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Home My WebLink About10.16.95 Council Packet AGENDA COUNCIL MEETING REGULAR OCTOBER 16, 1995 7:00 P.M. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. APPROVE AGENDA 4. CITIZENS COMMENTS (5 minute limit per person for items not on agenda) 5. CONSENT AGENDA (All items approved in 1 motion unless anyone wishes an item removed for discussion) a. Approve Minutes - 10/2 (Regular) ; 9/25 (Special) b. Approve Assessment Agreement with Marlene Halstead c. Approve Revision to Facilities Maintenance Supervisor Job Description d. Approve Agreement with MnDOT - Traffic Signal Pre-emption PULL e. Approve Installation of Stop Sign - Upper 183rd and English Avenue f. Approve Final Pay Estimate - Pine Knoll Project g. Adopt Resolution Requesting Placement on MPCA Revolving Loan Fund for 1996 h. Approve Advertising for RFP for Animal Control Services i. Approve Final Payment - Project 95-11 - 1995 Sidewalk Improvements j . Approve Final Payment - Project 93-14 - SE Area Storm Sewer k. Approve Payment #3 - Project 93-15 - SE Area Sanitary Sewer 1. Approve Consultant to Conduct Search to Fill City Administrator Position m. Approve U.S. Cellular Agreement - Don Hayes n. Approve Payment of the Bills 6. PUBLIC HEARINGS/AWARD OF CONTRACTS a. 7:30 P.M. - Zoning Amendment - Arterial Street Setbacks b. 7:30 P.M. - Consider Establishing TIF District #10 - C&G Construction c. 7:30 P.M. - Consider Sale of Revenue Bonds for South Suburban Medical Center to Purchase the River Valley Medical Clinic 7. PETITIONS, REQUESTS AND COMMUNICATIONS 8. ORDINANCES AND RESOLUTIONS 9. UNFINISHED BUSINESS a. Spruce Street Access and Area Utilities - Sienna Proposal b. Prairie Waterway/Elm Street - TH #3 Branch Easement Agreement PULL c. Update on Impact to Private Wells due to SE Area Sanitary Sewer Project 10. NEW BUSINESS 11. MISCELLANEOUS 12. REPORTS FROM COMMISSIONS, COMMITTEES, COUNCILMEMBERS 13. UPCOMING MEETINGS a. October 17, 1995 - Dakota County Input Meeting on Ash Street Project at Dakota Electric b. October 19, 1995 - Joint Meeting with Empire Town Board - Annexation Issues - Dakota County Extension Building at 7:30 P.M. c. October 23, 1995 - Council Workshop - 1995/1996 Goals & Future Growth - 6:00 P.M. until 10:00 P.M. d. October 30, 1995 - Council Workshop - 1995/1996 Goals & Future Growth - 6:00 P.M. until 10:00 P.M. 14. ADD ON a. Set Public Hearing - 11/6/95 - Consider Amending Nelsen Hills Farm PUD b. Reset Public Hearing - TIF District #11 - Lexington Standard - for 11/20/95 c. Approve Agreement with Pahl's Market - Street Clean Up/Parkland Restoration 15. EXECUTIVE SESSION a. Annexation Issues 16. ADJOURN p AGENDA REQUEST FORM Item No. �`'5c U`)��l-' U Name: Jim Bell ` Department: Parks and Recreation Date: October 4, 1995 Meeting Date: October 16, 1995 Category: Consent Subject: Approve Revision to Facilities Maintenance Supervisor' s Job Description Explanation: Reference Material/Responsibilty Memo - Jim Bell Referred To: (Name) Department Karen Finstuen Administration Wayne Henneke Finance Tom Kaldunski Public Works Jim Bell Parks and Recreation Karen Olsen Labor Relations Assoc. Signature Memo to: Mayor and Council Subject: Revision of the Facilities Maintenance Supervisor Job Description Date: October 10, 1995 With the opening of the new library, staff has been looking at how to maintain the building and who should supervise it. After meeting with Karen, Wayne and Tom, we would recommend to the Council that the Facilities Maintenance Supervisor Dwight Bjerke be assigned this job. Dwight has experience in this already and would do a very good job. His concern for the cleanliness of the arena and its maintenance has made the arena a building that continually receives praise from the users. In addition to the library, it was felt that the supervision of maintenance of the city hall should also be assigned to him. This would require that the custodian(Marilyn Spieker)be reassigned to Dwight's department. This would give us one supervisor for all facilities (except the maintenance garages). The general laborer position(Walt Michaels)which was created from the solid waste reorganization will staff the library as custodian until his retirement next year. Attached are the revised job descriptions that reflect these changes. L7Z .. S& James Bell Parks and Recreation Director cc: Karen Finstuen Tom Kaldunski Wayne Henneke Karen Olson CITY OF FARMINGTON POSITION DESCRIPTION POSITION: FACILITIES MAINTENANCE SUPERVISOR PURPOSE: To perform and to supervise the day to day operation and maintenance of OWkie d. facilities(i.e.Ice Arena,pool,senior center,and miscellaneous buildings). koi D Kota_ 6.'ottr4y 1.4bra-r-y 8/cI/. REPORTS TO: Park and Recreation Director SUPERVISES: Facilities Maintenance Worker Part Time arena and pool maintenance workers Cu.Stocl itcr 1 Ge- e r /-.4.bbr r' RESPONSIBILITIES/ACCOUNTABILI 11ES: 1.Determine daily departmental work plan. 2.Plan,schedule,supervise and inspect the work of subordinate employees. 3.Train employees in departmental procedures and use of departmental equipment. 4.Maintain required records and reports. 5.Provide information regarding departmental procedures and activities. 6.Manage resources within the department for the smooth operation ofthe Facilities department. 7. Be committed to providing services to the public in a fair,impartial and cost effective manner and to foster open,honest and supportive communication with fellow employees. The above statements describe the principal functions ofthe job identified but shall not be construed as an exclusive listing of all the work requirements that may be inherent in the job. QUALIFICATIONS: 1.Education/Experience:High School Diploma,2 years vocational training in Facilities Maintenance,2 years related experience,and certified Pool Operators license. 2.Equipment: Outdoor swimming pool and associated equipment(including pumping,filtration and chemi- cal systems),ice arena and associated equipment(including refrigeration systems,ice maintenance equip- ment, uilding maintenance equipment,heating and ventilation systems). A(tn d e rel 3.Class"B"drivers license. 17 CITY OF FARMINGTON POSITION DESCRIPTION POSITION: CUSTODIAN PURPOSE: Perform custodial,maintenance and related repairs as assigned. REPORTS TO: Public Works Dircctor I-i e.i I i e s 0`a-i yrte .2r,c e S(.tp.e.ru r so r RESPONSIBILITIES/ACCOUNTABILI 11ES: 1.Perform daily cleaning and maintenance of assigned areas. 2.Perform non-routine maintenance and repairs as required or assigned. 3.Maintain City Hall grounds as required or assigned, 4. Be committed to providing services to the public in a fair,impartial and cost effective manner and to foster open,honest and supportive communication with fellow employees. The above statements describe the principal functions of the job identified but shall not be construed as an exclusive listing of allthe work requirements that may be inherent in the job. QUALIFICATIONS: 1.Education/Experience:High School Diploma and light lifting ability. 2.Equipment:Building cleaning equipment,lawn mower,hand power tools,ladder. 3.Ability to access all areas ofbuildings to be maintained. 41 CITY OF FARMINGTON POSITION DESCRIPTION POSITION: •• - .. : •.. • G-EMER_gL... Provide s stt rn Perk R c, f�1. De . 0.5 &55 i nee PURPOSE: REPORTS TO: i (rhes fl/\cu rkte-i-Act neje SL* p e cu►so r RESPONSIBILITIES/ACCOUNTABILITIES. 1. -_- - .e -- - -- - =- - - - =- ' -- - . - -. - Per-4orn•.s dctlcJeni►�c rolctine. Ir‘ jI PcA.r1 s 04- the Oa Kota. &►- h C:oik -i- Libr&ry 2. - -- : - . .- •- e •. •• . Pyr-For► deo(y clew n r►--q alto rlfe.nee. a s rassryree. In Pet r k Re_ =- &C - is. 3.Perform oriltine maintenance and repairs t . Qs rerred Or ass/y.i e d 4, Per-Pori mancta-/ Labor /h-fie repair .Tarntenee of City streeis,ren,ovajof Debris vrb-F o-&her "era/ service or, 5 Report damage to City of private property. ,-",ar n te;-enc tasks 6. Be committed to providing services to the public in a fair,impartial and cost effective manner and to foster open,honest and supportive communication with fellow employees. The above statements describe the principal functions ofthe job identified but shall not be construed as an exclusive listing of all the work requirements that may be inherent in the job. QUALIFICATIONS: 1.Education/Experience:Must be in good physical condition,ability to lift''lbs repetitively throughout the work shift,able to walk long distances while doing duties. /1/.511 Se_hoo/ b/PLorn& 2.Equipment:Sera o s Ettiipnierit-;power and hand tools/Ct ss o u Cued Wf1 -Ole- PRRe r , G'tr,d P Cc). Depfs. 37 CITY OF FARMINGTON POSITION DESCRIPTION POSITION: SOLID WASTE SUPERVISOR PURPOSE: To perform and supervise the day to day operation ofthe Solid Waste department. REPORTS TO: Public Works Director SUPERVISES: Solid Waste Operator II Solid Waste Operator I Solid Waate We kcr RESPONSIBILITIES/ACCOUNTABILI 11ES: 1.Determine daily departmental work plan. 2.Plan,schedule,supervise and inspect the work of subordinate employees. 3.Train employees in departmental procedures and use of departmental equipment. 4.Maintain required records and reports. 5.Provide information regarding departmental procedures and activities. 6.Manage resources within the department for the smooth operation of Solid Waste Collection. 7. Be committed to providing services to the public in a fair,impartial and cost effective manner and to foster open,honest and supportive communication with fellow employees. The above statements describe the principal functions ofthe job identified but shall not be construed as an exclusive listing of all the work requirements that may be inherent in the job. QUALIFICATIONS: 1.Education/Experience:High School Diploma or equivalent,two(2)year vocational education or equiva- lent experience. Two to four year supervisory experience in Solid Waste operations. Must be able to lift 50 to 75 lbs regularly through out shift. Must be able to access equipment. 2.Equipment:Solid waste vehicles,vehicle maintenance equipment,calculator,on board computers. • 3.Class"A"Drivers License. 34 CITY OF FARMINGTON POSITION DESCRIPTION POSITION: PUBLIC WORKS DIRECTOR PURPOSE: Provide long range planning and direct,manage,and supervise the operations ofthe Engineering,Public Works Streets and Utilities and Solid Waste and to function as the City Engineer. REPORTS TO:City Administrator SUPERVISES: Streets and Utilities Supervisor Solid Waste Supervisor Assistant City Engineer Custodian Mechanic RESPONSIBILITIES/ACCOUNTABILITIES: 1.Define and implement departmental programs and services. 2.Prepare and manage budgets necessary to operationalize departmental programs. 3.Direct appropriate staff to achieve departmental objectives. 4.Manage,and where applicable,secure resources to achieve departmental objectives. 5.Participate as a member of the management team for the City. 6.Manage Minnesota State Aid System. 7.Provide for maintenance of City Hall and other Public Works buildings. 8.Serve as a liaison to applicable governmental agencies and bodies,developers and contractor's. 9. Serve as the Assistant Emergency Management Director. 10.Provides professional engineering services to the City. 11. Be committed to providing services to the public in a fair,impartial and cost effective manner and to foster open,honest and supportive communication with fellow employees. The above statements describe the principal functions of the job identified but shall not be construed as an exclusive listing of all the work requirements that may be inherent in the job. QUALIFICATIONS: 1.Education/Experience:B.S.Degree in Civil Engineering from an accredited college or university,plus five (5)years experience as a City Engineer. Registered professional civil engineer in the State of Minnesota,with 2-4 years previous supervisory experience. 2.Equipment:Computer,related software(CADD,word processing,spreadsheet),printer,calculator,radio. 3.Class"C"Drivers License. 29 AGENDA REQUEST FORM Item No. 5e Name: Tom Kaldunski Department: Public Works Date: October 6 . 1995 Meeting Date: October 16, 1995 Category: Consent Subject: Approve Installation of Stop Sign - Dakota County Estates Explanation: Upper 183rd Street and English Avenue by the Budget Mart Reference Material/Responsibilty Memo - Tom Kaldunski Referred To: (Name) Department Karen Finstuen Administration Tom Kaldunski Public Works Dan Siebenaler Police Jerry Bauer Public Works :41‘11"1 J Signature MEMO TO: MAYOR AND COUNCIL SUBJECT: INSTALLATION OF STOP SIGN - UPPER 183RD ST. AND ENGLISH AVE. DATE: OCTOBER 12, 1995 City staff has noted that there is no stop sign for southbound traffic on English Avenue at Upper 183rd Street (see attached map). Traffic counts on Upper 183rd are 1500 to 2000 vehicles per day. Upper 183rd Street is classified as a minor collector in the City's transportation plan which makes it an important street. In addition, traffic on Upper 183rd Street is typically near the 30 mph speed limit as vehicles leave CSAH 31 (Pilot Knob). This intersection has functioned quite safety for many years (1986 - 1995) however, the installation of English Avenue south of Upper 183rd with Dakota County Estates 9th Addition has changed traffic patterns in the intersection. More traffic is now crossing Upper 183rd Street. This presents a dangerous situation without this proposed stop sign. Note that Dakota County Estates 9th was required to install a stop sign on English Avenue, south of Upper 183rd Street as part of the development. It is my recommendation that the City Council authorize the installation of a stop sign on English Avenue to stop southbound traffic at Upper 183rd Street. This is consistent with the Minnesota manual on uniform traffic control devices because the following warrants are met; 1) The intersection of a less important road (English Avenue) with a main road (Upper 183rd) that is hazardous. 2) Street entering a collector street. 3) High speeds may be encountered. Thomas J. Kaldunski, P.E. Director of Public Works/City Engineer TJK/11 cc: file Karen Finstuen TJK Dan Siebanler Jerry Bauer r''' ' t IMIIIIMI IIIIIIIIIIIL P:'.t-_0:"0-0:6:t_li:ts :.- '_ i . vi to • cv FeriTt ,.. .... .., Ns so asse me IN lir +Iv „, „N 1, :I mil mow kik 2 5 09 qvi 2 , : ma Nem = x. "4"- I es a il ira iii'imia."9-1 en i JR! 3011 at c In me mr. hat *kW WA r..-,1!•i•i 14.;1. :.: r In NE EMU \w e . . ;...:: .,... . EN d t MI 0 1111P' :o^�rlir amp p ..''� " - h .1 am on i :: ` ,1 EIIIIiiw1 .. � v) � .: 4 -- cA , G'o, iii �i pie �� ♦♦� 0 ilMilinP& 'OA "t' -6 R E': ,- 2 Kea , zi3iN V V c.2- ____ w ., cA II ,. 7,4 a minim. AN% 0 - 44 ,4 In c ur ,I"11 `` fid '- - ., MU. 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I I WMY / "'"t I ........7 :A Es ir!1........-t M filki:m::..11 2....i6 i 1 ;P re.... ; --1L w., �® a.. I ` 1 2 I 11 . _ . .:Thoroughfare _ Plan _ , 16 iF `t` f l I i i f "i 1 [is I i CITY OF FARMINGTON _ ..,I trine. I PROP. ADDITION TO PLAN I EX. MSA STREETS g==.... ^^-----K ,MN minor arterial .... collector. .. minor_.collector • AGENDA REQUEST FORM Item No. 5h Name: Daniel M. Siebenaler Police Department: Date: October 6, 1995 Meeting Date: October 16, 1995 Category: Consent Subject: Accept RFP for Animal Control Services Explanation: The City's Animal Control Officer has resigned. Request authorization to put out request for-proposals for new service. Reference MaterialiResponsibilty memo and letter Referred To: (Name) Department Karen Finstuen Acting City Administrator Wayne Henneke Finance Director Greg Goldsworthy Animal Control Officer n • 46 Simature MEMO TO: Mayor and Council SUBJECT: Animal Control DATE : October 12, 1995 As you can see in the attached letter, Mr. Greg Goldsworthy of G' s Animal Control has submitted a letter of termination. Mr. Goldsworthy has provided our animal control service for several years but sites lost contracts and family considerations in making his decision to terminate his contract . At this time, I am requesting authorization to advertise for requests for proposals to provide a new animal control service. Please note that Mr. Goldsworthy has agreed to continue his services until a new contractor is available. As always, if you have any comments or questions, feel free to contact me at your convenience . Daniel M. Siebenaler Chief of Police DMS/m Attach. City of Farmington To Whom It May Concern: It has become necessary to resign as Animal Control Warden due to a variety of issues . None of these issues have anything to do with the City of Farmington, but rather problems with the boarding facility. These problems have contributed to the loss of other contracts, thus not allowing for me to make a living providing Animal Control services . Also due to a new baby in the family there are family obligtions that occupy my time . Sincerely, Gregory A. Goldsworthy Animal Control Cun4 ,'./) J P ��i JI U u '}' AGENDA REQUEST FORM Item No. 51 Karen Finstuen Name: ° r1' Department: Administration7 )v)))1):)//ritif/ Date: October 6, 1995 Q Meeting Date: October 16, 1995 Category: Consent Subject: Approve Hiring of Consultant to Conduct Search to Fill Administrator Position Explanation: Reference Material/Responsibilty Memo Referred To: (Name) Department Signature I MEMO TO: CITY COUNCIL MEMBERS SUBJECT: EXECUTIVE SEARCH CONSULTANT DATE: OCTOBER 11, 1995 After listening to the proposals of the two Consultants, I recommend that we hire the Brimeyer Group to search for a new City Administrator. I feel that this is a very important process, and an important decision for the City of Farmington and that this group will best serve our needs. i, gica Eugene"Babe" Kuchera Mayor MEMO TO: MAYOR AND COUNCIL SUBJECT: EXECUTIVE SEARCH CONSULTANT DATE: OCTOBER 11, 1995 Based on the recommendation by Mayor Kuchera to hire The Brimeyer Group, Inc., I have requested a proposed contract to hire for your review. If I receive it in time, I will include it in your package, if not I will distribute to you at the meeting Monday evening. If you have any questions or concerns,please contact me. Karen Finstuen Interim City Administrator kf cc: File The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS 904 Mainstreet Suite 205 Hopkins, MN 55343 September 27, 1995 Mayor Eugene Kuchera Members of the City Council City of Farmington 325 Oak St. Farmington, MN 55024-1358 Dear Mayor and Councilmembers: Thank you for the opportunity to submit a proposal to assist the City Council in selecting a City Administrator for the City of Farmington. Our firm is well qualified to assist you in this endeavor. Our success in executive search, particularly the public sector, will serve the City well. Responsibility for the search will be under the direction of James Brimeyer assisted by the staff at The Brimeyer Group. Jim has twenty years experience in public sector management and has been involved in executive search since July, 1988. We have previously submitted biographies, references and a client list for The Brimeyer Group. We are available to meet with the Council to discuss their needs in further detail. We very much look forward to working with the City of Farmington in what must be considered a most challenging and exciting effort. Very truly yours, ( .114‘All aures Brimeyer President (612)945-0246 • fax(612)945-0102 1 The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS 904 Mainstreet Suite 205 Hopkins, MN 55343 City of Farmington City Administrator Suggested Timetable 10/18/95 Authorize to Proceed 10/23 to 11/3/95 Gather Information for Profile Draft Profile 11/7/95 Place Announcements 11/6/95 C: o° Approve Profile 11/10 to 12/1/95 Recruit candidates 12/4/95 Deadline for Applications 11/27 to 12/15/95 Review, screen candidates 12/21/95 Progress Report Reduce number of candidates from 10-12 to 4-5 12/22 to 1/10/96 Check references, verify credentials 1/12 and 1/13/96 Interviews, Selection 2/96 Start Date (612)945-0246 • fax(612)945-0102 -7 E City Administrator of the City of Farmington, Minnesota A PROPOSAL SUBMTITED BY: THE BRIMEYER GROUP, INC. EXECUTIVE SEARCH CONSULTANTS 904 MAINSTREET, #205 HOPKINS, MN 55343 October 12, 1995 City of Farmington Page One Introduction The Brimeyer Group, Inc. assists clients in the search for and selection of professionals who exceed client expectations. Our work is primarily in the public sector assisting boards, councils, and commissions in hiring top management positions. We see our role as an extension of your human resource efforts. We are committed to working together with our clients to complete critical staffing assignments using a process which has proven to be thorough and successful. Through performance, we are striving to earn a reputation that places us at the top of our profession. ADVANTAGES OF SELECTING THE BRIMEYER GROUP A. The Brimeyer Group, Inc. has extensive experience in identifying and recruiting public officials including work for cities, counties, associations, and semi-public agencies. B. The Brimeyer Group, Inc. is committed to accurately portraying all candidates to the City so that the City's satisfaction may be assured. C. The Brimeyer Group, Inc. is likewise committed to accurately portraying the position to the candidates to prevent unrealistic expectations. D. The Brimeyer Group, Inc. will maintain continual contact with the client throughout the search. We will also keep the candidates informed as the search progresses. E. Our approach to executive search involves the client playing an active role in the process. The client is always the final authority in the evaluation and selection of candidates. We make every effort to promote maximum client input throughout the entire process and, in addition to our milestone meetings with the client, we will provide periodic updates. F. Our experience in public sector management and executive search coupled with our knowledge of viable candidates ensure the best possible pool of candidates. G. The Brimeyer Group can develop,at no extra charge, a Work Program for the successful candidate which outlines the expectations of the City and the City Administrator. H. Research Staff and support personnel are assigned to each engagement on an "as needed" basis making the search the most cost effective. City of Farmington Page Two Consultant James L. Brimeyer Jim has twenty years of experience in public sector management and has been involved in executive search since July, 1988. Mr. Brimeyer served in public administration in four cities, three as City Manager, including his last position in St. Louis Park, Minnesota (pop. 45,000), with a budget of$28 million and 230 employees. He also served in Worthington, Ohio, and Wood Dale, Illinois. He began his career as Assistant City Manager in Park Ridge, Illinois, after obtaining a master's degree in Public Administration from Northern Illinois University. His bachelor's degree is from Loras College in Dubuque, Iowa. Mr. Brimeyer has concentrated his efforts in public sector recruiting at the top management and mid-management levels. He also performs executive search for private sector organizations that have a relationship with municipalities, counties, and other public sector agencies. He has acted as a facilitator for strategic planning and goal setting activities for several organizations, at both policy-making and administrative staff levels. Mr. Brimeyer is past President of the Ohio City Management Association. He belongs to the International City Management Association, the Metropolitan Area Management Association, the Minnesota City Management Association, the National Forum for Black Public Administrators, and the Minnesota Municipal Utilities Association. He is active in the TwinWest Chamber of Commerce. He is Past President of the St. Louis Park Rotary and Past President of the Rotary Foundation Board. Mr. Brimeyer is an adjunct faculty member in the Graduate School of Public Administration at Hamlin University. The Search Process We anticipate the search for the City Administrator for the City of Farmington will take from three to four months (90 to 120 days) from the time we are retained to the time the City Council makes an offer. This is somewhat dependent on the time required to screen candidates, and the availability of the City Council to review consultant reports and conduct final interviews. We have prepared a preliminary timetable which corresponds to the various steps in the process. After further discussions with the City Council we will refine the timetable and develop a target date for the reporting of the new City Administrator. Conducting a search involves a process that can have far-reaching ramifications for the success or failure of an organization. To insure success, we will use the following process: City of Farmington Page Three PHASE I Position Profile A highly successful search begins with a thorough definition and agreement by the City on each aspect of the position to be filled. During this initial phase our consultants will meet with the City Council, Department Heads, and key staff to learn more about your goals and objectives. Critical factors to be determined include position responsibility and authority; reporting relationships; educational and experience requirements; personal and leadership qualities; management style, and organizational priorities. The listing of priorities serves a two-fold purpose: It assists the hiring authority in developing a consensus on what is important for the organization and it alerts potential candidates to the important issues of the organization. Of equal importance to the success of the search is identifying the community priorities and environment in which the City Administrator must function. We would expect to meet with selected representatives from the community to further assess the climate within which the selected candidate will most effectively perform. This may be accomplished through individual interviews or through a public forum. Prior to our meetings we will supply an Ideal Candidate Profile Survey,to assist the interviewees in assembling their ideas on what should be included in the Position Profile. This survey may be modified and approved prior to distribution to participating individuals. As a result of the meetings we will reach an understanding of the critical specifications of the position and we will draft a Position Profile. A great deal of emphasis is placed on the agreement of this analysis. Without this information, it is difficult to determine how potential candidates will affect the City's plans and organizational team. The final Position Profile becomes the document against which we evaluate prospective candidates. During the meeting with the City Council, agreement will be reached concerning the number of qualified candidates that will be interviewed before making a final decision. PHASE II Place Announcements -Recruit Candidates After the Profile is approved, we will conduct a comprehensive program to contact candidates and determine sources of candidates. In addition to placing announcements in the appropriate professional and trade journals, we will identify potential candidates through personal contacts with public sector professionals and other members of similar organizations. In addition, we will use our research staff to identify comparable organizations from which key individuals can be contacted. Often we are able to identify candidates from similar assignments who may be appropriate for the position. We will directly recruit specific individuals with established patterns of talent, stability, and success. City of Farmington Page Four Review Resumes and Screen Candidates Numerous prospects will be screened against the Position Profile. From these individuals we will compile a broad list of prospects for the job. An initial confidential telephone contact will be made to promising candidates to determine their suitability and interest. After our research and sourcing is completed, several qualified candidates emerge for evaluation and comparison. Thorough, intensive, one-on-one interviews will be conducted with the leading candidates by our staff. Our in-depth evaluation and appraisal techniques will cover issues such as work experience, education, professional development and achievement, career objectives, accomplishments, suitability, and specific interest in the City of Farmington position. Progress Report Following the screening and evaluation, we will prepare a Progress Report which will provide information on 10-12 candidates who have been judged to meet or exceed the requirements of the position. This Progress Report will provide specific information on the individual's educational and work history; accomplishments and growth potential; strengths and possible limitations. We will personally deliver and review these reports with the City Council. On the basis of this review, 4-6 candidates will be selected for further consideration. At this time we will propose a schedule for interviewing the candidates. PHASE III Background Checks Prior to the interviews, we will investigate the backgrounds of the most promising candidates through discreet telephone and personal reference checks. We will talk with peers and former associates of these prime candidates. It is our practice to speak directly with individuals who are, or have been, in positions to evaluate the candidates'job performance. We will verify the finalist candidates' credentials through an educational, criminal, and credit check. Assessment (optional) The Brimeyer Group has the authorization and the ability to administer an assessment tool entitled "The DiSC Behavioral Management System" designed to assist individuals in understanding their style and to assess the environment in which they operate most effectively. The finalist candidates will be provided with a questionnaire from which an extensive computer report is generated. The report is very specific and covers the following areas: 1. Internal motivation 2. Self-management strategies 3. Identification and management of conflict • City of Farmington Page Five The City will learn insights into strengths, weaknesses, and likelihood of success for each final candidate before hiring and how to best manage and work effectively with the candidate. The above assessment is available at the option of the City Council. Client Interview and Selection Process The interview schedule will allow the candidates to get acquainted with the community and community leaders and visit with the staff on an informal basis. We culminate the process with individual and group interviews. Prior to the interviews we will provide the City Council with some helpful material on interviewing techniques and will discuss the proposed procedures to be used in the selection process including an evaluation form and a list of questions for possible use by the interviewers. Extensive material including background and reference checks will be provided on each candidate prior to the interview. If possible, all interviews will be scheduled within a period of one to two days depending upon the desire of the City Council. A consultant will be present at each interview. Selection After the interviews we will meet with the City Council to review the individual ratings and assist in determining the top candidate. The consultant will assist in this process to the extent requested by the City. We take responsibility for notifying all unsuccessful candidates at each stage of the process. Negotiating Compensation Package The Brimeyer Group, Inc. will take great care that the City of Farmington secures an acceptance from the most desired individual. We will recommend a compensation package calculated to attract the finalist and will participate in the final negotiations. If any concerns arise in the final hour, by working as a third-party intermediary we can resolve important details of the offer which may have significant bearing on its final acceptance or rejection. Additional Services A. If requested by the City, The Brimeyer Group, Inc. can act as a spokesperson with the media, when appropriate, in order to maintain the integrity of the selection process as well as to protect the confidentiality and privacy of the candidates who are not hired. City of Farmington Page Six B. We pay careful attention to all circumstances arising from a job change including adjustments in compensation and benefits, spouse careers, real estate issues, family concerns, and relocation details. Lifestyles, personal values, and dual career households are three of the factors that influence an individual's decision to change jobs. C. After the candidate is employed, we will follow up with both the City Council and the candidate to insure a smooth transition and satisfactory completion of the assignment. We will make contact to assess the fit from both the City's and the candidate's points of view. In the unlikely event that unexpected concerns have developed, this follow-up contact is intended to identify potential issues early so that adjustments can be made, if necessary. Work Program (Performance Evaluation) If requested by the City Council, we agree to assist the City and the City Administrator in developing a Work Program after a six-month period which outlines the expectations of the City Council and the City Administrator. The only cost incurred for this service will be any cost associated with a visit to Farmington and other out-of-pocket expenses. The Work Program will contain objectives for the City Administrator to accomplish in the ensuing 12-18 months. Guarantee If the City utilizes the entire process, Phase I, Phase II, and Phase III, as described, The Brimeyer Group offers an 18-month guarantee on the effectiveness of the City Administrator. Should the City determine it necessary to terminate the City Administrator due to failure to adequately perform the duties as specified in the Profile and as represented by the process, we will refill the position at no additional fee and will charge expenses only. We offer this assurance because of our confidence in the thoroughness and accuracy of the process. Should there be substantial changes in the political situation at City of Farmington and a decision is made to terminate the City Administrator for reasons other than failure to perform the administrative duties as specified in the Position Profile, this guarantee is subject to negotiations between the City Council and The Brimeyer Group. I City of Farmington Page Seven COSTS EXPENSES The Brimeyer Group, Inc. will bill expenses directly related to the assignment with the City Council's prior approval. Necessary expenses include travel, meals and lodging; long distance telephone; printing; credential verifications; courier service; and administrative expenses. Based on our experience, our expenses would be from $1,000 to $1,500. This estimate does not include any costs associated with candidates' expenses for the final interview. FEE FOR SERVICE To complete the entire assignment, we propose a flat fee of$12,500. The fee includes the following services: Phase I Meet with City Council, Department Heads, and key staff Meet with selected representatives from the community Develop Position Profile Draft Position Profile Present Profile for approval Phase II Place Announcements Direct Recruiting Contact Sources Review Resumes Screen and evaluate candidates Prepare and present Progress Report Phase III Background/reference checks Administer assessment instrument (included in base fee) Schedule and coordinate candidates' interviews with the City Participate in interviews Develop compensation package Participate in negotiations Counseling Develop Work Program (six months after employment) City of Farmington Page Eight PAYMENT Our payment policy on searches is one-third of the fee due upon signing this agreement; one- third after presentation of the Progress Report; and the balance due 10 days after the search has successfully been completed, whether the agreement is oral or written. In the event the City terminates this agreement during the search we will retain the progress payments to that point. OM 1oC • ia't249S J L. Brimeyer Date President The Brimeyer Group, Inc. Mayor Eugene Kuchera Date City of Farmington AGENDA REQUEST FORM Item No. Sm Name: Wayne Henneke Department: Finance Ait) Date: October 10, 1995 Meeting Date: October 16, 1995 Category: Consent Subject: Employee Agreement - Cellular Phone Purchase Explanation: Reference Material/Responsibilty Memo - Wayne Henneke Referred To: (Name) Department Karen Finstuen Administration Wayne Henneke Finance Don Hayes Parks and Recreation ar-el'&411412j1-- - Signature r t Memo to: Mayor & Council Date October 10, 1995 Re Employee Agreement - Cellular Phone Purchase Recommendation It is recommended to authorize the following cellular phone agreement between the City and Donald Hayes, Park Maintenance Supervisor. Background The City of Farmington purchases its cellular phones under the State of Minnesota bid with U. S. West Cellular. As a part of that bid, employees of the local government units are entitled to the same bid prices as their employer. The City Council at their December 6, 1993 meeting approved as to form an agreement between the City and employee purchasing the cellular phone which protects the City from any financial liability. Again, it is recommended to approve the agreement between Donald Hayes and the City. Wayne E. Henneke Finance Director c. c. Karen Finstuen, Acting Administrator Wayne E. Henneke, Finance Director file AGREEMENT Thi Agreement is made and entered into this - day of t, , 1995r, by and between the City of , a Minnesota Municipal Corporation (the "City") , and _1.4a- , (the "Employee") . RECITALS WHEREAS, the City has entered into an Agreement with U.S. West Corporation, which Agreement allows the City to make cellular telephones available to City employees at discounted rates; and WHEREAS, pursuant to said Agreement U.S. West will bill Employees directly and receive direct payment from Employees for use of said cellular telephones; and WHEREAS, pursuant to said terms of Agreement, if any such employee defaults on payment of such charges to. U.S. West, U.S. West may recover all such amounts due directly from the City; and WHEREAS, Employee desires to make use of such acellular telephone under the terms and conditions offered by U. S. West; and WHEREAS, the City is willing to allow Employee to make use of the cellular telephone, under the terms and conditions and terms stated herein, NOW, THEREFORE, in consideration of the mutual covenants hearing contained, and for other valuable consideration, the receipt and sufficiency which are hereby acknowledged by both parties, the parties agree as follows: 1. City grants to Employee the right to use a cellular telephone under the discounted terms offered by U.S. West. 2 . Employee agrees to pay all charges in connection with the use and maintenance of said cellular telephone directly to U.S. West or such other person specified by U.S. West to receive such payment, within any time period specified by U. S. West or its authorized agent or assignee. 3 . In the event an Employee fails to make such payment in a timely manner, so that the City receives notice from U.S. West of its intent to collect such charges from the City, the Employee hereby authorizes the City to deduct from the Employee's paycheck, all sums necessary to pay the amount specified as owing to U.S. West, its agent, or assignee, together with a Five (5) dollar administrative fee to cover the charges reasonably and necessarily incurred by the City in processing this payroll deduction request. Such payroll deductions may continue from time to time until all { amounts owing, together with all other administrative fees, are paid in full. 4 . Prior to the execution of any such payroll deduction order by the City, the City shall give at least Twenty-four (24) hours notice, either in writing or verbal, to the Employee of its intent to execute such payroll deduction order. 5. The City shall have the right, in its option, to require termination of the use of the Employee's cellular telephone and return of such telephone to U.S. West, in the event that the Employee is, at any time, delinquent in paying its fees for use of such telephone to U.S. West, its agent or assignee. 6. The failure of the City to require termination of the use of the cellular telephone and the return of it to U.S. West on one occasion shall not constitute a waiver on the part of the City of its right to require such termination on a subsequent occasion. IN WITNESS WHEREOF, the parties have signed this Agreement on the day and year first above written. CITY OF Employee ( ; by: by: AGENDA REQUEST FORM Item No. 14c Name: Tom Kaldunski "" Department: Public Works Date: October 12, 1995 Meeting Date: October 16 , 1995 Category: Add On Subject: Approve Agreement with Pahl ' s Market - Street Clean Up and Park Restoration Explanation: Reference Material/Responsibilty Memo/Agreement Referred To: (Name) Department Karen Finstuen Administration Wayne Henneke Finance Tom Kaldunski Public Works Jim Bell Parks and RPrrpatinn Dan Siebenaler Police Jay Kennedy Public Works Jerry Bauer Public Works TT"//e.4(/ Signature MEMO TO: MAYOR AND COUNCIL SUBJECT: AGREEMENT WITH PAHL'S MARKET DATE: OCTOBER 12 , 1995 The City has received numerous complaints regarding mud and debris on City streets in Prairie Creek. The material has been traced to a pumpkin patch operated by Pahl' s Market. (See map. ) Staff has met with the owners of Pahl' s Market and they have tentatively agreed to the attached agreement. This agreement will allow temporary access to the pumpkin patch until November 30th. No access will be allowed through the park in 1996 . Pahl' s Market will clean up the mud and debris and restore the park area. A surety deposit of $6,000 will be posted by Pahl' s. The City has the authority to clean the street and draw on the surety if needed. It is recommended that the City council approve this agreement. • Thomas J. Kaldunski Public Works Director cc: file Wayne Henneke Jim Bell Dan Siebenaler Jay Kennedy Jerry Bauer TJK 71.-- w Q co w , c S; , m 2 o Z ova zcs- \r w o D Do ct ax 0 LT., w 0 --,U Q� Q ct D LLI hi LO 1 Q d O S 1-O X v)a_ ---.> F-- 1O= CrF- I�- pvj ,_. mx .-_-_•, X w F- 0 x c 0 II - 111140��ra I �` r. .�. I MOO 4viw ¼ I z MCI MEM Wit o , 111111,1 MIMI zcis i � sal wig Nr�r m! IHhÀ' 0 1111= Min iti .111 6.‘-. 4i) cr LA-1 EmaiIMAM is mum ilkl rilNm • e 112 mit ,is! my II. moo mr, 4 ,... ..... =Am IIIIp-i‘ 110 171 Maw I 2 ammo :: II ILO 40 id \ 'AV lel ZNI MIN INEEMEN: MO III W VIII MIMI "N.. II UMW Mg MIMI MIMI �r. isika nu ik 40 . iss .. =Pm vai Ehim- 0 --.q �� . E ..., — C�� 11 Ni 1Iiit �n WINN in. .N AII 41 Pi NI in ‹ 1 'T..) s a isimorAti 0 no _ ]AV HS1111N3 Elm , _ _ 1111 SW 1111 „imi off I 3 HS l'1 3 1 8ON>1 10-UU/ l HVSS _ I 1 I I ISI I I ' / / ' .. . \ .. (1/7/ fiL / \--. // L,.--°` � v y x M y \ __ V Y— I ��` I , )( lc /Ill ii 'll \ A 1 / tr 1 1.) 1 \ \( c, 1(( fil, '1 I I 2 m I I Q Q y 1 ....j.- 7.** jI it 1 i I\ ‘ ' Q- i c...) 17\ j/> ( // (/ \ W J r- ia2 a I- W! ...,oi ...., ,a 1 cr 1 I let. \ \ 7L--- 2- � co 1 a --... m m 1 rte\11 \ \ l � �/ SIL. /i`.` I I I� I ! Q� ' \ 1 ll/ _� S Z `'. rV--I cr ) °iIlif t+ } -( (le ,• -, (1/ ► r 0 Q I/f N ,' , , "rril H ibi 7' • .... --- —— —'---- — — —--- -.... -.--.... : C\j , ( ,*.ct Le ------ i 0 0 g � in cii 1 „1, ,,,d, 1 m o 0 u . %414`1 w J >: W 1 I W W W ik y s o a J _4111r, i- tL co 3 1\ .„ . . J a Q W IC dp239b"X� ._ — — )).' 0 0 Z ....______ _ p a 1� 0 0 • 1161 ��_ I o'�_ o n W' d I i MI , I r•-1 ill / AGREEMENT AGREEMENT dated this 12 day of October, 1995, by and between the City of Farmington, a Minnesota municipal corporation ("City") and Pahl' s Farms, Inc. , a Minnesota corporation, ("Pahl") . The City agrees to grant Pahl permission to access the Stegmaier property across the City park land adjacent to Lake Julia and Egret Way Street. In return Pahl agrees to restore the City park land to its original condition and to repair any damage to City property, including but not limited to any damage to curbing. Further, this Agreement is to provide for the daily clean up of City streets, if needed as a result of Pahl's harvesting operations. This Agreement is to terminate November 30, 1995 and is also to serve as notice to Pahl that the City will not allow access to the Stegmaier property through its park property after November 30, 1995. Further, Pahl's are put on notice that should they, or their agents or assigns, attempt access the Stegmaier property in this manner after November 30, 1995, the City will consider them to be trespassing. 1. Clean Up. Pahl shall at the end of each day, clean and clear from the public streets any soil, earth or debris resulting from hauling operations by them or any of their agents or assigns. If the streets are not cleaned as required the City may clean the streets and reimburse itself the costs for cleaning from Pahl's Security deposit . 2. Gravel Entrance. Prior to any further hauling by Pahl, they shall construct a gravel entrance at Egret Way in conformity with the Rock Construction Entrance Detail attached as Exhibit "A" and incorporated into this Agreement by such reference. 3 . Time of Performance. Pahl shall repair and return the City park property damaged by their hauling to its original condition by November 30, 1995 . This will include removing the gravel rock construction entrance, grading the path and planting seed. Pahl may, however, request an extension of time from the City. If an extension is granted, it shall be conditioned upon updating the Security deposited by Pahl to reflect cost increases. 4 . Pahl's Default. In the event of default by Pahl as to any of the work to be performed by it hereunder, the City may, at its option, perform the work and Pahl shall promptly reimburse the City for any expense incurred by the City. 1 5. Security. To guarantee compliance with the terms of this Agreement, payment of street cleaning costs and work to be done to restore City park property, Pahl shall pay the City a cash deposit of $6. 000.00 ("Security") . The City may draw down the Security, without prior notice, for any violation of this Agreement. Further, if the Security is not sufficient to cover any costs incurred by the City under the terms of this Agreement, Pahl shall be responsible for all additional costs. City of Farmington By: Bugene "Babe" Kuchera, Its Mayor By: Karen Finstuen, Its Acting City Administrator/Clerk Pahl's Farms, Inc. By: Wayne Pahl Its President Drafted by: CITY OF FARMINGTON 325 Oak Street Farmington, MN 55024 (612) 463-7111 2 STATE OF MINNESOTA ) ) ss. COUNTY OF DAKOTA ) The foregoing instrument was acknowledged before me this day of , 1995 by Eugene "Babe" Kuchera, Mayor, and by Karen Finstuen, Acting City Administrator/Clerk, of the City of Farmington, a Minnesota municipal corporation, on behalf of the corporation and pursuant to the authority granted by the City Council . Notary Public STATE OP MINNESOTA ) ) ss . COUNTY OF DAKOTA The foregoing instrument was acknowledged before me this 12 day of October, 1995 by Wayne John Pahl, the President of Pahl's Farms, Inc. , a corporation under the laws of Minnesota, on behalf of the corporation. Notary Public 3 'JV1 1L Vv ll/V 1V•Vv v1\1111111N Lilt' Vl11VL . •!ll lIv• ..1L"SVVLVVV . • vv • 1 ` EXHIBIT "A" I I • I • I: fiI rn'• .d41 I OLP 004:010 .- ...:._-....t.--,...........4.,7:,.... - � r E, A.:�� =ter dr.,-r►'� 'NllJvh- ,rr rr•Y•�•.-r- r�- w#•y-+.�r _- ..701,•,-0../.'40,,--�tr+# .rR reit,1 '••.. + r r ,...^t + r taa �+ r' '3+.=r- 1 • `fl�.i +♦ •r I. . �� rpt•rte f+� #L.~ate iI'1��;,.-_" IOTA • I ` +r4rri•ii ''''.1,-..,.. � �•-r_�:{4L+r-4. r+ •-*s11lJl t'• Om � .r•.;Y �-_,w r.r=`:r.: Nip, :� 4.-...-t-:...:1-1;,-..,41;-;:- ` , _ i • 1•.:. •,::+i'r r+•r►r'ItE+<yiSt.�4 .r • •: AGENDA REQUEST FORM Item No. Name: Tom Kaldunski Department: Public Works Date: October 16, 1995 Meeting Date: October 16, 1995 Category: Add On Subject: Approve Partial Payment - Public Works Auto Side Loading Solid Waste Vehicle Explanation: a " Payment Voucher - Tom Kaldunski Reference Material/Responsibilty Referred To: (Name) Department Karen Finstuen Administration Wayne Henneke Finance Tom Kaldunski Public Works Ben Klotz Public Works Lena Larson Public Works i-41‘12"1 Signature MEMO TO: MAYOR AND COUNCIL SUBJECT: APPROVE PARTIAL PAYMENT - AUTOMATED SIDE LOADING SOLID WASTE VEHICLE DATE: OCTOBER 16, 1995 It is my recommendation that the City Council add this item to its October 16, 1995 agenda. I feel it is in the City' s best interest to make this partial payment at this time. The truck was delivered on October 9, 1995 and a partial payment will reduce the interest costs until the November meeting. Staff is reviewing the truck and a few minor items have been placed on a punch list for correction prior to making the final payment. The 10% retainage provides adequate surety for the City. I recommend payment of the attached voucher in the amount of $131,983.47 to MacQueen Equipment. The final payment request will be brought to the first meeting in November. il°/1. ‘11"1 Tom Kaldunski Public Works Director cc: file Karen Finstuen Wayne Henneke Ben Klotz Lena Larson Rosemary Swedin TJK PAYMENT VOUCHER DATE October 16, 1995 VOUCHER NO. one CONTRACT NO, DESCRIPTION Automated Sideloading Solid Waste Vehicle CONTRACTORS NAME MacQueen Equipment CONTRACTORS ADDRESS 595 Aldine Street St. Paul, MN 55104 AMOUNT OF CONTRACT 146,648.30 INCREASES TO CONTRACT .00 TOTAL OF CONTRACT 146,648.30 PERCENT OF CONTRACT COMPLETED 100% TOTAL VALDE OF WORK COMPLETED 146,648.30 RETAINED ( 10%) PERCENTAGE (14,664.83) TOTAL PREVIOUS PAYMENTS .00 NET PAYMENT THIS VOUCHER 131,983.47 I HEREBY RECOMMEND PAYMENT OF THE ABOVE NET AMOUNT 11 PLACE VOUCHER STAMP HERE F' INVOICE (NA E 41 ‘ VOUCHER '1i P. 0. NO. : Public Works Director (TITLE) REC'D BY : I PRICE O.K. : October 16, 1995 i ACCT. M0.. : (DATE) i POSTED BY: STARTING DATE: 3/21/95 PAID BY : TOTAL TIME ALLOWED* 11/1/95 TOTAL USED t DATE -N~ - PERCENTIME OF TIME USED 10/9/95 I CH. NO. : *If not in work days, project to compl . date. City APPROVED FOR PAYMENT BY THE WILITAZX COUNCIL THIS DAY OF 19 CLERK-ADMINISTRATOR (Interim) DISTRIBUTION : CONTRACTOR AUTH , OFFICER CONTRACT FILE