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HomeMy WebLinkAbout06.06.94 Council Packet AGENDA COUNCIL MEETING REGULAR JUNE 6, 1994 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE a. Swearing in of New Police Officers 3. APPROVE AGENDA 4. CITIZENS COMMENTS (5 minute limit/person for items not on agenda) a. Present Certificates of Appreciation to Retiring Firefighters 5. CONSENT AGENDA (All items approved in 1 motion with no discussion unless anyone wishes an item removed for discussion. ) A. Approve Minutes - May 11th - Special; May 16th - Regular B. Approve MN Historical Society Grant/Advertisement for RFP C. Approve Capital Outlay Request - Safe - Branch Liquor Store D. Approve Electrical Work - Branch Liquor Store E. Approve Capital Outlay Request - Sign - Branch Liquor Store F. Adopt Position on Met Council MDIF G. Set Public Hearing - Establish TIF #6 - Industrial Park H. Approve Development Agreement Amendment - Limerock Ridge I. Approve School/Conference Request - Park and Rec - Summer Supervisors J. Approve Change Order/Agreement - Pine Knoll Project K. Approve Pathway in Pine Knoll Park L. Approve Various Permits - Mt. Dew Days M. Approve Sale of City Property - Police Department Handguns N. Approve Agreement with Dakota County - Ash Street PULL O. Approve Offer of Employment - Parkkeeper P. Approve Request to Fund Burying NSP Lines in City Center Q. Approve Payment Request - Project 94-4 - ADA Improvements at City Hall R. Approve Street Width - Project 94-1 - Oak Street S. Adopt Resolution Accepting Bids/Awarding Contract - Project 93-20 T. Adopt Resolution Accepting Bids/Awarding Contract - Project 94-3 U. Approve Developer Request for Reimbursement of Costs - Silver Springs V. Approve 1994 Budget Adjustments W. Set Public Hearing - Establish TIF #7 - Industrial Park X. EAW for Nelsen Hills Farm PUD Y. Approve Temporary 3 . 2 Beer License - Mt. Dew Days Softball Tournament Z . Approve Payment of the Bills 6. PUBLIC HEARINGS/AWARD OF CONTRACTS A. 7 : 30 P.M. - Mineral Extraction Permit - Huber Property B. 7 : 30 P.M. - Continuation of TroyHill Preliminary Plat/Dev. Agreement 7. PETITIONS, REQUESTS AND COMMUNICATIONS A. HRA Request for Preparation of Feasibility Study - Demolition of 213 Oak and 340/342 Third 8. ORDINANCES AND RESOLUTIONS 9. UNFINISHED BUSINESS a. Pine Knoll MUSA Update THE AGENDA IS CONTINUED ON THE BACK OF THIS SHEET. 1 10. UNFINISHED BUSINESS A. Policy on Frozen Service Lines 11. MISCELLANEOUS A. Review Financial Analysis of SEASS 12. REPORTS FROM COMMISSIONS, COMMITTEES, COUNCILMEMBERS 13. UPCOMING MEETINGS A. Assessment Policy Workshop B. CIP Workshop C. Joint Meeting with Lakeville City Council - June 14th 14. ADJOURN 1 AGENDA REQUEST FORM Item No. 5B Name: Karen Finstuen Department: Administration Date: May 27, 1994 Meeting Date: June 6, 1994 Category: Consent Subject: Accept Minnesota Historical Society Certified Local Government Grant Agreement/Authorize Advertisement for RFP Explanation: The City will receive $3 ,000 in grant funds that must be matched by the City. This will enable the City to hire a consultant to perform an historical context study. Reference Material/Responsibilty Memo/Agreement/Ad/RFP - Karen Finstuen Referred To: (Name) Department Larry Thompson Administration Jim Bell Parks and Recreation Charlie Tooker Administration Jerry Henricks HRA Cheryl Thelen HPC Signature 4 MEMO TO: MAYOR AND COUNCIL SUBJECT: HPC GRANT AGREEMENT/REQUEST FOR RFP DATE: JUNE 3, 1994 Attached is a grant agreement from the Minnesota Historical Society to be used for funding a Historic Context Study in the City. The proposed advertisement and RFP are also attached. Itis my belief that the matching funds of $3 , 000 will be expended in the year 1995 and I will, therefore , add it to the 1995 Budget. For your information, I have attached the December 6 , 1993 Council minutes at which the application for this grant was approved. The Council should approve the signing of the grant agreement and the publication of the advertisement for Request for Proposal for a consultant to perform the context study. Karen Finstuen Administrative Assistant cc: file 200 Council Minutes - 12/6/93 - Regular - Page 2 j . Approve Off Sale Beer Licenses and Gaming Devices : - Budget Mart - 705 8th Street - Off Sale Beer - Budget Mart - 18266 Pilot Knob Rd - Off Sale Beer - Tom Thumb - 22280 Chippendale - Off Sale Beer - Farmington Lanes - 27 5th Street - Gaming Devices k. Approve request to hook into Justice Data Network. 1 . Approve U.S . West Government Contract• for cellular phone service . m. Approve roof repairs at City Hall and budget adjustment . n. Approve emergency generator conversion at City Hall and budget adjustment . o. Approve School/Conference Request - Engineering - Digitized Mapping p. Approve Liquor Store opening on New Year' s Day. q: Approve Change Order #2/Payment #1 - City Center/lst Street Improvement - Adding $3 , 871. 52 for additional water and sewer connections and driveway entrance improvements - Payment of $167, 299 . 75 to Arcon Construction. r. Approve Change Order #4/Payment #2 - Dakota County Estates 8th Addition - Adding $3 , 030 . 00 for additional concrete work; Payment of $403 , 800 . 10 to Arcon Construction. s . Approve Payment #1 - $380, 000 to S .J. Louis Construction for Project 93-7 -Riverside Addition. t . Approve extension of lease agreement - Solid Waste shop. u. Approve School/Conference Request - Fire Department - National Fire Academy. v. Approve payment of the bills as submitted. APIF, MOTION CARRIED. - 6 . MOTION by Rotty, second by Orr to adopt RESOLUTION NO. R139-93 accepting a donation from the First United Presbyterian Church of $40 . 00 for Rambling River Park. APIF, MOTION CARRIED. 7 . Fire Department By-Laws . Councilmember Galler questioned the Qualifications for Membership article relating to hiring guidelines and requested the City Attorney review the criteria. Councilmember Rotty indicated the changes should be denoted in the future . Councilmember Orr suggested the Personnel Director review all candidates to ensure legal requirements . The Council tabled the matter pending legal review. 8 . Billiard License Application. James Powell of Farmington Billiards requested a reduction in the license fees based on selected community fees . It was the consensus of the Council that the Police Chief give his recommendation before acting on the request . 9 . Heritage Preservation Commission. Cheryl Thelen requested the City apply for Certified Local Government Status and to apply for • matching grant funds . Ms . Thelen also requested that the HPC be allowed to hire a historian to do a context survey. Administrative Assistant Finstuen updated the Council on the status of the HPC and clarified that the HPC was asking that $3 , 000 be allocated for 2ua- Council Minutes - 12/6/93 - Regular - Page 3 matching funds . It was the consensus of the Council that it approve the CLG tonight and to address the matching grant funds if a grant is received. MOTION by Orr, second by Ristow to authorize the HPC to pursue CLG status and to apply for matching grant funds and that staff will identify funds if required for future action. APIF, MOTION CARRIED. 10 . Public Hearings Mayor Kuchera opened the following public hearings at 7 :30 P.M. : a. Amend Sign Ordinance - Off Premise Directional Signs, b. Amend Sign Ordinance - Nameplate Signs, c.,- Amend Zoning Ordinance - Flood Plains, d. Adopt Resolution Vacating Easement in Dakota County Estates 8th. Off Premise Directional Sians Planner Tooker stated the Planning Commission had recommended the ordinance be changed to eliminate annual permits . Councilmembers Ristow and Rotty asked if this ordinance affected the bakery and Ericksons and how it fits into temporary signs . Planner Tooker stated those signs had no status under the code . Councilmember Galler expressed concern over how "hardship" was defined. MOTION by Orr, second by Rotty to close the hearing. APIF, MOTION CARRIED. Councilmember Orr suggested that since the action currently had no bearing on existing signs, the matter be discussed in context with temporary signs . Councilmember Rotty stated that this issue had been before the Planning Commission long before the temporary signs became an issue and that the ordinance would be considered along with temporary signs . MOTION by Orr, second by Kuchera to adopt ORDINANCE NO. 093-320 amending the Sign Ordinance relating to off premise directional signs as recommended by the Planning Commission. APIF, MOTION CARRIED. Sian Ordinance - Nameplate Sians Planner Tooker explained the change was in response to a request to install a sign for a conditional use in a residential neighborhood. MOTION by Orr, second by Kuchera to close the hearing. APIF, MOTION CARRIED. MOTION by Galler, second by Ristow to adopt ORDINANCE NO. 093-321 amending the Sign Ordinance relating to nameplate signs as recommended by the Planning Commission. APIF, MOTION CARRIED. Flood Plain Ordinance Planner Tooker explained that this was recommended by the DNR to comply with State regulations . Mr. Tooker explained that the first ordinance dealt with the actual Flood Plain Ordinance and the second ordinance dealt with sections of the existing code which would need to reference the Flood Plain Ordinance. MINNESOTA HISTORICAL SOCIETY CERTIFIED LOCAL GOVERNMENT GRANT AGREEMENT ACCOUNT NO. F.Y. OBJ. CODE FEDERAL NUMBER DOLLAR AMOUNT 311.0284.332.01 1994 5720 27-94-90057A.016 $3,000 HPF grant funds $3,000 applicant match This Agreement is made by and between the Minnesota Historical Society hereinafter called the Society) , and the City of Farmington (hereinafter called the City) , pursuant to authority granted by the National Historic Preservation Act of 1966, as amended. WHEREAS, pursuant to the Act, the Society has been allocated funds by the United States Department of the Interior for use by Certified Local Governments for qualifying historic preservation activities; and WHEREAS, the City has applied for and been granted Certified Local Government Status and has made application for Certified Local Government funds to be utilized in carrying out the project described in Attachment A of this Agreement, NOW, THEREFORE, in consideration of and in reliance upon the mutual covenants. and agreements contained herein, the parties hereto do covenant and agree, each for themselves and their respective successors and assigns, to carry out the project under the following provisions. I. PROJECT DESCRIPTION A. The Project Time Period, Work Summary, Photograph Guidelines (where applicable) , Consultations and Progress Reports, Final Products, Project Director's Report, Project Budget, and Reimbursement Schedule are described in the Project Description, Attachment A, which is attached hereto and made a part hereof. B. The City agrees the project will be carried out as described in the Project Description, unless modified pursuant to the provisions of Section V of this contract. C. The Society will reimburse the City for the budget costs identified as Historic Preservation Fund (HPF) federal dollars in the Project Description, following submittal of materials as described in Section III of this Agreement. Final products which do not conform to the terms and conditions of this Agreement or which do not meet the applicable Secretary of the Interior's Standards will not be reimbursed. II. ASSURANCES A. The City assures that all work carried out on this project will conform to the Secretary of the Interior's Standards for Archaeology and Historic Preservation (as published in the Federal Register of September 29, 1983) and that the project• personnel meet the Secretary of the Interior's Professional Qualifications Standards (as published in the Federal Register of September 29, 1983) as stipulated in the Project Description. Certified Local Government Grant Agreement B. The City assures that this project will be administered and con- ducted in accordance with the following: 1. OMB Circular A-87 "Cost Principles Applicable to Grants and Contracts with State and Local Government" and OMB Circular A- 102 (revised) "Uniform Requirements for Assistance to State and Local Governments." 2. Department of the Interior regulations 43 CFR Part 12, Subpart C - "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments." a. In addition to the requirements of these regulations the City will allow a minimum of two weeks between the date bid solicitations are published and the date bidders must respond; and allow eighteen calendar days between the date invitations are mailed to potential bidders and the date bidders must respond. 3. Public Law 101-517, Title V, Section 511, states: When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, all grantees receiving Federal funds, including but not limited to State and local governments, shall clearly state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be furnished by nongovernmental sources. 4. The "Single Audit Act of 1984." 5. National Register Programs Guideline NPS-49. C. The City acknowledges that this project is being supported, in part, with funds from the United States Department of the Interior. As a condition of receiving such funds, the City agrees that the City shall be considered an "applicant" for federal funds, as that term is used in the "United States Department of the Interior Civil Rights Assurance." As a condition of this Agreement, the City shall complete and execute the attached Civil Rights Assurance, the terms of which are hereby incorporated as terms of this Agreement (see page 7) . The City also agrees as follows: In the hiring of common or skilled labor for the performance of any work hereunder, no contractor, material supplier or vendor shall, by reason of race, creed or color, discriminate against any person or persons who are citizens of the United States, or resident aliens, who are qualified and available to perform the work to which the employment relates. No contractor, material supplier or vendor shall, in any manner, discriminate against, or intimidate, or prevent the employment of any person or persons identified in the preceding paragraph, or on being hired, prevent, or conspire to prevent, the person or persons from the performance of work under any contract on account of race, creed or color. page 2 Certified Local Government Grant Agreement The violation of this section is a misdemeanor pursuant to Minnesota Statutes. This Agreement may be cancelled or terminated by the Society, and all money due, or to become due hereunder may be forfeited for a second or any subsequent violation of the terms of this section. D. The City will indemnify and save and hold the Society and the Department of the Interior harmless from any and all claims or causes of action arising from the performance of this project by the City. E. The City agrees to make repayment of grant funds to the Society if terms and conditions of this Agreement are not followed or costs claimed are subsequently disallowed. F. The City, in accordance with provisions of 18 USC 1913 regarding lobbying, assures that no part of grant budget will be used directly or indirectly or to pay for any personal service, advertisement, telegram, telephone, letter, printed or written matter, or other device intended or designed to influence in any manner a member of Congress, to favor or oppose, by vote or otherwise, any legislation or appropriation by Congress, whether before or after the introduction of any bill or resolution proposing such legislation or appropriation. This shall not prevent communicating to members of Congress on the request of any member or to Congress, through the proper official channels, requests for legislation or appropriations which they deem necessary for the efficient conduct of the public business. G. The City agrees any publications, studies, reports, presentations, films, audio visual materials, exhibits, or other material prepared with grant assistance will contain an acknowledgment of HPF grant funds and nondiscrimination policy as .follows: "The activity that is the subject of this (type of publication) has been financed (in part/entirely) with Federal funds from the National Park Service, U. S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior. "This program receives Federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, the U. S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, or disability in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to: Office for Equal Opportunity, U. S. Department of the Interior, National Park Service, P.O. 37127, Washington, D.C. 20013-7127." page 3 Certified Local Government Grant Agreement H. The City assures that transferred federal monies will not be applied as part of the matching (applicant) share, and that monies used as match on other federal grants will not be used as matching (applicant) share on this project. I. The City agrees not to contract with any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, Debarment and Suspension. Current lists of such parties are on file in the Society's Grants Office and are available for review by the City. As a condition of this Agreement, the City shall complete and execute the attached Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Lower Tier Covered Transactions (see page 8) . (See instructions on page 9. ) III. REIMBURSEMENT PROCEDURES A. Payments under this Agreement will be made on a reimbursable basis according to the schedule included in the Project Description (see Attachment A) . All supporting fiscal documentation must be submitted prior to reimbursement. B. A Request for Reimbursement must include the following: 1. Request for Reimbursement Form (see Attachment B) . 2. Supporting fiscal documentation for all project costs during the period covered by the request, including both federally funded items and applicant match items. (See Attachment C for Information on Allowable Costs. ) 3. If project work begins prior to September 30, and the City wishes to claim these costs, a Request for Reimbursement must be submitted at the end of the federal fiscal year. Applicant match must be equal to, or may exceed, the federal funds re- quested as of September 30 (also see Reimbursement Schedule of Attachment A) . 4. Final Product(s) and the Project Director's Report are to be submitted with the Final Request for Reimbursement Form (see Attachment A) . C. The Request for Reimbursement Forms should be submitted to Beverly Mitchell Gorgos, Minnesota Historical Society, Grants Office, 345 Kellogg Boulevard West, Saint Paul, Minnesota 55102-1906. D. When both the financial documentation and the product documentation has been found to be acceptable by the Society, funds will be requested from the Department of the Interior and will be forwarded to the City when the funds have been received the Society. page 4 Certified Local Government Grant Agreement IV. AUDIT The City must submit a copy of all audited financial statements completed pursuant to OMB Circular A-128 for all fiscal years which include the project period. These must be submitted to Greg Oldenkamp, Minnesota Historical Society, Finance Office, 345 Kellogg Boulevard West, Saint Paul, Minnesota 55102-1906, within 120 days of their completion. V. AMENDMENTS AND CANCELLATION -A. Amendments 1. Any significant variations from the approved work summary, products, budget, and performance/reporting milestones described in Attachment A which are experienced or anticipated during the course of the project and any significant problems, delays, or adverse conditions which materially affect planned performance should be submitted in writing to Beverly Mitchell Gorgos, Minnesota Historical Society, Grants Office, 345 Kellogg Boulevard West, Saint Paul, Minnesota, 55102-1906. The Society will respond in writing, either approving or not approving the changes, and may amend the contract if deemed necessary. The City is aware that some changes may require approval by the National Park Service and agrees to submit any necessary changes as early as possible during the project period. Variations which are not known until the conclusion of the project may be submitted with the final Request for Reimbursement; however, the City understands that costs may be disallowed if changes are not approved. 2. If any part of the budgeted federal grant funds will not be utilized, the City must notify the Society of any anticipated variance in excess of ten (10) percent at least sixty (60) days before the project's ending date. Failure of the City to notify the Society may result in the loss of federal funds to the state, and may have an adverse effect on future applications for CLG funds by the City. B. Cancellation. The Society reserves the right of termination for cause on a thirty (30) day notice should it be determined that the City has failed to materially comply with the terms and conditions of this Agreement. This Agreement may also be terminated when both parties agree that the project will not produce beneficial results commensurate with further expenditure of funds or because of circumstances beyond the control of the Society and/or the City. In the event of termination, the City may be reimbursed for eligible expenses incurred prior to termination or by a negotiated settlement. page 5 Certified Local Government Grant Agreement Once this Agreement is signed, it controls all activities during the project time period. IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed on the date(s) indicated below intending to be bound thereby. Minnesota Historical Society City of Farmington 345 Kellogg Boulevard West Saint Paul, Minnesota 55102-1906 Nina M. Archabal, Director (signature - Mayor) Minnesota Historical Society and State Historic Preservation Officer (print name) Date: Date: Britta L. Bloomberg, Deputy State (signature - HPC Chairperson) State Historic Preservation Officer Date: (print name) Date: Gary W. Goldsmith Contracting Officer Date: page 6 OFFICIAL NOTICE OF REQUEST FOR PROPOSALS CITY OF FARMINGTON HISTORIC CONTEXT REPORT The City of Farmington, Minnesota, through the Historic Preservation Commission, is seeking proposals from qualified consultants for the preparation of an historic context study. This document will serve as the initial step of a City Historic Prservation Plan. Fifty percent of the cost of this project will be financed through a grant of $3,000 from the National Park Service, Department of the Interior, through the Minnesota Historical Society under the provisions of the National Historic Preservation Act and fifty percent will be financed through the City by $3 , 000 in appropriated funds and by in- kind services . Persons or firms meeting the Secretary of Interior' s Professional Qualification Standards for preservation planning activities (see Federal Register of September 20 , 1983) are invited to obtain a Request for Proposal from the Heritage Preservation Commission, City Hall, 325 Oak Street, Farmington, Minnesota, 55024 ; (612) 463-7111. Formal project proposals must be received at City Hall no later than Friday, July 1 , 1994 . The City expects to enter a contract in Sep- tember, 1994 with project completion in May, 1995 . Karen M. Finstuen HPC Staff REQUEST FOR PROPOSALS HISTORIC CONTEXT REPORT CITY OF FARMINGTON The City of Farmington, through its Heritage Preservation Commission, is seeking proposals from qualified consultants for preparation of an historic context study. This document will serve as the initial step of a City historic preservation plan. Fifty percent of the cost of this project will be financed through a grant of $3 , 000 . 00 from the National Park Service, Department of the Interior, through the Minnesota Historical Society under the provisions of the National Historic Preservation Act, and fifty percent will be financed through the City- by $3 , 000 . 00 in appropriated funds and by in-kind services . Questions should be directed to Karen M. Finstuen, Staff Contact, Heritage Preservation Commission, City Hall, 325 Oak Street, Farmington, Minnesota, 55024 . A. Professional Qualifications Only persons or firms meeting the Secretary of Interior' s Professional Qualification Standards for history or architectural history as printed in the Federal Register of September 29 , 1983 can be contracted for this work. (See attachment . ) B. Project Schedule 1 . The City expects to enter a contract in September, 1994 . The Consultant may begin project after October 1, 1994 . 2 . The project must be completed by. May 31, 1995 . 3 . During the project, the following meetings and reports will be required on or about the dates indicated. Additional reports and meetings may be requested as the City considers necessary. a. October 21, 1994 - Provide project work plan in writing to HPC. City will respond in writing with approval or with changes to be negotiated to the satisfaction of both parties . b. November 25, 1994 - Meet with HPC and provide written report of work done to date, including approved work plan. City will submit report to SHPO. Contractor may be asked to meet with City staff and SHPO before DATE. c . January 10, 1995 - Progress report to HPC. d. March 10 , 1995 - Meet with HPC and provide written report of work done to date including list of proposed contexts . e. April 10, 1995 - Meet with HPC and provide final written draft of context study. f . May 31, 1995 - Deliver completed report, written summary, and make personal presentation of the broad outline and most interesting discoveries of the report at a public meeting. C. Minimum Scope of Work 1 . Identify from five to ten contexts representing the City' s physical development for a period of approximately 1850 to 1970 . The contexts should be developed to illustrate the broad patterns of the City' s establishment, growth and' development . 2 . Develop the definition of each context' s chronological, geographic and conceptual boundaries; conceptual boundaries should be documented with footnotes and endnotes . 3 . Develop a preliminary listing of property types for each context including, where possible, information on their expected locational patterns and current condition. 4 . Develop preliminary identification and evaluation goals for each context . D. Final Products 1 . The Written Context Report . The report will be documented in conformance with the Secretary of Interior' s Standards and Guidelines . Eight copies of the report will be delivered - the unbound original along with one unbound and six bound copies . The original will be reproduced with letter quality printer or typewriter (not dot-matrix) on 8 1/2 x 11 inch stock. The report will include : a. a general description of the process, including public participation, and the rationale used in delineating the identified contexts; b. information on each context including items described in No. C. 2 . above; c . a description of how local contexts developed for this study relate to the statewide contexts for the area; and d. a list of priorities for development of a historic preservation program for the City of Farmington, including any special situations which might require immediate attention. 2 . A summary of the report which could be published separately to give the public and officials a concise interpretation of the contexts and related sites . E. Local Resources The Dakota County Library System has a collection of books, newspaper clippings, photographs, printed and taped reminiscences, centennial publications, tour publications and research projects . The HPC would be able to assist the contractor by advising on sources and, in some cases, helping to find material . There are three properties on the National Register of historic places within the City of Farmington. F. The Proposal Complete proposals must be received at City Hall by Friday, July 1, 1994 . The HPC may ask several proposers to interview on or about August 16, 1994 . The proposal should include : 1 . Applicant (s) resume, including education, publications and work experience . This should specifically indicate that the applicant (s) meet the Secretary of Interior' s Professional Qualification Standards for history or architectural history. 2 . List all contract work completed under the Secretary of Interior' s Planning Standards, including as references City and/or HPC staff and officials involved in the project, or if the foregoing is not available, describe the applicant (s) knowledge of the Secretary of Interior' s Planning Standards . 3 . Provide an example document of similar or pertinent work completed by the applicant (s) . A context study would be preferred, but not required. 4 . Provide an outline statement describing the proposed process or methods to be followed in completing the context study including identification of primary research sources and plans for public input and the use of qualified research volunteers . 5 . Quote the hourly rate structure and total cost for completion of the context study as described by the minimum scope and final products above . If the contractor believes that above scope of work can be done well within the funds allowed, the contractor may suggest additions to the scope within the budget . 6 . Affirm the contractor' s ability to meet the above schedule . Note any anticipated absences which would require modifying. the schedule . Note other contracts which the contractor expects to be working on during this project time frame . The City of Farmington will consider all proposals received and make the contract award on the basis of the applicant (s) qualifications, the quality of the proposal in relationship to the identified needs and conditions expressed by the City, the proposed methods to complete the context study particularly in reference to the effective use of local resources, and the amount of the bid. Interviews may be required if the HPC determines that they would be helpful in making a decision. ATTACHMENT The Secretary of Interior' s Professional Qualifications Standards for history or architectural history. A. The minimum professional qualifications in history are a graduate degree in history or closely related field; or, a bachelor' s degree in history or closely related field plus one of the following: 1 . At least two years of full-time experience in research, writing, teaching, interpretation, or other demonstrable professional activity with an academic institution, historic organization or agency, museum, or other professional institution; or, 2 . Substantial contribution through research and publication to the body of scholarly knowledge in the field of history. B. The minimum professional qualifications in architectural history are a graduate degree in architectural history, art history, historic preservation, or closely related field, with course work in American architectural history, art history, historic preservation or closely related field plus one of the following: 1 . At least two years of full time experience in research, writing, or teaching in American architectural history or restoration architecture with an academic institution, historical organization or agency, museum, or other professional institution; or 2 . Substantial contribution through research and publication to the body of scholarly knowledge in the field of American architectural history. AGENDA REQUEST FORM Item No. ______AO_ Name: Larry Thompson f / � Department: Administration 0! Date: April 8, 1994 Meeting Date: 411114‘ r s Crri�- l Category: Subject: Ratify Board and Commission By—Laws Explanation: Reference Material/Responsibilty Memo — Larry Thompson Referred To: (Name) Department Larry Thompson Administration Karen Finstuen Administration Tom Kaldunski Public Works Jim Bell Parks and Recre tion Charlie Tooker Administration einfier774fri Signature BY-LAWS These By-Laws,when adopted,are intended to deal with matters not otherwise covered by State Law, City Ordinance or elsewhere. Section I - Meetings SUBD. 1 -Regular meetings of the shall be held on the of each month at . Any regular meeting falling upon a holiday shall be held on the next following business day at the same time and place. All meetings, including special and adjourned meetings, shall be held in the City Hall unless otherwise designated. SUBD.2-Special meetings of the may be called by the Chairperson or in written form by any other two (2)members of the , filed with the . At least 3 days before the meeting,the shall notify each member of the time,place and purpose ofthe meeting by causing written notice thereof to be delivered to him/her personally ifhe/she can be found, or,if he/she cannot be found,by leaving a copy at the home of the member with some person of suitable responsibility. At least three(3)days prior to the meeting,the shall also post notice of the meeting and notify the official newspaper and each person who has filed a written request for notice of special meetings,or may,if necessary,provide such other more restricted notice;as allowed by Statute, such as;M.S.471.705,subd. 1 C,paragraph g,"If a person receives actual notice of a meeting of a public body at least 24 hours before the meeting, all notice requirements of this subdivision are satisfied with respect to that person,regardless of the method of receipt of notice." Emergency meetings may be held because of circumstances that, in the judgement of the require immediate attention. The notice of special meeting shall state the item(s)to be discussed and possibly acted upon. Items not stated in the notice may be discussed,but no action may be taken if any member objects. Any special meeting attended by a majority of the members shall be a valid meeting for the transaction of any business that may come before the meeting. SUBD. 3 -At the first regular meeting in February of each year,the shall (1)Designate the depositories of funds(if applicable);(2)Designate the official newspaper(if applicable);(3)Choose a Chairperson and a Vice-Chairperson from the , who shall perform the duties of the Chairperson during the disability or absence of the Chairperson from the or,in case of a vacancy in the office of Chairperson,until a successor has been appointed and qualifies. SUBD.-4 All meetings,as defined by State Law,including special and adjourned meetings shall be open to the public. The Attorney shall advise the in writing as to his interpretation of the state "Open Meeting Law". All new members shall be provided such written interpretation and briefed on such by the Attorney. The Attorney shall bring any changes in his interpretation to the attention of the in writing and have the subject placed on the agenda for discussion. A copy of the Open Meeting law, as amended, shall be attached and made a part of the By-Laws. (1) 4 Section II Presiding Officer; Rules of Order SUBD. 1 -The Chairperson shall preside at all meetings of the . In the absence of the Chairperson,the Vice-Chairperson shall preside. In the absence of both,the shall call the meeting to order and shall preside until the members present at the meeting choose one of their number to act temporarily as presiding officer. SUBD. 2 - The presiding officer shall preserve order, enforce the rule of procedure herein prescribed, and determine all questions of procedure and order. Except as otherwise provided by statute or by these rules,the proceedings of the shall be conducted in accordance with the following rules of order: A. A Motion must be seconded before being considered by the and the mover, as well as the seconder, must be recognized by the presiding officer. B. Any motion may be withdrawn by its mover with the consent of his/her second. But a motion, once debated, cannot be withdrawn except by a majority vote of the C. A motion will not be subject to debate until it has been stated by the presiding officer and he/she has opened it to debate. D. Each member, while speaking, shall confine himself/herself to the question at hand and avoid all personal, indecorous or sarcastic language. E. Whenever any member of the desires to speak on any question which affects him/her personally,he/she shall first vacate his/her chair and shall not resume his/her seat until the matter under consideration has been acted upon. He/She shall be allowed to make comments on the question as a private citizen. F. Whenever public hearings are held,the presiding officer, during the open hearing, shall allow any member of the public present,the privilege of speaking. A reasonable time shall be allowed to anyone as long as they are not repeating points already made. The public will conduct themselves in the same manner as would be expected from the . The presiding officer shall be responsible for the public's conduct and may rule anyone out of order. G. During times at any meeting,the presiding officer will allow the public to participate as long as there is reason to believe the input is beneficial. SUBD.3 -Any member may appeal to the from a ruling of the presiding officer. If the appeal is seconded, the appealing member may speak first on the reason for his/her appeal. General discussion can then take place on the appeal before a vote. The appeal shall be sustained if it is approved by a majority of the members present. (2) SECTION III AGENDAS SUBD. 1 - The agenda shall be prepared by the and shall be closed at noon on the Thursday preceding the meeting for publication purposes. Items may be included as add-ons to the agenda for action until noon of the day preceding the meeting. SUBD. 2 -Any member can place an item on the agenda by so instructing the SUBD. 3 -No item shall be placed on the agenda unless the item is expressed is such a way as to clearly show the subject matter involved. SUBD. 4 - The agenda add-ons may be subject to approval by a majority vote of the members present. Items on the agenda may be discussed, but no action may be taken if any member objects. SECTION IV ORDER OF BUSINESS SUBD. 1 -Each meeting of the shall convene at the time and place appointed therefore. business shall be conducted in the following order: (1) CALL TO ORDER (2) APPROVE AGENDA (3) APPROVE MINUTES (4) BILLS AND COMMUNICATIONS (5) PUBLIC HEARINGS (6) REPORT (7) PROJECTS (8) UNFINISHED BUSINESS (9) NEW BUSINESS (10)ADJOURN SUBD. 2 - The order of business may be varied by the presiding officer, but all public hearings shall be held at the time specified in the notice of hearing. SECTION V MINUTES SUBD. 1 -Minutes of each meeting shall be kept by the ,or,in his/her absence,his/her designee. In the absence of both,the presiding officer shall appoint a secretary pro tern. Resolutions and claims need not be recorded in full in the minutes if they appear in other permanent records of the and can be accurately identified from the description given in the minutes. r < -014""--f,� rRn..n.,,,,?n•-r. �,<T�.,.�,-. t- a•-•%•A w,7. .�n . _ --r rll�i��s.,_e��_ .. F' x._. •`C- '"'1 _• (3} •rt .,:_6_. tf� r� 4,41 4 !J - "• , F . .\ `2-1 �..-ti/C, . SUBD. 2 -Minutes of each meeting shall be reduced to typewritten form, shall be signed by the taker, and copies thereof shall be delivered to each member as soon as practicable after the meeting. At the next regular meeting following such delivery,approval of the minutes shall be considered by the . The minutes need not be read aloud, but the presiding officer shall call for any additions or corrections. If there is no objection to a proposed addition or correction, it may be made without a vote of the . If there is an objection,the members shall vote upon the addition or correction. If there are no additions or corrections,the minutes shall stand approved. SECTION VI QUORUM AND VOTING SUBD. 1 -At all meetings a majority of all members shall constitute a quorum for the transaction of business. SUBD. 2-The votes of members on any question pending before the shall be by roll call, except for the following agenda items;approval of the agenda;approval of the minutes;and adjournment. The shall call the roll on a rotating basis. The names of those voting for and against the question shall be recorded in the minutes. If any member,being present,does not vote,the minutes shall be stated: "Abstain:Name.". SUBD. 3 - Except as otherwise provided by statute, a majority vote of a quorum shall prevail. SECTION VII EXECUTIVE DIRECTOR'S REVIEW (For HRA and Council Only) SUBD. 1 -The shall conduct an annual review of the Executive Director. The procedure shall be substantially as follows: A. The Director shall distribute an approved evaluation form on or before the first meeting in May. B. Members shall complete the prescribed form as instructed by direction of the C. Members may meet with the Director for an oral evaluation. D. The completed evaluation form shall be submitted to the City Administrator on or before the Tuesday preceding the regular meeting in June. E. The City Administrator shall tabulate the results of the evaluation without any reference to individual members. F. The shall consider the tabulated results during the regular meeting in June and may take action accordingly. (4) SECTION VIII SUSPENSION OR AMENDMENT OF THE BY-LAWS SUBD. 1 -These by-laws may be temporarily suspended by a unanimous vote of the members present. SUBD. 2 - These by-laws shall not be repealed or amended except by a majority vote of the whole after notice has been given at some preceding meeting. SECTION IX EFFECTIVE DATE SUBD. 1 -These by-laws have been adopted by the on the day of 19 and becomes effective immediately. Attest: Revised 3/4/93 (5) AGENDA REQUEST FORM Item No. 5M Name: Daniel M Siebenaler Department: Police Date: May 11 , 1994 Meeting Date: June 6 , 1994 Category: Consent Subject: Consignment of city property for disposal Explanation: Sale of handguns to offset uniform expenses Reference MateriaUResponsibilty see memo Referred To: (Name) Department Larry Thompson City Administrator Wayne Henneke Finance Director \\ 446 / Signature MEMO TO: Mayor and Council SUBJECT: Consignment of Property DATE: May 11, 1994 With the addition of two police officers, the police department faces unbudgeted uniform expenses. These will be dealt with through appropriate budget adjustment through the finance department . In order to help offset some of those costs, I am requesting authorization to dispose of several firearms in our possession. 1 - Colt, Model 2000 Semi-automatic (retired as independent test showed Model unreliable in police service) 1 - Smith & Wesson, Model 686, 4 inch Revolver (retired as Sgt . Churchill' s duty weapon) 1 - Smith & Wesson, Model 686, 6 inch Revolver (retired Chief' s weapon - Note, this was the last revolver in full time service causing unneeded duplication of training programs) I propose the consignment of these guns through a registered Federal Firearms Dealer. With the enactment of The Brady Bill, we can be sure of legal sale of the weapons. While this sale won' t offset our entire unbudgeted uniform expense, it will help defer some of the cost. I estimate the value of these weapons to be in excess of $700 . If you have any questions or comments, I will encourage you to contact me prior to the council meeting. Daniel M. Siebenaler Chief of Police DMS/m AGENDA REQUEST FORM Item No. 50 Name: James Bell ' Okel) l'‘`e)"(3-C- Department Parks and Recreation Date: May 27 , 1994 - - Meeting Date: June 6, 1994 Category: Consent Subject: Approve Offer of Employment - Parkkeeper Explanation: Reference Material/Responsibilty Recommendation - Jim Bell Referred To: (Name) Department Larry Thompson Administration Wayne Henneke Finance Jim Bell Parks and Recreation Rosemary Swedin Finance Signature MEMO TO: MAYOR AND COUNCIL SUBJECT: HIRING OF PARKKEEPER DATE: JUNE 3, 1994 I have completed the review process of the applicants for the Parkkeeper position. The three finalists were all strong candidates with good skills. It is my recommendation that the City offer the position to Benjamin VanBlarcom. The proposed wage for this position is $8 . 81 per hour which is the entry level for Grade 2. The probationary period will be 6 months. Ben has indicated that he will accept the position if offered by the Council. It is anticipated that he will be available after giving notice to his present employer, approximately June 20, 1994 . Jim Bell Parks and Recreation Director cc: Larry Thompson Wayne Henneke Rosemary Swedin 1 R AGENDA REQUEST FORM Item No. 7A Name: Gerald Henricks Department: HRA ‘ ) I3. x.,a Date: 5/25/94 / /A Meeting Date: 6/6/94 / Category: Petitions, Requests and Communications aVr— Subject: Demolition Feasibility Study Explanation: The Farmington HRA requests the City Council to authorize the performance of a demolition feasibility study for 213 Oak Street and 340 and 342 3rd Street Reference Material/Responsibilty Memo Referred To: (Name) Department Larry Thompson Administration Mark Ulfers Dakota County HRA de,c-aheA *-40,24-ela) Signature Memo To: Mayor and City Council Subject : Demolition feasibility study Date : June 1, 1994 The Farmington HRA requests the City Council to have a feasibility study performed for the demolition of the buildings at these following addresses : 1 . 213 Oak Street - Larson Electric Store 2 . 340 and 342 Third Street - the two lean-tos north of the Exchange Bank Building. The HRA has submitted an extension request for the CDBG deadline associated with the Exchange Bank Building. In discussion with Lee Smith from Dakota County HRA, he felt that the demolition of these buildings would assist in obtaining the extension. The Farmington HRA agrees to pay for the feasibility study costs. If there are any questions, please feel free to contact me. -41",a A- -AA,ct/L) Gerald A. Henricks HRA Executive Director May 20, 1994 Lee Smith Project Manager Dakota County HRA 2496 -145th St . W. Rosemount, Minn. 55068 Ref : Exchange Bank Building Larson Electric Building Dear Mr. Smith: The Farmington Housing and Redevelopment Authority on behalf of the City Council request a one year extension to the Community Development Block Grant deadline associated with the Exchange Bank Building and the Larson Electric Building. For the past year, the HRA has been working with the Sienna Corporation in an effort to renovate the Exchange Bank Building. At this time, the Sienna Corporation has been unable to find a financially satisfactory solution to this project . Attached is a copy of the work that has been performed by Sienna Corporation in an effort to resolve the financial problem. The Farmington HRA has ordered a feasibility study for the demolition of the Larson Electric Building and the two small lean- to buildings north of the Exchange Bank Building (part of the Exchange Bank Building acquisition) . The feasibility study will be completed by mid June. These study results will be submitted to the bidding process to determine the costs . The bidding process will take approximately one month to complete . In July, the demolition bid will be awarded to a contractor. The actual demolition work will commence in July 1994 . By demolishing these structures, the HRA will have removed approximately 75% of the blighted condition. The HRA and Sienna Corporation intend to continue their joint efforts to obtain financing for the renovation of the Exchange Bank Building. With the one year extension for the Community Development Block Grant, it is felt the financial resolve for the renovation should be completed by Sienna and the Farmington HRA. The FHRA requests a 1 year CDBG deadline extension for the Exchange Bank Building. If there are any questions, please feel free to contact me at 463-7111 . Sincerely, ,��� /� A•�';���n�i,cefao Gerald A. Henricks HRA Executive Director Y /3 C Ly...) O -- xSu o LA u s ! v` 3R 1 - - - - /70 I ' I I ' I -- 1 \d _ 1 AGENDA REQUEST FORM Item No. 13A Name: Larry Thompson Department: Administration o\ Date: May 27, 1994 _c Meeting Date: June 6 , 19 9 4 Category: Upcoming Meetings Subject: Assessment Policy Workshop Explanation: Reference Material/Responsibilty • Referred To: (Name) Department ,/17 Signature AGENDA REQUEST FORM Item No. 13B Name: Larry Thompson /- Department: Department: Administration */1' // Cw Date: May 27, 1994 Auk Meeting Date: June 6 , 1994 Category: Upcoming Meetings Subject: CIP Workshop Explanation: Review CIP Reference Material/Responsibilty Referred To: (Name) Department Department Heads *Ai Li.. diii,t441 e. - Signature AIM Memo to: Mayor and Council Subject: CIP Workshop Date: June 2, 1994 A copy of the proposed 1994-1998 CIP was distributed earlier this year. The format of the CIP was significantly changed to show greater detail and impact of projects on tax rates and user fees. Since the report was distributed, Staff has obtained additional information which has allowed for a more accurate report. Many of the estimated 1994 project costs are now actual costs. The draft copy of the CIP was placed on the backburner due to staff involvement with the annexation hear- ings. I feel it is now time to hold a workshop to discuss the report and receive Staff input. I would therefore request that a date be set for a CIP workshop. On a side note, the Council had also indicated it should also hold a workshop on special assess- ments. The Council may wish to hold the assessment and CIP workshops on the same evening or set a separate date. T . pson City A.mini strator ljt cc: Department Heads fi 1 e