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HomeMy WebLinkAbout04.06.87 Council Packet AGENDA COUNCIL MEETING REGULAR APRIL 6, 1987 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES a. March 16, 1987 4. CITIZENS COMMENTS 5. PUBLIC HEARINGS a. 7:15 - Consider Revision of Chapter 11, Subdivision Ordinance b. Set Public Hearing - Rezoning a Portion of Block 3, Fair Hills c. Set Public Hearing - Consider Preliminary Plat - Fair Hills 4th 6. PETITIONS, REQUESTS AND COMMUNICATIONS 7. ORDINANCES AND RESOLUTIONS 8. UNFINISHED BUSINESS a. Authorize Advertisement for Bids - 1987 Seal Coat Project 9. NEW BUSINESS a. Purchase of New Burner for Furnace at City Hall b. Personnel Matters - Park and Recreation c. LAWCON Funding for 1988 d. Capital Outlay Request - Fire Department 10. MISCELLANEOUS a. Appoint Members to Community Education Committee b. Appoint Alternate Member to ALF Board 11. CONSENT AGENDA a. Request to Attend School - Police Department b. Request Budget Adjustment - Park Erosion c. Request to Purchase Squad Car 12. ADJOURN 13. ADD ON a. Accept and Award Skid Loader Bids b. Request to Attend School - Building Official c. Consider Amending Platting Agreement - Akin Road Elementary School d. Approve Agreement for Special Census THE AGENDA IS CLOSED OUT AT NOON ON THE TUESDAY PRECEDING THE MEETING. MEMO TO: MAYOR AND COUNCIL SUBJECT: AGENDA ITEMS APRIL 6, 1987 DATE: APRIL 2, 1987 5a. Memo/ summary enclosed b. Notice/ Memo/ various information enclosed c. Plat/ notice enclosed 8a. Advertisement/ map enclosed 9a. The city has received only one quote at this time. Therefore it is recommended this matter be tabled. b. Recommendation enclosed. I concur with the recommendation. c. Memo enclosed d. Request/ memos enclosed 10a. Memo enclosed b. Memo enclosed lla. Request enclosed b. Adjustment enclosed c. Request enclosed d. Payment of the bills should be added to the consent agenda. 13a. Memo enclosed b. Request enclosed c. Memo/ agreement enclosed d. Memo enclosed Larry Thompson City Administrator cc: file 1' J AGENDA REQUEST FORM ITEM NO. ‘12)(A NAME: Larry Thompson DEPARTMENT: Administration DATE: April 2, 1987 MEETING DATE: April 6, 1987 CATEGORY: Add On SUBJECT: Approve Agreement for Special Census EXPLANATION: Self Explanatory REFERENCE MATERIALS/RESPONSIBILITY: Agreement/Recommendation - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Tom Kaldunski General Services SIGNATU • MEMO TO: MAYOR AND COUNCIL SUBJECT: SPECIAL CENSUS DATE: APRIL 2, 1987 Attached, please find correspondence from the Bureau of the Census relating to a special census. Based on the preliminary information supplied by the City, it is estimated that the cost of the census would be $10,250. The City had budgeted $7,000 for the census. You may note that based on the tentative schedule proposed in the letter, the census would not be completed until mid-October/early November. I contacted the Bureau and they indicated that the' correspondence was a form letter and that, based on the size and simplicity of the census, it should be completed by mid-August if the contracts are returned by early April. If the census would show that Farmington's population is over 5,000 and the information is obtained in time to certify it to the State for F.Y. 1988, it is anticipated that the City would receive a minimum of $50,000 in 1988, and $150,000 in subsequent years. It should be noted that the City would not receive a direct payment of $50,000 but would receive it in a form of a credit to an account, which the City could draw upon to improve streets which are certified. The program will be explained in greater detail at the meeting. The risks involved are that Farmington's population is below 5,000 or that the information would not be obtained before the certification deadline is past. The benefit is that the City would receive 3 - 4 years of funding before the results of the 1990 census. Based on Metropolitan data, the City's population was 5,010 on April 1, 1986. The City's 1980 population was 4,370 and 327 housing units were built between 1981 and 1986. Based on the aforementioned, I would recommend that the Council approve the agreement contingent upon review of the City Attorney and fund the $3,250 shortfall from the contingency. La / Thompson City Administrator LT.mh cc: Tom Kaldunski Karen Finstuen 4400 OF Cpl UNITED STATES DEPARTMENT OF COMMERCE Bureau of the Census % Washington, D.C. 20233 s`rATEs Of P OFFICE OF THE DIRECTOR YAR 12 nri MAR 1 6 1987 Mr. Larry Thompson City Administration of Farmington 325 Oak Street Farmington, Minnesota 55024 Dear Mr. Thompson: This will acknowledge receipt of your check in the amount of $35 for a cost estimate for a special census of Farmington. The estimated cost of a special census of Farmington based on your population estimate of 5,010 is $10,250. Of this amount, the city must make direct payment to the Census Bureau in the amount of $3,000 before the census begins. The city will hold an amount of $2,550 in reserve to be paid to local persons who work on the census. The remainder of $4,700 covers the estimated actual cost of the supervisor's salary, travel , related expenses, and applicable overheads. The Census Bureau will bill the city for these costs on completion of field operations. We are enclosing two copies of the formal agreement for the census. Please read the contract carefully and give particular attention to Sections B and D so you are aware of the responsibilities of all parties involved. Census cost could be increased greatly if the supervisor has to spend even a few days recruiting persons to work on the census. Also, a cost estimate that has not been accepted within 90 days by local officials is subject to revision to take into account any changes in wage rates or other costs that may have occurred. Although we cannot guarantee a specific date for receipt of the final data, we will make every effort to deliver the data as soon as possible after completion of the enumeration. If you require the data by a specific date, please inform us of that date when you return the signed contracts. Should we be unable to meet that deadline, we will refund your deposit. It will be necessary to have an authorized local official sign and complete both copies in the section designated "FOR THE CONTRACTOR." If you wish to have us begin work on the census, please forward a check for $3,000 payable to Commerce-Census and return both signed copies of the agreement. Enumerators will use maps showing the current boundaries of Farmington in the special census. Approximately 4 weeks after receipt of your initial payment, you will receive copies of the 1980 census maps and specific instructions for updating these maps. We will send maps that show the corporate limits based on the best information we have available. We require ordinances and plats for annexations not shown and any other changes to the corporate limits must be documented. Questions regarding the corporate limits must be resolved before the special census begins. Mr. Larry Thompson 2 The preparatory work before the census date will require 90 to 120 days after receipt by us of the satisfactorily updated maps. Final results will be available approximately 16 weeks after completion of the census. Please note that the Census Bureau will provide the data to any Federal , state, or local official , or other individual upon receipt of a written request. The Census Bureau also will make the data available to the public in Census Bureau publications. If you have questions or require further information, please call the Special Census Branch on 301-763-7854. Sincerely, WILLIAM P. BUTZ Associate Director Bureau of the Census Enclosures • " �QP�N�'�"p►o'' CONTRACT NO. ,°)"' "" � Farmington, Minnesota 4, * AND \ THE UNITED STATES OF AMERICA `G of THE c� DEPARTMENT OF COMMERCE BUREAU OF THE CENSUS 4greement between the United States of America,Bureau of the Census,Department of Commerce,(hereinafter referred to as the Government)and the city of Farmington, Dakota County, Minnesota , (hereinafter referred to as the Contractor).This agreement shall be effective as of the date of signing by the Contractor. The Contractor has requested that a special population census be taken under the authority of title 13,United States Code,section 196. the agreement of the parties is as follows: A. (1) The Government shall designate one or more experienced employees to direct the taking of the census. (2) The Government employee shall oversee all features of the enumeration including the training of enumerators,crew leaders,and others locally employed by the Contractor to take the special population census. The Government employee shall not be interfered with in any way by the Contractor or by any representative of the Contractor. (3) The fees outlined in B.(6) below shall include (a) administrative and technical work performed by headquarters and regional personnel; (b) enumeration schedules and related materials; (c) map preparation; (d)tabulation expenses; and (e) other incidental expenses incurred by the Government in completing the special population census. 6. (1) The Contractor shall have available sufficient applicants for enumerators,crew leaders, and other positions as may be needed to complete the special population census who shall be selected for employment and separation under standards established by the Government,and who shall take an oath or affirmation as required to protect the confidentiality of the information collected by them.The Contractor shall comply with all federal, state,and local laws,orders,rules and regulations and shall complete and file any and all required reports including, but not limited to, those pertaining to Equal Employment Opportunity applicable to these employees. (a) In the event that sufficient suitable applicants are not furnished by the Contractor for the necessary positions and the Government must expend funds to obtain applicants to fill the remaining positions, the Contractor agrees to reimburse the Government for those additional expenses.This will increase the costs estimated in B.(4). (2) The Contractor shall supply, free of charge, proper office quarters equipped with telephone(s), office furniture, adding machine(s), and typewriter(s)as determined necessary and proper by the Government. (3) The Contractor shall pay directly to the enumerators, crew leaders, and others hired locally to conduct the actual enumeration at rates of pay fixed by the Government. The compensation of such enumerators, crew leaders, and others shall be paid to them by the Contractor upon approval by the Government employee.The Contractor shall withhold from the compensation paid to the enumerators,crew leaders,and other locally employed such amounts as may be necessary for Social Security, federal, state, and local income tax, or other sums required to be withbplt: ljfederal, state, or local laws from employee's compensation. The amount necessary to cover these expenses is estimated to be $ 4.s .The Contractor agrees that these funds will be available for disbursement upon approval of the Government employee. (4) The Contractor shall also reimburse the Government for the actual cost of the Government employee's salary,allowances for subsistence at the standard federal rate per day, traveling expenses, other reasonable and necessary expenses, and overhead and other charges applicable to these costs. This part of the cost will be chargettor ctual cost basis with billing being made as soon as possible after completion of the field operations. This amount is estimated to be$ s . (5) The Contractor shall pay,in advance,the fee applicable to the estimated size of the place in accord with the fee schedule. In the event that the completed census places the Contractor in a higher or lower classification than estimated,an adjustment in the fee portion shall be made,either by a refund by the Government or by an additional payment by the Contractor. If the Contractor's actual population is greater than 50,000,the advance will be adjusted to the actual costs and billing or refund made as appropriate. (6) The Governnrj the Contractor agree that based on an estimate of the population of 5,010 the fee for items outlined in A.(3) is $ s . A payment of that amount will be furnished to the Government before any work on the census is performed. This payment is for Government costs only and excludes costs as set forth in B.(3)and B.(4)above. (7) Payment to the Government,in full,for the services provided in B.(4)and B.(5)above is due 30 days from the date of the invoice. A late charge shall be imposed on the overdue amount for each 30-day period or portion thereof during which the remittance is due. The late charge will be based on a percentage rate equal to the current value of funds to the U.S.Treasury in accordance with Treasury fiscal requirements. C. The individual information collected by the enumerators on the special population census questionnaires shall be regarded as strictly confidential pursuant to the provisions of title 13, United States Code, and the questionnaires shall be returned directly to the authorized representative of the Government.All such population census questionnaires and all other papers relating to the special population census are the property of the Govern- ment and under the law may be made available to,and examined by,Government officials and enumerators only. D. The Government shall provide to the Contractor the official population count derived from the special census at the earliest practicable date after completion of the enumeration and the processing required to produce the statistical results.This count,which shall be as of the date of the special census,will be provided in writing and signed by an appropriate Government official. The Government will not guarantee delivery of the final count by any specified date and shall not be held responsible for any loss or damages suf- fered by the Contractor due to the data not being available by a specific date.The Contractor accepts that response to a special census is voluntary and that, in order to obtain as complete a total count as possible, it may be necessary to use secondary sources and administrative records,which may not include all of the detailed information.The Government will also make the count available to the public in the Federal Register and in Bureau of the Census publications. The detailed statistical results will be made available to the Contractor, subject to limitations imposed by the need to protect confidentiality and by such statistical requirements as deemed necessary by the Bureau of the Census. The Government will also provide these statistical results to government officials and individuals upon written request;and,insofar as the Government deems the results to be of suf- ficient public interest, make them generally available in publications of the Bureau of the Census. The Contractor shall accept as final the official population count and other statistical results when provided by the Government. E. This agreement may be cancelled by the Contractor before the enumeration begins.Once the enumeration has commenced,it will be carried to com- pletion.In the event of cancellation of the agreement,the Government will be reimbursed by the Contractor for costs incurred or obligated prior to the date of cancellation.Once the enumeration has been completed,the tabulation of the statistical results will be carried to completion. F. Any misunderstandings or disputes concerning any matters,expenses,and methods of taking the special population census,or any question of fact arising under this contract,shall be decided by the Government in accordance with the Contract Disputes Act of 1978(41 U.S.C.601-613). G. No member of or delegate to Congress or Resident Commissioner shall be admitted to any share or part of this contract or to any benefit that may arise therefrom;but this provision shall not be construed to extend to this contract if made with a corporation for its general benefit. FOR THE CONTRACTOR FOR THE GOVERNMENT BY: BY: T-1 L . (//' TITLE: Associate Director 5� ,. / 7 Bureau of the Census DATE: �� / DATE: it / i!-*A ,14„11 tilt-cC1/2.'/ FORM SC-38 15-7-82)