Loading...
HomeMy WebLinkAbout05.20.91 Council Packet AGENDA COUNCIL MEETING REGULAR MAY 20, 1991 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES a. May 6, 1991 - Regular 4. CITIZENS C0MMENTS 5. PUBLIC HEARINGS a. 7: 15 P.M. - Zoning Ordinance Amendment b. Set Public Hearing - Middle School Project c. Set Public Hearing - Middle School Plat d. Set Public Hearing - Zoning Amendment 6. PETITIONS, REQUESTS AND COMMUNICATIONS a. Classification of Tax Forfeited Property 7. ORDINANCES AND RESOLUTIONS a. Relating to Cooperation with Townships - SE Area Surface Water Management b. Relating to Growth Issues in Surrounding Areas and Townships 8. UNFINISHED BUSINESS a. Employee Salary Appeals b. Consider Impact of New Assessment Policy on Project 89-3 9. NEW BUSINESS a. Advertise for Bids - 2 Ton Dump Truck - Public Works b. Storm Drainage - Hillview Area c. Project No. 91-6 - Feasibility Study - Elm Park Improvements 10. MISCELLANEOUS a. Personnel Action - Public Works Department b. City Wide Survey 11. CONSENT AGENDA a. Capital Outlay Request - Parks b. Budget Adjustment - Parks c. Capital Outlay Request - Parks d. School/Conference Request - LMC Annual Meeting e. Fleet Policy f. Final Pay Estimate - Dakota County Estates 6th Addition g. Budget Adjustment - State Aid Reduction h. Resolution Approving Submittal of Application to Minnesota Gambling Board i. Capital Outlay Request - Fire j . Dispose of City Equipment k. Budget Adjustments 1. Resolution Amending Sewer Fees m. Fund Closures n. Approve Payment of the Bills 12. ADJOURN 13. ADD ON a. Project No. 91-3 - Sewage Flow Meter - Pay Estimate AGENDA REQUEST FORM Sto ITEM NO. NAME: Larry Thompson DEPARTMENT: Administration DATE: May 9, 1991 MEETING DATE: May 20, 1991 CATEGORY: Public Hearings SUBJECT: Set Public Hearing - Middle School Project EXPLANATION: Self Explanatory REFERENCE MATERIAL/RESPONSIBILITY: Financial Analysis/Public Hearing Notice - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Development Committee -71-4.)1114-\ /aGFIIIE7 CITY OF FARMINGTON NOTICE OF PUBLIC HEARING Notice is hereby given that a Public Hearing will be held by the City Council of the City of Farmington, Dakota County, Minnesota on the 3rd day of June , 19 91 , at 7:15 (P.M.) (SxM$) in the Council Chambers of the Civic Center, 325 Oak Street, Farmington, Minnesota for the purpose of: considering the feasibility report for the extension of municipal utilities and street improvements to service the proposed Farmington Middle School. All persons desiring to be heard, in person or in writing, will be heard at this time. 121774( . Larry. Tho 1'ron City Administrator Submitted to the Farmington Independent this 21st day of May , 19 91 for publication 1 time(s) , the last of which being no later than the 23rd day of May , 19 91 . cc: Dakota County Tribune Memo to: Mayor & Council Date : May 16, 1991 Re : Middle School Improvement Projects - Cost Analysis The following cost analysis is staff's estimate in allocating the costs of the project back to the benefitted property owners. Some aspects of the project are not covered by policy. This is a unique project and it will be important to look at suggestions during the hearing process. A summary of the allocation of costs to the various components of the total project is as follows: 1) Street Construction - The school is responsible for 50% of the cost of constructing the street. The rationale behind this recommendation is school property abutts one side of the total length of the street. Secondly, there would not be a need for the street at this time if it wasn't for the school. Nordseth would be charged $40/front foot. This is an amount that both Lakeville and Apple Valley charge for abutting on an arterial street. The City will be responsible for the balance of the cost, approximately $136,919. Staff is looking for possible funding of this cost through M.S.A. , F.A.U. , or other sources. 2) Turn Lane - It is recommended that the school be responsible for 100% of the cost in constructing the turn lane. If the street was constructed without the school being present, there would not be a need for a turn lane. 3) Sanitary Sewer - It is recommended that the school be responsible for 100% of the costs in the construction of the sanitary sewer. The sanitary sewer being constructed does contain trunk lines as well as laterals but the sewer as constructed only benefits the school. At such time the trunks are extended to service other properties, the school will more than likely not be assessed a trunk charge. The City Administrator is in the process of further analyzing the allocation of costs. 4) Sanitary Sewer Service Lines - The school will pay 100% of this cost. The lines are all laterals. 5) 208th St. Sanitary Sewer - It is recommended not to construct this sewer line. The only property benefited could be served via the future Nordseth plat or a lateral from the interceptor. 6) Water Main -208th Street - The school and Nordseth split the lateral costs 50/50 and the Water Board pays the oversizing costs. 7) Water Loop Around School - School is the only benefitted property and pays 100% of the cost. 8) Water Loop - Alternative 2 - The total loop consists of 2,790 feet of pipe, therefore, a possible lateral benefit of 5,580 feet. Costs were allocated to property owners on a lateral benefit front footage basis. The balance of the costs are to be paid for by the Water Board. 9) Storm Sewer - The Storm Water Utility Fund pays for all trunk costs. It is recommended that the School pay for the lateral costs. The attached analysis is based on the above recommendations. The estimated cost to the City and benefited properties is as follows: City - $136,919 School - 677,941 Nordseth - 198,847 Water Board - 134,462 Storm Water Utility - 166,736 Elm Park - 14,573 Farm Service - 15,221 Malecha - 4,210 • ' 4. - Wayne Wayne E. Henneke Finance Director c.c. Larry Thompson, City Administrator Development Committee file MIDDLE SCHOOL Page 1 COST ANALYSIS MAY 16, 1991 SANITARY SAN.SWR. SAN.SWR. WATER WATER WATER STORM TURN SEWER SERVICE 208TH MAIN LOOP LOOP SEWER STREET LANE INPR. LINES STREET 208TH ST. (SCHOOL) ALT. 2 EXPENDITURES CONSTRUCTION 389,214 50,051 103,040 3,716 89,499 141,018 49,079 147,724 218,822 CONSTRUCTION CONTINGENCY @ 5% 19,461 2,503 5,152 189 4,475 7,051 2,454 7,386 10,941 TOTAL CONSTRUCTION COSTS 408,675 52,554 108,192 3,965 93,974 148,069 51,533 155,110 229,763 ENGINEERING @ 12% 49,041 6,306 12,983 476 11,277 17,768 6,184 18,613 27,572 ADMINISTRATION @ 3% 12,260 1,577 3,246 119 2,819 4,442 1,546 4,653 6,893 CONTINGENCY - OTHER @ 10% 6,130 788 1,623 59 1,410 2,221 773 2,327 3,446 TOTAL EXNENDITIJRES 476,106 61,225 126,044 4,619 109,480 172,500 60,036 180,703 267,674 REVENUES STREET CONSTRUCTION SCHOOL - 50% 238,053 NORDSETH - $40/FRONT FOOT 101,134 CITY - BALANCE 136,919 476,106 TURN LANE SCHOOL - 100% 61,225 SANITARY SEWER IMPROVEMENTS SCHOOL - 100% 126,044 SANITARY SEWER SERVICE LINES SCHOOL - 100% 4,619 208TH ST. SANITARY SEWER SCHOOL - 100% 0 WATER MAIN - 208TH ST. SCHOOL - 50% OF AN 12" LINE • 64,357 NORDSETH - 50% OF AN 12" LINE 64,357 WATER BOARD - OVERSIZING 43,786 WATER LOOP AROUND SCHOOL 172,500 SCHOOL - 100% 60,036 WATER LOOP - ALTERNATIVE 2 WATER BOARD - 2800 FT. 90,676 SCHOOL - 700 FT. 22,669 ELM PARR - 450 FT. 14,573 NORDSETH - 700 FT. + 330 FT. 33,356 FAIN SERVICE - 470 FT. 15,221 NALECHA - 130 FT. 4,210 TOTAL FOOTAGE - 5580 TOTAL WATER LOOP - ALT. 2 180,703 MIDDLE SCHOOL Page 2 COST ANALYSIS NAY 16, 1991 SANITARY SAN.SWR. SAN.SWR. WATER WATER WATER STORM TURN SEWER SERVICE 208TH MAIN LOOP LOOP SEWER COSTS ANALYSIS STREET LANE INPR. LINES STREET 208TH ST. (SCHOOL) ALT. 2 STORM SEWER STORM WATER UTILITY 166,736 SCHOOL 100,938 267,674 SUMMARY REVENUES CITY 136,919 SCHOOL 677.941 NORDSETH 198,847 WATER BOARD 134,462 STORM WATER UTILITY 166,736 ELM PARK 14,573 FARM SERVICE 15,221 HALECHA 4,210 TOTAL REVENUES 1,348,908 TOTAL EXPENDITURES 1,348,907 MIDDLE. SCHOOL Page 3 STATEMENT OF WORK MAY 16, 1991 PROJECT: MIDDLE SCHOOLS STREET & UTILITY IMPR. PAYMENT NO. : FEASIBILITY STUDY DATE: EST. UNIT TO DATE PART 1 - STREET IMPROVEMENTS Unit OTY. PRICE QTY TOTAL COMMON EXCAVATION CY 16, 100 3.00 48,300 HAUL EXCESS MATERIAL CY 16, 100 2.00 32,200 SELECT GRANULAR FILL CY 9,670 6.00 58,020 CLASS 5 AGG. BASE TN 9,440 7.00 66,080 BIT. BINDER COURSE TN 1,500 15.00 22,500 BIT. WEAR COURSE TN 1 ,500 15.00 22,500 AC-1 BIT. MATERIAL TN 180 150.00 27,000 BIT. PATCH MATERIAL TN 90 60.00 5,400 8" CONCRETE WALK TN 1 ,248 4.50 5,616 4" CONCRETE WALK SF 19,000 2.25 42,750 B618 CURB & GUTTER LF 4,780 5.00 23,900 4" TOPSOIL STRIP/RESPREAD CY 2,760 0.30 828 SEED/MULCH/FERTILIZER AC 5.2 350.00 1 ,820 GRADE DITCH LF 6,200 5.00 31,000 12" CULVERT LF 65 20.00 1,300 TOTAL STREET IMPROVEMENTS $389,214 CENTER TURN LANES COMMON EXCAVATION CY 2,797 3.00 8,391 HAUL EXCESS MATERIAL CY 2,797 2.00 5,594 SELECT GRANULAR FILL CY 1,680 6.00 10,080 CLASS 5 AGGREGATE BASE TN 1 ,638 7.00 11,466 BIT. BINDER COURSE TN 280 15.00 4,200 BIT. WEAR COURSE TN 280 15.00 4,200 AC-1 BIT. MATERIAL TN 34 150.00 5,100 BIT. PATCH MATERIAL TN 17 60.00 1,020 TURN CENTER TURN LANES $50,051 SANITARY SEWER IMPROVEMENT 12" PVC SAN. SEWER LF 1,900 35 66,500 12" X 8" WYE EA 1 100 100 4' MANHOLE (8'DP) EA 5 1,100 5,500 MANHOLE OVERDEPTH LF 40 55 2,200 CONNECT W/EXIST. MWCC MH EA 1 2,600 2,600 MACH. TRENCH COMPACTION LF 1,900 0.60 1,140 METER STATION EA 1 25,000.00 25,000 TOTAL SAN.SWR. IMPR. 103,040.00 • Page 4 EST. UNIT TO DATE SANITARY SEWER SERVICE LINES Unit QTY. PRICE OTY TOTAL 5" SERVICE LINES LF 80 45.00 3,600 5" SERVICE RISER VLF 8 16.00 128 MECH. TRENCH COMPACTION LF 80 0.60 48 TOTAL SAN. SWR. SERV. LINES $3,776 SANITARY SEWER ON 208TH STREET 12" PVC SAN. SEWER LF 1,540 35.00 53,900 3" PVC SAN. SWR. LF 1,000 25.00 25,000 4' DIA. MH (8' DP) EA 7 1,100.00 7,700 MH OVERDEPTH VLF 25 55.00 1 ,375 MECH. TRENCH COMPACTION LF 2,540 0.60 1 ,524 TOTAL SAN. SWR. ON 208TH ST. 89,499.00 WATER MAIN (ALONG 208TH ST. ) 18" DIP, CL 52 LF 2,590 32 82,880 CONNECT W/EXIST. WATER EA 1 1 ,600 1 ,600 JACK UNDER CSAH31 LF 120 225 27,000 18" GATE VALVE EA 3 1 ,650 4,950 FIRE HYDRANT EA 6 1 ,200 7,200 MISC. FITTINGS LB 11,700 1 11,700 6"DIP, CL52 LF 90 16 1 ,440 6" GATE VALVES EA 6 440 2,640 MECH. TRENCH COMPACTION LF 2,680 0.6 1 ,608 TOTAL WATER MAIN (ALONG 208TH) $141,018 LOOP AROUND SCHOOL 8" DIP, CL52 LF 1 ,835 18 33,030 8" GATE VALVE EA 3 550 1,650 FIRE HYDRANT EA 3 1,200 3,600 6" DIP, CL52 LF 120 16 1,920 6" GATE VALVE EA 3 440 1,320 MISC. FITTINGS LB 1,800 1 1,800 MECH. TRENCH COMPACTION LF 2,115 0.60 1,269 8" DIP, CL52 LF 80 18 1,440 3" GATE VALVE EA 1 550 550 3" CORP & CURB STOP W/BOX EA 1 500 500 3" COPPER SERVICES LF 80 25 2,000 TOTAL LOOP AROUND SCHOOL 49,079 Page 5 EST. UNIT TO DATE WATER MAIN ALTERNATIVE # 1 Unit OTY. PRICE OTY TOTAL 3" DIP, CL52 LF 2,900 18 52,200 (12" DIP, CL52) LF 2,900 21 60,900 8" GATE VALVE EA 3 550 1 ,650 t12" GATE VALVE) EA 3 800 2,400 FIRE HYDRANTS EA 4 1 ,200 4,800 6" DIP, CL52 LF 100 16 1,600 6" GATE VALVES EA 4 440 1 ,760 MISC. FITTINGS LB 3,000 1 3,000 JACK UNDER CSAH 31 LF 120 225 27,000 CONNECT EXIST. WATER EA 1 1,600 1,600 MECHANICAL TRENCH COMPACTION LF 3,000 0.60 1,800 TOTAL ALTERNATIVE # 1 8" 95,410 12" 104,860 WATER MAIN ALTERNATIVE # 2 18" DIP, CL52 LF 530 32 16,960 18" GATE VALVE EA 2 1,650 3,300 12" DIP, CL52 LF 2,210 21 46,410 12" GATE VALVES EA 4 800 3,200 FIRE HYDRANTS EA 2 1,200 2,400 6" DIP, CL52 LF 50 16 800 6" GATE VALVES EA 2 440 880 JACK UNDER R.R. LF 200 225 45,000 CONNECT W/EXISTING WATER EA 2 500 1,000 WET TAP EA 1 1,600 1,600 MISC. FITTINGS LB 4,500 1 4,500 MECH. TRENCH COMPACTION LF 2,790 0.60 1,674 RIVER CROSSING LF 100 200 20,000 TOTAL ALTERNATIVE # 2 147,724 WATER MAIN ALTERNATIVE # 3 18" DIP, CL52 LF 2,630 32 84,160 18" GATE VALVES EA 2 1,650 3,300 12" DIP, CL52 LF 650 21 13,650 12" GATE VALVES EA 2 800 1,600 FIRE HYDRANT EA 2 1 ,200 2,400 6" DIP, CL52 LF 50 16 800 6" GATE VALVES EA 2 440 880 JACK UNDER R.R. LF 100 225 22,500 CONNECT W/EXISTING WATER EA 1 500 500 MISC. FITTINGS LB 3,000 1 3,000 MECH. TRENCH COMPACTION LF 3,330 0.60 1,998 RIVER CROSSING LF 100 200 20,000 TOTAL ALTERNATIVE # 3 154,788 • Page u EST. UNIT TO DATE STORM WATER IMPROVEMENTS Unit QTY . PRICE OTY TOTAL 48" RCP LF 430 65.00 27. 950 +2" RCP LF 680 60.00 40,800 36" RCP LF 800 45.00 36,000 24" RCP LF 900 34.00 30,600 21" RCP LF 670 27.00 18,090 18" RCP LF 100 24.00 2,400 12" RCP LF 440 18.00 7,920 6" DIA. MH EA 2 1 ,850.00 3,700 8" DIA. MH EA 4 2,200.00 8,800 CATCH BASINS EA 5 700.00 3,500 48" APRON W/TRASH GD. EA 1 1,800.00 1,800 DITCH EXCAVATION LF 1,800 12.00 21,600 MECHANICAL TRENCH COMPACTION LF 4,020 0.60 2,412 8" PERF. TUBING LF 1,110 5.00 5,550 18" APRON W/TRASH GD. EA 2 750.00 1,500 12" APRON W/TRASH GD. EA 1 500.00 500 6' DIA. MH/CB EA 3 1 ,900.00 5,700 TOTAL STORM SEWER 218,822 AGENDA REQUEST FORM ITEM NO. NAME: Tom Kaldunski DEPARTMENT: Public Works DATE: April 30, 1991 MEETING DATE: May 20, 1991 CATEGORY: New Business SUBJECT: Advertise for Bids for 2 Ton Dump Truck EXPLANATION: The 1991 Budget includes a 2 ton dump truck. I will be presenting the specifications and asking for authorization to bid REFERENCE MATERIAL/RESPONSIBILITY: Specifications/Memo - Tom Kaldunski REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Wayne Henneke Finance Benno Klotz Solid Waste Bob Williamson Solid Waste Tom Kaldunski Public Works SIGNA MEMO TO: MAYOR AND COUNCIL SUBJECT: EQUIPMENT PURCHASE DATE: MAY 16, 1991 The 1991 budget includes the purchase of a 2 ton pickup with dump. $25,000. has been set aside for this purchase. This truck will be utilized by the Solid Waste Department for handling operations such as commercial cardboard collection, special pickups, container deliveries and brush disposal. Attached is a copy of the specifications for this truck. It consists of a heavy duty pickup with hook lift mechanism and one drop box in this bid. The City will have to purchase additional containers for cardboard recycling in the future. Staff has analyzed the need for additional containers. It is estimated that up to 6 more drop boxes may be needed in the future. The estimated cost is $1500. per dropbox ($9000.00in future) . The current budget has set aside $18,000. for the purchase of dumpster/container/recycling equipment which can be utilized to fund these additional drop boxes. In addition, Solid Waste will be generating some additional revenue from the sale of existing 1 1/2 cubic yard dumpsters currently being used to service commercial customers. The City will have approximately 130 - 1 1/2 cubic yard dumpsters to sell once the new 300 gallon containers are placed in service following the delivery of the second automated Solid Waste collection vehicle in July. It is estimated that the old 1 1/2 cubic yard dumpsters have an average salvage value of $75.00 each which could generate up to $10,000. in revenue. I recommend that the Council authorize the Advertisement for Bids as presented. The bid date has been set for May 30, 1991. -1:1411/41Li Thomas J. Kaldunski Public Works Director cc: file Larry Thompson Wayne Henneke Benno Klotz Bob Williamson TJK SPECIFICATIONS FOR TRUCK CHASSIS FARMINGTON, MINNESOTA MAY, 1991 I hereby certify that these plans and specifications were prepared by me or under my direct supervision and that I am a duly registered professional engineer under the laws of the State of . Minnesota. 1:--11"11%1Thomas J. ski, P.E. Reg. No. : 16798 Date: May 17, 1991 • Engineering Department City of Farmington 325 Oak Street Farmington, Minnesota 55024 (612) 463-7111 INDEX Title Sheet Index Advertisement for Bids Information to Bidders Proposal Equipment Specifications Conditions of the Contract (Green) CO Advertisement for Bids 1D-ta't- Sealed bids will be received by the Cty,..of Farmington, Minnesota, in the City Hall .}Q., at 325 Oak Street until 3:00 P.M. on :Y-1 -, 1991 at which time they will be publiclyapALAi opened and read aloud for the furnishing of all labor, materials and all else necessary for the following: Truck Chassis with Hook Style Roll Off Body Plans and specifications, proposal forms and contract documents may be seen at the office of the City Clerk, 325 Oak Street, Farmington, Minnesota 55024. Each bid shall be accompanied by a bidder's bond naming the City of Farmington as obligee, certified check payable to the Clerk of the City of Farmington, or a cash deposit equal to at least five percent (5%) of the amount of the bid, which shall be forfeited to the City in the event that the bidder fails to enter into a contract. The City Council reserves the right to retain the deposits of the three lowest bidders for a period not to exceed 90 days after the date and time set for the opening of the bids. No bids may be withdrawn for a period of ninety (90) days after the date and time set for the opening of the bids. Payment for work will be by cash or check. Contractors desiring a copy of the plans and specifications and proposal forms may obtain them from the office of the City of Farmington Engineering Department. The City Council reserves the right to reject any and all bids, to waive irregularities and informalities therein and further reserves the right to award the contract to the best interests of the City. Thomas J. Kaldunski Public Works Director cc: Farmington Independent Dakota County Tribune - Construction Bulletin TJK/mh- AGENDA REQUEST FORM ITEM NO. 16 v NAME: Larry Thompson DEPARTMENT: Administration DATE: May 14, 1991 MEETING DATE: May 20, 1991 CATEGORY: Miscellaneous SUBJECT: City Survey EXPLANATION: Consider results of City survey and future surveys REFERENCE MATERIAL/RESPONSIBILITY: Memo - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Department Heads SIGNA 4 } MEMO TO: MAYOR AND COUNCIL SUBJECT: CITY SURVEY RESULTS DATE: MAY 16,1991 Attached please find the results of the recent City survey. The results have been broken down by actual numbers and percentages, and by north, south and total. I do not have any comments on the results at this time. Also, the City has another billing being sent out on July 1st. The Council should decide if another survey should be sent out with the billing and, if so, what questions should be asked. /27 Larry Thompson City Administrator cc: Department Heads file AGENDA REQUEST FORM a ITEM NO. NAME: Wayne Henneke ( / '-L DEPARTMENT: Finance r 1 t, -,, S .. DATE: May 8, 1991 MEETING DATE: May 20, 1991 CATEGORY: Consent Agenda SUBJECT Approve Fleet Policy EXPLANATION: Per Council directive REFERENCE MATERIAL/RESPONSIBILITY: Policy - Wayne Henneke REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Department Heads 1910.100114100" SIGNA�, Memo to: Mayor & Council Date May 7, 1991 Re Fleet Policy Pursuant to Council 's request, attached is the revised Fleet Policy with the following changes : (1 ) The first sentence of the second paragraph under Section I was changed to read: "With the exception of firefighters , employees that are on call and carrying a pager, and live within (5) minutes of the city limits may take a vehicle home. " (2) The second sentence of the second paragraph under Section IV was changed to read: "After two (2) years of use, the vehicle shall be traded in on a new police squad car or sold at public auction. " (3) The second sentence of the third paragraph under Section IV was changed to read: "At the end of summer, the used squad would then be traded in on a new police squad or sold at public auction. " (4) Subdivision 1 under Section VI was changed to read: "Not move the City vehicle away from the scene of the accident except when ordered by a police officer. " (5) Subdivision 4 under Section VI was changed to read: "Fill out a State Citizens Accident Report by the end of the next shift worked. " With these changes , it is recommended to adopt the Fleet Policy. Wayne/ E. Henneke Finance Director c. c. Larry Thompson, City Administrator Department Heads file FLEET POLICY I. GENERAL All vehicles purchased by the City of Farmington are city vehicles. Department Heads are given responsibility to manage and maintain certain vehicles but modi- fications to, renovations of, or sale of a vehicle must be approved by the City Council and City ordinances followed. With the exception of firefighters, employees that are on call and carrying a pager and live within five (5) minutes of the City limits may take vehicles home. All other employees will leave vehicles at a City facility during non-working hours unless prior permission has been given by the Department Head or Administrator for special circumstances. Personal miles will be taxable under IRS guidelines. Annual inspections must be conducted on vehicles over 26,000 gross weight and record keeping requirements maintained as per State statutes. Department Heads are responsible for the inspection and record keeping in their respective departments. II. VEHICLE IDENTIFICATION CARDS Each vehicle shall be recorded on a Vehicle Identification Form (Attachment A) . This form shall provide the following information: a. vehicle make and model, b. vehicle identification number, c. purchase price, d. estimated annual miles, e. mileage (hours) at the end of each year in use, f. estimated life expectancy. III. REPLACEMENT GUIDELINES The life expectancy of the vehicles owned by the City of Farmington are as follows: Squad Cars- 3 years or 60,000 miles Pickups - 10 years or 70,000 miles Parks and Recreation 1 Ton - 10 years or 70,000 miles Public Works Explorer - 10 years of 70,000 miles Public Works Dump Truck - 15 years Public Works Street Sweeper - 10 years Tractor/Backhoe - 10 years Bobcat - 10 years Tractors - 20 years Trailers - 20 years Garbage Truck - 5 years Recycling Truck - 7 years Grader - 20 years Rollers - 20 years 2 Ton Dump - 7 years IV. DISPOSITION OF VEHICLES Vehicles may be disposed of by trading for replacement vehicles, public auction or can be used in another department. The Fire Department shall receive a used squad car for department use only. After two (2) years of use, the vehicle shall be traded in on a new police squad car or sold at public auction. The Fire Department shall receive another used police squad car-in replacement. Used squad cars can be used during the summer by Parks and Recreation if needed. At the end of summer, the used squad would be traded in on a new police squad or sold at public auction. V. PURCHASE OF VEHICLES To plan for the purchase of a vehicle, the Department Head must submit a Vehicle Purchase Request Form (Attachment B) when preparing the 5 Year CIP. This form contains the following information: A. Department B. Type of Vehicle C. Cost Analysis 1. Total purchase price 2. Salvage value 3. Total lease cost 4. Private contractor D. Life Expectancy E. Estimated Purchase Date (year) F. Housing Requirements 1. Square footage 2. Heated or cold 3. Space presently available G. Disposition 1. New/addition/replacement 2. If a replacement, what is the disposition of existing unit: a. Trade in value of existing unit b. Sale/salvage value of existing unit. The Vehicle Purchase Request Form will be analyzed by the Administrator, Finance Director and Department Head to evaluate the funding options, housing and need. It will then become part of the 5 Year CIP presented to the Council for their consideration. VI. DAMAGE TO VEHICLES An employee involved in a traffic accident driving a City vehicle shall: 1) not move the vehicle away from the scene except when ordered by a Police Officer; 2) call the Police Department; 3) notify the Department Head; 4) fill out a State Citizens Accident Report by the end of the next shift worked; 5) fill out a Property Damage Report and return it to the Finance Department. An employee involved in a non-traffic related accident shall: 1) notify the Department Head; 2) fill out a Property Damage Report and return it to the Finance Department. ATTACHMENT A CITY OF FARMINGTON VEHICLE IDENTIFICATION FORM A . VEHICLE MAKE and MODEL: 8 . VEHICLE IDENTIFICATION NUMBER: C . PURCHASE PRICE: D . ESTIMATED ANNUAL MILES: E . ESTIMATED LIFE EXPECTANCY OF VEHICLE: F . MILEAGE (HOURS ) AT THE END OF EACH YEAR IN USE: 1991 1996 2001 1992 1997 2002 1993 1998 2003 1994 1999 2004 1995 2000 2005 G . COMMENTS: hl JAMJU 1r.1Y 1 L • CITY OF FARMINGTON VEHICLE PURCHASE REQUEST FORM A . Department B . Type of Vehicle C . Cost Analysis: ( 1 ) Total Purchase Price ( 2 ) Salvage Value ( 3 ) Total Lease Price ( 4 ) Private Contractor D. Life Expectancy of Vehicle E. Estimated Purchase Date ( Year ) F . Housing Requirements: ( 1 ) Square Footage ( 2 ) Heated or Cold ( 3 ) Space Presently Available G . Disposition: ( 1 ) New/Addition/Replacement ( 2 ) If Replacement what is the disposition of existing vehicle: ( 3 ) Trade in value of existing vehicle: ( 4 ) Sale/Salvage value of existing vehicle: / 1 AGENDA REQUEST FORM p _I. ITEM NO. NAME: Wayne Henneke DEPARTMENT: Finance DATE:' / MEETING DATE: -Mey CATEGORY: ' AcLf).—j. SUBJECT: Fleet Policy EXPLANATION: 00.3 4 `y A,, a''`t— REFERENCE MATERIAL/RESPONSIBILITY: Wayne Henneke REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Department Heads 14) e6;i"geik SIGMAA Memo to: Mayor & Council Date : April 17, 1991 Re Fleet Policy Attached is a proposed fleet policy for your consideration. The policy addresses: 1) Department Head's responsibility to manage and maintain certain vehicles. 2) Which employees can take a city vehicle home. 3) Fire Department Vehicle 4) Annual vehicle inspections. 5) Vehicle inventory system. 6) Vehicle replacement guidelines. 7) Vehicle purchase procedure. 8) Vehicle disposition procedure. 9) Vehicle damage procedure. It is staff's recommendation to adopt the policy. t6CtAirtjigVeY„Sig-- Wayne E. Henneke Finance Director c.c. Larry Thompson, City Administrator Department Heads file FLEET POLICY I. GENERAL All vehicles purchased by the City of Farmington are city vehicles. Department Heads are given responsibility to manage and maintain certain vehicles but modi- fications to, renovations of, or sale of a vehicle must be approved by the City Council and City ordinances followed. Only employees that are on call and carrying a pager, and live within five (5) minutes of the City limits may take vehicles home. All other employees will leave vehicles at a city facility during non-working hours unless prior permission has been given by the Department Head or Administrator for special circumstances. Personal miles will be taxable under IRS guidelines. Annual inspections must be conducted on vehicles over 26,000 gross weight and record keeping requirements maintained as per State statutes. Department Heads are responsible for the inspection and record keeping in their respective departments. II. VEHICLE IDENTIFICATION CARDS Each vehicle shall be recorded on a Vehicle Identification Form (Attachment A) . This form shall provide the following information: a. vehicle make and model, b. vehicle identification number, c. purchase price, d. estimated annual miles, e. mileage (hours) at the end of each year in use, f. estimated life expectancy. III. REPLACEMENT GUIDELINES The life expectancy of the vehicles owned by the City of Farmington are as follows: Squad Cars - 3 years or 60,000 miles Pickups - 10 years or 70,000 miles Parks and Recreation 1 Ton - 10 years or 70,000 miles Public Works Explorer - 10 years of 70,000 miles Public Works Dump Truck - 15 years Public Works Street Sweeper - 10 years Tractor/Backhoe - 10 years Bobcat - 10 years Tractors - 20 years Trailers - 20 years Garbage Truck - 5 years Recycling Truck - 7 years Grader - 20 years Rollers - 20 years 2 Ton Dump - 7 years IV. DISPOSITION OF VEHICLES Vehicles may be disposed of by trading for replacement vehicles, public auction or can be used in another department. The Fire Department shall receive a used squad car for department use only. After two (2) years of use, the vehicle shall be traded in on a new squad car or sold at public auction. The Fire Department shall receive another used squad car in replacement. Used squad cars can be used during the summer by Parks and Recreation if needed. At the end of summer, the used squad would then be traded in on a new squad or sold at public auction. 1�Q V. PURCHASE OF VEHICLES To plan for the purchase of a vehicle, the Department Head must submit a Vehicle Purchase Request Form (Attachment B) when preparing the 5 Year CIP. This form contains the following information: A. Department B. Type of Vehicle C. Cost Analysis 1. Total purchase price 2. Salvage value 3. Total lease cost 4. Private contractor D. Life Expectancy E. Estimated Purchase Date (year) F. Housing Requirements 1. Square footage 2. Heated or cold 3. Space presently available G. Disposition 1. New/addition/replacement 2. If a replacement, what is the disposition of existing unit: a. Trade in value of existing unit b. Sale/salvage value of existing unit. The Vehicle Purchase Request Form will be analyzed by the Administrator, Finance Director and Department Head to evaluate the funding options, housing and need. It will then become part of the 5 Year CIP presented to the Council for their consideration. VI. DAMAGE TO VEHICLES An employee involved in a traffic accident driving a City vehicle shall: 1) Not move the City vehicle away from the scene of the accident. 2) Call the Police Department. 3) Notify the Department Head 4) Fill out a State Citizens Accident Report during the work shift the accident occurred. 5) Fill out a Property Damage Report and return it to the Finance Department. An employee involved in a non-traffic related accident shall: 1) Notify the Department Head. 2) Fill out a Property Damage Report and return it to the Finance Department. . ATTACHMENT A CITY OF FARMINGTON VEHICLE IDENTIFICATION FORM A . VEHICLE MAKE and MODEL: B . VEHICLE IDENTIFICATION NUMBER: C . PURCHASE PRICE: D . ESTIMATED ANNUAL MILES: E . ESTIMATED LIFE EXPECTANCY OF VEHICLE: F . MILEAGE ( HOURS ) AT THE END OF EACH YEAR IN USE: 1991 1996 2001 1992 1997 2002 1993 1998 2003 1994 1999 2004 1995 2000 2005 G . COMMENTS: , . CITY OF FARMINGTON VEHICLE PURCHASE REQUEST FORM A . Department B . Type of Vehicle C . Cost Analysis: ( 1 ) Total Purchase Price ( 2 ) Salvage Value ( 3 ) Total Lease Price ( 4 ) Private Contractor D . Life Expectancy of Vehicle E . Estimated Purchase Date ( Year ) F . Housing Requirements: ( 1 ) Square Footage ( 2 ) Heated or Cold ( 3 ) Space Presently Available G . Disposition: ( 1 ) New/Addition/Replacement ( 2 ) If Replacement what is the disposition of existing vehicle: ( 3 ) Trade in value of existing vehicle: ( 4 ) Sale/Salvage value of existing vehicle: AGENDA REQUEST FORM ITEM NO. NAME: Wayne Henneke DEPARTMENT: Finance DATE: May 15, 1991 MEETING DATE: May 20, 1991 CATEGORY: Consent Agenda SUBJECT: Resolution Amending Sewer Fees EXPLANATION: REFERENCE MATERIAL/RESPONSIBILITY: Wayne Henneke REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Wayne Henneke Finance IA) IC;i6.141441 SIGNA1 iJRE e Memo to: Mayor & Council Date : May 16, 1991 Re : Metered Sewer Rate Minimum The attached resolution amends Resolution R1-91 by establishing a rate for metered sewer accounts where the water service was not used during the quarter. Council approved the charge at the last meeting. 14)0,414V-E-W-(24 Wayne E. Henneke Finance Director c.c. Larry Thompson, City Administrator file