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Home My WebLink About07.16.90 Council Packet AGENDA COUNCIL MEETING REGULAR JULY 16, 1990 1. CALL TO ORDER 2. APPROVE AGENDA 3. APROVE MINUTES a. 6/27 Special b. 7/2 Regular 4. CITIZENS COMMENTS 5. PUBLIC HEARINGS 6. PETITIONS, REQUESTS AND COMMUNICATIONS a. Approve 1991 ALF Ambulance Budget 7. ORDINANCES AND RESOLUTIONS 8. UNFINISHED BUSINESS a. Stop signs in Dakota County Estates b. Approve Fairgrounds sewer and water agreements c. Siren damage settlement d. Removal/trimming of boulevard trees e. Space needs 9. NEW BUSINESS a. Fire Cataract Pension benefits b. Electrical connection for Christmas tree lights 10. MISCELLANEOUS a. Review 1990-1991 Goals and Objectives b. Warning sirens c. Final plat of Farmington Industrial Park d. Award bids for Project 89-7 - Flagstaff bridges 11. CONSENT AGENDA a. School/Conference - State Chief's Conference - Police Dept. b. School/Conference - Laws Update Class - Police Dept. c. School/Conference - Advanced Driving School - Police Dept. d. City Auction proceeds e. Capital outlay request - Public Works dumpsters f. School/Conference - Advanced Defensive Driving - Police Dept. g. School/Conference - Parks & Rec h. Capital outlay request - Tailgate lift for Public Works Dept. i. Approve engineering agreement - Farmington Industrial Park j . Bills 12. ADJOURN 13. ADD-ONS a. Water service fees assessment AGENDA REQUEST FORM ITEM NO. NAME: Larry Thompson DEPARTMENT: Administration DATE: July 9, 1990 MEETING DATE: July 16, 1990 ) / CATEGORY: Petitions, Requests and Communications SUBJECT: Approve 1991 ALF Ambulance Budget EXPLANATION: Per the Joint Powers Agreement REFERENCE MATERIAL/RESPONSIBILITY: Budget - ALF REFERRED TO: (NAME) DEPARTMENT: SIGNATURE A m 1/5 gaii N 14200 Cedar Avenue South Apple Valley, Minnesota 55124 Phone — 612-432-5664 ALF AMBULANCE 1991 PROPOSED BUDGET To the Honorable Mayor and City Council Members: Attached to this letter is the proposed budget for ALF Ambulance for the 1991 fiscal year. Per the three city Ambu]ance Joint Powers Agreement, the ALF Ambulance Board has reviewed and approved the budget as presented. The budget is being forwarded herewith to the three member cities for their review and authorization for adoption. It is the Board's goal for fiscal year 1991 to see ALF Ambulance continue to deliver high quality emergency medical services to the citizens in our ambulance service area. The Board will continue to recognize its fiscal responsibility with regard to the overall operations of the ambulance service. The following is a synopsis of the budget proposal: The Board has opted to maintain the same coverage level for fiscal year 1991 as the current year 1990. That coverage consists of one unit being operated twenty-four hours, with a second unit being operated sixteen hour days (0700-2300 hours) . This has proven to adequately cover our service area. The present call volume between the hours of 230-0700 does not justify the expansion of hours for the second unit at this time. This budget does reflect a slightly heavier call volume for 1991 over 1990. The Board has also opted to continue the position of paramedic/education coordinator. This position is utilized to instruct community education and promotions, as well as instructing training for our allied first re- sponder police and fire organizations. This position also fills in shift vacancies due to vacations, sick leave and schooling for our other per- sonnel. The 1991 Budget projects a $1.43 per capita subsidy. This is down from $2.50 per capita from fiscal year 1990. This has been accom- plished through proposed rate increases (user fees) and the slight reduc- tion of our cash reserve. Salaries: This line item consolidates all wages (i.e. Full- time, Part-time, O.T. , etc. ) . Education Equipment Supplies: This is a new item for 1991. Due to the extensive training we provide, this line item was added to account for the materials used in training citi- zens and public safety personnel. Motor Fuels: Has an additional $2,100 added to cover antici- pated mileage as well as higher prices at the pumps. Medical Supplies: Has an additional $1,500 added to cover the ever increasing prices for supplies. Due to infectious disease control measures, some items are used only once while other have a shortened life expectancy. Collection Services: This line item now includes the collection fees of Allied Interstate, Inc. (our collection agen- cy) . Their collection percentage is reflected here. Professional Services: This line item covers all services such as pre- employment physical, attorneys, etc. Lease Contracts: This is a new line item for 1991. It covers the lease of telephone pagers at a cost of approxi- mately $290 annually. The remaining amount is for the anticipated lease of a copying machine for ALF. Micro Filming: This is a new line item for 1991. The Lakeville Finance Department advises that billing records and other paperwork is to the point where it will need to go onto microfilm for storage. Additions to Fixed Assets: This is our capital equipment budget. Monies to finance these purchases come from our equipment reserve account. There are five items listed for 1991: 1. Office Furniture - With the move into new quarters, we obtained furnishings for all of the quarters with the exception of our office areas. This will be designated for the purchase of file drawers and miscellaneous office furniture as needed. 2. Monitor/VCR - These items will be placed in our conference/training room. All of our training for paramedics, first responders and citizen courses are done with video tape. 3. (2) Portable Radios - These are replacement radios. 4. (2) Pagers - These are replacement pagers. 5. Computer/Computer Furniture - The Board has had some discussion on this item. It is possible the Board may delete this purchase at a later time or look to one of the cities for a used computer. . • -x I IC IC IC -X 0 0 0 0 0 o 0 0 tr) o UI r-I r-I • Cr) 10 to N. ON 10 to ON r-I 1/40 ul h. N. ON r-I M l0 00 ul 'k 9C dC •k •k •k 0 to O 0 0 O 0 • 0 1/40 03 to ON N. 0 ON to 00 0 ON '.0 03 r-I r-I N 10 M 4 J.) C) bp M %0 0 0 .n jC I. vO 4 0 ra b 00 r -1 M M N 0 C) O\ to r-I 00 to I- 0 0) .--4 r-I M to 03 0a. 4 $4 0. .-i ON aC •x 9c •k -x ON 10 M r-I I 00 N M O m 03 03 • trl M 10 03 C) 03 In OO .>~ ON to 10 I. N. '.0 I-4 J-) 1-1 r--I N M r-I r-I 4 ba c .r.1 r-1 •rI P. O 0 M 0 0 N U I r♦ n ON 0 M n 4 r-1 r-i 4 t'. CO to N. •1-1 ON M '-0 0 N to 0 r-1 r-1 N to M .-4 C) 0) g U) C) N 00 N 0 r•I 0 0 •1-1 jC M h CO N M 4-I '.0 00 • O'. M 00 '.0 00 to r-I 13 0N r-I 4 00 M 4 ra 0 r-1 1--1N 4 N. CCIN CO 4) C.) ro 4-I 4a 0 4.) In •rI •. y r4 44 �.i )4 4 $a C) En ,0 U 0 .. 4 ao al a3 •.-4 C •1 V 0 $a E-t .-1 .-1 >r z a) F .--i a) •.I J.)) J ob 0 0 r�-1 Cid CU) r-I C) W P-i .,...4 •r-) r-I J-I C) •rI CO 4-) o CO C) Jo) J..) •,-1 y U SJ � a C) 0 O U 33-I 3 EU) Ems-+ w M Cr) E4 Z I< IC ALF AMBULANCE BALANCE SHEET OPERATING AND EQUIPMENT FUND COMBINED 1988 1983 1930 1990 1991 ACTUAL ACTUAL BUDGET ESTIMATE BUDGET ASSETS Current assets Cash $241,054 $306,730 $215,280 Operations 120,976 63,185 Equipment 95,893 128,178 Accounts receivable, net 153,125 138,680 145,138 125,607 167,909 Prepaid expenses 12,792 11,981 9,676 13,1.79 14,497 Total current assets $406,971 $457,391 $370,094 $355,655 $373,769 Property, plant and equipment Machinery and equipment $244,455 $246,996 $257,154 $273,196 $282,696 Less; accumulated depreciation • (56,958) (85,411) (120,069) (115,411) (146,411) Net equipment $187,497 $161,585 $137,085 $157,785 $136,285 • Total assets $594,468 $618,976 $507,179 $513,440 $510,054 LIABILITIES AND RETAINED EARNINGS Current liabilities Accrued salaries $17,144 $18,325 $12,578 $18,650 $20,150 Accounts Payable 11,350 7,982 9,143 9,143 10,057 Accrued interest payable 2 . 1,341 3,658 Bonds payable-current 41,500 47,500 Total current liabilities $77,335 $77,465 $21,721 $27,793 $30,207 Long-term liabilities Bonds Payable Retained earnings Invested in Property and Equipment $187,497 $161,585 $137,085 $157,785 $136,285 Reserved for Future Equip, Expenditures 59,460 86,925 129,896 95,893 128,178 Unreserved 270,176 293,001 218,477 231,969 215,384 Total retained earnings $517,133 $541,511 $485,458 $485,647 $479,847 Total liabilities and retained earnings $594,468 $618,976 $507,179 $513,440 $510,054 ALF AMBULANCE STATEMENT OF REVENUES AND EXPENSE 1968 1969 1990 1990 '991 ACTUAL ACTL?.L BUDGET ESTIMATE DGET Operat:rg re%er.ues Gr:ss service billings $417,334 $485,346 $439,600 $439,600 $$567,650 Less MedlcarejMedicaid (18,837) (23,411 ) (16,485) (21,100) '.23,207) Net service billings $398,497 $461.925 $423,115 $419,500 $569,443 City support 170,433 80,255 150,148 150,148 93,379 T wishio sucport 6,600 7.200 6,900 6,650 7,500 Miscellaneous 15,236 10,020 8,500 8,500 14,750 Interest 18,814 24,449 23,500 15,000 16,000 Total revenues $609,580 $583,859 $612,063 $598,948 $691,072 Operating expenses Salaries $242,838 $339,455 $356,837 $396,837 $410,854 Pera 10,055 14,695 15,166 17,778 18,407 Fica 17,767 25,283 26,798 30,358 31,431 Hospitalization 12,406 22,044 29,700 28,139 31,500 Long term disability 1,984 2,157 Workmans Compensation 10,423 10,252 16,097 18,530. 19,405 Office supplies 357 840 1,000 1,000 1,250 Operating Supplies 1,689 1,095 1,500 1,500 1,700 Education Equipment and Supplies 700 Motor fuels • 6,600 9,293 9,500 9,500 11,600 Lubricants 64 197 500 500 500 Clothing 2,765 2,450 3,500 3,500 3,500 Equipment parts 1,613 1,203 3,000 3,000 3,000 Promotions 169 322 700 700 750 Medical supplies 5,861 1,126 7,100 7,100 8,600 Oxygen 487 773 575 575 675 Audit 3,100 1,500 1,200 1,200 3,600 Professional services 366 2,846 1,100 11,100 2,500 Collection services 20,396 26,356 19,900 26,900 29,200 • Use of personal auto 571 516 650 650 675 Print public information 35 0 220 220 220 Insurance 11,572 13,398 16,500 15,000 16,500 Telephone 1,505 1,813 2,600 2,600 2,900 Lease Contracts (Pagers 5 Copiers) 3,800 Contract auto repair 4,421 5,604 6,500 6,500 7,200 Contract equipment repair 205 489 700 700 950 Contract linen 567 950 800 950 850 Contract radio repair 783 343 1,500 1,500 1,600 Data processing 535 381 600 600 600 Microfilming 1,000 Postage 0 100 100 100 Schools and conferences 677 1,741 2,400 2,400 3,500 Dues and subscriptions 393 476 950 950 1,100 Licenses 75 255 350 350 650 Interest expense 5,118 3,959 0 0 0 Uncollectible accounts 5,973 35,373 49,455 32,091 42,898 Depreciation 21,419 28,453 33,500 30,000 31,000 Total expense $391,411 $559.491 $610,996 $554,912 $E:,3,E72 Net inccce $216,169 U4,379 $1,065 ($EE,E941 ($5.900) BUDGET ASSUMPTIONS 1988 19E9 1990 1930 1291 ACTUAL ESTIMATE BUDGET ESTIMATE POPULATION Apple Valley 29,109 32,309 33,278 33,622 35,000 Lakeville 18,222 20,783 21,406 22,107 24,175 Farmington 5,110 5,275 5,375 5,682 5,225 Total population 52,441 58,367 60,059 62,011 65,300 PER CAPITA COST $3.25 $1.38 $2.50 $2.50 $1,43 COST PER CITY Apple Valley $94,604 $44,425 $83;195 $84,055 $50,050 Lakeville 59,222 28,577 53,515 56,768 34,856 Farmington 16,608 7,253 13,438 14,205 8,473 $170,433 $80,255 $150,148 $155,028 $93,379 (55,864) (5,800) SERVICE BILLINGS Total transports 1,558 1,549 1,570 1,570 1,610 Average revenue per call $268 $313 $280 $280 $365 Total service billings $417,334 $485,346 $439,600 $439,600 $587,550 SERVICE BILLINGS For operations 386,175 457,881 404,432 404,432 545,865 Designated. for future equipment replacement 31,159 27,465 35,168 35,168 41,785 $417,334 $485,346 $439,600 $439,600 $581,650 k S ♦ � ALF ANBUL4NCE WORKING CAPITAL 1988 1989 1990 1990 1891 ACTUAL ACTUAL BUDGET ESTIMATE BaET Current assets Cash $241,054 $306,730 $215,280 $216,869 $191,163 Accounts receivable, net 153,125 138,680 145,138 125,601 167,909 Prepaid expenses 12,792 11,981 9,616 13,179 14,497 Total current assets $406,971 $457,391 $370,094 $355,655 $373,769 Current liabilities Accrued salaries $17,144 $18,325 $12,578 $18,650 $20,150 Accounts payable 11,350 7,992 9,143 9,143 10,057 Accrued interest payable 1,341 3,658 0 0 0 Bonds payable-current 47,500 47,500 0 0 0 . Total current liabilities $77,335 $77,465 $21,721 $27,793 $30,207 Total working capital $329,636 $379,926 $348,373 $327,862 $343,562 CHANGES IN WORKING CAPITAL 1988 1989 1990 1990 1991 ACTUAL ACTUAL BUDGET ESTIMATE BUDGET Funds provided Net income $218,169 $24,378 $1,065 ($55,864) ($5,800) Depreciation 21,419 28,453 33,500 30,000 31,000 Total funds provided $239,588 $52,831 $34,565 ($25,864) $25,200 Funds applied Additions to fixed assets $87,001 $2,541 $12,500 $26,200 $9,500 Debt retirement 47,500 Total funds applied $134,501 $2,541 $12,500 $26,200 $9,500 Net increase in working capital $105,087 $50,290 $22,065 ($52,064) $15,700 • Working capital, January 1 224,549 329,636 326,308 379,926 327,862 Working capital, December 31 $329,636 $379,926 $348,313 $327,862 $343;562 ALF AMBu . ' tiCE BALANCE SEET OPERATING FUND 12E8 13E 193C' 1990 192, ACTUAL ACILAI BUDGET ESTIMATE BUDGET ASSETS Current ""tt Cash - Equipment $241,054 $306,730 $215,280 Equipment 120,976 63,185 Accounts receivable, net 153,125 138,680 145,138 125,607 167,909 Prepaid expenses 12,792 11,991 9,676 13,179 14,497 Total current assets $406,971 $457,391 $370,094 $355*,655 $245,591 Property, plant and equipment Machinery and equipment $244,455 $246,996 $257,154 $273,196 $282,696 Less: accumulated depreciation (56,958) (85,411) (120,069) (115,411) (146,411) • Net equipment $187,497 $161,585 $137,085 $157,785 $136,285 Total assets $594,468 $618,976 $507,179 $513,440 $381,876 LIABILITIES AND REIAINED EARNINGS Current liabilities Accrued salaries $17,144 $18,325 $12,578 $18,650 $20,150 Accounts Payable 11,350 7,982 9,143 9,143 10,057 Accrued interest payable 1,341 3,658 Bonds payable-current 47,500 47,500 Total current liabilities $77,335 $77,465 $21,721 $27,793 $30,207 Long-term liabilities Bonds Payable Retained earnings Invested in Property and Equipment $187,491 $161,585 $137,085 $157,785 $136,285 Reserved for Future Equip. Expenditures 59,460 86,925 129,896 Unreserved 270,176 293,001 218,477 231,969 343,562 Total retained earnings $511,133 $541,511 $485,458 $485,647 $479,841 Total liabilities and retained earnings $594,468 $618,976 $507,179 $513,440 $510,054 ALF AMBULANCE BALANCE SHEET EQUIPMENT . U N D 19E6 19E2 lin 1 I) E91 ACTUAL ACTUAL BUDGET ESTIMATE BUDGET ASSETS Current assets Cash $95,593 $128,178 LIABILITIES AND RETAINED EARNINGS Retained earnings • Reserved for Future Equip. Expenditures 95,893 128,178 ALF AMBULANCE ADDITIONS TO FIXED ASSETS 1988 1989 1990 1990 1991 ACTUAL ACTUAL BUDGET ESTIMATE ESTIMATE New Ambulance Chassis $22,000 Module 35,653 Telecommunications equipment Radios/telephone 4,696 Portable radios (2) 3,238 $2,139 $2,400 Pagers (2) 402 700 Defibrillation/monitor Life Pak 5 7,019 Refurbish/Repower Medic #11 $10,500 $14,200 New engine, rebuilt frame Interior/exterior refurbish Miscellaneous equipment for new ambulance . • Equipment 4,449 Optical emitters 4,050 Manakins 1,501 Account receivable software 2,995 Bullet proof vests (donated) 1,400 Office furniture Miscellaneous furniture for new quarters 2,000 12,000 1,400 Computer and furniture 5,000 Total acquisition of equipment $87,00.1 $2,541 $12,500 $26,200 $9,500 AGENDA REQUEST FORM ITEM NO. NAME: Larry Thompsonp,,J) 26 acs-rte. , DEPARTMENT: Administration DATE: July 9, 1990 MEETING DATE: July 16, 1990 CATEGORY: Unfinished Business SUBJECT: Stop Signs in Dakota County Estates EXPLANATION: Per Council directive - REFERENCE MATERIAL/RESPONSIBILITY: Report - Dan Siebenaler REFEREED TO: (NAME) DEPARTMENT: Larry Thompson Administration Tom Kaldunski Public Works Dan Siebenaler Police SI is AGENDA REQUEST FORMe ITEM NO. AP1Ak NAME: Larry Thompson DEPARTMENT: Administration DATE: Jt 5 90 -1/41 jo MEETING DATE: Giiso 7 70 CATEGORY: cations SUBJECT:• Petition - Stop Signs - Dakota County Estates EXPLANATION: ems- e j ��--�---- REFERENCE MATERIAL/RESPONSIBILITY: y - REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Tom Kaldunski Public Works Dan Siebenaler Police SIGNA June 13, 1990 'imi 18 ¶9 Dear Councilman We would like to request stop signs at the follow- ing! Four way stop signs at 183 rd and Embers Ave and at upper 183 rd and Embers Ave a three way stop sign . At 183 rd and Ensley two way stop signs and at upper 183 rd and Ensley two way stop signs. Due to the number of young children and traffic from Pilot Knob . We also would like you to seriouly consider "slow children at play signs". There have already been to many near accidents. There's also Four daycare homes in the same block. OUR CHILDREN ARE OUR FURTURE ! LETS KEEP IT THAT WAY. Name Address Phone kiiii-i4\ithk. Kiwackg / g3/3n• Ail 466-g3{! 4i V ,g 63vr w i va >51-46p_8761 Inaccill 1/ N _Agaee;o A0P5?0 1-1-1 /(J -i-e6 4e-'27. , F a, 3:=26a /Z 0, y `d3k,d 34- �� 46..E -g 6 cg ,544,0) /27A-Wi (5-27-5-- C"PPA SII 5s (1-/'-°4t: d 534- a , 3 3 sO. Ye,' - 45� y can % ' 5351 ufi ic i g3xo 41cs7Y3 ' ctA e 7/4c, 5363 C/ e (83 w q6 3 --7136, �1 ca��s ,� -,a2--o-r) I-613\x,, ,., ‘ i � 'H u.° — i14 O ►3 "45149 ""bo / ti103- Octd6 �� Name Address Phone avateclei4- 53c{ e34S 44CO3 cW4 463 - 8441 /r. F/ f/0 0.14,91. 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FM Ii0 MI c.)_..- .7.7w • . #4...., ..:4-)..: (:).J.7 ,.. 1. 4 . ._., : . is Ini -':;'...N'. f MEN tom, • ,�¢, p}p�l a. \ ,,a -� o • tet' d L. '.."0 :V •‘f.> . I.'' • ,.:`-'.,..din . : ;" e_. Z. -C.-9 _6; 0 .4 ce 0 ,.,.1 o • nv ^ 0 t 4-:f. f :.---:1; r -.'0%t ill 1— 111 i� a L • pc^• a 3OO 300 aoC, t� ,,;oc, ' �o-- IOPy :. i' - •ems o 1 I � J AGENDA REQUEST FORM ITEM NO. NAME: Thomas J. Kaldunski ct, ,(1 _4 - DEPARTMENT: Public Works f DATE: July 3, 1990 iAY-1(MEETING DATE: July 16, 1990CATEGORY: Unfinished Business (21r-- SUBJECT: Removal/Trimming of Soft Maples EXPLANATION: See attached memo REFERENCE MATERIAL/RESPONSIBILITY: Memo - Tom Kaldunski REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Tom Kaldunski Public Works Wayne Henneke Finance Jerry Bauer Public Works 7.440,4141144j SIGNATURE MEMO TO: MAYOR AND COUNCIL SUBJECT: TREE TRIMMING/REMOVAL DATE: JULY 9, 1990 The Public Works Department has inventoried the City boulevards to identify all large soft maple trees that need trimming and/or removal as a follow up to our dicussions at the last Council meeting. I must stress that the City has a liability to maintain these trees properly. If the hollow branches and dangerous trees are not removed, the City could be held liable for damages caused by boulevard trees following heavy wind storms. There were several soft maples that were blown down during the last storm in June. Attached is a list of large soft maples that need attention. H&H Tree Service has estimated that it will cost $150/tree trimmed with the Public Works crew chipping the brush and hauling the wood away. To remove trees completely, it will cost an average of $300 per tree plus $25.00 per tree for stump removal. The following summarizes the cost of maintaining the soft maples. Trees to be trimmed (30 @ $150 each) $ 4,500.00 Trees to be removed (17 @ $325 each) 5,525.00 Total $ 10,025.00 At a future Council meeting, I will be requesting an adjustment to the Department budget to address these trees. I will be recommending that the $3,000 cut from the 1990 Budget plus an additional $2,525 be targeted to fund the removal of the dangerous soft maples in 1990. I will also request an additional $4,500 in the 1991 Budget to handle the trimming and branches from the soft maples. Note that this is in addition to the $3,000 budgeted in 1990 and 1991 for removal of diseased shade trees. 7--..,17004/4/4,14141 Thomas J. Kaldunski Public Works Director cc: file Wayne Henneke Jerry Bauer TJK TJK/mh k INVENTORY OF SOFT MAPLES # OF TREES LOCATION RECOMMENDED ACTION 1 309 Fourth Street Trim 3 410 Oak Street Trim 2 420 Oak Street Remove 1 515 Oak Street Trim 1 520 Oak Street Remove 1 711 Oak Street Trim 1 704 Oak Street Trim 1 520 Spruce Street Trim 1 514 Spruce Street Trim 1 506 Spruce Street Remove 1 508 Spruce Street Trim 2 421 Spruce Street Remove 1 421 Spruce Street Trim 1 Spruce Place Remove 1 Red Oak Manor Remove 3 401 Spruce Street Trim 1 601 4th Street Remove 1 700 4th Street Remove 1 520 3rd Street Remove 1 513 3rd Street Remove 1 204 Walnut Street Trim 1 308 Walnut Street Trim 1 601 3rd Street Trim 1 601 4th Street Remove 1 404 Walnut Street Trim 1 601 Walnut Street Trim 1 612 Walnut Street Trim 3 613 Walnut Street Trim 1 521 Walnut Street Trim 2 512 6th Street Trim 1 609 Main Street Remove 1 601 Main Street Trim 1 317 Main Street Remove 1 301 Main Street Trim 1 305 Main Street Trim , • a # OF TREES LOCATION RECOMMENDED ACTION 1 413 Willow Street Trim 1 39 Oak Street Remove 1 31 Oak Street Remove 1 AGENDA REQUEST FORM ITEM NO. NAME: Larry Thompson DEPARTMENT: Administration DATE: June 25, 1990 MEETING DATE: July 16, 1990 CATEGORY: Unfinished Business SUBJECTi Space Needs EXPLANATION: Staff requires direction from the Council as to which way to proceed with the space needs matter. REFERENCE MATERIAL/RESPONSIBILITY: Update - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Tom Kaldunski Public Works SIGNATUI /17 ' MEMO TO: MAYOR AND COUNCIL SUBJECT: SPACE NEEDS - REFERENDUM DATE: JULY 11, 1990 Per Council directive, staff has reviewed the following issues relating to the proposed Public Works Facility referendum. Amount It is felt that the amount of the referendum cannot be reduced without reducing the actual size of the building or non-building costs. Most of the non-building costs were felt to be either essential or "bare bones". The fence could be eliminated ($13,000) and installed in a future year. With upcoming regulations relating to salt storage, it is not prudent to eliminate the storage shed. The testing/fees, fiscal costs and contingency cannot be reduced without potentially cutting into other essenti, areas if actual costs exceed estimates. Staff has discussed the possibility of the HRA donating an industrial site for the project. The new State TIF law has included a provision whereby City LGA is reduced by a certain percentage of captured increments It may be beneficial to the HRA to donate a site in lieu of the LGA penalty, which in essence would be revenue "neutral". It was intended to discuss this topic (LGA penalties) at the next Council meeting, but I can present additional detail to this concept at this meeting if requested. If the property were to be donated, the referem dum could be reduced by $96,000. The building size could be reduced by eliminating 2 bays (35') which would mean the solid waste trucks would be stored at the present garage and Parks and Recreation wouli continue to lease its existing space. The bays could be added at a later date. This would eliminate one of the arguments for the centralized garage, that is, efficiency of operations. Also, the Fire Hall was reduced in size in order to reduce the referendum and five years later, the Fire Department is running out of space. Therefo. while the size of the building could be reduced, I am opposed to this cut unless it is felt that this is the only way the referendum would be passed. The reduction would 214# $61,250. ,.Timi Staf r ecommends the referendum be held on Tuesday, November 6, 1990 (General Election Dy)r in order to attract the largest voter turnout. Summary The only way the size of the referendum can be substantially reduced is to eliminate land costs or to reduce the size of the building. I would request direction from the City Council to approach the HRA to obtain conceptual approval. I would report back at the next meeting. At that time the Council will need to set the time and date for the referendum in order to give adequate time to the Space Needs Committee to promote the referendum. In the mean time, I would request that the Council reappoint the Space Needs Committee to begin planning the promotion. elr cc: Tom Kaldunski a.7/ "'"`ha rfm sdn" " "" Jim Bell City Administrator Space Needs Committee Jerry Henricks AGENDA REQUEST FORM ICU ITEM NO. Nom: Larry Thompson P-9-IJ-COJJ DEPARTMENT: Administration DATE: July 6, 1990 / MEETING DATE: July 16, 1990 CATEGORY: Miscellaneous SUBJECT: Review 1990-1991 Goals and Objectives EXPLANATION: Self explanatory REFERENCE MATERIAL/RESPONSIBILITY: Goals and Objectives Update - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Department Heads Jerry Henricks EDC/HRA SIGNA CITY GOALS 1990-1991 July 11, 1990 1. Implementation of a Comprehensive Waste Collection/Processing System Completed A. Council adopted a new Solid Waste Ordinance. B. Council adopted a Solid Waste Policy. C. City implemented a volume based billing system. D. City implemented an automated collection system. E. City implemented a curb side residential recycling program. City presently recycles newspaper, beverage cans, tin cans, glass, office paper, cardboard, and plastics. F. Yard waste has been separated from landfill waste stream. G. Drop Off days held on May 20, 1989, October 14, 1989 and May 19, 1990. H. City selected for County sponsored battery collection pilot program. I. Resource Recovery Facility Task Force Report and Siting Task Force Report completed and accepted. J. Staff directed to prepare Resource Recovery Facility grant. K. Commercial/Institutional/Multi-family recycling program implemented. L. Volume based billing system refined. To Do A. Complete Resource Recovery Facility grant. B. Complete weight based equipment grant. C. Continue to refine commercial/institutional/multi-family recycling. D. Implement automated commercial collection. 2. Implement Recommendations of the Salary Committee Completed • A. Job descriptions reviewed/revised/adopted. B. Organizational Chart reviewed/revised/adopted. C. Policies reviewed/amended. To Do A. Complete job evaluations. B. Revise pay line. C. Implement pay plan. D. Review part time salary issues. 3. Continue with Southeast Area Storm Sewer Project/Henderson Dewatering Completed A. Project included in the Vermillion River Watershed Management Board (VRWMB) Plan which has been adopted by the State. B. Feasibility report ordered by the VRWMB. C. Meeting has been held with township officials to discuss project. D. Staff has met with VRWMB engineer to discuss project. E. Feasibility report accepted/adopted by VRWMB. To Do A. Determine project financing. B. VRWMB to hold public hearing on project/allocate costs. (During 1990) C. VRWMB to order project. D. Project completion - approximately 1991. 4. Complete Celebrate Minnesota 1990 Project Completed A. Public hearings conducted. B. Presentation made to Council, HRA and EDC. C. Financial commitments made by HRA and service organizations. D. State grant approved/accepted. E. Agreements obtained from Soo Line and NSP. F. Storm Sewer project completed. G. Property has been acquired from CMC. H. Pathway and landscaping installed west of railroad tracks. I. Awnings installed. J. NSP cable buried. K. Ceremony held. To Do A. Complete trail and landscaping east of tracks. B. Bury Soo Line cable. 5. Sidewalk Repair and Installation Completed A. Plan completed and adopted by Council. B. 900 lineal feet of sidewalk replaced during 1989. C. 4,000 lineal feet of sidewalk replacement/new installation ordered for Project 89-3 and 89-14. D. $16,500 sidewalk maintenance bid let. E. $25,000 sidewalk improvement project ordered (90-6) . F. Revised inventory of sidewalks completed. To Do A. Review/revise/adopt comprehensive sidewalk plan. B. Install sidewalks per schedule in sidewalk plan. 6. Establish and Implement 5 and 10 Year Public Improvement/Maintenance Plan Including Controls/Policy/Financing Completed A. Storm Sewer - Comprehensive Storm Sewer Plan adopted by Council. - Development fee policy adopted by Council. - Redevelopment fee policy adopted. - Assessment policy adopted. - Storm Water Utility policy and fees adopted. B. Sanitary Sewer Rehabilitation/Installation - Proposal to complete plan received from Bonestroo. - $200,000 committed to rehabilitation in 5 year CIP. - Assessment policy adopted by Council. C. MSA Road and Bridge Improvement - 5 year CIP MSA Plan adopted. D. Water Supply and Repairs - Comprehensive Plan adopted. - Service fees increased for improvement. - WAC charge for wells and reservoirs adopted. - Improvement/redevelopment fees adopted for water trunk financing. E. Street Installation/Rehab F. Flagstaff Bridge Replacement Plans completed. G. Master Park Plan - Draft plan completed, presently being reviewed by PARAC. - Stormwater pond/parkland policy adopted. - Park/trail fee/dedication revisions drafted, presently being reviewed by PARAC. H. Dustcoating/Sealcoating/Cracksealing programs. - Inventory completed. To Do A. Storm Sewer 5-10 year CIP to be drafted/adopted. B. Comprehensive sewer rehabilitation plan ordered. C. Sanitary sewer 5-10 year CIP to be drafted/adopted. D. Facilities plan to be prepared - apply for State loan. E. MSA Road and Bridge to be reviewed/revised. F. Water supply 5-10 year CIP to be drafted/adopted. G. Street 5-10 year CIP to be drafted/adopted. H. Flagstaff Bridge plan to be completed. I. Park plan to be adopted by PARAC and Council. J. Dustcoating/Sealcoating/Cracksealing plan to be drafted/adopted. 7. Specific Projects Completed A. Continue Street Rehabilitation - Project 89-3 out for bids. B. Replace Flagstaff Bridges - Bridges south of TH 50 replaced. - Bridge replacement north of TH 50 out for bids. C. Continue to rehabilitate Flagstaff Avenue - Entire length has been rehabilitated with subbase treatment and rerocked. D. 2nd Street storm sewer. E. Farmington Preserve - Appraisals have been obtained. - Grant has been accepted. F. Extension of Water to Fairgrounds - Feasibility report has been completed. - Agreements have been drafted. G. Recommission Well No. 1 - bids let. H. Pine Knoll Park Grading - Grading plan has been completed/approved. - $11,000 placed in 1990 budget. - 50% of material has been placed. To Do A. Street Rehabilitation - Accept bids - Complete projects - Conduct assessment hearings/adopt assessment roll B. Replace Flagstaff bridges - Accept bids - Complete project C. Farmington Preserve - Obtain purchase agreement with property owners. - Finalize financing. - Condemnation proceedings (if necessary) . - Acquire financing from State. - Apply for LCMR construction funding. D. Extension of Water to Fairgrounds - Approve agreements - Approve plans and specifications - Award bid/complete project E. Recommission Well No. 1 - Complete project per contract (currently under construction) F. Pine Knoll Park Grading - Complete grading in conjunction with Project 89-3 8. Complete Development Manual Completed - Comprehensive City Plan, Storm Sewer and Water Plan approved. - Assessment policy adopted. - Development packet completed. Zoning controls presently being reviewed. To Do - Revise/simplify development packet. - Develop specific packets for different types of development activities. - Complete improvement standards/adopt. 9. Update Comprehensive Plan Completed - Preliminary draft/revisions completed. - Staff has received preliminary approval of revised population estimates and MUSA boundaries by Met Council staff. - Planning Commission has adopted 75% of the plan/policies. To Do - Planning Commission to complete review/adopt/forward to Council. - Council to review/adopt and forward to Metropolitan Council. - Metropolitan Council adopts. 10. Establish Light Industrial Park Completed - Duo Plastics Expansion utilizing TIF and IDR financing completed. - Sewer and water extended to area. - Purchase/option agreement approved by the HRA and property owner. - TIF District/financing plan/bonds approved. - Preliminary plat approved. - Bids received/accepted. To Do - File plat - Complete improvements 11. Study Existing Boundaries and City Services Relating to Possible Annexation Completed - No action taken except for annexation of lot on Linden Street To Do - Direction required from the Council. 12. Establish Policy on Firefighter Pension Benefits Completed - Fire Cataract has reviewed various financial reports. - Subcommittee of Fire Cataract has prepared recommendation. To Do - Cataract to review/approve policy. - Council to review/approve policy. 13. Implement Star City Program Completed - Several City officials attended Star City seminar. - $7,000 placed in 1989/1990 Budget. - Futures Committee presently conducting Business Retention/Expansion Survey. To Do - EDC to implement Star City plan. 14. Study the Following Planning and Zoning Issues - Fair Hills (R-3) Completed - Rezoning completed. 15. Pursue Construction of a Third High Density Senior Citizen Apartment • Completed - Property has been acquired. - Zoning change/conditional use permit approved. - RFP sent out by HRA. - Developer selected by HRA. To Do - Reapply for conditional use permit if necessary. - Approve developers agreement. - Complete project. 16. Review City Traffic Signs, Road Names, Lighting Completed - City installed approximately 40 signs in 1989. To Do - Funding mO ate'd from 1990 Bud .e . Fur erdirection requi y u cil. 17. Construction of a New Library/Expansion of City Hall Completed - Matter has been discussed by the HRA and placed in the HRA's list of goals in the revised Redevelopment Plan. - EDC office has been remodeled. - Preliminary discussions held with library staff. To Do Continue to monitor this issue. The HRA/City should be prepared to act if the appropriate situation presents itself. 18. Extend Parkland to Western Edge of Fire Hall Boudaries Completed Included in Park Plan. To Do No funding available in the 1990 Budget. Further direction is required from the Council. 19. Review Council By-Laws, Specifically Relating to Time Limits on Meetings - No action taken. Further direction from Council needed. 20. City Fleet Policy - No action taken at this time. Staff intends to make this a priority in 1990. 21. Expansion of ALF Hours of Operation Completed - Considered during 1991 Budget deliberation. Hours tentatively set at 16 hours per day for 2nd unit with a reserve to expand to 24 hours per day if demand warrants. I ` AGENDA REQUEST FORM ITEM N0. / / i NAME: Larry Thompson DEPARTMENT: Administration DATE: July 12, 1990 MEETING DATE: July 16, 1990 CATEGORY: Consent SUBJECT: Approve Engineering Services Agreement - Farmington Industrial Park EXPLANATION: Self Expalnatory REFERENCE MATERIAL/RESPONSIBILITY: Memo/Agreement - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Jerry Henricks HRA TOtKa14114$14 Engineering SIGNATURE M MEMO TO: MAYOR AND COUNCIL SUBJECT: ENGINEERING AGREEMENT - FARMINGTON INDUSTRIAL PARK DATE: JULY 12, 1990 Attached please find a proposed engineering agreement for the Farmington Industrial Park. The agreement has been approved by the HRA. It is ,recommended the agreement be approved. 4K7/1.17 rrY P Th City Administrator cc: file Jerry Henricks Tom Kaldunski LT/sm A CITY OF FARMINGTON ENGINEERING SERVICES AGREEMENT CITY/HRA FARMINGTON INDUSTRIAL PARK THIS AGREEMENT, made and entered into the day of , 1990, by and between the City of Farmington, hereinafter referred to as "City" and the Farmington Housing and Redevelopment Authority, hereinafter referred to as "HRA". WHEREAS, the City has prepared plans and specifications for the Farmington Industrial Park, hereinafter referred to as "Project"; and WHEREAS, the HRA has requested the City provide engineering services for the construction phase of the project. NOW THEREFORE, in consideration of the above and other good and valuable consideration, the parties agree as follows: SECTION I CONSTRUCTION PHASE - BASIC SERVICES Upon receipt of the Owner's authorization to proceed with the construction phase, the Engineer shall: A. Organize, attend and assist the Owner at the preconstruction conference with the successful bidder, and any other parties, bodies, or agencies who have an interest in the Project. B. Make sufficient visits to the site to observe the progress and quality, of the construction work to determine if the work is proceeding in accordance with the contract documents. During such visits, and on the basis of his on site observation as an experienced and qualified Professional Engineer, the Engineer shall keep the Owner informed, in writing, of the progress of the work, advise the Owner regarding necessary change orders, apparent defects or deficiencies in the work of the Contractor, and inform the Owner of his disapproval of any work which does not conform to the contract documents. C. Review the Contractor's request for progress payments, advise the Owner as to the Engineer's opinion of the extent of the work completed in accordance with the terms of the construction contract, and issue for processing by the Owner, Requests for Payment. The Engineer shall submit to the Owner estimated cash- flow requirements when requested. D. Make recommendations to the Owner as to all claims relating to the execution and progress of the construction work. E. Notify the Owner, in writing, of all permanent work which does not conform to the standards and specifications of the construction contract, prepare a written notice describing any apparent nonconforming work, and supervise the performance of corrective work. F. Review shop drawings, samples and other submissions of the Contractor for conformance to the design concept of the project and for compliance with the plans and specifications required by the construction contract. G. Issue such additional instructions to the Contractor as may be necessary to interpret the drawings and specifications or the illustrated changes required in the Contractor's work. H. Prepare Change Orders for work not covered by the contract or substantial overrun of contract quantities per Paragraph C for the Owner's approval after discussion of the same with the Owner. Change Orders shall be processed as soon as practical after written approval thereof has been received by the Engineer from the Owner. I. Conduct construction progress reviews weekly with the Contractor and the Owner related to the Contractor's date of completion. J. Conduct in the presence of the Owner's Executive Director periodic tests during the course of construction. K. Conduct in the presence of the Owner's Executive Director a final inspection of the project as constructed to determine whether it conforms with the design concept of the project as contained in the contract documents, and determine whether it is constructed in accordance with the contract documents. The Engineer shall prepare a punch list for the Contractor and Owner listing thereon work left to be completed by the Contractor. The Engineer shall certify, in writing, his recommendation for acceptance of the work to the Owner and then shall forward to the Owner his written approval of the Contractor's Request for Final Payment which shall be signed by the Contractor. L. Engineer shall attend two (2) HRA meetings, if necessary. The first meeting shall be when construction is approximately half completed, the second meeting to be upon completion of the construction phases of the project. SECTION II- ADDITIONAL SERVICES If authorized by the Owner, the Engineer shall furnish or obtain from others those services which are not covered herein by Section I. Said additional services include, but are not limited to, the following: A. Service required due to significant change in the design of the project, change in size, complexity or character of construction which occur after the approval of the construction documents. B. The Engineer shall be available to testify as an expert witness for the HRA in any litigation or other proceedings involving the project and shall otherwise assist the HRA or its representative in connection with litigation or other proceedings involving the project. C. If requested by the HRA or recommended by the HRA, one or more full time resident project representatives shall be furnished by the City and directed by the City in order to provide the HRA with continuous representation at the project site during the construction phase. • D. Attend HRA meetings or other meetings outside of normal business hours. SECTION III PAYMENT A. The HRA will pay the City a fee equal to 5% of the final "Construction Costs" for all of the service described in Section I. "Construction Costs" mean the total costs of all the work designed or specified by the Engineer for the project, including change orders, but does not include any payments to the City or other consultants, the cost of the land, or right of way. B. The HRA shall pay the City for additional service provided under Section 2 per the following schedule: City Engineer $40.00/hour Assistant Engineer $30.00/hour Engineering Tech $15.00/hour Engineering Intern $20.00/hour Secretary $15.00/hour Attendance at Meetings $40.00/meeting Outside Services Per Invoice C. The City will bill the HRA on a monthly basis. The HRA shall pay the City within 30 days of the receipt of such bill. SECTION IV MISCELLANEOUS A. The City shall act as the HRA's agent only as provided for within this Agreement. B. The HRA hereby designates Gerald A. Henricks as the HRA's representative with respect to the services to be performed under this Agreement. He shall have the authority to transmit instructions, receive information, interpret and define the HRA's policies and decisions with respect to service covered by this Agreement. C. The HRA shall act promptly on all Change Orders and provide authorization before they are issued to the Contractor. D. If any portion, section, subsection, sentence, clause, paragraph or phrase of this Agreement is for any reason held invalid, such decision shall not affect the validity of the remaining portion of this Agreement. , . ii CITY HOUSING AND REDEVELOPMENT AUTHORITY MAYOR CHAIR ADMINISTRATOR EXECUTIVE DIRECTOR Y AGENDA REQUEST FORM ITEM NO. /L:2a_ Nom: Larry Thompson DEPARTMENT: Administration DATE: July 12, 1990 MEETING DATE: July 16, 1990 CATEGORY: Add On SUBJECTi Water Service Fees Assessment EXPLANATION: Consider assessing water service fees REFERENCE MATERIAL/RESPONSIBILITY: Memo - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Tom Kaldunski Public Works/Engineering Wayne Henneke Finance Karen Finstuen Administration SIGNATU MEMO TO: MAYOR AND COUNCIL SUBJECT: WATER SERVICE ASSESSMENTS DATE: JULY 12, 1990 In past years services were not extended to all properties when mains were installed. Therefore, there are various properties in the City which do not have water service available. Because of recent changes in mortgage requirements, the request for municipal water service has increased. The Water Board has agreed to extend service but requires that the owners pay for installation plus a water trunk charge. The fees range from $2,300 to $2,700. The City has received requests from property owners to have these fees assessed as a benefit charge, payable over a 5-10 year period. While the financing of the assessment would be born by the Water Board, the actual assessment would be made by the City Council. I would recommend that the Council agree to assess these fees upon request of the Water Board. 771 Lay Thom son City Administrator cc: Tom Kaldunski Water Board Wayne Henneke Karen Finstuen file ASSESSMENT AGREEMENT UTILITY SERVICES AGREEMENT, dated by and between the City of Farmington, a Minnesota municipal corporation (City) , Farmington Water Board (Water Board) and Owner. 1. Request for Water Service The owner has requested that water service be extended to the property described as follows: 2. Conditions of Approval The Farmington Water Board has agreed to install water service to said property upon the Owner paying a fee of $ and complying with the terms and conditions of this agreement. The fee shall be assessed against the property over a 10 year period with 8% interest on the unpaid balance. The assessment shall be deemed adopted on the date this agreement is signed by the City. The assessment may be assumed or prepaid at any time. The Owner waives any and all procedural and substantive objections to the assessments including any claim that the assessments exceed the benefit to the property. The Owner waives any ml rights otherwise availab e pursuant to MSA 429.081. Td.c 3. Easements The Owner ensures there is adequate public utility easement available to install the water service from a City water main to the property line. The Owner agrees to secure any such required easements for the City before installation of the water service. 4. Ownership of Improvements Upon completion of the work and construction required by the agreement, the improvement lying within public easements shall become City property without further action or notice. 5. Miscellaneous A. This agreement shall be binding upon the parties, their heirs, successors or assigns, as the case may be. B. If any portion, section, subsection, sentence, clause, paragraph or phrase of this agreement is for any reason held invalid, such decision shall not affect the validity of the remaining portion of this agreement. C. The action or inaction of the City shall not constitute a waiver or amendment to the provisions of this agreement. To be bind, amendments or waivers shall be in writing, signed by the parties and approved by written resolution of the City Council. The City's failure to promptly take legal action to enforce this Agreement shall not be a waiver or release. P_ '� �, ✓ud( ,� .c S�y,/ lv i � l%SJf�S�tiT f-/-5 /9j tl'd Lt v 7v�+< ( 7/ 04/.+.✓1 /, Uc. CJ?3tC q�1C v r j�r1✓l