements" as described in the RFP. 6. Contract Options ALF will consider various contract options. The Proposer is requested to respond as to whether the options are a consideration of the Contract. If the options are viable, the Proposer is requested to provide a detailed response. a. Sale of Five ALF Ambulances and associated equipment. A list of the assets is shown on Exhibit B attached hereto. In response to the RFP, the Proposer is asked to respond as to whether they are interested in purchasing the assets from ALF. If yes, the proposer should indicate the price they are willing to pay for the assets. b. Sale of Miscellaneous ALF Assets. A list of the assets is shown on Exhibit C attached hereto. In response to the RFP, the Proposer is asked to respond as to whether they are interested in purchasing the assets from ALF. If yes, the proposer should indicate the price they are willing to pay for the assets. c. Accounts receivable. ALF has approximately $1.2 million of customer receivables. In response to the RFP, the Proposer is asked to respond as to whether they are interested in purchasing or servicing the collection of the accounts receivables. If the proposer is interested in purchasing the receivables, they should provide information indicating how the value of the receivables will be established. If the Proposer is interested in servicing the receivables, they should provide information and fee structure for the services rendered. 21 7. Instructions to Proposers a. Proposal Requirements i. Proposals are to be securely sealed, labeled "Proposal for ALF Ambulance Emergency Medical Services" and delivered to the office of the ALF Ambulance no later than 2:00 P.M. August 5, 2008, at which time they will be opened. ii. Mailed proposals can be sent to ALF Ambulance 7100 West 14ih Street, Apple Valley Minnesota 55124. The mailed proposals must be received no later than 2:00 P.M. August 5,2008. b. Proposals may not be withdrawn until one hundred fifty (150) days after the Proposals are opened. c. Time for Receiving Proposals i. Proposals received prior to the time of opening will be securely kept unopened. The officer whose duty it is to open them will decide when the specified time has arrived and no Proposal received thereafter will be considered. Proposals received after the time set for opening will be returned to the Proposer unopened. d. Proposers are cautioned that telegraphic and faxed modifications of Proposals are prohibited. e. Withdrawal of Proposals i. ALF shall not physically release or return to the Proposer any Proposal for the purpose of modification, withdrawal or any other purpose whatsoever until after the Proposals are officially opened and acknowledged, and no Proposal may be withdrawn for a period of one hundred fifty (150) days from the official opening thereof, and then only by written notification directed to the Interim Ambulance Administrator, and no pre-notification on Proposal shall be construed as complying with this requirement. 1. Delivered Proposals may be modified or withdrawn by written request i. dispatched by the Proposer in time for delivery in the normal course of business prior to the time fixed for opening, provided it is received prior to the time set for Proposal opening. The same person who signed the Proposal must sign any written request in the same manner. 22 g. All Proposals shall be held firm until the award has been made. h. Collusion i. Collusion between Proposers is cause for rejection of all Proposals thus involved. i. Joint Proposals/Prime Contractor i. Joint Proposals submitted by more than one provider must designate one provider as the prime Contractor. All other providers will be considered subcontractors to the prime Contractor. ALF will consider the prime Contractor to be the sole point of contact with regard to contract matters, placing of calls for service and tendering payments. The prime Contractor is totally responsible for adherence by the subcontractors to all provisions of the contract. j. Incorporation into Contract i. ALF reserves the right to incorporate this RFP and the Proposer's response (or portions of either) into subsequent contract by reference or otherwise. k. Legal Rights of Material i. The successful Proposer(s) hereby guarantee that they will have full legal right of material delivered under this agreement, and agree(s) to pay all rents and royalties of every description on any and all patents or patent rights covering said material, or covering any process or machinery used in its construction, and agree(s) to indemnify and save the City entirely harmless from any and all claims, demands, damages, actions or causes of action arising, or to arise against, said City by reason of the construction or delivery of said material, or the use of any process, machinery or material in the construction of same. I. Delivery Schedule i. After all the necessary contract documents have been received and approved by ALF, the provider will receive from ALF a letter of notification instructing the provider to commence. m. Rights of ALF Ambulance i. This request does not obligate ALF to contract, lease, or sell emergency medical services or ALF's assets either now or in the future. i. ALF reserves the right to award a contract for all or only some of the proposal. 23 ii. The City reserves the right to amend this request at any time before final selection or to cancel the acquisition process before executing a written contract. iii. ALF reserves the right to accept or reject all or part of any Proposal. o. Provider Response i. Proposals must include all information listed in this section. Attachments such as charts and contracts and other supporting materials may be included. p. Cover Letter i. Proposals must be accompanied by a cover letter signed by an individual authorized to bind the proposing entity. q. Provider Information i. Provide a company representative to contact for questions. ii. Please include the name, title, address, phone fax, and e-mail address. iii. Provide ten copies of proposal at time of submittal. t. General Information Responders must adhere to all terms of this Request for Proposal. Late proposals will not be considered. Fax and e-mail responses will not be considered. All costs incurred in responding to this RFP will be borne by the responder. ALF Ambulance Is Not Obligated To Complete Project. This request for proposal does not obligate ALF Ambulance to award a contract or complete the project. ALF Ambulance reserves the right to cancel the solicitation if it is considered to be in its best interest. All materials submitted in response to this RFP will become property of ALF Ambulance and will become public record after the evaluation process is completed and an award decision made. If the Responder submits information in response to this RFP that it believes to be trade secret materials as defined by the Minnesota Government Data Practices Act, Minn. Stat. ~ 13.37, the Responder must: Q Clearly mark all trade secret materials in its response at the time 24 the response is submitted, 1:1 Include a statement with its response justifying the trade secret designation for each item, and 1:1 Defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the ALF Ambulance, its agents, and employees, from any judgments or damages awarded against the ALF Ambulance in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives the ALF Ambulance's award of a contract. In submitting a response to this RFP, the Responder agrees that this indemnification survives as long as the trade secret materials are in possession of the ALF Ambulance. ALF Ambulance is required to keep all the basic documents related to its contracts, including responses to RFPs, for a minimum of seven years. ALF Ambulance will not consider the prices submitted by the Responder to be proprietary or trade secret materials. Responses to this RFP will not be open for public review until ALF Ambulance decides to pursue a contract and that contract is awarded. 25 ______ ___u 8. Evaluation Process i. The response will be evaluated based upon the detailed information provided. Additional information may be sought from providers. Providers may be asked to present and explain their response at management and technical levels. The responses that appear to be functionally favorable but not necessarily lower cost will be compared to other responses. ii. Evaluation Criteria. iii. Financial impacts iv. Ability to meet ALF's requirements as specified. v. Capability of provider to meet both the current and future service requirements of the ALF's service area. vi. Quality and availability of the support services proposed. 9. Schedule of Events a. ALF mails Request for Proposal........... .......................................June 24 2008 b. Pre-proposal meeting...( 2:00 p.m. CST - Lakeville City Hall).... July 15, 2008 c. Sealed Proposal package due (2:00 p.m. CST - ALF offices). .August 5,2008 d. Review of proposals ................................................................August 26,2008 e. I nterview with providers................................................... .Sept 3 - 5, 2008 f. Recommendation and contract negotiation............................ September, 2008 g. Board contract approval............................................................ ..October, 2008 h. Commencement of Services ....................................................January 1,2009 26 ~ Values Statement Excellence and Quality in the Delivery of Services We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional and cost-effective manner. Fiscal Responsibility We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Ethics and Integrity We believe that ethics and integrity are the foundation blocks of public trust and confidence and that all meaningful relationships are built on these values. Open and Honest Communication We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. Cooperation and Teamwork We believe that the public is best served when departments and employees work cooperatively as a team rather than at cross purposes. Visionary Leadership and Planning We believe that the very essence of leadership is to be visionary and to plan for the future. Positive Relations with the Community We believe that positive relations with the community and public we serve leads to positive, involved, and active citizens. Professionalism We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees.