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HomeMy WebLinkAbout10.08.18 Work Session Minutes CITY OF FARMINGTON CITY COUNCIL MINUTES WORK SESSION OCTOBER 8, 2018 Mayor Larson called the work session to order at 6:00 p.m. Roll Call Present-Larson, Bernhjelm, Craig and Donnelly Absent-Bartholomay Also Present-Administrator McKnight, Acting Police Chief Rutherford, Finance Director Malecha, Public Works Director Gehler, Community Development Director Kienberger, Human Resources Director Wendlandt and Parks and Recreation Director Distad Agenda Motion by Craig, second by Bernhjelm, to approve the agenda. APIF, motion carried. Vitals Program Acting Police Chief Rutherford presented information on the Vitals app that the city council has previously discussed. The city previously decided against participating in this program due to the startup costs and the low subscriber numbers in the city. Since that time, the number of subscribers in Farmington has increased from four to 22 and the county-wide subscriber number has surpassed 300. Funding for this program is included in the 2019 budget. In discussions with the program provider the cost of a three-year subscription is now$6,500. In addition, because we are willing to pay the cost of the subscription in full in January 2019, the city would have access to the program once city council approval is obtained. Discussion occurred about the use of extra licenses by the fire officers. Councilmembers were in support of moving forward on this program. This item will be brought forward to the October 15, 2018 city council meeting for consideration. Administrator McKnight and Acting Chief Rutherford left the meeting at 6:15 p.m. to attend the school board work session. October 8, 2018 Work Session Minutes - 1- Rambling River Center Schematic Design and Funding Strategy Community Development Director Kienberger and Parks and Recreation Director Distad shared the results of the Rambling River Center Plaza schematic design and funding strategy study. Representatives from HKGI presented the design and elements of the project. They started with overview of the original preferred concept and broke the project down into two phases. The initial phase, core project elements, elements that are believed to be critical to the success. Core project cost are $600,000 with a contingency built in. Additional amenities including site furnishings, splash pad upgrades, storm water filtration/infiltration system and splash water reuse have a total cost of$130,000. Future phases include parking improvements, expanded plaza to the banquet hall and garage venue, an interactive art feature, informational kiosk and bike repair station have a core cost of $285,000 plus $180,000 in additional costs. The city council held a discussion on strategies for potential funding partners. The city council was to explore grant funding, sponsorships from community organizations or donations directly to the project. Councilmember Bernhjelm shared that the price looks right if we can find the right partners. Wants to look at what funds we can designate to the project. There is lots of potential for this project. Public Works Director Gehler discussed available funding from other project funds. Councilmember Craig talked about different ideas for sponsorships. Gehler discussed timing and looking at components would make this a 2020 project. Mayor Larson asked about different aspects of the project. Bernhjelm shared that 2019 looks like a fundraising year and the project will be ready for construction in 2020. Craig asked about funding for a variety of projects and looking at the entire picture before providing direction. October 8, 2018 Work Session Minutes -2 - Councilmember Donnelly stated there are so many needs in the city and asked what the payback would be on this project. Parks and Recreation Director clarified that the city council would like staff to identify funding sources for the project and bring it back to the city council. Downtown and Vermillion River Crossings Decorative Sidewalk Study Public Works Director Gehler reminded the city council that at the July 2018 work session, staff reviewed the degradation of the brick pavers that were used as part of the decorative sidewalks installed downtown and in Vermillion River Crossings. Hoesington Koegler Group Inc. (HKGI) was hired to assist in evaluating sidewalk replacement options. The main focus of the study was on addressing the brick, HKGI also considered other street scape elements where there would be cost efficiencies in addressing aging elements. The study determined due to the pattern of the bricks and the installation methods used to support he pavers, it will be most economical to replace the entire sidewalk, versus just the bricks themselves. This provides opportunities to address aging sidewalk furniture and other aging elements. The study results were broken down into street segments. The intersection crosswalk replacement downtown will trigger ADA requirements. Estimated costs for the project include: Vermillion River Crossings Area $183,566.25 VRC Additional Considerations $97,700 Downtown Area $748,159.50 Downtown Additional Considerations $297,300 Councilmember Craig proposed that the city council go out and look at the different areas that need maintenance. Gehler explained some of the issues with replacing the bricks. HKGI staff presented the study results and the options for the project. VRC and Spruce Street are the worst areas and something needs to happen fairly soon given the hazards the bricks are creating. The city council discussed breaking the project into segments and the funding sources for the projects. October 8, 2018 Work Session Minutes -3 - The city council agreed that Spruce Street in the VRC should occur in 2019. City staff should work to provide funding options for the remaining projects in both VRC and downtown taking into account future construction that is anticipated in VRC. Utility Funds Capital Projects and Rate Discussion Public Works Director Gehler provided the city council with the financial model and reviewed the information in each spreadsheet of the water, sanitary sewer, storm water and solid waste funds. Gehler talked about the minimum fund balance goal in each fund and shared that the plan provides a guide for what the city should be achieving over the next ten years in each fund. Each of the enterprise funds was reviewed including the capital improvement plan and the goal to get to a regular smaller increase as opposed to larger increases every three years. Gehler recommended a 4% increase in sanitary sewer rates, a $7.50 increase per quarter per single family residential in the storm water fund,varying increases in the water fund including changes in how irrigation systems are treated within tiered billing and a 10% increase in 2019 and a 17% increase in 2020 in the solid waste fund due to the large increase in tipping fees the city is incurring. Clean Up Day as we know it will also end after 2019 and transition to a direct pay for service program to help minimize the impact of the increased transfer fees. Discussion occurred about the city's involvement in garbage collection. Further discussion on this issue will occur in early 2019. Councilmember Bernhjelm asked staff to make a presentation in early 2019 regarding the increase in costs we are incurring and benefits to our garbage collection. Review 2019 Budgets Finance Director Malecha reviewed the draft 2019 General Fund budget that the city council has been working on this year. The city council was in support of the draft budget where it stands. City Administrator Update 2019 General Fund Budget Update October 8, 2018 Work Session Minutes -4- Administrator McKnight asked the city council for guidance on two issues. McKnight reminded the city council of discussions on the 2019 city council salaries that took place earlier this year. Councilmembers shared that this was not the right time to consider this issue. McKnight asked the city council if it was okay to post the two building maintenance positions and the administrative support position at the Rambling River Center that are included in the 2019 budget. Recruitments take time and we are having some staffing issues at city hall with employee leaves. The city council was in support of starting the recruitment of these three positions. Dakota Broadband Board Update Human Resources Director Wendlandt provided the city council with an update on the Dakota Broadband Board activities. The city has offered to house the future executive director position at city hall and have the employee on our payroll and benefits, etc. The city council was in support of being the host agency for this position. November 5,2018 City Council Meeting Due to a number of reasons, the city council was in support of cancelling the November 5, 2018 city council meeting. Vermillion River Crossing Development Community Development Director Kienberger discussed an economic development study that the EDA would be funding for$4,000. The city council was in support of this expenditure. Adjourn Motion by Bernhjelm, second by Donnelly,to adjourn the meeting at 8:29 p.m. APIF, motion carried. Respectfully Submitted David McKnight, City Administrator October 8, 2018 Work Session Minutes -5-