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Home My WebLink About08.04.08 Council Packet City of Farmington 325 Oak Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA PRE-CITY COUNCIL MEETING August 4, 2008 6:30 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 2. APPROVE AGENDA 3. CITIZEN COMMENTS 4. COUNCIL REVIEW OF AGENDA 5. STAFF COMMENTS 6. ADJOURN PUBLIC INFORMATION STATEMENT Council workshops are conducted as an informal work session, all discussions shall be consideredfact-finding, hypothetical and unofficial critical thinking exercises, which do not reflect an official public position. Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of aformal City policy position. Only official Council action normally taken at a regularly scheduled Council meeting should be considered as aformal expression of the City's position on any given matter. City of Farmington 325 Oak Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA REGULAR CITY COUNCIL MEETING AUGUST 4, 2008 7:00 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS I COMMENDATIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Openfor Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (7/21/08 Regular) b) Adopt Resolution - Approve Gambling Event Permit - Administration c) 2008 Curbside Cleanup Summary - Municipal Services d) Approve RFP Vending Services - Parks and Recreation e) Appointment Recommendation Administration - Human Resources f) Appointment Recommendation Finance - Human Resources g) Solid Waste Division Reorganization and Appointment Recommendation- Human Resources h) Acknowledge Resignation Police Department - Human Resources i) Cataract Fire Relief 2009 Pension Request - Finance j) Appoint Election Judges - Administration (Supplemental) k) Award Annual Sidewalk Replacement Project Contract - Engineering (Supplemental) I) Approve Bills 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Schedule Interview - Parks and Recreation Commission - Administration 11. UNFINISHED BUSINESS a) Update on City Hall Move - Furniture and Phones - Human Resources (verbal) Action Taken 14. ADJOURN 12. NEW BUSINESS a) Vermillion River Crossing Update - Administration 13. COUNCIL ROUNDTABLE a) Budget Review - Administration City of Farmington 325 Oak Street Farmington, MN 55024 1. CALL TO ORDER 7:0 P.M. 2. PLEDGE OF ALLEG NCE 3. ROLL CALL 4. APPROVEAGENDA Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA REGULAR CITY COUNCIL MEETI~G AUGUST 4, 2008 7:00 P.M. CITY COUNCIL CHAMBERS 5. ANNOUNCEMENTS COMMENDATIONS Action Taken 6. CITIZEN COMMEN / RESPONSES TO COMMENTS (Openfor Audience Comments) 7. CONSENT AGENDA a) Approve Council inutes (7/21/08 Regular) b) Adopt Resolution Approve Gambling Event Permit - Administration c) 2008 Curbside Cl anup Summary - Municipal Services d) Approve RFP Ven ing Services - Parks and Recreation e) Appointment Rec mmendation Administration - Human Resources f) Appointment Rec mmendation Finance - Human Resources g) Solid Waste Divis on Reorganization and Appointment Recommendation- Human Resources h) Acknowledge Res gnation Police Department - Human Resources i) Cataract Fire Reli f 2009 Pension Request - Finance j) Appoint Election udges - Administration (Supplemental) k) Award Annual Si ewalk Replacement Project Contract - Engineering (Supplemental) I) Approve Bills 8. PUBLIC HEARINGS 9. AWARDOFCON1: 10. PETITIONS, REQU 'STS AND COMMUNICATIONS a) Schedule Intervie - Parks and Recreation Commission - Administration 11. UNFINISHED BUS ESS a) Update on City H 11 Move - Furniture and Phones - Human Resources (verbal) 12. NEW BUSINESS a) Vermillion River Crossing Update - Administration 13. COUNCIL ROUNDTABLE a) Budget Review - Administration 14. ADJOURN 7c:::L COUNCIL MINUTES PRE-MEETING July 21, 2008 1. CALL TO ORDER The meeting was called to order by Acting Mayor Pritzlaff at 6:30 p.m. Members Present: Members Absent: Also Present: Pritzlaff, Fogarty, McKnight, Wilson Soderberg Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Todd Reiten, Municipal Services Director; Lisa Shadick, Administrative Services Director; Lee Smick, City Planner; Jen Collova, Natural Resources Specialist; Cynthia Muller, Executive Assistant 2. APPROVE AGENDA MOTION by McKnight, second by Fogarty to approve the Agenda. APIF, MOTION CARRIED. 3. CITIZEN COMMENTS Mr. Leon Orr, 19161 Echo Lane, spoke to Council regarding the excessive use of illegal fireworks in the northern part of Farmington. It is also a problem in other parts of the City. He has dealt with this issue for two years. His first e-mail was to Police Chief Siebenaler in February 2004. The first occurrence was on February 12,2004 with a substantial display of fireworks. People today do not realize how many people work shift work and have certain hours to sleep. Chief Siebenaler always encouraged him to call 911. Instead he would always call the local police station. He lives on top of a hill so many of the fireworks are close to bedroom window level. Mr. Orr stated he would try to find the specific location to give the police a specific address. Recently, he has found most displays are in driveways and even more disturbing in public streets. There are 30- 40 year old adults with kids shooting off fireworks, knowing it is illegal. There is a safety issue as well as a disturbance issue. One occurrence was on Ellington Trail and they were so far into the street, he had to drive to the curb on the other side of the street. They had major launchers in the street. A man was in the driveway with a lighter in one hand and a beer in the other hand. He did not like to see this from a safety standpoint. He called the police, they promptly responded, talked to the people and left. Within 10 minutes the people moved down and across the street so if the police came again it would be to a different house. Mr. Orr wondered what would happen if someone drove over a launcher and it went off. On another occasion on Embers A venue, he was driving his car and a lady motioned for him to stop because a launcher had tilted sideways. Mr.Orr wondered what if he was on a bike or walking. Accidents can happen when they do this on public property. It is bad enough on private property. On another occasion on Embers Avenue, he called the police, they promptly responded, talked to the people and left. The people started up in the same location. Mr. Orr called again and as two squad cars came Council Minutes (Pre-Meeting) July 21,2008 Page 2 down the hill on 193rd Street to respond to the second call, they launched some large fireworks that exploded in the air. You have adults doing something they know to be illegal in front of kids who know it is illegal, the police tell them to stop, and they start up again, making the police return. This is an interference with having the windows open at night. He heard someone say their husband bought $1,000 worth of fireworks, so we are not talking about minor stuff. Mr. Orr put together some suggestions, which he wants to amend and will e-mail it to Council. They deal with educating the public, urging the public to report violations, enforcement, and consequences. He was not aware if State law provides a variety of levels of fines. St. Paul charges up to a $700 fine. If a party has illegal fireworks, Mr. Orr feels confiscation is the best remedy. If they have $500 worth of fireworks, that would be a deterrent. If you recognize it as a problem, and you want to solve it, it can be done. There has to be a plan that encompasses education through consequences. If you go five miles over the speed limit down Akin Road, you would get a verbal warning. If you go 80 mph you would not get a slap on the wrist. The same is true with fireworks. If you are dealing with small fireworks that is one issue, if you are dealing with major fireworks that is another issue, if it is in the middle of a public street, that is another issue. All these levels need to be considered. He will e-mail Council with his suggestions. 4. COUNCIL REVIEW OF AGENDA Councilmember McKnight pulled the Marigold land purchase for discussion at the regular meeting. He also suggested moving 12d) Contractual Services Website Redesign to the consent agenda. Councilmember Wilson commented about the Recycling Contract extension and that five years was a long period of time. City Administrator Herlofsky stated it depends on what expense the person providing the service is investing in to make it worthwhile. Sometimes with a longer contract you get a better value. Municipal Services Director Reiten noted they originally wanted 10 years and staff said no. Dick's Sanitation has to purchase a new vehicle and equipment and felt it would take that long to recoup the money. Councilmember Wilson asked if they brought up residential garbage collection at the same time. Staff noted it is strictly recycling. Councilmember Wilson asked what prompted the website redesign contract now. Within the last 1-2 years with the new Communications Specialist he has seen a 180 in the presentation and content and the amount of information on the website. Previously, it did not do as good a job of serving the public as it could. Administrative Services Director Shadick noted some of the improvements are attributed to the fact that position is now full time and is able to spend more time on it. The Frontpage software is being phased out and will no longer be supported by Microsoft or LOGIS. The product is outdated and cumbersome. The Dreamweaver software will be easier to use. She gave credit to Danielle Cahlander for initiating this. In working with the website she found problems with the Frontpage software and suggested getting some help. City Administrator Herlofsky noted Council can take credit for supporting it as there have been more comments from Council. Council Minutes (Pre-Meeting) July 21,2008 Page 3 Acting Mayor Pritzlaffasked about the liquor license amendment for the Eagle's Club and noted they have been working with Building Inspections. He asked at what point in time would the Inspections department instruct them to come to Council first because they already have the patio poured. If the license is not approved, the patio would have been poured at their expense. At what point do we tell them to stop? City Administrator Herlofsky stated you can separate the patio from the liquor license. They can have a patio without a liquor license. Administrative Services Director Shadick explained when they came to Building Inspections and Planning about the patio, the liquor license was always in the conversation from the start. They knew what they had to do as far as the liquor license. The Eagle's is not unfamiliar with the process as they have had to get an addendum to their liquor license for a beer tent for Rambling River Days. Councilmember Pritzlaff asked about the annual review of Planned Unit Developments and why we would initiate any rezoning on PUD's. Ifwe have a development that has lots, roads and sewer, how can it be rezoned to something different? City Planner Smick explained the purpose of the memo is to follow the code for an annual review. This has not been done in the past because the City has done so well with PUD's. It was to make Council aware they have the opportunity in some cases if they do not like the way a PUD is working or lots are not selling, except for economic times, Council could do an annual review and say this is not working and go back to the original zoning. Sunrise Ponds is the only one with different lot sizes than code. Middle Creek and Riverbend meet their original zoning. They were done as a PUD because the developer wanted more flexibility, which the developer did not utilize. If economic times were better, Council could have reviewed Sunrise Ponds. Councilmember Pritzlaffwanted to pull 7m) Voice Over IP Lease Agreement for discussion. Councilmembe Pritzlaff asked about the payment to 3rd Lair Skatepark. Finance Director Roland replied during the summer the City does a program with them. Parks and Recreation Director Distad stated it is a skateboard camp offered with the City of Lakeville. 5. STAFF COMMENTS 6. ADJOURN MOTION by Fogarty, second by McKnight to adjourn at 6:53 p.m. APIF, MOTION CARRIED. Respectfully submitted, Jr?~ nthia Muller Executive Assistant COUNCIL MINUTES REGULAR July 21, 2008 1. CALL TO ORDER The meeting was called to order by Acting Mayor Pritzlaff at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Acting Mayor Pritzlaff led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Pritzlaff, Fogarty, McKnight, Wilson Soderberg Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Todd Reiten, Municipal Services Director; Lisa Shadick, Administrative Services Director; Jen Collova, Natural Resources Specialist; Cynthia Muller, Executive Assistant Audience: 4. APPROVE AGENDA Councilmember Fogarty pulled the July 7,2008 regular Council minutes to abstain. Councilmember McKnight pulled item 7c) Approve Purchase of Land for Park Purposes from Marigold Kemps for discussion and moved item 12d) Approve Contractual Services Website Redesign to the consent agenda. Councilmember Wilson pulled the July 14, 2008 special Council minutes to abstain. Acting Mayor Prizlaff pulled item 7m) Approve V oice Over IP Lease Agreement for discussion. MOTION by McKnight, second by Fogarty to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Present MRPA Award of Excellence for Party on the Knoll Party on the Knoll 2007 received the MRPA Award of Excellence. Mr. Dan Schultz, from the MRP A presented the award to the Parks and Recreation Department. Patti Norman accepted the award on behalf of the Parks and Recreation Department. There were 40 projects submitted and almost half received recognition. b) Distinguished Budget Presentation Award Finance Director Roland received the Distinguished Budget award from the GFOA. 6. CITIZEN COMMENTS Council Minutes (Reg lar) July 21, 2008 Page 2 7. d) e) f) g) h) i) j) k) CONSENT AGENDA MOTION Y McKnight, second by Wilson to approve the Consent Agenda as follows: b) Ado ted RESOLUTION R56-08 Accepting Donation to the Park Improvement Fun - Parks and Recreation Rec ived Information School and Conference - Finance Rec ived Information School and Conference - Administration App oved Amendment Liquor License Eagle's Club -Administration Acc pted Resignation Parks and Recreation Commission - Administration App oved T -Mobile Site Lease Agreement Daisy Knoll - Engineering Rec ived Information Annual Review of Planned Unit Developments - Planning Rec ived Information June 2008 Financial Report - Finance Ac owledged Retirement Administration - Human Resources Acti g Mayor Pritzlaff noted Ms. Joy Rowen is retiring from her position as Ad inistrative Support Technician effective July 31, 2008. He thanked her for her ervices to the City and wished her well in the future. 1) App oved School and Conference - Fire Department n) App oved Bills 0) App oved Contractual Services Website Redesign - Administration APIF, MO ION CARRIED. a) Ap rove Council Minutes (7/7/08 Regular) (7/14/08 Special) M TION by Wilson, second by McKnight to approve the 7/7/08 Regular Co cil minutes. Voting for: McKnight, Wilson, Pritzlaff. Abstain: Fogarty. M TION CARRIED. MOTION by McKnight, second by Fogarty to approve the /14/08 Special Council minutes. Voting for: Fogarty, McKnight, Pritzlaff. Abs in: Wilson. MOTION CARRIED. c) Ap rove Purchase of Land for Park Purposes from Marigold Kemps - Parks and Recreation Co cil was asked to consider the purchase of two parcels of land owned by M igold Kemps adjacent to Kuchera's entrance. Staff has been working with Ke ps since 2007 negotiating a purchase. Environmental borings have been don and data has been submitted by Engineering for testing for a storm water pon . There were some materials identified under the site. The purchase would be ompleted on the contingency of a satisfactory completion of an appraisal, env ronmental review, and a title review. Co cilmember McKnight asked about the intended purpose for the additional Ian . Parks and Recreation Director Distad stated the master planning for R bling River Park will occur Thursday night. A key strategy is how can we enh ce the park by acquiring through purchase or easements, parcels that are adj cent to the river or adjacent to Rambling River Park. The purchase of the par els would be to enlarge Kuchera's entrance so additional features can be add d. That area is currently underutilized and becomes a place for vandalism. Sta fwould like to enhance the area, make it more user friendly, and get more peo Ie in there to deter the vandalism. The area is relatively flat so there could be Council Minutes (Regular) July 21, 2008 Page 3 the opportunity for a small parking lot so people can park and access the trail from this site. Much of the site is in the flood plain. The flat areas are above the flood plain. Councilmember McKnight noted the parcels would be paid for through the park improvement fund. This is the same fund we ran short on for other park projects in the past. Parks and Recreation Director Distad explained the money from the park improvement fund is utilized to pay for improvements to other parks. Councilmember McKnight noted some of the park revisions have not been finished over the past 2-3 years because of money issues. Staff agreed they have taken a conservative approach to trying to get as much done as possible throughout all the parks. Councilmember McKnight stated his concern is that we would be adding another piece of park to spend money on when we haven't finished previous parks. Staff noted if the parcels are purchased, they could leave them sit and not do anything with them and they would become open space. Councilmember McKnight stated his concern is that we still have to pay for them. Council member Fogarty asked when the land was actually appraised. She noted this is going by what the County appraises the property at. With knowing what is under there is the property that valuable? Are we paying too much? Staff replied the current owner is proposing $58,500. The City Attorney has suggested doing an actual appraisal to determine if it is worth that amount. Councilmember Fogarty felt having green open space and park structures that sit on top of the land is one of the best uses for it. Her concern was that we do not pay too much for the land. Acting Mayor Pritzlaff had a concern with the use from the start. The land cannot be sold to build a house, it is in the flood plain, etc. He cannot see purchasing it now. It will be there ten years from now. He might consider purchasing it in the future when times are better. He cannot see spending $58,500 for a parking lot. He is also concerned with the building under the ground. He asked about the cost of an appraisal. Staff replied in the past the owner has paid the cost of the appraisal. Staff was aware the owner to the south has had discussions with Kemps to expand his business to the north and onto that parcel. When land becomes available, the Parks and Rec Commission want to consider it. Acting Mayor Pritzlaff asked if the parking lot would even be an option so close to the river. Staff replied the parking lot was just a suggestion. An environmental review would have to be done. Acting Mayor Pritzlaff stated he does not want to purchase something without knowing what will be done with it. There are other park improvements the money can be spent on. Staff stated the purchase would preserve land along the river which is a trout stream, and is in keeping with the comprehensive plan. Acting Mayor Pritzlaff felt the land will be there in the future. Anyone buying the land will be limited as to what they can do with it. Councilmember Wilson stated the fact we will be doing the master planning for Rambling River Park on Thursday, maybe this is something to keep out there as to how this could be a benefit to the park. The $58,000 is not a tremendous dent in the fund, but it does add up. Council Minutes (Regular) July 21, 2008 Page 4 Councilmember Fogarty stated this is a long-term goal of the Park and Rec Commission. She asked Council to consider that just as we are always transportation planning, such as purchasing and burning down the house on Akin Road for the purpose of a future transportation corridor, nothing will be done for a very long time. It is that kind of future planning that will save us money in the future. To not follow what the Park and Rec Commission has set out for themselves, this is where they get frustrated. Council gives them the message that we want them on this board, we appreciate the work you are doing, but when something is brought to us that follows the plan they have set for themselves, we are not going to approve it because we do not have an immediate use for it. Yet we do it in other areas of planning. If we say no, then this cannot even be discussed on Thursday. City Administrator Herlofsky asked if staff should at least get the appraisal for a dollar amount. This may answer some questions. Council agreed as long as the property owner pays for the appraisal. MOTION by Fogarty, second by McKnight to table this item for more information. APIF, MOTION CARRIED. m) Approve Voice Over IP Lease Agreement - Human Resources Acting Mayor Pritzlaff noted the budget impact is $168,000 and the cost to lease is $117,000. Ifthis is in the 2008 budget, he asked if in 2009 there would be $50,000 less that has to be in the budget. Finance Director Roland replied no. This item was budgeted as part of the capital outlay for the City Hall project. The $168,000 budgeted was a purchase, one-time cost that would have been an upfront cost during this year. It would have come out ofthe City Hall funds and there is a provision in the internal service fund to repay that fund over 3-5 years so that we do not use money that we are paying for over 20 years for a 5-year project. The alternative presented is a 5-year lease instead of a purchase. This lease will take place over the next five years and will be incorporated into the cost of our telephone and technology services budget. Instead of taking a hit in one year, we will take it over five years. At the end of that time, the City will own the equipment and we will only need to upgrade it over time. There is a significant difference between the cost of purchase and the cost of lease because we used a vendor to put the estimate together of $168,000 for the purchase and they used the highest priced equipment they could find in order to give us the most conservative estimate. We are looking at a savings over the 5-year period of $50,000 and also a savings in the cost ofthe lines we need to have from the telephone company. We will be able to eliminate our reliance on the local telephone company as calls will go over the internet. We will show a savings in the overall cost of phones in the Police Department and the communications budget of around $40,000 a year. City Administrator Herlofsky stated this will put all the phones on the computers. We will be able to make changes and upgrades to the system using software more than equipment. This is a long term investment that will payoff in day-to-day operating costs. Council Minutes (Regular) July 21, 2008 Page 5 Councilmember McKnight asked if the $50,000 savings goes to pay other parts of the project or to repay the bonds. Finance Director Roland replied at this point the $50,000 is in the operating budget in the general fund. Without spending it, it would go into the fund balance. It could go towards paying the bonds. Councilmember McKnight asked if this is in the bond project or in the regular budget. Staff replied the $168,000 was originally in the bonded City Hall project. As a lease it would come out as an operating cost. The reduction of the operating budget for the Frontier bill would be offset by the operating lease. We do not need to use bonded funds. It will be used in the operating costs and will be offset by not paying for phone service from Frontier. Councilmember McKnight clarified there is $168,000 of unspent bonded dollars and asked what happens to those. Staff replied it can go back to the bonds to pay them off. Acting Mayor Pritzlaff asked if this will come back as a change order for $168,000 less. City Administrator Herlofsky replied it will not come back as a change order because it is not part of the construction budget. MOTION by Fogarty, second by Wilson to approve the lease to purchase agreement with Targa Financial Inc. for the ShoreTel VoIP telephone system. APIF, MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Local Surface Water Management Plan - Natural Resources Natural Resources Specialist Collova presented the final draft of the Local Surface Water Management Plan. Comments have been received from the Vermillion River Watershed and Metropolitan Council, both approving the plan. The next step is to amend local ordinances to meet the Vermillion River standards. Staff outlined some modifications to ordinances dealing with floodplain overlay district, wetland standards, shoreland management regulations, erosion control, and storm drainage. MOTION by McKnight, second by Wilson to approve the Local Surface Water Management Plan. APIF, MOTION CARRIED. 11. UNFINISHED BUSINESS a) Water Meter Installation Procedure - Municipal Services At the June 16, 2008 Council meeting, staff provided information regarding upgrading the water meters to radio read meters. Municipal Services Director Reiten gave Council a follow-up on how the installation will occur. The work will be done by SL-serco. Residents will receive a letter from SL-serco asking them to call SL-serco to set up an appointment for the water meter installation. If Council Minutes (Regular) July 21, 2008 Page 6 SL-serco does not receive a call from the resident within two weeks, a postcard will be sent with a pre-set appointment time for the installation. If that appointment will not work, the resident can call to schedule a different time. If the second attempt is unsuccessful, the resident will receive a final notice to schedule an appointment within 30 days of the letter. If the resident fails to make an appointment, there will be a $150 surcharge added to their utility bill every month until receiving notice to schedule an installation. SL-serco will do a test run for 100 homes to ensure they are doing what the City expects. From then, they plan to have all the meters done by the end of the year. This is at no expense to the homeowner. Councilmember Wilson was concerned with the $150 charge. He asked if they need to come inside the house for this work. Staff confirmed they do. They will be working Monday - Friday from 8 a.m. - 8 p.m. and Saturdays from 8 a.m. - 4 p.m. City Administrator Herlofsky noted at the workshop they discussed being very careful about moving into the $150 charge. We will be calling the residents and do everything possible to make contact with them. The $150 charge will be the exception rather than the rule. Councilmember McKnight asked about the time frame from the first letter to the $150 fine. Staff replied after receiving the first letter they will have two weeks to respond. A postcard will be sent within the next week or two. Before receiving the third letter it would be a month. So there would be two months. Councilmember Fogarty asked when the original letters will go out. Staff expected the letters to go out to the first 100 homes in the downtown area the end of this week. She was also concerned about the surcharge and encouraged people to call right away upon receiving the letter. Acting Mayor Pritzlaff asked how long it will take to do the work. Municipal Services Director Reiten replied it should take 20 minutes. If a time is set on the postcard they will give a one hour timeframe. However, ifthey run into problems with a previous appointment, it could be longer than an hour. Acting Mayor Pritzlaff asked about the time frame after the 100 homes are done. He noted in his business if they will be late, they call the resident to advise they will be late and wondered if an hour time frame is too short. Councilmember Fogarty felt the resident could call SL-serco if they do not come on time. Councilmember Wilson asked if it was too late to change the letter to a two-hour window. Staff replied that is why they are trying 100 homes first, to see about the timeframe. b) City Hall Budget Update -Administration City Administrator Herlofsky provided Council with an update on the new City Hall budget through the end of June. There is 25% - 30% left of the budget. The Council Minutes (Regular) July 21, 2008 Page 7 proj~ct is wrapping up and there will be a lot of activity over the next couple weels. I 12. NEW BUSINESS a) City Hall Change Orders - Administration City Administrator Herlofsky stated there are eight more change orders. The total amount of change orders is $45,000. This is a small percentage of a $9 million project. Councilmember McKnight asked for an explanation on change orders 13, 16, and 18. Mr. John McNamara, Wold Architects, explained 13 is additional power in the office areas and Council Chambers as a result of coordinating with the furniture purchase. Some additional receptacles were added in certain areas and for the audio visual in the Council Chambers. Councilmember McKnight noted number 16 is the rough-in for the CCTV and was a City request. Mr. McNamara stated it was for additional security measures for the building such as cameras. Number 18 was for additional card reader locations. Councilmember McKnight noted there are eight changes, five the City requested, two contractor reductions and the additional framing required. He asked about number 19 which was additional framing required where fin tube radiation shown. Mr. McNamara explained there was an area over the windows at the main entry that in order to keep the windows from fogging up they typically put heat in that area. It was decided that was not needed so the fin tube radiation was not there and required additional cover for that area. Acting Mayor Pritzlaffasked about 12, 13, 14, City requested changes, if someone planning the building should have made sure they were in there rather than the customer coming back to request it. Mr. McNamara explained a lot of that was covered in the design phase, but as things get further developed and it is determined how spaces will be utilized, things are added. City Administrator Herlofsky stated there are some ongoing discussions between the architect, contractor, and owner. The issue is if it is not in, that means it was not included in the bid. There are some items that will be an additional cost. There are still a variety of change orders being negotiated. Acting Mayor Pritzlaff stated if items are not included in the beginning, the bid comes in lower than someone else and with the change orders it could be a higher bid. City Administrator Herlofsky stated the project is $9 million; 10% of that is $900,000; $90,000 is I % and we are below 1 % when it comes to change orders. Acting Mayor Pritzlaff asked about change order 15 to revise the curtain wall. Mr. McNamara stated there are some things in the shop drawings that as they got into more details with the supplier for the curtain wall, there were things they could reduce scope on, which resulted in a credit. Council Minutes (Regular) July 21, 2008 Page 8 Mr. McNamara stated they are moving into the final stages of the project and have one month left. They are on track to have the project completed on time. Acting Mayor Pritzlaff noted in the Council Chambers and entryway there appears to be a lot of work left. Mr. McNamara stated they are saving those areas until the end. The millwork will be installed in the Council Chambers in the next couple weeks. The reception desk is on site and ready to be installed when the electrical is complete. Flooring and material finishes will be done in the next couple weeks. MOTION by Fogarty, second by Wilson to approve change orders 12-19 for a totalof$34,237.00. APIF, MOTION CARRIED. b) Consider Recycling Contract Extension -Municipal Services The contract for recycling with Dick's Sanitation will expire at the end of2008. Dick's Sanitation has proposed re-negotiating the existing agreement with some changes. They propose to go to a single stream recycling, compared to the present dual, and an every other week pick up compared to the current every week pick up. Staff was requesting to begin negotiations for single stream recycling and every other week pick up. Council agreed to begin negotiations. Acting Mayor Pritzlaffwanted to look at the bigger picture. If Dick's Sanitation did the recycling, he asked what the cost is for the City to have its own solid waste, and look at Dick's Sanitation to take on solid waste collection also. He asked if there would be better negotiations for recycling. As far as the cost to the City he wanted to look at trucks, maintenance, replacement, the maintenance facility, everything we do has a dollar amount. Municipal Services Director Reiten explained the City used to do the recycling. But the revenue fluctuates so that the City was losing money so Dick's took it over. There has been no problem with revenue for solid waste collection. We are creating jobs for the City. Finance Director Roland clarified Acting Mayor Pritzlaff wanted to examine the overall solid waste concept. Rather than the City providing the service, it would become a contracted service for the residents through the City. Acting Mayor Pritzlaff agreed; it would be through the City so we do not have three different companies out there. We would contract the company and the City would get out of the solid waste business. Finance Director Roland stated we can look at that as part of the budget process, but cautioned that as a contracted service over $100,000 a year it would need to go out for bids. City Attorney Jamnik stated you would have to do an RFP. Finance Director Roland stated it would not be a matter of asking one carrier for their fees. It can be addressed as part of the budget process and give Council comparables if the City contracted entirely versus the City providing the service. City Administrator Herlofsky noted there are also intangibles with the City providing the service such as having extra people for plowing snow, etc. All those have to be considered. Council Minutes (Regular) July 21, 2008 Page 9 Acting Mayor Pritzlaff asked when we have a contract that is one aspect, the recycling, does that give us more power to say we do not want to open it to other companies as we already have a company doing part of the service and want to expand rather than go out for RFP. City Attorney Jamnik stated you end up putting the recycling as part of the RFP process as well. Acting Mayor Pritzlaff asked what kind of timeframe staff needs to start the negotiation process where we may want to try to put a bigger picture together to see if the price comes down. Municipal Services Director Reiten stated we need to have something negotiated within a month so Dick's can start purchasing the carts and new vehicle to pick up this area. Acting Mayor Pritzlaff felt if we put more to the package the price would be better. Councilmember Fogarty recalled several years ago we looked at solid waste and compared it to contracting it out and the City could do it much cheaper than having a company do it. She suggested staff review that information. Acting Mayor Pritzlaff wanted to look at everything; the purchase of a truck, square footage of the maintenance facility for storing the vehicles, etc. If we did not have this, could the expansion of the maintenance facility be delayed. Councilmember McKnight asked to have that information provided to Council when it is available and confirmed this would be effective January 1,2009. Councilmember Wilson agreed with Acting Mayor Pritzlaff s thoughts and wanted to see the numbers so they have options. Not having to store the vehicles at the maintenance facility should be taken into account and also the price of gas gomg up. MOTION by Wilson, second by McKnight to direct staff to negotiate a five-year extension of the recycling contract with DSI/LSI and bring the negotiated contract for review and approval by the City Council. APIF, MOTION CARRIED. c) Spruce Street Project Parking Lot Addition -Administration City Administrator Herlofsky has discussed improving the area owned by the City along 2nd Street and putting in a parking lot in conjunction with the Spruce Street/2nd Street reconstruction project. The cost is $125,000 to black top the area and install curb. Funding would come from the road and bridge fund. Councilmember McKnight noted once the City Hall project is done, that lot will be available, the library, the current street parking, Spruce Street expanded parking and the north 2nd Street lot for downtown issues. He asked if staff anticipated that much more need for downtown parking on a regular basis, not just heavy day usage. City Administrator Herlofsky explained since he has been here there has always been questions regarding whether there is enough parking downtown. Moving the City Hall operations to Spruce Street will free up the current parking area. Since the City owns the property on 2nd Street, this is one way to dress it up a little. It will allow for overflow for activities that will occur in the new City Hall. Once City Hall is open, the Council Chambers, which is larger for bigger meetings and there are conference rooms, there may be more Council Minutes (Regular) July 21, 2008 Page 10 activity. One thing that has discouraged us from having events in Farmington as opposed to Lakeville or Apple Valley is we do not have facilities big enough. If we have events to invite Finance Directors, Engineering, City Administrators, we would have a place for employees to park so others could park closer. The post office has some parking issues and also the senior center. It is a way of expanding the parking. We can wait, but this would be a good time with the current project costs and have everything done at once. To do it later would be more expensive. Councilmember McKnight appreciated the insight and opportunity, but did not feel now is a good time to spend the money. Councilmember Fogarty stated during the debate of whether to put City Hall downtown, the number one concern is there will not be enough parking for the size of City Hall. There has always been talk of turning this area into overflow parking since the decision to put City Hall downtown. If now is the most cost effective time to install it, she felt we will need it sooner rather than later. Councilmember Wilson asked if$125,OOO was high. City Engineer Schorzman stated it is a conservative estimate. Finance Director Roland noted the 2nd Street parking lot was built nine years ago. The cost of that lot was in excess of $175,000 at that time. This is a comparable lot for a conservative estimate of $125,000. She felt the cost was significantly less than if we did the project on its own. City Administrator Herlofsky added the contractor is already here. As it is City property, we would do our best to make it look nicer. Councilmember Wilson stated at an EDA meeting they discussed demolishing the building on Elm Street for rarking, but feels that would not be a good location for parking. The area on 2n Street makes sense for parking and would support it. MOTION by Fogarty, second by Wilson to include the parking lot improvements as part ofthe Spruce Street project. Voting for: Fogarty, Wilson. Voting against: McKnight, Pritzlaff. MOTION FAILED. 13. COUNCIL ROUNDTABLE a) August 11 Workshop City Administrator Herlofsky suggested announcing the August 11 workshop as an opportunity for the public to make suggestions for the use of the current City Hall after we move and to leave the discussion at that. Following that meeting, there can be additional discussions after accumulating all the different thoughts, rather than make it a discussion on options. Council agreed. Councilmember Fogarty: She thanked staff for working on the V oiceover IP system. This Thursday in the Council Chambers from 5-7 p.m. is a meeting on Rambling River Park. This is a huge community park and encouraged anyone who has any interest in how the park will be redesigned to give staff some feedback. Council Minutes (Regular) July 21, 2008 Page 11 She thanked the school district for the tour of the new high school. The building is coming together really well. Anyone in the community can have a tour by contacting the school. There are a couple of fundraisers that are coming up for Andrew Kippling, a middle school student who is battling cancer. His classmates have been organizing fundraisers for him. One is August 7, a Back to School Bash at the pool, and August 9 there will be a car wash at Econo Foods. They are hoping to raise $1200 to offset medical costs. She congratulated the boys Ul2 C3 soccer team. They are the only team in Farmington Club Soccer to earn a spot at the state tournament this weekend. Councilmember McKnight: He received some calls regarding Elm Street and the lack of sod which has lead to weeds. City Engineer Schorzman stated the contractor was spraying weeds this afternoon and will continue tomorrow. When the residual effects are done, they will seed within the next couple weeks. The contractor will water for 30 days. It would be helpful if the residents would also assist with watering. The product was not defective, it was salt kill from the winter. Depending on the kind of winter we have, it could happen again. City Administrator Herlofsky suggested the City send notices to the homeowners encouraging them to take care of the boulevard. The boulevard is usually not maintained by the City and should be maintained by the homeowner. The seeding on the side streets has not experienced the same problem as Elm Street. Acting Mayor Pritzlaff asked if the seed was put down too late and did not take hold. If it is established will it happen every year? City Engineer SchorZInan stated it is very hard to predict how much snow we will get and how much salt the county will use. It is a county road and the City does not have control over the county's snow removal operations. By looking at the side streets, it was not a planting issue, it was more a volume of salt issue. Acting Mayor Pritzlafffelt the boulevard is an extension of people's front yards and encouraged them to water and cut the grass to increase the aesthetics of their property. Councilmember McKnight stated he has received some calls regarding the church that will be going into the former Dueber's building and where the parishioners will park. City Administrator Herlofsky stated one of the things staff hears from the downtown businesses is there is not a lot of foot traffic. He encouraged the businesses to find out when the church services are and open their doors those days to get some attention. Once Spruce Street is completed, all of the parking will be open. The parking on Spruce Street will be diagonal. It is a small church where there would be 20-30 cars. Services are usually on Saturday or Sunday or evenings and he does not see it conflicting with too many issues. There is also the library parking lot and City Hall parking lot in the evenings. Councilmember McKnight stated that was a concern from the callers was that the City is building them a parking lot with City Hall being next door. There is no room to build a parking lot for anyone in that building. City Administrator Herlofsky stated by moving the City Hall operations to the new City Hall, parking will open up in the current lot as there will not be 30 employees parking here. This should have an effect all over. This will offer additional walking traffic for downtown. Council Minutes (Regular) July 21,2008 Page 12 Councilmember Wilson: He also received information on fundraisers for Andrew Kippling. It is a very energetic group to help out a classmate. Acting Mayor Pritzlaff: He was at the State Capitol today for the GEARS Committee. Councilmember Ruth Grendahl from Apple Valley is the Dakota County GEARS member. He noted there is tall grass on the corner of Elm Street and TH3 and asked who is responsible for cutting the grass in that area. City Engineer Schorzman stated it would depend on the specific location and he will review the area. Acting Mayor Pritzlaff asked for an update on the house at Elm Street and 6th Street. City Administrator Herlofsky stated staff has tried a variety of options in trying to assist the owner in doing something with the property. They are still working on it. On July 26 the American Legion is having a beer bash to help them raise money to rebuild the building. City Administrator Herlofsky: He appreciated Councilmember Fogarty's comments on the Voiceover IP and noted Brenda, Rob and Lisa have done most of the work on that. City Engineer Schorzman: TH3 will be closed at 7 a.m. tomorrow morning for the roundabout project until the end of September. The detour is Elm Street to Pilot Knob to highway 46. 14. ADJOURN MOTION by Fogarty, second by McKnight to adjourn at 8:35 p.m. APIF, MOTION CARRIED. Respectfully submitted, /l ~ 4___ ?--v7 ~ S7-~ ~ynthia Muller Executive Assistant 7b City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us FROM: /") Mayor, Councilmembers and City Administrator / ../,"7 \ \ \ .~. Lisa Shadick, Administrative Services Director . TO: SUBJECT: Gambling Event Permit - Dakota County Ducks Unlimited DATE: August 4, 2008 INTRODUCTION The Dakota County Ducks Unlimited is requesting a Gambling Event Permit for a raffle to be held at the Eagles Club on September 16, 2008. DISCUSSION Per State Statute 349.166 and pertinent City Code, a Gambling Permit must be issued by the City for this type of event. The appropriate fees have been received and the application reviewed. BUDGET IMPACT Gambling permit fees are included in the revenue estimates of the 2008 budget. ACTION REQUESTED Consider the attached Resolution granting a Gambling Event Permit to Dakota County Ducks Unlimited at the Eagles Club, 200 Third Street, on September 16, 2008. Respectfully submitted, ~/ffi~ Lisa Shadick Administrative Services Director RESOLUTION NO. R -08 APPROVING A MINNESOT A LAWFUL GAMBLING EVENT PERMIT APPLICATION FOR DAKOTA COUNTY DUCKS UNLIMITED Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 4th day of August 2008 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, pursuant to M.S. 349.166, the State of Minnesota Gambling Board may not issue or renew a Gambling Event Permit unless the City Council adopts a Resolution approving said permit; and, WHEREAS, Dakota County Ducks Unlimited has submitted an application for a Gambling Event Permit to be conducted at the Eagle's Club, 200 Third Street for Council consideration. NOW, THEREFORE, BE IT RESOLVED by the Farmington City Council that the Gambling Event Permit for Dakota County Ducks Unlimited to be conducted at 200 Third Street, is hereby approved. This resolution adopted by recorded vote of the Farmington City Council in open session on the 4th day of August 2008. Mayor Attested to the day of August 2008. City Administrator SEAL 7c.. City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.fannington.mn.us TO: Mayor, Council Members, and City Administrator FROM: Lena Larson, Municipal Services Administrative Assistant y- Q) SUBJECT: 2008 Curbside Cleanup & Tire/Household Hazardous Waste Drop-off Summary DATE: August 4,2008 INTRODUCTION The 2008 Cleanup program is complete and participation continues to be strong. DISCUSSION To increase efficiencies and reduce costs the Cleanup program was restructured slightly this year. Garbage and scrap metal were picked up by Dick's/Lakeville Sanitation, Inc. as has been done in the past. Electronics and appliances were picked up through a separate contract with Certified Appliance Recycling, and tires, waste oil and auto batteries were collected at a drop-off in May by City staff in conjunction with a household hazardous waste drop-off staffed by County employees and their contractor. The total amounts of materials collected from Farmington homes this year are as follows: Total Cost $78,423.11 $18,301.92 $18,560.00 ($233.40) Garba e (tons Electronics (pounds) A liances Scrap Metal 391.46 152,516 928 11.67 The convenience and easy accessibility of the curbside program continues to bring in large quantities of materials, however overall, the materials were slightly less this year. The number of electronics picked up increased again, most likely due to the 2006 State Law banning residents from putting televisions and computer monitors in the trash. A comparison of past Cleanup Days follows: 391 .46 289 152,516 928 396.13 206 118,556 1266 420.26 2245 114,178 1423 Page I of2 2008 Curbside Cleanup Summary Page 2 of2 In conjunction with the tire drop-off, the City partnered with Dakota County on a household hazardous waste oollection event in Farmington, adding another layer of value and service to the residents by providing the opportunity to safely dispose of unwanted paints, solvents, and other HHW. Dakota County staff reports that 272 cars participated in the Household Hazardous Waste Collection event and 26,637 pounds of household hazardous waste was collected. BUDGET IMPACT The entire project was within the budgeted amount of$155,000. ACTION REQUESTED No action is requested, this memo is for Council's information only. Res ctful~JY SUb~ ena Lars n Municipal rvices Administrative Assistant cc: Todd Reiten, Director of Municipal Services ld City of Farmington 325 Oak Street Farmington. Minnesota 651.463.7111 ,Fa~ 651.463.259} www.~i.farmington.mn.ijs TO: Mayor, Councibnembers and City AdministratorV' Randy Distad, Parks and Recreation Director FROM: SUBJECT: Approve Request for Proposal Advertising for Exclusive Vending Services in City Facilities DATE: August 4, 2008 INTRODUCTION A five year exclusive beverage vending contract with C & S Vending, Inc from Faribault, Minnesota expired on August I, 2008. Staff is requesting that a Request for Proposal (RFP) be created, advertised and sent to vending companies for a new five year agreement that would provide exclusive vending in City facilities. The vending services contract would include providing both beverage and snack vending machines. DISCUSSION Staff is requesting approval from the City Council to advertise and direct mail a RFP to vending companies for exclusive vending in City facilities. By using an exclusive vending company the City would only have to work with one vendor on any issues that may arise with vending machines. Exclusive vending should also provide a better financial deal for the City. Staff will collect and review the proposals submitted and bring back to the City Council at a future meeting a recommendation on the selection of a vendor for the exclusive vending in City facilities. Until a vending company is selected for a new five year agreement, it is recommended that C & S Vending continue to provide vending services since they currently provide the vending machines in City facilities. ACTION REQUESTED By motion, approve allowing a Request for Proposal to be advertised and direct mailed for providing exclusive vending services in City facilities. ii. e. s ectfull.y SUbmi.t~.ed, . ~ ' ~dY~, . Parks and Recreation Director City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us 7e TO: Mayor, Councibnembers, and City Administrator (]' Brenda Wendlandt, Human Resources Director FROM: SUBJECT: Appointment Recommendation - Administration Department DATE: August 4, 2008 INTRODUCTION The recruitment and selection process for the appointment of a full-time Administrative Support Technician, to fill a vacant position in the Administration Department, has been completed. DISCUSSION After a thorough review by the Administration Department and the Human Resources Office, a contingent offer of employment has been made to Lisa Linnane, subject to ratification by the City Council. Ms. Linnane has been employed with the City as a part-time liquor clerk since May of 2004. She has also filled in as a temporary employee handling administrative tasks including receptionist and scanning files into the laser fiche system. Ms. Linnane meets the qualifications for this position. BUDGET IMPACT Funding for this position is authorized in the 2008 budget. ACTION REQUESTED Approve the appointment of Ms. Lisa Linnane as an Administrative Support Technician in the Administration Department effective on August 5, 2008. Respectfully submitted, ~~~ Brenda Wendlandt, SPHR Human Resources Director cc: personnel file City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us 7-( TO: Mayor, Councilmembers, and City Administrator(j FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation - Finance DATE: August 4, 2008 INTRODUCTION The recruitment and selection process for the appointment of a three-quarter time liquor store clerk in the Finance Department has been completed. DISCUSSION After a thorough review by the Finance Department and the Human Resources Office, a contingent offer of employment has been made to Ashleigh Weber, subject to ratification by the City Council. Ms. Weber has retail and cash handling experience and has been employed in the food and beverage industry for more than three years. Ms. Weber meets the qualifications for this position. BUDGET IMPACT Funding for this position is authorized in the 2008 budget. ACTION REQUESTED Approve the appointment of Ashleigh Weber as a three-quarter time liquor store clerk in the Finance Department effective on August 5,2008. Respectfully submitted, ~~Ld- , Brenda Wendlandt, SPHR Human Resources Director cc: personnel file City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us o TO: Mayor, Councilmembers, and City Administrator & FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Solid Waste Division Reorganization and Appointment Recommendation- Municipal Services DATE: August 4,2008 INTRODUCTION This memorandum provides information regarding a recommended staffing change ill the organizational structure of the Solid Waste Division of the Municipal Services Department. DISCUSSION As Council is aware, the Solid Waste Supervisor retired this past spring creating a vacancy within the Municipal Services Department. Lena Larson was assigned Interim Solid Waste Supervisor until an analysis could be completed regarding division and departmental needs. Upon completion of that analysis, staff is recommending the promotion of the Administrative Assistant, Lena Larson, to the position of Municipal Services Coordinator. This position incorporates the supervisory duties for Solid Waste with the duties associated with coordinating municipal services activities. This change not only combines the positions of Administrative Assistant and Solid Waste Supervisor which provides for division supervision but maximizes efficiency and productivity. Additionally, it positions the department for future organizational changes that will become necessary as the City continues to grow. Ms. Larson began her employment with the City in March of 1993 and has taken on increased responsibilities since that time. Ms. Larson has demonstrated that she has the knowledge, skills and abilities required to meet the qualifications for the position. BUDGET IMPACT By combining two positions, it is expected that there will be a cost savings to the Solid Waste Enterprise fund. ACTION REQUESTED The action requested is for Council to approve the appointment of Ms. Lena Larson to the position of Municipal Services Coordinator Respectfully submitted, ~~~ t Brenda Wendlandt, SPHR Human Resources Director cc: Personnel File )A City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, and City Administrator (i Brenda Wendlandt, Human Resources Director FROM: SUBJECT: Acknowledge Resignation - Police Department DATE: August 4, 2008 INTRODUCTION The City has received notification from Grace McCallum of her resignation as a Police Officer. DISCUSSION Ms. McCallum began her employment with the City on March 31, 2008. Her resignation was effective July 17,2008. The City wishes her well in her future endeavors. ACTION REQUESTED Acknowledge the resignation of Grace McCallum effective July 17,2008. Respectfully submitted, ~JLd- Brenda Wendlandt, SPHR Human Resources Director cc: personnel file ;j' City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator (J Robin Roland, Finance Director FROM: SUBJECT: Cataract Relief Association 2009 Pension Request DATE: August 4, 2008 INTRODUCTION The Cataract Fire Relief Association has submitted their request for 2009. DISCUSSION The Relief Association is requesting an increase in benefit level of $375 per year of service. The 2008 level is $4,200 per year of service. The 2009 level would therefore be $4,575 per year of service. The request is consistent with the proposal approved in August 2007. A spreadsheet showing the effect of this change is attached with this memo. Further, the Association is requesting the City maintain its contribution level at $70,200 in 2009. BUDGET IMPACT The City contribution for 2009 is included in the budget proposal currently under preparation by staff. ACTION REQUESTED Approve the Cataract relief association request for an increase to their benefit level from $4,200 per year of service to $4,575 and a City contribution for 2009 of $70,200. Respectfully submitted, /ukJ I Robin Roland Finance Director Date: Julv 16th. 2008 " ' To: Mayor & Council From: Farmington Cataract Relief Association Subject: Association Pension Request for 2009 The Board of the Farmington Fire Department Relief Association met to discuss the pension request tor 2009. After much discussion and looking over our financials and schedules, the Board is making the following request for 2009. A yearly pension increase of $375.00, bring the fully vested benefit to $4,575.00, and the City's contribution to remain the same as for the year 2008 of $70,200.00. If you have any questions please feel free to contact President Tom Hemish. Respectfully submitted, Eric Peterson Secretary c.c. Peter Herlofsky, City Administrator Robin Roland, City Finance Director r'':1tanwt Board of Directors File S~~~~ )>)>)>)>)> l/l l/l l/l l/l l/l l/l l/l l/l l/l l/l c: c: c: c: c: 33333 CD CD CD CD CD l/l l/l l/l l/l l/l 0'1 1\)"0 CD en ~ 8~ 3 a CilCDg:rCD cB'16;~~ ::tijl lPCD CD CD::!Ig..c)> iil='<liiiS: :i'~m;:;;:r I\J~~~O gaa;m 'oJ~I\)::ll/l ~~3~l& o.Oog~o- ...... ......., "'< i (f~~ .., ::JCCJ1 m ;;3~ if ~gm ~ ::!1-0 Cil ~~ cB'"O CD ~~~ CD _. . iilg;! g ~ iii" ::f m iii" CD.....::r =:CDCD ~='"t:J 3' :} !!! 8g~ 'oJiiiS' lP~lC ::l CD CD c.' ..... lllen~ 6facn :-"CDiif 8!D 3~ "0 - 6r~ ~o g ::l ct:f 3 CD lP 8 =3 ~-g l/l S' CJ"I~ ~g 0' ~ )> en en c s: 'tJ -I o Z V! 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III , CD 3 m =:_, >< CD ::l "0 _lC CD)>O ::l l/l ::l g,l/l c: g m Dr en~ III 0 ::l ::l 0. 'tJ .2. CD It 0. 'tJ CD ::l l/l o' ::l o 2: cO' !!l. o' ::l ..... <0 <0 '"oJ ..... <0 <0 CD ..... <0 <0 <0 I\) o o o I\) o ~ I\) o o I\) I\) o o CH I\) ~ I\) o o 0'1 I\) o o 01 I\) o o '"oJ CD ~ I\) 3' o!!l. OCD CD 0. "0 a "0 1\)0 Ol/l 15~ CD ~ I\) 3' o!!l. .....CD 00. City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr/'d.. .' City Administrator W SUBJECT: Supplemental Agenda DATE: August 4, 2008 It is requested the August 4, 2008 agenda be amended as follows: CONSENT AGENDA 7j) Appoint Election Judges - Administration Appoint Election Judges for the 2008 Primary Election. 7k) Award Annual Sidewalk Replacement Project Contract - Engineering Award contract for the 2008 Sidewalk Replacement project to Garvey Construction in the amount of$17,825. SUb/t Peter J. Rerlo sky, Jr. City Administrator 7, J City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us FROM: Mayor, Councilmembers, City Administrator(2 Lisa Shadick, Administrative Services Direct~ TO: SUBJECT: Adopt Resolution - Appointing Election Judges - Primary Election DATE: August 4, 2008 DISCUSSION The Primary Election is Tuesday, September 9,2008. Per State Statute 204B.21, subd. 2, election judges must be appointed at least 25 days before the election. The attached resolution appoints judges for all Precincts 1 through 6 for the 2008 Primary Election. BUDGET IMPACT Election costs are included in the 2008 budget. ACTION REQUIRED Adopt the attached resolution appointing election judges for the Primary Election on September 9, 2008. Respectfully submitted, ~d~C{~ Lisa Shadick Administrative Services Director -------- RESOLUTION NO. APPROVING LIST OF ELECTION JUDGES AND DESIGNATING POLLING PLACES FOR PRIMARY ELECTION OF SEPTEMBER 9, 2008 Pursuant to due c :ill and notice thereof, a regular meeting of the City Council of the City of Farmington, Minn esota, was held in the Council Chambers of said City the 4th day of August, 2008 at 7:00 p.m. Members present: Members absent: Member introduced and Member seconded the following resolution: NOW THEREFI ORE, BE IT RESOLVED that the following list of election judges be approved for the P ~imary Election to be held September 9, 2008. Allen Koss Cinda Drown Gretchen Bergman Allen Patrin Cindy Waldt Hardai Prasad Ann Jensen Daniel Schultz Hazel Truax Darlene Grabowski Helen Hagen Anne Krake Dennis Sullivan Jean Frame Barbara Legare Doris Dahl Jeanne Stanek Beve Preece Edward Style Jessica Gunderson Blanche Reicher Erwin Hagen Joanne Weber Bonnie Andrusi k Evelyn Genta Joyce Blowers Brenda Ellis- Re dy Georgene Herlofsky Judith Kuck Charles Weber Georgia Freetly Karen Kellington Cheryl Wade Geraldine Style Karen Pietsch Kathleen Tverberg Kathryn Akin Marlene Beeney Patrick Hansen Kimberly Lomas Mama Halvorson Peggy Reiman Krissi Roschen Mary Jo Bell Richard Cornair Kyle Thompson Michael Marotta Ronald Kuck Larry Hempler Michelle Hinze Ronald Miles Lauretta Schneid r Nancy Bjerke Sarah Miller Linda Ruthford Pamela Wickham Sharon Schiller Lisa Benson Pat Hennen Shelley Janos Lois Lotze Pat Thurmes Sherred Cordes Lori Pilla Patricia Bohm Sue Perro Marilyn Emond Patricia White Thomas Welter Todd Carey BE IT FURTHER RESOLVED that the address of the polling place for Precincts I, 2, 3, 4, 5 and 6 shall be as follows: Precinct 1 - Rambling River Center, 431 Third Street Precinct 2 - Kindergarten Center, 510 Walnut Street Precinct 3 - Meadowview Elementary School, 6100 195th Street West Precinct 4 - Akin Road Elementary School, 5231 I 95th Street West Precinct 5 - Bible Baptist Church, 19700 Akin Road Precinct 6 - Middle School West, 4200 208th Street West This resolution adopted by recorded vote of the Farmington City Council in open session on the 4th day of August, 2008. Mayor Attested to the _day of ,2008. City Administrator SEAL 71) City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City AdministratoU Kevin Schorzman, P .E., City Engineer %-. FROM: SUBJECT: Award Contract-2008 Sidewalk Replacement Project DATE: August 4, 2008 INTRODUCTION Five bids were received for the 2008 Sidewalk Replacement Project. DISCUSSION Of the five bids received, Garvey Construction of Farmington, has submitted the lowest bid for the 2008 Sidewalk Replacement Project in the amount of $17,825.00 (See attached tabulation of bids). The budgeted amount for the Sidewalk Replacement Project in 2008 is $18,000.00. BUDGET IMPACT The project will be funded through the City's Road Construction and Maintenance Fund. ACTION REQUESTED Authorize by motion the award of contract for the 2008 Sidewalk Replacement Project to Garvey Construction of Farmington in the amount of $17,825.00 Respectfully Submitted, Kevin Schorzman, P.E., City Engineer cc: file - CJ ~ .- Q .go ~= -= ==~ ~ "' a~ ~~ ~,e. - = e-~ == g ..c rI.l ."'0 = .- U=::l "'O~ == Q ~ == ..::.:l .s - - ~ ~ ~- ~ = "'O..c .- ~ rLl~ go = = ~ u ~ 0 0 0 8 0 0 0 ..s 0 '" 0 iii '" I"- '0 oc i - '" '" "'. N rJ:l ",. iii' g ~ N N U ~ i .... .... .... .... 0 0 0 0 0 '" 0 U E-< 0 oci N ~ '" '" '€ '" 0 Z .... .... .... .s. ~ 0 0 0 8 0 0 0 I=l 0 0 0 0 - 0 '" 0 III ~ rJ:l '" C'\ N. ~ 0 ~ ~ N ~ E-< ~ :><: ~ .g .... .... .... .... 0 0 0 ~ 0 0 0 ~ 0 ,..: 0 0 '<f" '" '" ~ 0 .... .... .... ~ 0 0 0 ~ 0 '" 0 0 ,..: 0 r.: <l.l - 0 0 '" III "E u rJ:l N '<f" O. II:> ~ N. l::. =' g ..s N 0 <Il U .~ :><: - ~ ~ .... .... .... .... <Il <l.l ~i ~ 0 '" 0 E-< 0 '" 0 ~ rJ:l 0 -0 '" ~ 0 '" N N .... .... .... ~ 0 0 => ~ '" 0 III 0 N 0 ... 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N 'C 0 ~ N '"' IX) a- N .S N .S ~ ~ ~ > ~ a- on a- l' ~ "-' '<t N 0 ~ on on .... ~ ~ on N 00 ClJ.s ~ "'T ~ ~ l f<) '" d U ~ '<t .S ~.~ ;:;' - 0 on 8~~ '" "-' :: .~ t ~ e ~ ... ..... <.; ~ ~ :: ~ .!:l .'" oS ] -"ti ~~ 't .~ ~ <.; ~ ~'" ~~ ~..<:) :::'0> /()~ City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councibnembers, City Administrator (} FROM: Lisa Shadick, Administrative Services Director SUBJECT: Schedule Interview - Park and Recreation Advisory Commission DATE: August 4, 2008 INTRODUCTION A vacancy exists on the Park and Recreation Advisory Commission. The term for this appointment is from February 1,2006 through January 31, 2009. DISCUSSION A new application has been received for the Park and Recreation Advisory Board and one application remains on file from interviews conducted in January. The applications are attached. If Council wishes to select an applicant at this time or choose to interview the applicants, the interviews can be scheduled for 6:00 p.m. before the August 18, 2008 Pre- Council meeting. ACTION REQUESTED Appoint an applicant to the Park and Recreation Advisory Commission or direct staff to schedule interviews before the Pre-Council meeting on August 18, 2008 at 6:00 p.m. Respectfully submitted, ~I!.~~ Lisa Shadick Administrative Services Director CITY OF FARMINGTON APPLICATION FOR BOARD OR COMMISSION APPOINTMENT Name Randy Oswald Date of Application July 25. 2008 Address 19282 Evenston Drive Farmington. MN 55024 Daytime Phone # 952 402-5921 Employed By Seagate Technologies Bloomington. MN Board or Commission you wish to serve on Park / Rec. Commission Qualifications (cover pertinent educational background, employment positions and other experience on committees, boards, commissions, church and civic organizations, etc. You may attach any supporting information.) I Yr. Planning Commission 8 Yrs. PRAC - 4 Yrs as chair Member of MUSA review committee since 2004- 2006. Community Center Steering Committee - chair. Community Center Feasibility Steering Committee Community Center Task Forced - chair Recreational Facilities Needs Task Force - chair. Member of City Hall Task Force. Member for Central Maintenance / Police Station Task Force. Dakota County HiPP study participant. Dakota County Parks Task Force. State briefly your reasons for seeking an appointment to this board or commission. From conversations with some board members. and opportunity has presented itself to once again become involve. Past experience should make re-ioining the commission a smooth transition. References (list any references you wish that would be familiar with your qualifications for this position). Randy Distad - 651 463-1851 Randy Wideman - 952402-7261 Steve Dietrich - 952 402-8613 Douglas Whooley - 952 402-7689 Signature Date 7/~ 08-25-08 _ ~ . CITY OF FARMINGTON Page toft CITY OF FARMINGTON APPUCApON FOR BOARD OR COMMISSION APPOINTMENT Name ~~A'''A/ 4# &4"##0 . Dateof. Application /,z//.,/;N? Address /M~~ ~y~"""" /JA'/Y'I'. h~.N/.IV~"tI.# /Y,A/ Daytime Phone # ~5/-4Jt' -/2Z/ ' Employed by 67 tt)/ A~~~, j/A.t4,.Y Board <!l Conunission you wish to serve on ~,RA'~ ../ R.r~/~Ar~.A/ A.iJJ?.$If)",ey ~.....,./~~~ Qualifications (cover pertinent educational background, employment positions and otber experience on committees, boards, OOIU111i~ons, church and civic organi7$ions, etc. You may attach any supporting information.) - ~1t'A';F~.L a,6~14' fN /'/,SPK' / h""'NN/Alb #4oN"A~'.N~r - ZA/r4,G(/.:SK~p A/"r# 4ttVA'KSY/#' ...?v.....K.$ ./ .....r4~A""E...T....,....v - E~~v''''''Nr N"rAl .8NIN'~ Y"~~ ~AK /Y""/NT4".,A/.AA/~4"" -~""~~v""4"Nr A//rH A.p;t>~,. /Au,-)/' ~....E'K /'YA'....vT~....N"~ - ~A'K.s"./Ur ~rS.,4~L ~UAl'"~ M..' ~F""'RK~ s~ briefly yom reasons for seeking an appointm~to this board or c:.m;~~on. .. W".$/KI /"D' 41 .A.;rr &:,,"'-,HI' 'd'"e::/!1/dA/ ~ . Ahr"A/ ~4"t$;I.tIt;().$ ~ .7H-F ~A"K.$ T"./ ~, ,ht1/V/N6nt'# &,...,*"",,v#f1V,,,,V: ;' References (list any references you wish that would be familiar with yom qulllificstJonsfor this position). -#~ ~. ~ -. !W: _~ J ~_~ fr #_-- Date /~ _~ http://www.ci.farmington.mn.uslCommissionlB&Capp.htm 1118f1.007 /c:?CL City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Vermillion River Crossing Update DATE: August 4,2008 INTRODUCTION / DISCUSSION Attached is correspondence from Mr. Russ McGinty from Capital Growth, the current banking organization representing Mr. Knutsen. Upon receiving the letter, staff response to Mr. McGinty is to say yes, they can provide the scaled-down short term solution as noted in their letter with the understanding that the cost for this would be entirely that of the property owner and it would not come out of escrow. If the improvements made are consistent with the plans, at that point in time that cost would be more appropriate to come out of the escrow account. ACTION REQUESTED Mr. McGinty was informed of the recommendation that staff would be providing to Council. I would appreciate comments from Council as to whether this would be an appropriate response to Mr. McGinty's request. Re.sp..e... c..t...fu. llY... S..Ub. m.. itted, .i. ..--) ) ~ \~~ ~7f "~ .... Peter J.-HerlOfS~,J .' ' City Administrator Cmuller/Herlofsky/Council MemosNRC Update City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Peter J. Herlofsky, Jr., City Administrator Kevin Schorzman, P.E., City Engineer ;:t:t--. FROM: SUBJECT: Letter from Capital Growth Regarding Vermillion River Crossings DATE: July 30, 2008 This memo is being written in response to the proposal received from Capital Growth dated July 16, 2008, regarding Vermillion River Crossings. I have reviewed the proposal and offer the following suggested options: 1. Allow them to proceed with this proposal. It would accomplish a paved connection between Spruce Street and Knutsen Drive. If they just pave the rock road as-is, the salvage value of the work will be minimal. It will probably cost between $15,000 and $20,000 just to pave the road. If this option is chosen, I would recommend that we do not allow them to use escrow funds to pay for this. We are already under-secured as far as our normal policy goes, and allowing them to use escrow funds would increase this situation with little, if any, benefit to the permanent construction costs. 2. Require them to construct the road as agreed to prior to December 31 st ofthis year. In my opinion, the cost of over-sizing the culverts, and future curb breaks would be less than the amount of money they are proposing to spend on a temporary road. The estimated cost of constructing the road as proposed and planned would be $435,000 and could be paid for using the escrow as it would be a permanent improvement. Keep in mind that this number is just for street and utilities to extend Dushane Parkway from Knutsen Drive to Spruce Street. It does not include landscaping, lighting, wear course for Phase 1, or other items included in the total project escrow. I believe either of these options would protect the City's interest in this project. Let me know if you have any questions. cc: file CAPITAL GROWTH Madison Marquette July 16, 2008 L Mr. Peter Herlofsky City Manager City of Farmington Farmington, MN 55024 RE: Vermillion River Crossing Dear Peter: The City of Farmington has let it be known that they would like to see the completion of Dushane Street which is located within the Vermillion River Crossings development. The owners of Vermillion River Crossings have not yet completed Dushane Street because they did not know the specific use, size and positioning of future users on the pad sites adjacent to Dushane Street. The storm sewer piping will need to be sized based upon the ultimate size of the future user. The concrete curb cuts cannot be determined at this time until a majority ofthe pads have been sold to determine the exact positioning of curb cuts. If not sized properly, the storm sewer may need to be re-done which would entail digging up the blacktop and potentially re-Iocating some of the concrete curb cuts which would greatly increase site costs to the project and prospective future users. The owners of Vermillion River Crossings would like to propose the following "short term" solution for Dushane Street and Outlot J. . Install a 26' wide asphalt overlay based upon specifications for a rural section which would provide a 1 lh" to 2" asphalt first lift over the existing gravel base. Based upon future uses, this may ultimately be a throwaway or possibly re-claimed for a new future road including concrete curbing. . A rural section allows for water to "shed off' the road and discharge via a shallow ditch and culvert system to the storm water pond. . If determined by the engineer, Culverts would be installed as required. . A yellow strip would be painted down the middle of the road and white lines along the edges. We would like to coordinate this work with the other street work being done in the City of Farmingtonthis fall. Please contact me to discuss at your earliest convenience. R~ ;iM~ R~ss McGinty . Senior Vice President, Retail Services C Bob Knutsen Greg Bolin Bob Wiegert Capital Growth Madison Marquette, LLC . www.CapitaIGrowthMadisonMarquette.com 11100 Wayzata Blvd., Suite 601 . Minnetonka, MN 55305 . telephone: 952-852-5200. facsimile: 952-852-5201 13~ City of Farmington 325 Oak Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: 2009 Budget Review DATE: August 4, 2008 INTRODUCTION I DISCUSSION The options for the 2009 Budget review are as follows: - Council receives the 2009 budget on August 18, 2008. Option 1- September 2, 2008 Council meeting discuss and adopt preliminary levy and budget; OR Option 2 - a) Discuss budget at September 8 Council workshop and; b) Adopt at the September 15 Council meeting. ACTION REQUESTED Advise staff if Council would prefer option 1 and/or option 2 to discuss and adopt the 2009 Budget. Respec~ly SUbm:g p~ter 1. Herlofif y, fro ~ h City Administrator jl ( Cmuller/Council/Council memos/2009 Budget Review Values Statement Excellence and Quality in the Delivery of Services We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional and cost-effective manner. Fiscal Responsibility We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Ethics and Integrity We believe that ethics and integrity are the foundation blocks of public trust and confidence and that all meaningful relationships are built on these values. Open and Honest Communication We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. Cooperation and Teamwork We believe that the public is best served when departments and employees work cooperatively as a team rather than at cross purposes. Visionary Leadership and Planning We believe that the very essence of leadership is to be visionary and to plan for the future. Positive Relations with the Community We believe that positive relations with the community and public we serve leads to positive, involved, and active citizens. Professionalism We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees.