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HomeMy WebLinkAbout09.21.87 Council Packet AGENDA COUNCIL MEETING REGULAR SEPTEMBER 21, 1987 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES a. September 8, 1987 b. September 15, 1987 4. CITIZENS COMMENTS 5. PUBLIC HEARINGS a. Set Public Hearing to Consider Proposed Assessment for Project 86-9 b. Set Public Hearing to Consider Proposed Assessment for Proj . 87-13 - 87-16 c. 7:15 P.M. - Consider On-Sale Club License and Special Sunday License Applications - Eagles Club 6. PETITIONS, REQUESTS AND COMMUNICATIONS 7. ORDINANCES AND RESOLUTIONS 8. UNFINISHED BUSINESS a. Discuss 1988 Budget/Set Special Meeting b. Fire Hall Erosion c. Compensatory Time for Police Officers 9. NEW BUSINESS a. Capital Outlay Request - 12" Sanitary Trunk - Sewer District #1 10. MISCELLANEOUS a. Security Light at Fire Station b. Administrator Evaluation 11. CONSENT AGENDA a. Capital Outlay Request - Ground Water Monitoring Wells - General Services b. Final Pay Estimate - Project 86-9, Sanitary Sewer Lateral in Section 24 c. Capital Outlay Request - Fire Department - EMS Equipment d. Payment Request #1 - Arcon Construction - Projects 87-13 thru 87-15 e. Schools and Conference Request - Finance f. Final Pay Estimate - Project 87-11 - Storm Sewer on 195th Street g. Approve Payment of Bills 12. ADJOURN 13. ADD ON a. Project 87-3 - Street and Utility Improvements on First Street b. Schools and Conference - Fire Department c. Change Order #1 - Dakota County Estates 2nd Phase II and Dakota County Estates 4th Addition Sewer and Water MEMO TO: MAYOR AND COUNCIL SUBJECT: AGENDA ITEMS - SEPTEMBER 21, 1987 DATE: SEPTEMBER 18, 1987 3b. I have not completed the minutes at this time. 5a. Memo/Assessment Roll/Resolution - enclosed. b. Memo/Assessment Roll/Resolution - enclosed. c. Information sent previously. 8a. Due to a mix up during the budget process, I inadvertently left some information relating to the Fire Department out of the budget. I will present this information along with an update on the MWCC/Sewer Department Budget at the meeting. b. Memo from Wayne regarding financing. The City has not received quotes at this time. It is hoped that we will receive quotes by Monday. c. Dave Grannis was on vacation during the past two weeks. Therefore, the City has not received additional information and I would request that this item be removed. 9a. Memo enclosed. We have not received quotes at this time. 10a. Memo from Tom Kaldunski. b. Memo enclosed. lla. Memo/Map/Capital Outlay Request- enclosed. b. Pay Estimate enclosed. c. Request enclosed. d. Request enclosed. e. Request enclosed. f. We have not received the request at this time. g. Bills enclosed. 13a. Memo from Springsted enclosed. b. Request enclosed. c. Request/Explanation - enclosed. Lar hompson City Administrator LT/mh • CLIA- //4 AGENDA REQUEST FORM ITEM NO. Fi.) NAME: Larry Thompson DEPARTMENT: Administration DATE: September 10, 1987 MEETING DATE: September 21, 1987 CATEGORY: Unfinished Business SUBJECT: Fire Hall Erosion EXPLANATION: Receive quotes and finance plan REFERENCE MATERIALS/RESPONSIBILITY: Quotes - Tom Kaldunski Finance - Wayne Henneke REFERRED TO: (NAME) DEPARTMENT: Wayne Henneke Finance Larry Thompson Administration Tom Kaldunski General Services Ken Kuchera Fire SIGNATU Memo to : Mayor & Council date September 17, 1987 • Re : Funding - Fire Station Erosion Control Sources of funding the erosion control project at the Fire Hall have been analyzed . The project cannot be funded from the Fire Station Bond Fund because all of the money for construction has been spent . The amount in the fund is what we have levied taxes for to pay the debt service . In looking over the budgeted expenditures in the 1987 Budget, no significant surplus was noted . There are expenditure accounts that will not use all of their 1987 allocation but they are off-set by accounts that need more than their 1987 allocation amount . A general fund budget adjustment will be presented at the next Council Meeting for Council consideration to bring these accounts in line . The $6, 580 which is needed can be funded by an increase in anticipated revenues . The City participated in an Interest Reduction Program with the Dakota County HRA. The cost of the program is paid by tax increments generated by properties participating in the program. The Dakota County HRA certified to Dakota County that all properties in the Dakota County Estates subdivision and Whispering River subdivision were included in the tax increment district . The HRA agreed an error had been made and stated the City will receive its proportionate share of the taxes collected on the properties not included in the program. In preparing the 1987 Budget the City anticipated a refund of $15, 000 from the Dakota County HRA. The refund turned out to be $28, 963 . 71 . It is recommended to fund the $6580 . 00 needed for the erosion control project with the increase in revenues from the Dakota County HRA refund . W ) atirl414-412"-- WayneHenneke Finance Director 1 . AGENDA REQUEST FORM ITEM NO. NAME: Tom Kaldunski DEPARTMENT: General Services DATE: August 26, 1987 MEETING DATE: September 8, 1987 CATEGORY: Unfinished Business SUBJECT: Erosion at Fire Hall EXPLANATION: I will be preparing a cost estimate for a solution to the erosion problem. REFERENCE MATERIALS/RESPONSIBILITY: _ Memo - Tom Kaldunski Budget Adjustment - Wayne Henneke REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Wayne Henneke Finance Tom Kaldunski General Services Ken Kuchera Fire AZ/ SIGNATOR MEMO TO: MAYOR AND COUNCIL SUBJECT: EROSION CONTROL - FIRE HALL DATE: SEPTEMBER 2, 1987 Per Council directive, I have reviewed the financing for the proposed erosion control at the Fire Hall. Per engineer's estimate, the amount required is $6,580. I have identified the following as a potential source - Fire Station Construction and General Fund Contingency. Per the 1986 Audit, the Fire Station Construction Fund had a current asset balance of $48,285 ($42,190 cash) and no liabilities. This fund will be rolled into the Fire Hall Bonds debt service fund this year. Until this occurs, it appears that the Council could use these funds for the project without seriously affecting the cash flow of the fund. The City still has approximately $14,000+ remaining in contingency. I would be concerned about allocating these funds until the August financial report is issued to determine the financial position of the General Fund. Before committing any of the funds, I feel quotes should be obtained in order to get a more precise estimate of costs. Larr ompson City Administrator LT/mh cc: Tom Kaldunski Ken Kuchera Wayne Henneke file • . MEMO TO: MAYOR AND COUNCIL SUBJECT: EROSION AT FIRE HALL DATE: SEPTEMBER 1, 1987 There is a problem due to the storm water runoff from the fire station which is causing some erosion onto the property west of the station. The runoff is cutting a swale through the gravel area immediately to the west of the parking lot. The best permanent solution is to install curb and gutter west of the existing pave- ment which will drain to a proposed catch basin at the northwest corner of the parking lot. The new curb and gutter will be installed about 10 feet west of the existing edge of pavement. A storm sewer will have to be installed from the proposed catch basin location to a point near the west fence. A second catch basin will be installed on the west edge of the gravel area. Because the Fire Department has to have access to the gravel area, the proposed curb and gutter will be surmountable. I have attached a copy of the original site plan with the proposed improvements shown. I have taken the necessary profiles to design the improvements. (See attached) The following is a preliminary estimate for these improvements: 122 LF - 12" PVC Storm Sewer @ $15/LF = $1,830.00 2 each - STD Catch Basins with castings @ $700 each = 1,400.00 140 LF - Surmountable Concrete Curb & Gutter @ $10/LF = 1,400.00 25 ton - 3" Bituminous Surfacing @ $50/ton = 1,250.00 100 ton - Class 5 Aggregate Base @ $7/ton = 700.00 $6,580.00 If the Council authorizes these improvements, the next step will be receiving quotes from various contractors for the work. I would contact the low bidders on several of the street improvement contracts currently under way. This would allow us to receive the best prices available. The contractors usually will. try to do the work while they are in town. The prices used in this estimate are somewhat higher than those used on the larger projects. I would anticipate some cost savings if we are able to utilize a contractor that is working in town. 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FAQ •50 : _ ._._._3 __. _fo',._ _ — lort_ r AGENDA REQUEST FORM ITEM NO. g(11) NAME: Stan Whittingham DEPARTMENT: Police DATE: September 10, 1987 MEETING DATE: September 21, 1987 CATEGORY: Unfinished Business SU3JECT: Compensatory Time for Police Officers EXPLANATION: Continuation of discussion on policy REFERENCE MATERIALS/RESPONSIBILITY: See attached k REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Wayne Henneke Finance Dave Grannis City Attorney j// SIGNATURE /4 ' MEMO TO: Dave Grannis , City Attorney SUBJECT : Review of Proposed Compensatory Time Policy DATE : August 21 , 1987 Attached is a copy of information that went to the Farmington City Council on July 20 , 1987, regarding a comp time policy for the police officers of the Farmington Police Department. The matter was referred to the City Attorney for review to be in compliance with the Fair Labor Standards Act ( FLSA) . I would appreciate a review of the policy as I would like to put it on the agenda for the September 8, 1987, meeting to secure closure on this issue. Respectfully submits Stan V. Whittingham, Chief of Police SVW/mw MEMO TO: MAYOR AND COUNCIL SUBJECT: COMP TIME POLICY - POLICE DEPARTMENT DATE: JULY 17, 1987 Attached, please find a memo from the Police Chief relating to a comp time policy for the Police Officers. One of the problems in controlling overtime in the police department is that, due to existing language in the contract, officers are paid overtime for court time, call backs and change of shifts due to sick leave and so on. The memo indicates that the City does have the authority under the FLSA to compensate police officers for overtime through comp time. A major question to be resolved is who is going to cover the officer's shift when taking comp time leave. One way is to reduce overlapping shifts. A second is to schedule a part time employee who is paid at a much lower rate. I feel that the comp time program could have benefits in reducing expenditures if the scheduling issues can be worked out, and the contract language clarified. The present language states "Officers shall be paid . . . .for overtime." A memorandum of understanding and intent would have to be signed stating that "paid" means either cash or comp time. A final consideration would be that the City is in the process of negotiating the police officer's labor agreement. Larry ompson City dministrator .T/mh cc: Stan Whittingham Department Heads file MEMO TO : Mayor and Council SUBJECT: Compensatory Program for Police Officers DATE : July 16, 1987 THRU : Larry Thompson , City Administrator I am requesting of the council , adoption of a policy for the police department, to approve a compensatory time policy for the bargaining unit police officers . The reason for presenting this to the council is to have control over a city policy involving comp time , rather than have it as a contract clause. I see this issue on the horizon and feel that the timing is appropriate to enact this policy. Under the Fair Labor Standards Act ,( FLSA) there are five groups of people who are eligible for compensatory time . One of those groups is police and fire personnel. In the FLSA it allows a municipality to establish tighter controls on the administration of compensatory time. The attached draft policy on compensatory time is for the police officers , I feel is a workable alternative for the police chief and bargaining unit employees. I would greatly appreciate any comments , questions or concerns that you have regarding this policy prior to the council meeting, in order to explain my position. Respectfull submitted, S an V. Whittingham Chief of Police SVW/mw MOT DRAFT PROPOSED; COMPENSATORY TIME ACCUMULATION AND USE POLICY SECTION I. Accumulation of Compensatory Time A. Compensatory time may be accumulated at a straight-time rate - for schools and training except as outlined below. B. Compensatory time may be accumulated at a time and one half rate for schools and training directly related to a police department assignment or where such school or training are required for the liability protection of the City of Farm- ington. i. e. Firearms qualifications, first aid and laws update. C. Compensatory time may be accumulated at a time and one-half rate for hours worked in lieu of overtime pay at the officer's discretion. D. The maximum number of hours that may be accumulated and carried shall be fifty (50) hours. E. Compensatory time accumulation shall be claimed on a form provided by the EMPLOYER. Notice of claim must be pro- vided to the EMPLOYER at the end of each two week pay period. F. Compensatory time shall not be offered by the EMPLOYER as a substitute for overtime pay for overtime hours worked while filling a shift. SECTION II. Use of Compensatory Time '1" A. Compensatory time may be taken off at the officer's discretion, with the approval of the Chief of Police or Sgt. when the effective scheduling of personnel permits it to be taken off. B. When a full shift is to be taken off, a request must be made a minimum of one ( 1 ) week in advance of the date requested, and approved by the Chief of Sgt. C. When requesting a full shift using compensatory time the preference will be given to the employee who requested it the furthest in advance. Seniority will be the determining factor when more than one employee requests the same date(s) off at the same time. Compensatory Time Accumulation and Use Policy (continued) D. Where only part of a shift is requested off using compensatory time, preference will be given first to the midnight shift, second to the afternoon shift and finally to the day shift with the approval of the Chief of Police or the Sgt. E. Use of vacation time shall always have preference over use of compensatory time off. F. Compensatory time use shall be claimed on a form provided by the EMPLOYER. Notice of use must be provided to the EMPLOYER at the end of each two (2) week pay period. G. compensatory time is not eligibility to be paid as a severance pay to an employee who leaves the employment with the City. SECTION III. The adoption of this policy will also contain a letter of memorandum with the bargaining unit so as not to violate articles of the contract. AGENDA REQUEST FORM ITEM NO. ra.-. NAME: Tom Kaldunski DEPARTMENT: General Services DATE: September 15, 1987 MEETING DATE: September 21, 1987 CATEGORY: Miscellaneous SUBJECT: Security Light at New Fire Station EXPLANATION: The Fire Chief has requested a street light at the entrance to the Fire Hall REFERENCE MATERIALS/RESPONSIBILITY: Memo - Tom Kaldunski REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Wayne Henneke Finance Ken Kuchera Fire Tom Kaldunski General Services SIGNATURE 4 MEMO TO: MAYOR AND COUNCIL SUBJECT: SECURITY LIGHT AT THE NEW FIRE STATION DATE: SEPTEMBER 16, 1987 The Fire Chief has requested that a street light be installed at the entrance to the Fire Station. (See attached) I have contacted Dakota Electric and have received a verbal quote. The estimated installation cost is $300 per light. The plan indicates that wiring for 2 lights is in place. I do not feel that these lights would be placed as street lights. They would function as security lights. In the past, City policy allowed the installation of street lights at intersections of City streets only. I feel that these lights will only serve the Fire Station and portions of the county road, and therefore, I would not install street lights. If the Fire Department wishes to install security lights, they will have to fund the project through their own budget. I also feel that the Fire Department should be responsible for the monthly electric bills which would be generated by these new security lights. --4C;P/44Wel1 Tom Kaldunski City Engineer TK/mh cc: Larry Thompson Ken Kuchera file TK