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07.09.18 Work Session Packet
City of Farmington Mission Statement 430 Third Street Through teamwork and Farmington,MN 55024 cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA CITY COUNCIL WORKSHOP July 9, 2018 6:00 PM Farmington City Hall 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSSION ITEMS (a) 2019 Budget Discussion (b) Rambling River Center Plaza Proposal (c) Pavement Management Program (d) Liquor Store Profit Expenditures (e) Purchasing Policy 4. CITY ADMINISTRATOR UPDATE 5. ADJOURN oti�Ar City of Farmington pe 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 .,, www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: 2019 Budget Discussion DATE: July 9, 2018 INTRODUCTION Please accept this update on the 2019/2020 draft budget that was first discussed with the city council at the June 11, 2018 work session. This memo will discuss the following topics- • Update the status and changes made to the draft 2019/2020 budget and tax levy. • Review the Transfers budget changes. • Review of the proposed liquor store budget for 2019/2020. • Review of the proposed ice arena budget for 2019/2020. • Review of the proposed park improvement fund budget for 2019/2020. • Review of the proposed fire department duty chief compensation. DISCUSSION The June 11, 2018 draft of the General Fund budget included a budget of$13,059,807 (3.39%increase over 2018), revenues of$3,198,401 (1.11% increase over 2018), debt levy of$3,452,460(2.65% increase over 2018) and a tax levy of$10,908,733 (3.95% increase over 2018). At that work session, the city council provided direction to work to reduce the proposed tax levy for 2019 by at least one percent with a recommendation to make needed reductions in some of the proposed new staff positions. A number of changes were made to the proposed budget over the past month. The current draft of the 2019/2020 budget now includes a budget of$12,946,226 (2.50% increase over 2018), revenues of $3,198,401 (1.11% increase over 2018), debt levy of$3,452,460(2.65% increase over 2018) and a tax levy of$10,795,152 (2.87% increase over 2018). The changes that were made to reduce the tax levy from the draft version you viewed in June include: • Removed the two requested additional positions in the police department. • Adjusted the requested additional administrative support in the General Fund and placed these costs in the Community Development budget. • Adjusted the anticipated local government aid amount up by$1,087 as a result of the most recent legislative session. These changes have allowed us to reduce the draft tax levy increase to 2.87%. In addition, some additional dollars were made available that I have placed in the Transfers budget. These dollars include$8,708 in tax levy and $1,087 in local government aid. All of these dollars have been placed in trail maintenance. The city council can move these dollars to any area you see fit. The remaining new position requests in the budget include- 1. A transition to two custodians and away from contracted building cleaning 2. A Community Development Specialist/Code Enforcement position 3. A full-time Assistant Fire Chief/Inspector 4. Increase administrative support in the General Fund Department heads will be prepared to present their reasoning for these position requests at the work session. Transfers Budget I will go through the attached Transfers budget again at the work session to make sure the city council is in support of the expenditures proposed in this budget. Liquor Store Budget The 2019 liquor store budget takes the solid history of the past five years and incorporates those results into the projected 2019 results. In 2019 the two liquor stores are estimated to produce a profit of$352,318 with$85,172 coming from the downtown store and $267,146 attributed to the Pilot Knob store. The budget also includes $134,088 in scheduled transfers. These transfers include$59,088 in administrative transfers that cover such items as payroll, human resources, finance and administration. The remaining$75,000 in transfers are scheduled to go into the Park Improvement Fund. The city council provided direction two years ago to include this transfers in the liquor store budgets. The draft liquor store budgets are attached for your review. Schmitz-Maki Arena Budget The draft 2019 arena budget is very similar to past few years. The conservative budget has the arena producing a very small profit at the end of the year. Any increased usage or reduction in spending of budgeted dollars will result in even better financial performance. The attached draft budget shows a profit of$3,856, very similar to what we budgeted for in 2018. A copy of the draft budgeted is attached for your review. Park Improvement Fund The Park Improvement Fund's purpose is just that, to invest and reinvest into the Farmington park system. For many years the main source of funding for this budget was park dedication fees that came along with new development. Since development has slowed over the past decade, other sources of funding have/will need to be identified. The 2019 budget includes revenue from rental income($5,000), park dedication fees ($20,000)and liquor store transfers ($75,000) and interest on investments ($1,800). The budget includes the following projects for 2019: Resurface Westview Acres Park $5,000 Replace Backstop at Feely Fields #1 $30,000 Replace Prairie Waterway Shelter Roof $3,000 Marigold Park and Prairie Pines Park Improvements . $265,000 Randy Distad will be in attendance at the meeting to explain these projects. The draft 2019 park improvement fund budget is attached for your review. Fire Department Duty Chief Compensation In 2016 the fire department instituted a duty chief program within the department. The duty chief program is a system that was devised to place one of our six top officers (fire chief, three assistant fire chiefs and two captains)responsible for responding to calls each weeknight(hours outside the normal workday)and each weekend day(24 hour cycles). The duty chief is expected to respond to every call during a shift. This response means they need to be in their vehicle and responding within two minutes and they are not able to leave the city as the duty chief. This is a great program for the department, the officers and the city in my opinion. When we implemented this program and in the time since its implementation, we did not adjust the compensation for these positions and increased responsibilities. Currently the compensation for the officers is: Assistant Fire Chief-$282 per month Captain-$154 per month I inquired with the fire officers what they thought would be a fair amount to compensate them for this work/responsibility. The officers responded as a group (emailed attached) and are proposing a$35 per shift compensation for this additional work. This increase would amount to approximately$11,340 in wages and an additional$868 in taxes for a total of$12,208. As a reminder, we have been working to adjust the compensation of our officer positions upward over the past three years to try and make them similar to our neighboring departments. Besides the amount that is proposed by the fire officers, I would also increase these wages by an additional 3%to keep up with inflation and anticipated increases in other city departments. My recommendation is that the wages for 2019 for these positions be set at: Assistant Fire Chief-$325 per month Captain-$194 per month The fire chief wages are set with the non-union wage scale. Although he is in the rotation for the duty chief program, wages adjustments for the position will come through the non-union wage scale. I would propose working with the fire chief to recognize his time spent on this program through means to be determined. BUDGET IMPACT The work being conducted in these work sessions will set the budget for 2019 and provide staff with guidance on how to prioritize work for 2019 and 2020.. ACTION REQUESTED Hear the updated on the 2019/2020 draft budget and provide any direction you feel is appropriate to city staff. ATTACHMENTS: Type Description D Backup Material 2019 Draft Budget Summary Sheets D Backup Material 2019 Transfers Budget D Backup Material 2019 Liquor Store Budget D Backup Material 2019 Park Improvement Fund Budget D Executive Summary 2019 Schmitz-Maki Arena Budget D Backup Material Duty Chief Program Reasoning City of Farmington Budget and Tax Levy 2018 Budget,2019 Proposed and 2020 Proposed 2018 2019 Budget% 2020 Budget Company Budget Proposed Change Proposed Change% Non-Property Tax Revenues 1-1 1 1 1 Licenses and Permits 410,4111. 3964101 , , (3A1)%, 396,9151 0.13% Intergovernmental Revenue 886,636! , 8911801 0.51%1 0.82%1 . 898,4701 Charge for Service 560.0001 558,8801 (0.20)%, 549,763 (1.63)%1 i Fines and Forfeitures 35,0001 42,000! 20.00%1 44,000 4.76%1 Investment income 31,0001 21,900! (29.35)%1 11,900 (45.66)%1 Miscellaneous 43,7751. 0.00%1 44,275 1.14%1 - . ... . Transfers In 1,196,3761 1,244,2561 4.00% 1,294,026 4.60%1 Total Revenues 3,163,198 3,198,40111.11%I 3,239,349 1.28%1 • • Expenditures 1 i 1 Administration 825,486 871,3221 5.55%1 994,424 14.13%1 . ... . ... -.- -.-• I Human Resource 330,831 336,4471 1.70%1 439,5891 30.66%1 Finance and Risk Mgmt 732,4951 739,7361 0.99%1 773,4841 4.56%1 ••• I Police 4,451,3331 4,480,0571. 0.65%] 4,694,5011 4.79%1 Fire 1,188,3521 1,267,8851 6.69%: 1,596,2901 25.90% -- —I.- Community Development 801,4271 908,8901. 13.41%1 979,90611 781% _ Engineering 705,474, 747,1701 5.91%1 781,2611 4.56%1 Municipal Services 1,313,175j 1,373,5561 4.60%1 1,441,8121 4.97% t.... Parks and Recreation r 1,282,6961 1,231,5931 (3.98)%1 1,301,6411 Transfers Out 999,7441 989,5701 (1.02)il• 895,999i (9.46)%1 Total Expenditures 12,631,0131 12,946,2261 2.50%1 13,898,9071 7.36%1 Revenues Over(Under)Expenditures (9,467,815)1 (9,747,825)1 2.96%1 (10,659,558)1 9.35%1 I Fiscal Disparities 2,187,0031 2,165,133} (1.00)%1 2,143,4821 (1.00%1 General Fund Levy 7,280,8121 7,582,6921 4.15%1 8,516,0761 12.31%1 ... Debi Levy1-1 1 1 - Bonds 3,058,373 3,046,460] (0.39)% 2,593,0001 (14.88)%] 1 2005C Loan Repay-Storm Water Tr Adv 166,000 166,000i 000% 166,000i. 0.00%1 2010D Loan Repay-Storm Water Tr Adv139,0001 240,000] 72.66%1 16,5001 (93.13)%1 Total Debt Levy 3,363,3731 3,452,4601 2.65%1 2,775,5001 (19.61)%1 I 1 Use of Fund Balance to Lower Debt Levy (150,000)] (240,000)1 60.00%1 01 (100.00)%1 Net Debt Levy 3,213,3731 3,212,4601 (0.03)%1 2,775,5001 (13.60)%1 Farmington Net Tax Levy 10,494I 1851 10,795)1521 1 2.87%1 11,291,5761 4.60%1 ,-• Location: Documents1FARMINGTOMBudget 2019-202011 General Fund Budget Summary Page 2018 Base 6/20/2018 8:46:57 AM General Fund Detailed Non-Property Tax Revenue Summary 2017 Budget,2018 Budget, 2019 Proposed and 2020 Proposed Object 2017 2018 2019 2020 Account Budget Budget Proposed Proposed r - LIQUOR LICENSES 29,800' 40,700142,0001-4-2,0-0-01 BEER&WINE LICENSES 2,2001 1,7501,7501 1,7501 CLUB LICENSES 5001 5001 5001 5001 ARCADE LICENSE 540! 01 01 MASSAGE LICENSE 1001 501 1501 150 GAMBLING LICENSE/PERMIT 200 2001 250' 2501 OTHER LICENSE&PERMIT 1,200 1,500[ 1,7001 .....,.._1,700 ANIMAL LICENSES 4,0001 4,0001 4,0001 4,000 Licenses 38,34011 48,7001 50,350 50,350': BUILDING PERMITS 301,0751 300,0001 272,400, 272,400; REINSPECTION FEES 600€ 800 1,0001 1,000 CODE ENFORCEMENT FEES 1 1,0001 1,000 PLUMBING&HEATING PERMITS 30,0001 30,0001 35,0001 35,0001 SEWER PERMITS 5,0001 5,0001 50001 5,0001 ELECTRIC PERMITS 12,000 14,0001 18,0001 18,0001 ISTS PERMITS 350 2501 2501 2501 EXCAVATING PERMITS j I COUNTY SEPTIC FEE 1 1 I UTILITY PERMITS 5,5001 6,130 6,130 6,4201 SIGN PERMITS 5001 570 570 620, BURNING PERMITS - - .............--.._.._ ._.._._.........._1,000 1,710 _...._.___1,7101 1,8751 OTHER PERMITS 3,2501 3,250 5,0001 5,000! Permits 369,2761 361,7111 346,060 346,5651 :.Licenses and Permits :''397,615: . ;:410,411..`:.; .. .396,4101 396,9151 : FEDERAL GRANT 01 01•! Oi 01 I LOCAL GOVERNMENT AID 287,432 • ! 313,640! 313,640; 313,6401 MSA MAINTENANCE 220,000' 215,0001 215,0001 215,0001 POLICE AID 180,000 190,400: 196,000 198,5001 J. POST TRAINING 17,0001 15,37-11 15,160• 15,370 i..... FIRE AID 127,0001 134,4611 137,9101 142,490 STATE GRANT 01 01 .01I... .. 01i MARKET VALUE CREDIT 01.............__..__..._0i_._...._..._._.._..._...-L.--.-.-.-_. 1 STATE AID MISCELLANEOUS i ..---.-_--._.__..... COUNTY MISCELLANEOUS 16,0001 17,764 13,470 13,470 rgo e...me . : :.:.:.. 847;432 ::.:.::.::886,636.:.';::::;":::899;180:::;. s:;:8 98,470.i CUSTOMER SERVICES NONTAXABLE 0 3502501 360; ZONING&SUBDIVISION FEES 0 1,250 2,0001 2,750 ADMINISTRATION FEES-PROJECTS 0 4501 4,0001 4,000! FIRE CHARGES 212,000 228,0001 225,7801 232,553• 1 POLICE SERVICE CHARGES 75,000 75,0001 77,0001 78,0001 • ENGINEERING FEES-PROJECTS 1 of Oi EROSION&SEDIMENT CONTROL 12,000 12,0001 9,9001 12,1501 • G.I.S.FEES 0 OL...... ...... .......0I_................ 01 PUBLIC WORKS MISC CHARGES 0 01 01 0 RECREATION FEES-GENERAL 93,000, 93,000 90,000 90,000: POOL ADMISSIONS .._...._..- - ._..._..................... .. . . .......37,0001. - ..__.._.__a..._.__......_ -0 -- 01 SWIM LESSON FEES 11,000! 0 0 01 CONCESSIONS 11,000 0 0 01 RECREATION FEES-SENIOR CTR 19,0001 18,000 18,000 1.9,0001 MEMBERSHIP FEES-SENIOR CTR 9,0001 9,000 9,000' 8, 000 1.._......._.ADVERTISING_.... 7501_ . .. . ...750 750.1 . ............7501 ADVERTISING2,2001 2,200 2,200! 2,200; FRANCHISE FEE 120,000 120,000 120,000! 100,0001 Location: Documents\FARMINGTON\Budget 2019-202011,1 Gen'I Fund Revenue Summary 2018 Base Page 1 of 2 General Fund Detailed Non-Property Tax Revenue Summary 2017 Budget,2018 Budget, 2019 Proposed and 2020 Proposed Object 2017 2018 2019 2020 Account Budget Budget Proposed Proposed Charges::Poi Services . " `:.:601,950 : 560,000:..:.::':',568,880'`.."::549,763; COURT FINES 40,000; 35,0001 42,000; 44,0001 & ;:::F3nes.:...F4. ....... re..:.....................:.:.... ........:........ _ , ...:.:. ........:,,40,OOO:r`:;°:^:........,.Q.....•............:..�,.........:,..:.... ........,...:.9., INTEREST ON INVESTMENTS 23,0051 31,0001 21,9001 11,900; GAIN/LOSS INVEST MKT VALUE 1 101 0 ialnvestment Income i::::?:'.:?::::_ :.:.::.:;::::::::''''' :23,005:::` :.:::?.:•31000.?t'::;'':: ,-3.:21,954):::-:'.:'•:::::•.11,900i MISCELLANEOUS REVENUE 5,0001 5,000' 5,000; 5,0001 CASH OVER&SHORT I € 01 0 RENTAL INCOME-RRC 21,0001 22,0001 22,000; 22,0001 RENTAL INCOME-POOL 2,200! 0� OI 0 RENTAL INCOME 19,1851 16,7751 16,7751 17,2751 DONATIONS 00; 0: 0 USE OF FUND BALANCE TO LOWER DEBT LEVY 0 150,000; 240,0001 0 Misc Revenue . 47,385..... .`183,775 ;:.283,775 44,275; .............:..OPERATING TRANSFERS......_..:,.,._..... ..........;,.............,.. ,:....1,150,3501.......,.1,198,3761 1,244,256; 1,294,0261 Transfers In :1,150,350. 1,196,376 :1;244;256 :1,294,026 •' TotalRevenues - ' $3,107,737 .$3,313,198 .$3,438,401: .'$3,239,349 Location: Documents\FARMINGTON\Budget 2019-202011.1 Gen'l Fund Revenue Summary 2018 Base Page 2 of 2 General Fund Expenditure Detail Summary 2017 Budget,2018 Budget 2019 Proposed and 2020 Proposed Company 2017 2018 2019 2020 Budget Budget Proposed Proposed 1 Expenditures 1 1 Administration Legislative(1005) 1 90,121 89,3791 98,447 99,305: i. ...... Historical Preservation(1006) .1.. 01... ..._..._...0L_._...._-.___-..01.........._... ....0 Administration(1010) 1 296,408; 368,650' 295,214; 304,968 Elections(1013) j 34,3701 35,8211 35,8671 36,868 Communications(1014) 109,0721 109,341, 99,6501... 102,431 City Hall(1016) 198,028 224,3951 344,144; 450,8521 ::::•.:`:.:Adm n. istration::,.,: :;•.:: ::.:.;: ::::: ::::726 999: '82$486:;;';::;'';871;322:::%::::::;994,424; Human Resources 294,176. 330,8311 336,447! 439,5891 Human Resource(1011) 294,1761 330,8311 338,4471 439,589 . -: ;.:Human Resources ::. :294,176 330,831 . 336,44.7:'. ,439,589. Finance and Risk Management 1 1 1 Finance(1021) 1 563,802; 568,0151 569,9261 601,484; Risk Management(1022) 176,300; 188,4801 189,810; 172,000 ;_;.;: Finance and Risk Management :•.•: Debt Service Funds Summary 2017 Actual,2018 Budget, 2019 Proposed and 2020 Proposed Company Actual Budget Proposed Proposed 2017 2018 2019 2020 Revenues J i.. I Property Taxes(i.e.Debt Levy) 3,037,903i 3,363,3731 3,452 460 i 2,775,500i (-...__Special Assessments 431,277; 418,2351_ 403,781.1 369,0271 Deferred Assessments(VRC) J 60,232! 011 . MSA Construction 100,000! 01 1 ...__....._- i Interest on Investments 35,01718,500! 10,8001 5,8001 Total Revenues 3,664,429; 3,790,1081 3,867,0411 3,150,3271 Expenditures i Principal Repayment 16,385,000; 4,758,815 3,301,472- 3,354,791• ; Interest on Debt I 758,6731 451,6091 341,7031 276,4821 Debt-Fiscal Charges 1 26,5421 25,0051 79,5831 21,578; Total Expenditures 17,170,214! 5,235,4291 3,722,7581 3,652,8511 1 Other Financing Sources Bond Proceeds I 0 01 2,460,0001 , I Transfers In J 1,072,695! 180,0001 45,0001 45,000 Transfers Out I (360,693)1 (695,773)1 (3,353,577)1 (953,577)1 Total Transfers 712,0021 (515,773)1 (848,577)1 (908,577)1 !Change In Fund Balance (12,793,783)1 (1,961,094)1 (704,294)1 (1,411,101)1 •1 6/20/2018 9:02:46 AM Page 1 of 1 IS 88; e: O o $ BoiS: j§ o c o E r a' W i e.: m! v O N " aF T. a': N 4 0 ,`y,, v N i N N N e03 CO N a Cl m• Cl Cl: 0 spy e N Go` 49. • • a �''�' 8 O' N N .O. ml0 A A • . .... 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R§ : : = $E , }| § § } \ a0aaaaya � - � y _ ° ° R# \ ƒ ° ° l : : : : m ; : e ° z : R ( k � — ` k\ 0 ]-| » ° 0 ° ƒfi 7 ° #y § m a 0 : £` G60 $\8, ° ° ° °$« E <NI . < on : _ . k 2 f 09 - - - 5._ \\: \ \ : 0 }/ ) § ƒ) ) (\ < OF j _ _ ) ) $ k \ NF- < 70 W0 # $e ! \ ] ] ƒ] § \ ] § 2 § § ƒt ( / 122222222222222,\ „ /\.K«/ ,\_ ; \ \} : : ; : / \ : Z _g 000000000000000 j | 1\ \ § / ® »( \ jLO-1 , , , , , 0 , § oo § � ^ < Li < 9i99c « « « « < < < ��� / ! ! l5 : : 2 ! ! El : : m Li David McKnight From: Jeff Allbee Sent: Thursday, May 31, 2018 10:26 PM To: David McKnight Subject: Re: Duty Chief Compensation Mr. McKnight, The Chiefs got together last night and discussed the pay for Duty Chief Rotations. I was elected as group leader so you will only get one email from us. Here is our proposal: We are asking for $35 per Duty Chief rotation, the cost to the city would be approximately $11,340. Each Duty Chief would get an extra $2,268 per year or $189 a month. Here is the math to go with this: 365 days a year divided by 6 duty chief positions = 61 shifts per person, subtract those for Chief Elvestad and that brings it down to 304 days of paid duty chief coverage. We then added on days that Chief Elvestad would be on Vacation or Holiday and we added 20 more days that we would have to cover for a total of 324 paid Duty Chief positions. Extra Information Each Duty Chief works 61 Duty shifts 9 Saturdays (24 Hour Shift) 9 Sundays (24 Hour Shift) 43 Weekdays (1.6 Hour Shift) + extra Holiday and vacation shifts that we need to cover for Chief Elvestad For most people when they are on call it means that they need to be available by phone, or can respond within a reasonable amount of time. That is not the case for us. When we are on duty we can't leave the city. We are expected to respond to every call that comes out during our shift. Being ready means being out the door and in our vehicles responding to the call within 2 minutes. Being on call for the Fire Department really restricts what you can do during this time. Thank You for working on this - it is appreciated! Jeffrey A.Allbeel Assistant Fire Chief Farmington Fire Department 430 3'"Street I Farmington,MN 155024 651-592-3146(cell)I Farmington Fire http://www.ci.farmington.mn.us/government/departments/fire ..Sev y dove i4 seed"aee /173 1 ON,, City of Farmington 430 Third Street Vai Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Adam Kienberger, Community Development Director and Randy Distad, Parks and Recreation Director SUBJECT: Rambling River Center Plaza Proposal DATE: July 9, 2018 INTRODUCTION At the March 12, 2018 City Council work session the Rambling River Center Plaza master plan was discussed. Direction from the City Council during the meeting was to continue moving forward with the Plaza improvements by doing the following: • Incorporating the preferred final Plaza master plan into the city's 2040 Comprehensive Plan • Begin the process of breaking the various pieces of the overall improvement project into manageable pieces • Seek financial partnerships to help fund Plaza improvements DISCUSSION Attached is the Plaza master plan. The initial project identified in the concept as the"near term phase"has a cost estimate ranging from$265,000-$369,000. Total project costs as depicted in the preferred master plan range from$501,000-$708,000. In order to refine costs associated with the various phases of the Plaza improvements, staff contacted Hoisington Koegler Group, Inc (HKGI) staff about completing the following: • a schematic design that provides more detail to the master plan including refining the construction cost estimates. • Site survey work to define property boundaries and utility locations that are necessary to complete project cost estimates associated with Plaza improvements • Fundraising assistance that would provide strategies and tactics to secure financial partnerships for assorted plaza improvements Attached is a proposal HKGI provided to staff to complete the work outlined in the bullet points above. HKGI is proposing to use BKBM Engineers to complete the site survey work and HKGI would complete the schematic design,phasing plan for improvements and a fundraising strategy. Additionally an optional item HKGI has proposed is to complete a 3-D rendering of the plaza to help illustrate the plaza design, which could be a valuable tool to use during the fundraising component of the Plaza improvements. Staff would like to have a discussion with the City Council about the proposal provided by HKGI in order to receive direction from the City Council about the next steps to take with the Plaza master plan. BUDGET IMPACT While there currently is no funding identified to cover the cost of the work outlined in HKGI's proposal, staff would like to suggest using Farmington Liquor Store profits to complete this work, including the 3-D rendering. There is currently about$80,000 available and using$21,300 from the liquor store profits would still provide$58,700 in remaining liquor store funds for other projects to be funded. ACTION REQUESTED Staff is requesting the City Council provide direction if it wishes to move forward with some, or all of the following: • HKGI working with staff to complete a schematic design of the Plaza • BKBM Engineers completing a site survey work in the proposed Plaza area • HKGI working with staff to develop a fundraising strategy • HKGI completing a 3-D rendering of the Plaza schematic design • Fund the cost of the work from Farmington Liquor Store profits Then if the City Council is in support of moving forward with entering into a contract to complete some or all of the items proposed by HKGI, staff would bring forward a contract with HKGI at the July 16, 2018 City Council meeting to be approved. ATTACHMENTS: Type Description D Backup Material HKGI Proposal D Backup Material Plaza Master Plan Creative Solutions for Land Planning and Design Hoisington Koegler Group Inc. Mel[gm June 12, 2018 Adam Kienberger Community Development Director City of Farmington 430 Third Street Farmington, MN 55024 RE: Proposal for Farmington "Rambling River Center Plaza" Schematic Design and Fund Raising Strategy Dear Adam: Thank you for the opportunity to present this proposal to prepare a schematic design package and identify a Phase 1 implementation project for the Rambling River Center Plaza improvements as well as a corresponding fund raising strategy. For this effort, Hoisington Koegler Group, Inc. (HKGi) has partnered with BKBM Engineers to provide civil engineering support the project. HKGi has recently worked with BKBM Engineers on the renovation of Springbrook Nature Center in Fridley, MN and the expansion to the highly successfully River's Edge Commons Park in downtown Elk River, MN. To accomplish this effort we offer the following scope of professional services: Scope of Services: 1. Prepare a site survey. Either the HKGI/BKBM team can coordinate this effort or City staff can conduct this separately. We estimate a cost of$3,500-$5,000 to conduct a complete survey of the site for boundary (Plaza area, alleys, 4th Street and Oak Street) and large and small utility information. 2. Conduct Kickoff Meeting with City Staff to: • Discuss goals&objectives • Review schedule,establish meeting dates • Gather background information & base data • Confirm needs of event programming(Dew Days or other) 3. Refine the existing preferred concept plan into a preferred schematic design drawing set including: • Layout of all site, landscape architectural and infrastructure elements including further evolution of the splash pad/fountain, Holiday tree, relocated historic bell and public art • Preliminary site grading and drainage plans • Establish the design intent for site improvements including storm water management, utilities,surface improvements and erosion control • Review compatibility of existing utilities with specific project requirements • Schematic planting design concepts • Selection of desired site furnishings 123 North Third Street,Suite 100,Minneapolis,MN 55401-1659 Ph(612)338-0800 Fx(612)338-6838 Letter Proposal—Farmington Rambling River Center Plaza—Schematic Design Package+Fund Raising Strategy June 12,2018 HKGi • Preliminary material options will be reviewed and analyzed for related costs and compliance with project goals 4. Meet with City Staff to present the draft Schematic Design drawing set and corresponding cost estimate for review and comment. At this meeting we will determine the desired phase 1 improvements and outline what elements could be fund-raised for or align well with potential grant opportunities. 5. Refine the Schematic Design drawing package based on discuss with City staff. 6. Conduct a review meeting with City Staff on the final Schematic Design set, cost estimates, phasing plan and fund raising strategy for Rambling River Center Plaza. 7. As an optional service, HKGi will develop a 3-Dimensional rendering of the Rambling River Center Plaza preferred schematic design alternative(see fee breakdown). 8. Attend City Council Meeting to present and discuss Rambling River Center Plaza design (Fall 2018). Deliverables: 1. Meeting Agenda/Notes 2. Draft Schematic Design Drawing Package,Cost Estimate and Funding Strategy 3. Final Schematic Design Drawing Package, Cost Estimate, Phasing Plan and Funding Strategy Meetings: 1. Kickoff Meeting 2. Draft Review Meeting 3. Final Review Meeting 4. City Council Meeting Schedule: It is understood that tasks above should be completed over approximately 2-3 months. We would target a City Council Meeting in fall of 2018 for completion of the project. Fees: The following is a breakdown of proposed fees for the project: HKGI BKBM Other Total Fee Rambling River Center Plaza Schematic Design Package+ $11,000 $3,000 $14,000 Fund Raising Strategy Expenses $300 Totals $14,300 Site Survey(Estimated at$3,500-$5,000) $5,000 $5,000 3-Dimensional Rendering of Rambling River Center Plaza $2,000 $2,000 (Optional Service) Invoices will be mailed from HKGYs office by the 10th of each month. Invoices are payable within 30 days. Invoicing shall be specific to each task and will describe the completed portion of the work. 2 Letter Proposal—Farmington Rambling River Center Plaza—Schematic Design Package+Fund Raising Strategy June 12,2018 HKGi City Responsibilities: It is expected that the City of Farmington will supply HKGi with general base maps and data of the site showing existing site conditions, planimetric data (building, curb-cuts, curb lines, etc.), topography, parcel boundaries & ownership, and utilities (sewer, water, storm sewer, electric, gas, telecommunications, etc.). The City will provide necessary zoning and land use documents, a copy of the City's Comprehensive Plan and access to any other relevant planning documents. The City will provide relevant historical information that pertains to the project and if needed minutes from past City Council, Planning Commission and Parks & Recreation Commission meetings that involve the discussion of the Rambling River Center Plaza. If this letter agreement is acceptable to you, please return a signed copy to HKGi and we will begin work immediately. Contact us if you have any questions about this proposal. Sincerely, Bryan Harjes Vice President 612.252.7124 Bryan@hkgi.com AUTHORIZATION TO PROCEED Adam Kienberger Community Development Director City of Farmington, MN Date: Signature: 3 Letter Proposal—Farmington Rambling River Center Plaza—Schematic Design Package+Fund Raising Strategy June 12,2018 HKGi HOISINGTON KOEGLER GROUP INC. 2016 HOURLY RATES Principal $160-215/hr Associate $110-155/hr Senior Professional $90-155/hr Professional II $80-100/hr Professional I $50-80/hr Technical $40-60/hr Secretarial $55/hr Litigation Services $190/hr Testimony $275/hr Incidental Expenses: Mileage current federal rate/mile Photocopying BW 15C/page Photocopying Color $1.00/page Outside Printing Actual Cost Large Format Scanning Actual Cost B/W Bond Plots $5.00 each Color Bond Plots $20.00 each Photo Paper Color Plots $40.00 each 4 T o ©© p n. a .n m, a D --E-3 c' o Y o, u a N G ' Z p 5 o y °- .'45 Cir , = O 32 Z cr' o, u d �-' o - vJ7aJw oaE- c F ° as �ss' 2 -C 4th sr. 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W 0 4th St. s a 2 1004iii0iiiliiiaffieiiii ■i�ifliliiiiiiiiii a � :. z ` a Q W W N Ce iC .4_ r d NI 2 da r v CL W Y Z d Z +\ i Y W CC t m a a t/1 ,3 OC /� d , 2•, CL Liu OC 'yrs _ �! } , LA F-. W z � � � y f3 � A' W J Z :i _ ��1 < Z � V ` CC N J W w 1i r �, w . 1!�II Fa.- O d a i m,. y i s m ' V LL �. p F wit 00 w 2 a z - a -1 1 1, _ M CI Q s 1`. z W Q W Y w Q ,. ' 1 #a nut 2. I . 4 Qa I w : _ CC 0 31 � wo.;a w N Q \ 1 cl W �' aZ Q ; . ~ -' — 3 Q F I — N z Q K z i CC t re LY cn w w CC Q IX ~ Q ` - = T 111 Q W a _ 4010&. City of Farmington 77-Tek\ 430 Third Street 7 Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 .4 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Katy Gehler, Public Works Director SUBJECT: Pavement Management Program DATE: July 9, 2018 INTRODUCTION At the May 14, 2018 work session staff provided information on current industry strategies to pavement management of roads. These strategies include preventative maintenance at regular intervals to extend the overall lifespan of a pavement that incorporate crack sealing, seal coating and overlays. The city currently completes crack sealing and seal coating on a seven year rotation and the city council expressed a desire to add overlay maintenance to our program. In a similar regard,there is a regular program to maintain our trail pavements that includes crack sealing and fog sealing on a five-year cycle. The city council had expressed an interest in expanding the replacement program for trails. DISCUSSION Attached are the pavement management programs for streets and trails which have been updated to incorporate a higher level of maintenance. The programs are based on the preliminary funding levels for 2019 and making use of existing fund balance to jump start both the overlay program for streets and trail replacement program. Staff will review the information presented on the attachments with the city council at the work session and seek input on funding levels into the future. BUDGET IMPACT The 2019/2020 preliminary budget should be adjusted based on the feedback of the city council at the work session. ACTION REQUESTED Hear the presentation by city staff, ask any questions you may have and provide direction on this topic. ATTACHMENTS: Type Description D Backup Material 2019 Street Pavement Maint. Program D Backup Material Potential 2019 Overlay Projects O Backup Material Trail Pavement Management Plan FIlE0000 N 0,0oMrroo FNM. 0000 O o O NOON 0Moo N L0N069 m91O H 17Z f N to 000= Full 1111 0 N O 0,-000_N 10 00 M0 N N cq 0000 F !IFHI ill 0000 M e}III NWOW a O W NN OJN •cr co co ol0 10 42co r 0 0 t9 0000 ' 1111 WI br44 la. 44 F !ILIUI 0690 0000 MLLF CO oocno gi In O Lc 0,4 m cm �a O" couorr c».-coco a »w 0000 NN0111,.. 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The city of Farmington is not responsible for any inaccuracies herein contained. 0000 0 0 ,00a O aO0 FIFHF 0m 0000 rlikiii' ON O• N0 Om :NO fArmO U .H N . 69 69 11111W OO0 OOOO Oo0 61rrorO amm oi .w c N 40 64 0 0000 00 NOON 4 i!ii1iF IA 1111rO1i�• 0000 moonncom.- 01 N ay0 O O Qp 0000 X011 OOQi O _ N t`�oi.- mQ m m es m r N IH 19 M !9 to). a. 61. F!IF1IF 1111113 ON co rnumi0eO m N .N m 03 69 Q ::: • !'Eggceitel N0 MOO= VWOM mMm » w m N Iwkliklii' 0^0 NOO t0 M V M m ON N m co ^ .N N N 64 C/3 H!4. N mO m m uS cn A EEn t6 9 V N 0 •r O O CI 1- G CD 2 U C 0 fa C CD t .• C E `c s. . . " mu m 0_ m, o Ucm 3 ` @ acY E Ec cc L v o0] Q m mmvA =- m L c ^ Na = a a u ' u2 o` c t6 0 Q m U R -ovm ac 3um L.0 Ga at -8um dmEao cm 5d, 2m va Z. Z Ev�0 a&iNSI� E c 1 c. Emw Ea N o m 91 d m m o h L° oC u m y mom o t > v E o LL a 0]�i—JWULLaW _ u.� Wci u.a� it. =c7 ekRikt, City of Farmington ='r 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 .,,POO' WWW.ci.fa mington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Liquor Store Profit Expenditures DATE: July 9, 2018 INTRODUCTION The Farmington Liquor Stores continue to produce successful results that enable the city council to invest store profits back into the community and the organization. The city council is being asked to provide direction on how we spend profits from 2017. DISCUSSION The city council adopted the "four pots" philosophy in terms of liquor store profits in 2015. This approach ensures that daily cash flow needs are met, donations to city/community organizations are determined and investment is made into the short and long term capital needs of the liquor stores. The four pots that included in this approach are: 1. Cash for Operations ($350,000 goal at the end of each year) 2. Operational Transfers (Varies by year) 3. Community Investment Donations 4. Capital Improvements At the end of 2017 the four pots had the following balances: 1. Cash for Operations-$350,000 2. Operational Transfers-$99,960 3. Community Investment Dollars-$202,562* 4. Capital Investments-$467,645 *This balance includes the following reserved amounts: 1. Patio Doors at RRC-$25,000 2. Pergola at RRC-$5,000 3. Parks and Recreation Vehicle-$45,000 4. Trail Repair and Handicap Ramp-$40,000 5. Available Dollars-$87,562 Department heads were asked to submit potential ideas for the use of the $87,562 in undesignated dollars. The attached list shows the requested use and dollar amounts for the dollars available in 2018. There were $593,860 in requests for potential uses. BUDGET IMPACT Liquor store profits are dollars raised through store operations. ACTION REQUESTED Review the list of potential use for liquor store profits and provide direction to city staff on how to use these dollars in 2018. ATTACHMENTS: Type Description D Executive Summary 2018 Requests 2018 LIQUOR STORE COMMUNITY INVESTMENT OPTIONS AVAILABLE FUNDING $82,000 REQUESTS BY DEPARTMENT PUBLIC WORKS ASPHALT HOT BOX $55,000 COMMUNITY DEVELOPMENT RRC BUILDING PROJECT $0 RRC PLAZA PROJECT $0 FIRE DEPARTMENT 10 SCOTT SIGHT HANDS FREE THERMAL IMAGING CAMERAS $16,000 PARKS AND RECREATION NEW BRIDGE IN NORTH CREEK GREENWAY OVER LAKE JULIA $50,000 X3 TWO SETS OF SEASONAL BANNERS FOR DOWNTOWN $4,000 ARENA SOUND PROOFING/ACOUSTIC PANLES $25,000 PRAIRIE WATERWAY TRAIL WORK $50,000 BATTING CAGES/NETS FOR ARENA $25,000 NEW SINK/CABINETS IN ROSS ROOM AT RRC $5,000 REPLACE BACKSTOP AT FEELY FIELDS#1 $25,000 NEW ARENA BLEACHERS $25,000 SCHEDULING SOFTWARE FOR ARENA $2,500 ELECTRONIC SCOREBOARD AT FEELY FIELDS $75,000 TORO GROUNDMASTER 5900 MOWER $50,000 X2 ARENA RESURFACER/CONCESSIONS PROJECT $50,000 CONDENSOR AT ARENA $55,000 INSTALL ELECTRICAL SERVICE AT LAKE JULIA SHELTER $15,000 LIGHT CITY ENTRANCE SIGN ON HIGHWAY 3 NORTH $5,000 TRAIL WAYFINDING SIGNAGE IN NORTH CREEK PARK $5,000 RRC PLAZA SITE SURVEY,SCHEMATIC DESIGN AND RENDERING $21,300 $487,800 POLICE DEPARTMENT TRAINING ROOM/BREAK ROOM UPGRADES $19,862 STREET MESSAGE SIGN $15,198 $35,060 TOTAL $593,860 6/26/2018 2018 Funding Requests City of Farmington stYA 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 44?'•„%oose www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Teah Malecha, Finance Director SUBJECT: Purchasing Policy DATE: July 9, 2018 INTRODUCTION The city currently operates under Minnesota Statutes and the adopted budget for any purchases. DISCUSSION A purchasing policy has been drafted for review by the city council defining purchasing guidelines as established by Minnesota Statutes and to create strong internal controls. The current limit for competitive bidding is $100,000. The law enacted during the 2018 legislative session increased that amount to $175,000 effective August 1, 2018. The increased amount is included in the attached document. BUDGET IMPACT N/A ACTION REQUESTED Provide input on the attached policy. ATTACHMENTS: Type Description Backup Material Purchasing Policy City of Farmington, Minnesota Purchasing Policy Purpose The purpose of this policy it to establish specific guidelines governing the purchase of goods and services by employees of the City of Farmington.The use of public funds requires diligent scrutiny and careful regulation.The controls are necessary in two areas. First,the statutory law,which clearly details procedures for the purchase of goods and services by city employees. Second,the controls not required by statute, but that are important to a good system of internal control and a sound management program. This policy will outline the laws governing contracts and bids and describe the basis for a good internal control system. These purchasing procedures are intended to provide a consistent manner of purchasing goods and services. Following the law and the city's purchasing policy should assist city officials in obtaining the maximum benefit from public funds expended. Contracting and Purchasing A city entering into an agreement for the sale or purchase of supplies, materials, equipment or the rental thereof, or the construction, alteration, repair or maintenance of real or person property must abide by the statutes relating to contracting and bidding. Minnesota Statute 471.345 was established to provide dollar limits for all cities upon contract which shall or may be entered into on the basis of competitive bids,quotations or purchase or sale in the open market.This statute puts the following basic requirements on cities(based on the estimated contract amount): 1. For amounts over$175,000—sealed bids shall be solicited by public notice in the manner and subject to the particular requirements of the city. 2. For amounts from$25,000 to$175,000—seals bids or by direct negotiation, by obtaining two or more quotations for the purchase or sale when possible, and without advertising for bids or otherwise complying with the requirements of competitive bidding. 3. For amounts under$25,000—the contract may be made upon quotation or at the open market, in the discretion of the city. If the contract is made upon quotation it shall be based, so far as practical, on at least two quotations. On all purchase that require obtaining bids or quotes,the"State Bids"obtained through the state's cooperative purchasing program and the prices obtained through the U.S. General Services Administration(GSA)are considered to have met this requirement. All bids,quotations, RFP's, specifications, contracts, and supporting documents shall be retained in accordance to the city's data retention policy. When sealed bids are not required or used, and whenever it is reasonably practical and cost efficient, purchases will be made from Farmington businesses. The provisions noted in this policy are not intended to be an exhaustive list of Minnesota bid laws. In the event that this policy is not consistent with Minnesota law, such law will govern. For purchases made under federal or state grant funded programs, additional restrictions are identified within the uniform grant guidance regulations(2 CFR 200.318). Internal Controls The primary basis for the city's system of internal control is the city's annual budget.The budget, as adopted by the city council,serves as the basis for the city's spending for that year.The appropriate level of responsible official must approve any expenditure over budget.Also, any expenditure that would utilize money budgeted from one area of a department budget for another purpose must be communicated by that department head to the city administrator for his/her verbal approval. In addition, all invoices presented for payment must be approved by the appropriate department head or supervisor and reviewed for reasonableness and proper account coding by such department head in a timely manner. The Finance Department must be notified immediately for any reason that may result in withholding payment. In order to expedite payments to vendors in a timely fashion, Minnesota Statute 412.271 allows the city council to delegate its authority to pay certain claims made against the city to a city administrative official.A list of all claims paid under the procedures established by the city council shall be presented to the city council for review at the next regularly scheduled meeting after payment of the claim.The city council, by resolution, has delegated this authority to the city administrator or the finance director. The following approvals shall be required for expenditures over budget depending on the amount of the purchase: 1. For amounts over$50,000, approval is required by the city administrator and the city council before the purchases are made, except as listed in item 2. 2. For amounts over$50,000 that fall into any of the following categories:the payment of judgments,salaries and wages previously fixed by the city council or by statute, principle and interest on obligations, rent and other fixed charges,the exact amount of which has been previously determined by contract authorized by the city council, approval is required by the city administrator. 3. For amounts from$15,000-$50,000, approval by the department head and city administrator is required. 4. For amounts under$15,000, approval by the department head is required. Prohibited Interest in Contracts Minnesota Statutes 471.87 and 417.88 prohibit entering into any contract for goods or services in which an employee, officer or agent, or their immediate family members, has an indirect or direct personal financial interest or will personally benefit financially from the contract or purchase. In exceptional cases and if permitted by applicable law or regulation,this policy may be waived by the city administrator for good cause after consulting with the city attorney. Employees shall not make any purchases for personal use utilizing city funds. Employees shall not be allowed to take advantage of special pricing offered to the city by vendors to make personal purchases. Employees may not take advantage of government discounts for non-business related purchases.The general rule to be applied is if a discount is not available to a member of the public,the employee should not take advantage of it. Acceptance of Gifts Minnesota Statute 471.895 prohibits local officials from requesting,soliciting, or accepting a gift from any person or representative of a person or association that has a direct financial interest in a decision that the employee is authorized to make. Local official includes elected and appointed positions within the city. Procedure The city administrator is the chief purchasing officer of the city and has delegated purchasing and budgetary control to each department.The department head may designate other staff within their department to purchase goods and services in compliance with the annual budget. The city council has delegated authority to staff to make purchases as approved in the annual budget in compliance with all bidding requirements and the city's purchasing policy. Professional service contracts,such as those provided by engineers, lawyers, architects, accountants,and other services requiring technical,scientific, or other professional training,when competitive bidding is not required, shall be approved by the city council based on the recommendation of the city administrator. In certain cases,where professional services were specifically identified in the budget and it is an ongoing contract,the city council does not need to approve each year's contract. The use of credit cards is an authorized payment method. These purchases must follow the purchasing policy and are a more efficient method of paying vendors than the check payment process. The city purchases yearly memberships at various wholesale warehouses, e.g. Sam's Club, for purchases of supplies, food, equipment,etc. Due to the manner in which these businesses issue memberships,employees with city issued membership cards are granted access and purchasing rights by these wholesale businesses for both business and personal uses. However, given membership cards are purchased with the city's public funds, employees are not entitled to purchase personal items with these purchased membership cards. Minnesota Statute 12.37 authorizes the city to declare an emergency situation for a limited period of time. During such an emergency,the city is not required to use the typical mandated procedures for purchasing and contracts. Emergency purchases require approval by the city administrator, finance director, and when necessary because of the amount,formal city council action.An emergency purchase is defined as one where an immediate response is required to protect the health,welfare, or safety of the public or public property. Authority for Implementation and Enforcement All employees are responsible for adhering to this policy when purchasing goods or services. Department heads are responsible for monitoring performance within their departments. Responsibility for administering established purchasing policies has been delegated to the Finance Department.