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HomeMy WebLinkAbout01.06.20 Council Packet CITY OF Meeting Location: FARM I N GTO N Farmington City Hall 430 Third Street Farmington,MN 55024 CITY COUNCIL REGULAR MEETING AGENDA January 6, 2020 7:00 P.M. Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS/RESPONSES TO COMMENTS(This time is reserved for citizen comments regarding non-agenda items.No official action can be taken on these items. Speakers are limited to five minutes to address the city council during citizen comment time.) 7. CONSENT AGENDA a) Approve Minutes of the December 16, 2019, City Council Meeting— Administration Approved b) Acknowledge the Annual Report of City Council, Boards and Commissions Attendance - Administration Acknowledged c) Adopt Resolution Accepting a Monetary Donation from the Farmington Firefighters Relief Association—Fire R01-20 d) Approve Purchase of Self-Contained Breathing Apparatus—Fire Approved e) Approve Out of State Travel to Attend Fire Department Instructors Conference - Fire Approved f) Adopt Resolution Community Development Block Grant Funds 2020— Community Development R02-20 g) Adopt Resolution Accept Gen Thelen Memorial Donations to the Rambling River Center—Parks R03-20 h) Adopt Resolution Approving the Participation of the Farmington Police Department in the Dakota County Traffic Safety Group Joint Powers Agreement- Police R04-20 i) Approve Recommendation for Hire Police Department—Human Resources Approved j) Approve Recommendation for Hire Information Technology—Human Resources Approved k) Approve Seasonal Hiring—Human Resources Approved 1) Approve Bills - Finance Approved REGULAR AGENDA 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT a) Contract with DSI for the Transfer of Solid Waste Approved 10. PETITIONS,REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Adopt Resolution Annual Organizational Matters R05-20 13. CITY COUNCIL ROUNDTABLE 14. ADJOURN CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 /I�Illlll�lrt O FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Approve Minutes of the December 16, 2019 City Council Meeting-Administration DATE: January 6, 2020 INTRODUCTION Attached for your review are the minutes of the December 16, 2019 city council meeting. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the minutes of the December 16, 2019 city council meeting. ATTACHMENTS: Type Description D Backup Material December 16, 2019 City Council Minutes CITY OF FARMINGTON CITY COUNCIL MINUTES REGULAR MEETING DECEMBER 16, 2019 1. Call to Order Mayor Larson called the meeting to order at 7:00 p.m. 2. Pledge of Allegiance Mayor Larson led those in attendance in the Pledge of Allegiance. 3. Roll Call Present-Larson, Bernhjelm, Craig, Donnelly and Hoyt Absent-None Staff Present-Administrator McKnight, Community Development Director Kienberger, Finance Director Malecha, Public Works Director Gehler, Police Chief Rutherford, Fire Chief Elvestad and Human Resources Director Gabbard.. 4. Agenda Motion by Craig, second by Hoyt, to approve the agenda as presented. APIF, motion carried. 5. Announcements/Commendations None 6. Citizen Comments None 7. Consent Agenda Motion by Hoyt, second by Craig, to approve the consent agenda as amended pulling item 7e: a) Approve Minutes of the December 2, 2019 City Council Meeting-Administration b) Approve Minutes of the December 2, 2019 City Council Work Session-Administration c) Accept Resignation Rambling River Center Advisory Board-Administration d) Accept Resignation Rambling River Center Advisory Board-Administration e) Adopt Resolution R46-2019 Approving a Gambling Event Permit for the Knights of Columbus-Community Development December 16,2019 Minutes - 1- f) Approve 2020 Dakota County Sentence to Service Contract-Parks g) Adopt Resolution R47-2019 Accepting a Donation from the Farmington Sons of the American Legion to the Rambling River Center-Parks h) Approve the Update of the GIS System-Public Works i) Approve a Professional Services Contract for the Siting and Feasibility Study of a New Water Tower-Public Works j) Approve a Contract with the City of Red Wing for Solid Waste Processing-Public Works k) Approve Encroachment Agreements Related to Mystic Meadows-Public Works I) Approve Bills-Finance APIF, motion carried. 8. Public Hearings None 9. Award of Contract None 10. Petitions, Requests and Communications None 11. Unfinished Business None 12. New Business a) Issuance and Sale of General Obligation Equipment Certificates,Series 2020A Finance Director Malecha shared that the city has the purchase of a ladder truck included in the capital improvement plan for 2020. The truck will be ordered in early 2020 and delivered by the end of the year. The purchase of Ladder 1 relies on the sale of equipment certificates. The not to exceed cost of the apparatus is$1,300,000. Tammy Umdahl from Northland Securities stated that the sale would take place on January 21, 2020 with the award of the sale that night by the city council as well. Councilmember Donnelly asked if we knew the actual price of the ladder truck and how much we will bond for. Umdahl stated that would be known ten days before the sale as city staff continues to refine the numbers. Administrator McKnight clarified that the not to exceed amount is$1,300,000 but there are also issuance costs of approximately$65,000. The city will only bond for the vehicle; it will not bond for more than is needed. December 16,2019 Minutes -2- Motion by Hoyt, second by Craig, to adopt resolution R48-2019 providing for the sale of $1,365,000 General Obligation Equipment Certificates, Series 2020A. APIF, motion carried. b) 2040 Comprehensive Plan Planning Manager Wippler shared with the city council that the Metropolitan Council reviewed Farmington's 2040 Comprehensive Plan Update on December 11, 2019 and approved the plan. At the meeting the Metropolitan Council found that the 2040 Update meets all Metropolitan Land Planning Act requirements, conforms to all regional systems, is consistent with the Thrive MSP 2040, and is compatible with Farmington's surrounding jurisdictions (see attached report). Therefore, the Metropolitan Council has stated "the City may place its 2040 Comprehensive Plan into effect". Minnesota Statutes require that the City of Farmington adopt the 2040 Update with any required modifications within nine months of the decision on December 11, 2019. The Metropolitan Council did not place any required modifications on the 2040 Update; however, they have provided the following advisory comments: 1. Page 5,Appendix D, in the Comprehensive Sewer Plan erroneously states that approximately 1.6 MGD average flow from Lakeville is conveyed through interceptor 800717, aka "Flagstaff Interceptor." This interceptor was constructed in 2008 to provide regional wastewater service to Lakeville for development within their Farmington Outlet district. No urbanized development has occurred within the Farmington Outlet district, and Lakeville is not currently discharging wastewater to 800717. The Plan needs to be revised accordingly. This comment has been noted and the plan will be revised accordingly. 2. Pages 22-23, Appendix D, in the Comprehensive Sewer Plan describes the long-term system capacity of the local collection system in District 6. It references a future trunk sewer along Biscayne Avenue that would provide additional capacity for development in District 6 as well as capacity for development in Empire Township. The Council has identified a long-term future regional interceptor project that will provide additional capacity for areas south and southwest of Farmington and has identified Biscayne Avenue as one alternative corridor for this future interceptor. The Council would like to be involved in the early stages of the local planning process for the trunk sewer, to identify opportunities to coordinate local and regional investments. This comment has been noted and the City will include the Metropolitan Council in the future planning process for this trunk sewer line. 3. When available, we request that the City provide to the Council the date the City adopted the final LWMP. This comment has been noted and the city will provide the requested date of adoption. December 16, 2019 Minutes -3- Councilmember Bernhjelm stated we have discussed this work for the past two years. She thanked staff for all of their work. Councilmember Craig thanked staff for all of their work on the plan. Motion by Bernhjelm, second by Donnelly,to adopt resolution R49-2019 approving the final document of the 2040 Comprehensive Plan Update and Related Plans. APIF, motion carried. c) Prairie Waterway First Addition Final Plat Planning Manager Wippler presented the final plat for the Prairie Waterway First Addition for consideration. The final plat consists of right-of-way to be dedicated for 213th Street West and Spruce Street as well as two outlets. The Sapphire Lake 1st Addition final plat was approved by the city council on April 1, 2019. Sapphire Lake is a multi-phased development on the east side of town generally located east of 14th Street and the Prairie Waterway and is bordered by 213th Street West to the north and Spruce Street to the south. 213th Street West was extended to the east from Cambodia Avenue with this initial phase. This extension required the crossing of property owned by the city(Prairie Waterway). Additionally, Spruce Street to the south will also have to be extended across the Prairie Waterway as part of a subsequent phase of this development. The right-of- way through the Prairie Waterway is not required for the construction of these roads as the city is the fee owner of the underlying land. However, it is appropriate to have the right-of-way separated out from the waterway/open space. The attached Prairie Waterway First Addition final plat does this. Prairie Waterway First Addition final plat consists of the right-of-way for 213th Street West (0.5303 acres) on the north end of the subject property and right-of-way for Spruce Street (0.8554 acres) that essentially bi-sects the subject property. Additionally, the first addition plat contains two outlots (Out lot A- 12.5474 acres and Outlot B- 13.4109 acres). Outlots A and B will combine four existing parcels (one platted outlot and three meats and bounds parcels)that make up a portion of the Prairie Waterway into two outlots. The preliminary plat for Sapphire Lake was approved by the city council on August 20, 2018. Right-of-way for both 213th Street West and Spruce Street were shown in the approved preliminary plat through the Prairie Waterway. The Prairie Waterway First Addition final plat is consistent with the Sapphire Lake preliminary plat. The Planning Commission reviewed the final plat at its regular meeting on December 10, 2019 and with a vote of 4-0 recommended approval of the final plat. Councilmember Hoyt asked if there would be any changes to Spruce Street with this extension. Wippler stated that there are no plans for changes to Spruce Street. December 16, 2019 Minutes -4- Councilmember Bernhjelm shared that she was happy to see the planning commission and city council on the same page with this development. Motion by Craig, second by Bernhjelm, to adopt resolution R50-2019 approving the Final Plat for Prairie Waterway First Addition. APIF, motion carried. 13. City Council Roundtable Donnelly-Hoped everyone has a happy holiday season. Bernhjelm-Wished everyone happy holidays. Craig-Reminded residents of the Toys for Town event Saturday and wished everyone happy holidays. Hoyt-Attended the open house held by MI Homes over the weekend. Wished everyone happy holidays. Malecha-The city utility payment drop box at Family Fresh will be removed on December 18tH Kienberger-With the approval of the 2040 Comp Plan, the city is now eligible to receive a grant for$16,000 for the work performed on the plan. Gehler-Reminded residents of upcoming garbage collection schedule changes. Rutherford-Reminded residents of the Toys for Town event on Saturday. Elvestad-Shared holiday safety tips with residents. Larson-Encourage everyone to shop local. 14. Adjourn Motion by Bernhjelm, second by Hoyt,to adjourn the meeting at 7:16 p.m. APIF, motion carried. Respectfully Submitted Doviee A iffoK.vistior David McKnight, City Administrator December 16,2019 Minutes -5- CITY OF O 430 Third St., Farmington, MN 55024 FARMINGTON © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller, Administrative Assistant SUBJECT: Acknowledge the Annual Report of City Council, Boards and Commissions Attendance-Administration DATE: January 6, 2020 INTRODUCTION Section I X of the City Council By-laws calls for the submittal of a report stating the number of meetings and the attendance records for the city council and various board and commission members. DISCUSSION The 2019 attendance record for all seats on the city council and boards and commissions is as follows: CITY COUNCIL Mayor Larson Present 35 out of 39 meetings Councilmember Bernhjelm Present 36 out of 39 meetings Councilmember Craig Present 35 out of 39 meetings Councilmember Donnelly Present 31 out of 39 meetings Councilmember Hoyt Present 39 out of 39 meetings ECONOMIC DEVELOPMENT AUTHORITY Hannah Simmons Present 11 out of 11 meetings Geraldine Jolley Present 11 out of 11 meetings Robyn Craig Present 9 out of 11 meetings Steve Wilson Present 8 out of 11 meetings Jake Cordes Present 7 out of 11 meetings Ryan Butterfield Present 8 out of 10 meetings Katie Bernhjelm Present 7 out of 10 meetings Todd Larson Present 1 out of 1 meeting PARKS AND RECREATION ADVISORY COMMISSION Dave McMillen Present 12 out of 13 meetings Laurie Suchanek Present 8 out of 13 meetings Elizabeth Koss Present 12 out of 12 meetings Ashley Crabtree Present 11 out of 12 meetings Brian Tennant Present 8 out of 12 meetings Dustin Johnson Present 1 out of 1 meeting John Moore Present 1 out of 1 meeting PLANNING COMMISSION Dirk Ratty Present 13 out of 13 meetings Krista Tesky Present 11 out of 13 meetings John Franceschelli Present 10 out of 13 meetings Phil Windschitl Present 9 out of 12 meetings Lydia Bjorge Present 3 out of 7 meetings LeeAnn Lehto Present 4 out of 4 meetings RAMBLING RIVER CENTER ADVISORY BOARD Penny Page Present 13 out of 13 meetings Roger Wood Present 13 out of 13 meetings Pat Hennen Present 10 out of 13 meetings Marge Koski Present 10 out of 13 meetings Blanche Reichert Present 8 out of 13 meetings Joan Moes Present 12 out of 12 meetings Dennis Michaelis Present 10 out of 12 meetings Marilyn Briesacher Present 1 out of 1 meeting WATER BOARD Bill Weierke Present 10 out of 10 meetings Mitchell Snobeck Present 10 out of 10 meetings Stephen Gassert Present 3 out of 3 meetings BUDGET IMPACT The stipend amount is included in the 2019 budget. ACTION REQUESTED This items is for city council information only. No action is needed. CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 OFarmingtonMN,gov TO: Mayor, Councilmembers and City Administrator FROM: Justin Elvestad, Fire Chief SUBJECT: Adopt Resolution Accepting a Monetary Donation from the Farmington Firefighters Relief Association-Fire DATE: January 6, 2020 INTRODUCTION Staff seeks city council approval to accept a$60,000 donation from the Farmington Firefighters Relief Association (FFRA). DISCUSSION From time to time the Farmington Firefighters Relief Association donates proceeds from fundraising efforts to assist the Farmington Fire Department with equipment needs. The FFRA has made a $60,000.00 donation to the Farmington Fire Department. BUDGET IMPACT NA ACTION REQUESTED Accept the donation from the Farmington Firefighters Relief Association and acknowledge and thank the members for their continuing support of the Farmington Fire Department. ATTACHMENTS: Type Description D Resolution Resolution RESOLUTION NO. R01 -20 ACCEPTING A DONATION OF $60,000 FROM THE FARMINGTON FIREFIGHTERS RELIEF ASSOCIATION 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 6th day of January 2020 at 7:00 p.m. Members Present: Larson, Bernhj elm, Craig, Hoyt Members Absent: Donnelly Member Bernhj elm and Member Hoyt introduced and seconded the following: WHEREAS,the Farmington Firefighters Relief Association has donated $60,000.00 to the Fire Department; and, WHEREAS, the Farmington Fire Department provides fire and emergency medical services; and, WHEREAS,the donation shall be used to support the fire and emergency medical services of the department. NOW, THEREFORE, BE IT RESOLVED that after due consideration, the Mayor and City Council of the City of Farmington, Minnesota, hereby accept the monetary donation of $60,000.00 from the Farmington Firefighters Relief Association to the City of Farmington Fire Department to be deposited in the Fire Capital Projects Fund. This resolution adopted by recorded vote of the Farmington City Council in open session on the 6th day of January 2020. Mayor Attested to the r "(6 day of January 2020. • A dministrato SEAL CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 SII O FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Justin Elvestad, Fire Chief SUBJECT: Approve Purchase of Self Contained Breathing Apparatus-Fire DATE: January 6, 2020 INTRODUCTION Over the 2016 and 2017 budget cycles staff has replaced all of the air cylinder bottles for our self- contained breathing apparatus (SCBA). In 2018 we replace(12) air packs with the remaining to be purchased in 2019 and 2020.This will be the last of our new SCBA upgrades for several years. DISCUSSION Staff would like approval to purchase(28) Scott Air-Pak X3 Pro. Staff received three quotes from the following vendors: Vendor Quote Vallen $163,800.00 Municipal Emergency Services $148,060.36 Clarey's Safety Equipment $146,944.00 BUDGET IMPACT The funds are available in the fire equipment capital fund for 2019 and 2020. ACTION REQUESTED Authorize the purchase of(28) Scott X3 Pro air packs from Clarey's Safety Equipment dba Ultimate Safety Concepts, I nc.for$146,944.00. ATTACHMENTS: Type Description D Backup Material Quote Clarey's D Backup Material Quote Vallen D Backup Material Quote MES Clarey's Safety Equipment k A Division of Ultimate Safety Concepts, Inc. ,• ; t 1 `� 3555 Ninth Street NW, Suite#200 t 1t Rochester, MN 55901 1;1 507/289-6749 or 800/558-8009 - Fax 507/289-5213 ORDER x QUOTE DATE 11/15/19 ACCOUNT# 060500 BILL TO: SHIP TO: CUSTOMER: FARMINGTON FIRE DEPARTMENT SAME ADDRESS 430—Third Street CITY/STATE/ZIP Farmington, MN 55024 CONTACT NAME: Chief Justin Elvestad PO# PHONE: 612-590-5694 EMAIL jelvestad@ci.farmington.mn.us FAX: SHIPPING CHARGES QUOTED? FROM: Jay Clarey jayclarey@clareys.com Cell 507-269-1089 NUMBER OF PAGES: 1 WE ARE PLEASED TO QUOTE YOU ON THE FOLLOWING EQUIPMENT: QUANTITY PART NUMBER DESCRIPTION UNIT AMOUNT PRICE (28) X8914021305304 Scott Air-Pak X3 Pro with Snap Change, 4500 psi, Standard $5,248.00 $ 146,944.00 Harness and Belt, Standard Regulator Hose, Universal EBSS, PASS with Pak-Tracker, No Case, Packaged (2) Per Box 12/19/19 4:19 PM 1rVALLEN . Innovation. Proven value. PRICING PROPOSAL Ship To: Farmington Fire Department Date: 10/21/2019 Prepared By: Vincent Lau Phone: 612-362-4489 email: vincent.lau@vallen.com Customer Contact: Justin Elvestad Description Part# Quantity Price Extended Price 3M/Scott Air-Pak X3 Pro SCBA(NFPA 2018 Edition)with Snap-Change, X8914021305304 28 $ 5,850.00 $ 163,800.00 Parachute Buckles,4500 psi, Standard Belt Type, No Escape Rope, E-Z Flo Regulator with Standard Hose, Universal EBSS, No Airline Option, No Spare Harness, PASS&Pak-Tracker, No Case, 2 SCBA Per Box Total $ 163,800.00 Quote MIES Date 10/22/2019 Quote# QT1306612 MUNICIPAL EMERGENCY SERVICES Expires 12/20/2019 124 East First Street Sales Rep Mehl,Shelley E Deer Creek, IL 61733 PO# Shipping Method FedEx Ground Bill To Ship To accountspayable@farmingtonmn.gov JUSTIN ELVESTAD United States FARMINGTON FIRE DEPT. C/O CITY OF HALL 430 3RD STREET FARMINGTON MN 55024 United States Dern `=-UnitS Description Unit Dales Pm.. Amount X8914021305304 Air-Pak X3 Pro SCBA(2018 Edition)with 28 5,287.87 148,060.36 Snap-Change Cylinder Connection,4.5,Standard Harness with Parachute Buckles,Standard Belt with No Escape Rope,E-Z Flo Regulator with Standard Hose,Universal EBSS Accessory Hose, No Airline Connection,No Spare Harness Kit, Pak-Tracker,No Case,Packaged 2 SCBA Per Box(Black) Subtotal 148,060.36 Shipping Cost(FedEx Ground) 0.00 Total $148,060.36 This Quotation is subject to any applicable sales tax and shipping&handling charges that may apply.Tax and shipping charges are considered estimated and will be recalculated at the time of shipment to ensure they take into account the most current local tax information. All returns must be processed within 30 days of receipt and require a return authorization number and are subject to a restocking fee. Custom orders are not returnable.Effective tax rate will be applicable at the time of invoice. 111111111111111111111111111111 QT1306612 CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 �111���►� © FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Justin Elvestad, Fire Chief SUBJECT: Approve Out of State Travel to Attend Fire Department Instructors Conference-Fire DATE: January 6, 2020 INTRODUCTION Staff is requesting to send fire department personnel to out of state training in accordance with City of Farmington policy. DISCUSSION The Fire Department Instructors Conference (FDIC) is the largest fire service training and trade show event in the United States and will be held in Indianapolis, Indiana April 20-25, 2020. World class instructors will provide classroom and hands on training opportunities throughout the week. I n addition, every kind of new technology in the fire and emergency medical services field will be displayed during the trade show with access to the inventors, engineers, manufacturers and sales representatives of products we utilize day in and day out. Chief Elvestad and our Training Chief Jim Schmitz, have requested to attend this conference pursuant to city policy. Chief Schmitz hopes to bring back information on improving Engine and Ladder company operations using real world training evolutions and networking with world class instructors to identify training opportunities we will bring back to Farmington which enhances the departments current capabilities. Chief Elvestad hopes to bring back information and best practices of Aerial Apparatus operations and training drills to be implemented with the delivery of Ladder 1. Chief Elvestad would also like to research the newest technology in cleaning and storage of equipment to reduce carcinogen contamination and cancer reduction for firefighters. Registration: $760 Parking: $150 Transportation/Fuel (City vehicle): $300 Hotel: $900 Meals: $320 Total: $2,430 The parking, hotel, and fuel prices are estimates and not expected to exceed the amounts. BUDGET IMPACT Registration fees and expenses are $2,430.00 to send both members. These expenses have been budgeted for and are available in our operating budget. ACTION REQUESTED Approve the request to send Chief Elvestad and Chief Schmitz to the Fire Department I nstructors Conference(FDIC) April 21-24, 2020 and reimburse expenses according to city policy. CITY OF 0 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 �/� �\ O FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Adam Kienberger, Community Development Director SUBJECT: Community Development Block Grant Funds 2020-Community Development DATE: January 6, 2020 INTRODUCTION Annually,the city receives federal CDBG (Community Development Block Grant)funds which are distributed by the Dakota County Community Development Agency. The city has been informed by the Dakota County Community Development Agency(CDA)that it will be receiving an estimated $38,897 in CD BG funds for program year 2020 (July 1, 2020—June 30, 2021). This is a slight decrease of$652 from what was received in 2019. To secure the grant money that is available,the city must prepare and submit an application that specifies eligible activities or projects to which the city intends to allocate the available funding. A completed application is due by the end of January accompanied by an approved city council resolution. The final allocation amount may change as H U D finalizes their budget process over the next several months. DISCUSSION Proposed Activities City staff is proposing that the estimated $38,897 be allocated between two activities for 2020: $33,897 for the Residential Rehabilitation/Home Improvement Loan Program. $5,000 to Senior Services—Financial Support Program. Senior Services—Financial Support Program Approximately seven years ago,the Senior Services—Financial Support Program was initiated with CDBG dollars to help underwrite and expand senior programming. This lump sum is nearing the end of its funding and the Rambling River Center is requesting a $5,000 allocation for Program Year 2020. The basic program outline is as follows: The Rambling River Center is committed to providing quality programs and services,while encouraging the involvement of adults over age 50.The center is requesting continued funding for the Financial Support Program which currently offers low to moderate income persons the opportunity to do the following: • Participate in programs and services by removing the financial barrier to do so. • Increase the health and wellness in older adults through participation in programs that focus on these two areas. • Increase the revenues that are received at the Rambling River Center and make it less dependent on local taxpayer subsidy. • Provide a support network that fosters a sense of community and camaraderie for older adults. • Provide access to leisure programs that feature traveling to cultural events and other communities. • Helps to keep older adults active in order to continue to maintain independence while increasing their social network. Through this funding, people were able to access the center who may not have had the means to do so previously.Through their involvement people were able to try new classes, programs and trips while creating companionships along the way.Through continued funding of this program the center hopes to continue to provide access to those who cannot afford it on their own. Home Improvement Loan Program The Home Improvement Loan Program is a program administered by the CDA to benefit low/moderate income households in Farmington making eligible improvements to their homes.This program was funded last year and grants us the maximum opportunity to benefit a wide audience in Farmington and meet HUD's spenddown requirements in a timely manner. Some program details include: The Home I mprovement Loan Program assists low-and moderate-income homeowners with making repairs and improvements to their homes. Home Improvement Loans are commonly used for: • Roof replacement • Furnace replacement • Electrical and plumbing repairs • Insulation • I mprovements for special needs, such as ramps, bathroom or kitchen modifications Home Improvement Loans feature: • Zero percent interest • No monthly payments • Repayable when ownership changes or you move from the property. You may be required to repay the loan if you refinance your home or take out a home equity loan. • $15,000 loan minimum; $25,000 loan limit The EDA unanimously recommended approval of the proposed allocation application at their meeting on November 21, 2019. BUDGET IMPACT NA ACTION REQUESTED Approve the attached resolution to allocate a total of$38,897 in CD BG funds for PY2020 to Residential Rehabilitation- Home Improvement Loan Program ($33,897) and Senior Services—Financial Support Program ($5,000)funding categories. ATTACHMENTS: Type Description D Resolution CD BG FY2020 Resolution RESOLUTION No. R02-20 A RESOLUTION APPROVING THE APPLICATION OF THE CITY OF FARMINGTON FOR FISCAL YEAR 2020 DAKOTA COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDING 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 6th day of January, 2020 at 7:00 p.m. Members Present: Larson, Bernhjelm, Craig, Hoyt Members Absent: Donnelly Member Bernhj elm and Member Hoyt introduced, and seconded the following: WHEREAS,the City of Farmington is a participating jurisdiction with the Dakota County CDBG Entitlement Program for Fiscal Year 2020 (July 1, 2020 through June 30, 2021);and WHEREAS, the Dakota County Community Development Agency (CDA) is a Sub-grantee of Dakota County for the administration of the CDBG Program; and WHEREAS,the Dakota County CDA has requested Fiscal Year 2020 CDBG applications be submitted based on a district formula allocation of funds approved in the Annual Action Plan. NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby approves the following: 1. The Fiscal Year 2020 CDBG application is approved for submission to the Dakota County CDA. 2. The City Administrator for the city is authorized to execute the application and all agreements and documents related to receiving and using the awarded CDBG funds. 3. The Dakota County CDA is designated as the administrative entity to carry out the CDBG program on behalf of the city, subject to future Subrecipient Agreements that may be required for specific CDBG-funded activities. This resolution adopted by recorded vote of the Farmington City Council in open session this 6th day of January, 2020. CITY OF FARMINGTON By: Mayor Attested to the f ` ' day of January 2020. 1 /0- By: ' 4/(6 C dministrator SEAL CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 .�IIII® O FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Missie Kohlbeck, Recreation Supervisor and Randy Distad, Parks and Recreation Director SUBJECT: Adopt Resolution Accept Gen Thelen Memorial Donations to the Rambling River Center-Parks DATE: January 6, 2020 INTRODUCTION Money was recently donated in memory of Gen Thelen to the Rambling River Center(RRC). DISCUSSION Gen Thelen was a long-time, active member of the RRC. She also was an active volunteer who helped in many difference capacities and roles at the RRC. The family of Gen Thelen identified the RRC as designated site for memorials. As a result of the RRC being designated as a site to make memorial contributions,the RRC received a total of$1,475.00. The following were the people who donated the memorials: • $50.00 by Kim and Thomas Zenson, • $1,380.00 by the Gen Thelen family • $20.00 by Allen and Mary Alice Wachter • $25.00 by Lauran Hoders The money donated will be placed in the RRC Capital Improvement Fund to be used for future building improvements and or the purchase of equipment or furniture. The donation made in memory of Gen Thelen will also be recognized on a plaque located in the RRC that identifies donations received in memory of an RRC member. Staff will thank on behalf of the City of Farmington the donors who donated this money in memory of Gen Thelen. BUDGET IMPACT NA ACTION REQUESTED Adopt the attached resolution accepting a donation in the total amount of$1,475.00 that was given in memory of Gen Thelen by Kim and Thomas Zenson,the Gen Thelen family,Allen and Mary Alice Wachter and Lauran Hoders. ATTACHMENTS: Type Description D Resolution RRC Donation RESOLUTION NO.R03-20 ACCEPT GEN THELEN MEMORIAL DONATIONS TOTALING $1,475.00 TO THE RAMBLING RIVER CENTER 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 6th day of January, 2020 at 7:00 p.m. Members Present: Larson, Bernhj elm, Craig, Hoyt Members Absent: Donnelly Member Bernhj elm and Member Hoyt introduced and seconded the following: WHEREAS, the following donations were made to the Rambling River Center as memorials to Gen Thelen: $50.00 by Kim and Thomas Zenson, $1,380.00 by the Gen Thelen family, $20.00 by Allen and Mary Alice Wachter, and $25.00 by Lauran Hoders. WHEREAS, it is required by State Statute that these donations be formally accepted; and, WHEREAS, it is in the best interest of the city to accept these donations. NOW, THEREFORE, BE IT RESOLVED that the city of Farmington hereby accepts with gratitude the generous donation of$50.00 from Kim and Thomas Zenson, $1,380.00 from the Gen Thelen family, $20.00 from Allen and Mary Alice Wachter, and $25.00 from Lauran Hoders to the Rambling River Center. This resolution adopted by recorded vote of the Farmington City Council in open session on the 6th day of January, 2020. Mayor Attested to the E day of January, 2020. )saf.."' ik//11 1 Administrator J SEAL CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 © FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Gary Rutherford, Chief of Police SUBJECT: Adopt Resolution Approving the Participation of the Farmington Police Department in the Dakota County Traffic Safety Group Joint Powers Agreement-Police DATE: January 6, 2020 INTRODUCTION The Farmington Police Department is seeking authorization to enter into a joint powers agreement that would allow the continued participation in the Dakota County Traffic Safety Group. The attached resolution authorizes that participation. DISCUSSION In 2005,the Department of Public Safety, Office of Traffic Safety(OTS) recognized the Dakota County Traffic Safety Group as a valuable, cooperative enforcement effort. OTS awarded a significant grant that allowed funding for one major traffic operation each month in locations throughout the county. Over the years,thousands of citations have been issued by the group. Hundreds of arrests for DUI, warrants and other serious driving offenses have resulted from this cooperative effort. The Office of Traffic Safety has again made funding available and is entering into a grant agreement with the Dakota County Traffic Safety Group. Participation requires that the city council of each city adopt the attached resolution. BUDGET IMPACT TBD ACTION REQUESTED Adopt the attached resolution authorizing participation in the Dakota County Traffic Safety Group. ATTACHMENTS: Type Description D Cover Memo Dakota County Traffic Safety Group JPA D Resolution Dakota County Traffic Safety Group Resolution MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS 1. Purpose. The purpose of this agreement is to provide for the joint exercise of the parties' law enforcement powers pursuant to Minn. Stat. § 471.59, so that the parties may furnish assistance to and coordinate with each other in the enforcement of traffic laws within Dakota County in the conduct of Traffic Safety Projects. It is not the purpose of this agreement to provide for or address in any way requests by one party of another party for any other law enforcement services, including ordinary patrol services. 2. Parties. The parties to this Agreement shall consist of the following units of government that have signed this agreement: City of Apple Valley City of Hastings City of Rosemount City of Burnsville City of Inver Grove Heights City of South St.Paul City of Eagan City of Lakeville City of West St.Paul City of Farmington City of Mendota Heights County of Dakota 3. Fiscal Agent. The Fiscal Agent, acting on behalf of the parties, shall apply for funding from the State of Minnesota to support coordinated local enforcement of traffic safety laws. To the extent that such grant funds are obtained and may be expended for peace officer overtime compensation, the parties shall be entitled on a pro rata basis to reimbursement of overtime compensation paid to the parties' peace officers who have participated in Traffic Safety Projects pursuant to this Agreement.The Fiscal Agent shall account for all funds received pursuant to this Agreement according to generally accepted accounting principles and reports on receipts and disbursements shall be forwarded to the parties on at least a quarterly basis. As provided in prior traffic safety task force JPAs, the Fiscal Agent position will be held by an agency for 2 calendar years before rotating to the next agency in alphabetical order. The Fiscal Agent for each of the following calendar years during the term of this JPA shall be: 2020-Mendota Heights(covered 2019 under previous JPA) 2021-2022-City of Rosemount 2023-2024-City of South St Paul 2025-2026-City of West St Paul 2027-2028-City of Apple Valley 2029-2030-City of Burnsville Page 1 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS 4. Traffic Safety Projects. The parties will carry out the purpose of this agreement by jointly participating in Traffic Safety Projects to which the parties will assign peace officers. Traffic Safety Projects means targeted geographic areas during specified periods of time on specific dates in which and during which the parties will assign peace officers to work together to enforce traffic safety laws. Assignment of peace officers to work on Traffic Safety Projects will remain in the sole discretion of the chief law enforcement officer of each party. The decision of a party to decline participation in any Traffic Safety Project is without liability to any party. 5. Recommendation of Traffic Safety Projects. Peace officers from the parties will meet on an ad hoc basis as the Dakota County Traffic Safety Group to identify and recommend Traffic Safety Projects to the Chiefs of Police and Dakota County Sheriff. The Dakota County Traffic Safety Group shall identify Traffic Safety projects utilizing data which identifies areas where Traffic Safety Projects likely would have a substantial effect upon public safety within Dakota County. The decision to assign peace officers to work on any particular Traffic Safety Project remains within the discretion of the chief of police of each city that is a party to this agreement and of the Dakota County Sheriff,and the decision to conduct a Traffic Safety Project within a participating jurisdiction remains with the Sheriff or Chief of the jurisdiction in which the Project is conducted. 6. Exercise of Police Power. A peace officer who has been approved and assigned to participate in a Traffic Safety Project located outside of the officer's jurisdiction has the full and complete authority of a peace officer as though appointed by the agency or agencies within whose jurisdiction the Traffic Safety Project is located. 7. Compensation. A peace officer who has been assigned by his/her appointing agency to participate in a Traffic Safety Project pursuant to this Agreement shall be compensated by his/her appointing agency just as if the officer were performing duties within and for jurisdiction of the officer's appointing agency. 8. Workers' Compensation. Each party to this agreement shall be responsible for injuries to or the death of its own personnel. Each party shall maintain workers' compensation coverage or self- insurance coverage covering its own personnel while they are participating in any Traffic Safety Project pursuant to this Agreement. Each party waives the right to sue any other party for any workers' compensation benefits paid to its own employee or volunteer or their dependents, even if the injuries were caused wholly or partially by the negligence of any other party or its officers, employee or volunteers. 9. Liability. Each party shall fully indemnify and hold harmless the other parties against all claims, losses, damages, liability, suits,judgments, costs and expenses incurred by reason of the action or inaction of its employees assigned to participate in any Traffic Safety Project pursuant to this Agreement. This agreement to indemnify and hold harmless does not constitute a waiver by any party of the limitations on liability provided by Minn. Stat. Ch.466. 10.Direction and Control. Peace officers assigned by their appointing agency to participate in Traffic Safety Projects pursuant to this Agreement shall remain under the direction and control of their chief law enforcement officer. Page 2 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS 11.Recall of Peace Officers. The appointing agency of a party may at any time and in the agency's sole judgment and without liability to any party recall a peace officer assigned to participate in a Traffic Safety Project pursuant to this Agreement. 12. Damageto Equipment Each party shall be responsible for damage to or loss of its own equipment that occurs in connection with participation in any Traffic Safety Project pursuant to this Agreement. Each party waives the right to sue any other party for any damages to or loss of its equipment, even if the damages or losses were caused wholly or partially by the negligence of any other party or its officers, employees or volunteers. 13.Compensation for Equipment and Supplies. When a party assigns peace officers to work in any Traffic Safety Projects pursuant to this Agreement, that party shall provide all fuel and other materials and services for its peace officers who have been so assigned. 14.Effective Date. This Agreement shall be effective when all parties have signed the Agreement. All parties need not sign the same copy of the Agreement. Signed Agreements shall be filed with the City of Mendota Heights,who shall notify all parties of the effective date. 15.Withdrawal. Any party may withdraw from this Agreement upon thirty(30) days' written notice to the Fiscal Agent. The Fiscal Agent will notify the other parties to this Agreement Withdrawal shall not act to discharge any liability incurred by any party prior to withdrawal. 16.Notice. Notices required by Paragraph 15 of this Agreement or other correspondence related to this Agreement shall be provided by first class mail to the following: Apple Valley Chief of Police Lakeville Chief of Police 7100 147th Street west 9237 183rd Street Apple valley,MN 55124 Lakeville,MN 55044 Burnsville Chief of Police Mendota Heights Chief of Police 100 Civic Center Parkway 1101 Victoria Curve Burnsville,MN 55337-3817 Mendota Heights,MN 55118 Eagan Chief of Police Rosemount Chief of Police 3830 Pilot Knob Road 2875 145th Street West Eagan,MN 55122 Rosemount,MN 55068 Farmington Chief of Police South St Paul Chief of Police 19500 Municipal Dr. 125 3rd Avenue North Farmington,MN 55024 South St.Paul,MN 55075 Hastings Chief of Police West St.Paul Chief of Police 150 3rd Street East 1616 Humboldt Avenue Hastings,MN 55033 West St.Paul,MN 55118 Page 3 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS Inver Grove Heights Dakota County Sheriff Chief of Police Law Enforcement Center 8150 Barbara Avenue 1580 Highway 55 Inver Grove Heights,MN 55077 Hastings,MN 55033 17.Termination. This Agreement shall terminate upon the occurrence of any one of the following events: (a) when necessitated by operation of law or as a result of a decision by a court of competent jurisdiction or (b) when a majority of remaining parties agrees to terminate the Agreement upon a date certain or(c)December 31,2030. 18.Effect of Termination.Termination shall not discharge any liability incurred by the parties during the term of this Agreement. Upon termination and after payment of all outstanding obligations, property or surplus money held by the parties shall then be distributed to the parties on the pro rata basis provided under Paragraph 3 of this Agreement. 19.Amendments. This Agreement may be amended only in writing and upon the consent of each of the parties'governing body. 20.Records, Accounts and Reports. The books and records of the parties shall be subject to the provisions of Minn. Stat.Ch. 13. 21. Government Data Practices. Each party to this Agreement must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 and other applicable law, as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the party under this Agreement. The civil remedies of Minnesota Statutes § 13.08 apply to the release of the data referred to in this clause by any party. 22.Assignment. A party to this Agreement may not assign or transfer any rights or obligations under this Agreement 23.Counterparts. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. Counterparts shall be filed with the City of Mendota Heights. IN WITNESS WHEREOF,the parties have executed this Agreement on the dates indicated below. COUNTY OF DAKOTA Approved its to form: Tim Leslie Dakota County Sheriff Date Assistant County Attorney Date Page 4 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS Page 5 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS Dakota County Contract# CITY OF APPLE VALLEY Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF APPLE VALLEY I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 6 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF BURNSVILLE Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF BURNSVILLE I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 7 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF EAGAN Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF EAGAN I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 8 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF FARMINGTON Name, Title,Address and Phone Number of City's Authorized Representative: c/1 frfc 6-4 I ell r/: c/ Src 4, A?'A/' S ', / ?(fl Name, Title,Address and Phone Number of City's Liaison: 6r,ej e/7;<--r Jccc / /1,4 yr, x .7 CITY OF FARMINGTON I,the below signed,have authority to sign this Agreement on behalf of the City By: r s [print name] Date: eia ‘../ Attest: 61F ci j.--/ [print name] Title: (11>-1 AchIN" Date: . Page Page 9 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF HASTINGS Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF HASTINGS I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 10 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF INVER GROVE HEIGHTS Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF INVER GROVE HEIGHTS I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 11 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF LAKEVILLE Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF LAKEVILLE I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 12 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF MENDOTA HEIGHTS Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF MENDOTA HEIGHTS I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 13 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF ROSEMOUNT Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF ROSEMOUNT I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 14 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF SOUTH ST PAUL Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF SOUTH ST PAUL I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 15 of 16 Mutual Police Assistance Agreement MUTUAL POLICE ASSISTANCE AGREEMENT FOR ENFORCEMENT OF TRAFFIC SAFETY LAWS CITY OF WEST ST PAUL Name, Title,Address and Phone Number of City's Authorized Representative: Name, Title,Address and Phone Number of City's Liaison: CITY OF WEST ST PAUL I,the below signed,have authority to sign this Agreement on behalf of the City By: [print name] Date: Attest: [print name] Title: Date: Page 16 of 16 Mutual Police Assistance Agreement RESOLUTION NO.R04-20 A RESOLUTION APPROVING THE PARTICIPATION OF THE FARMINGTON POLICE DEPARTMENT IN THE DAKOTA COUNTY TRAFFIC SAFETY GROUP JOINT POWERS AGREEMENT Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington was held at the Farmington City Hall on the 6th day of January 2020 at 7:00 p.m. Members Present: Larson, Bernhj elm, Craig, Hoyt Members Absent: Donnelly Member Bernhj elm and Member Hoyt introduced and seconded the following: WHEREAS, the Farmington Police Department wishes to enter into a Joint Powers Agreement with the Dakota County Traffic Safety Group so that the department may continue to participate in the program. WHEREAS, the purpose of the Dakota County Traffic Safety Group is to allow the participating agencies to furnish assistance to and coordinate with each other in the enforcement of traffic laws within Dakota County in the conduct of Traffic Safety Projects. NOW THEREFORE BE IT RESOLVED, the Mayor and City Council of the City of Farmington approve the participation of the Farmington Police Department in the Dakota County Traffic Safety Group Joint Powers Agreement. This resolution was adopted by recorded vote of the Farmington City Council in open session on the 6th day of January 2020. Todd Larson, Mayor Attested to on the .:%.'14 day of January 2020. LC z :/-11 Davi night, City Ad ini tra r SEAL CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 AWN • FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Gabbard, Human Resources Director SUBJECT: Approve Recommendation for Hire Police Department-Human Resources DATE: January 6, 2020 INTRODUCTION The recruitment and selection process for the newly created Deputy Police Chief has been completed. DISCUSSION After a thorough review by the Police and Human Resource Departments, a contingent offer of employment has been made to Sergeant Jim Constantineau,subject to the ratification by city council. BUDGET IMPACT Mr. Constantineau's starting salary will be$122,549 per year,which is step 10 of the salary range for this position ($96,666-$125,490). Funding for this position is in the 2020 budget. ACTION REQUESTED Approve the appointment of Mr.Jim Constantineau for the position of Deputy Police Chief effective on or after January 6, 2020. CITY OF 0 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 �IIIl�� O FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Gabbard, Human Resources Director SUBJECT: Approve Recommendation for Hire Information Technolog-Human Resources DATE: January 6, 2020 INTRODUCTION The recruitment and selection process for the appointment of the vacant Information Technology Specialist has been completed. DISCUSSION After a thorough review by Administration and the Human Resource Department, a contingent offer of employment has been made to Ms. Annette Hakala, subject to the ratification of city council. Ms. Hakala has already completed the extensive background check and the pre-employment drug test. Ms. Hakala comes to us with more than 10 years of solid Information Technology experience, and meets the qualifications of the position. BUDGET IMPACT Ms. Hakala's starting salary will be$69,855 per year, which is Step 3 of the salary range for this position ($66,680-$83,237). Funding for this position is provided in the 2020 budget. ACTION REQUESTED Approve the appointment of Annette Hakala as the Information Technology Specialist effective on or after January 6, 2020. CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 I/�Il��lllu O FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Gabbard, Human Resources Director SUBJECT: Approve Seasonal Hiring-Human Resources DATE: January 6, 2020 INTRODUCTION The recruitment and selection process for the appointment of the attached list of winter seasonal staff has been completed. DISCUSSION After a thorough review by the Parks and Recreation and Human Resource Departments, offers of employment have been made to the individuals shown on the attached spreadsheet.All have completed the necessary conditions, but is subject to the ratification by city council. BUDGET IMPACT These positions are included in the 2020 budget. ACTION REQUESTED Approve the attached seasonal employment recommendations. ATTACHMENTS: Type Description D Cover Memo 20200106 Seasonal Hiring Last Name First Name Position Hourly Effective Date Richard Aiden Warming House Attendant $10.16 12/16/2019 Drew Conrad Warming House Attendant $10.16 12/19/2019 Gavin Sickmann Warming House Attendant $10.16 12/19/2019 CITY OF O Q430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 OFarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Teah Malecha, Finance Director SUBJECT: Approve Bills-Finance DATE: January 6, 2020 INTRODUCTION Attached is the December 2- December 26, 2019 city council check register and recently processed automatic payments for your consideration. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the attached payments. 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O FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Katy Gehler, Public Works Director SUBJECT: Contract with DSI for the Transfer of Solid Waste DATE: January 6, 2020 INTRODUCTION At the October 2019 work session,city staff discussed utilization of the additional capacity of the Red Wing Resource Recovery facility with their expansion for solid waste processing. We also discussed the potential for a partnership with the City of Red Wing and DSI making use of the new DSI transfer facility in Lakeville which received the final approvals late November 2019. With this partnership, we are able to share transportation costs with Red Wing utilizing their backhaul where unprocessable wastes from the Red Wing facility would be hauled back to the metro for landfilling. DISCUSSION Staff has been working towards contracts with both the City of Red Wing and DSI. The city council approve the Waste Processing Agreement with Red Wing at the December 16th meeting. The Waste Transfer contract with DSI is being presented for consideration. The Waste Transfer Agreement is based off of transfer agreements the city has entered with other vendors.The agreement covers typical terms of a service of this type. The term of this initial agreement is for two years in line with the approved Waste Processing Agreement with the City of Red Wing. There is an expectation to review the partnership for a potential longer term contract in the future. The rates are based on operational assumptions of the transload and transfer of waste to the Red Wing facility and the backhaul of waste from the Red Wing facility to a local land fill. There are three rates included in this agreement: • Transload- Loading of waste in a semi-trailer to be transported to the Red Wing facility. The rate is $8.50 per ton of waste loaded. It is anticipated that there will be about 7,500 tons of waste loaded for transportation in 2020. • Transportation-The delivery of the waste to the Red Wing facility. The rate is $240 per load delivered. It is anticipated that there will be 340 loads in 2020. I n the event that Red Wing does not have a backhaul load,the rate is $483 per load. It is anticipated that most if not all loads will have a backhaul. • Alternate Disposal-This rate is included as an alternate should there be an issue with the processing facility and waste has to be landfilled locally. The rate is$90 per ton of waste that is transloaded,transported and disposed of at a local landfill. The agreement has been reviewed by DSI and approved for form by the City Attorney. BUDGET IMPACT The proposed rates incorporated into the agreement are in line with those calculated as part of the original projections and incorporated into our financial model. ACTION REQUESTED Approve the contract and authorize the Mayor and City Administrator to execute the same. ATTACHMENTS: Type Description o Contract DSI Waste Transfer Agreement Waste Delivery Agreement This agreement is made on the t4day of ,.....�.�� �' , 2014 by and between the City of Farmington (the City), 430 Third Street,` armingtoer,11N 55024, and Recycle Minnesota, LLC, 8812 215th St. W., Lakeville, MN 55044. The purpose of this Agreement is to set forth the terms and conditions for the provision of Waste Delivery, Transload and Transportation. The parties agree as follows: 1. TERM OF THE AGREEMENT This agreement will be from January 1, 2020 until December 31, 2021. 2. DEFINITIONS A. ACCEPTABLE WASTE: Non-hazardous Mixed Municipal Solid Waste ("MMSW"), as that term is defined in Minn. Stat. Section 115A.03 and is acceptable at the Recycle Minnesota Transfer Facility. Acceptable Waste includes garbage, refuse, and other mixed municipal solid waste from residential, commercial, industrial, construction and demolition, and community activities which is generated and collected in aggregate, and which is not otherwise defined as Unacceptable Waste. No amount of hazardous waste or infectious waste that is regulated by law is acceptable at the facility. Acceptable Waste shall also include acceptable household quantities and acceptable non- household waste. Acceptable Waste does not include recyclable materials. B. ACCEPTABLE HOUSEHOLD QUANTITIES: Waste which is otherwise Unacceptable Waste, but which is contained in garbage, refuse, and municipal solid waste generated from normal household activities. For the purposes of this definition, "household" includes any permanent or temporary residential dwelling unit. Provided, however, that no amount of Hazardous Waste or any other Waste that is regulated or restricted by law is Acceptable Waste. C. ACCEPTABLE NON-HOUSEHOLD WASTE: Waste which is otherwise Unacceptable Waste, but which is contained in garbage, refuse, and municipal solid waste generated from commercial, industrial, or community activities, where the quantity of such unacceptable waste contained in any load delivered to the facility constitutes an insignificant portion of such load. Provided, however, that no amount of Hazardous Waste or any other waste that is regulated or restricted by law is Acceptable Waste. D. FACILITY: The waste processing facility owned by Recycle Minnesota, located at 8812 215th Street West, Lakeville, MN 55044. E. BACK-UP FACILITY: Means the licensed and approved landfills that Recycle Minnesota has under contract for disposal of waste if Acceptable Waste is being diverted from the facility. F. HAZARDOUS WASTE: Waste defined in Minnesota Statutes, Section 115B.03, Subdivision 9. G. RECYCLABLE MATERIALS: Means materials that are separated from mixed municipal solid waste for recycling, per the designated list of recyclables published by Dakota County on the Dakota County website. H. UNACCEPTABLE WASTE: Means waste that is prohibited from being received, managed, processed, or disposed of at the Facility by the Facility's applicable permit or permit conditions, or by federal, state or local law, regulation, rule, code, ordinance, order, or license. The City (including its subcontractors) represents and warrants that it will comply with all applicable laws, ordinances, regulations, orders, permits, or other legal requirements applicable to all waste material delivered by the City to Recycle Minnesota. 3. SCOPE OF SERVICES A. WASTE DELIVERY: The City will deliver Acceptable Waste to Recycle Minnesota's Facility. Recycle Minnesota will accept the City's deliveries of Acceptable Waste. B. LIMITED LICENSE TO ENTER: When the City is transporting Acceptable Waste to the Facility, the City (including its subcontractors) shall have a limited license to enter the Facility for the sole purpose of off-loading Acceptable Waste at an area designated, and in the manner directed, by Recycle Minnesota. The City shall (and shall ensure that its subcontractors) comply with all rules and regulations of the Facility. Recycle Minnesota may reject Acceptable Waste, deny the City (or its subcontractors) entry to its Facility, and/or terminate this Agreement in the event of the City's failure to follow such rules and regulations. C. TRANSLOAD: Recycle Minnesota will transload the waste for transport to a permitted processing facility as set forth in this Agreement. Farmington will be charged a fee per ton of MMSW transloaded. D. TRANSFER: Recycle Minnesota will transfer the waste to a permitted processing facility to the extent processing capacity is available. The primary permitted processing facility will be Red Wing Resource Recovery Facility, 1873 Bench Street, Red Wing, Minnesota, 55066. Farmington will be charged a fee per load transferred for processing. E. WASTE DIVERSION: In the event there is not processing capacity available to accept the City's Acceptable Waste, Recycle Minnesota will deliver the City's waste to a licensed and approved disposal facility. If Recycle Minnesota is required to divert the City's MMSW due to lack of processing capacity, Recycle Minnesota will notify the City in writing which alternative facility will be utilized. F. UNACCEPTABLE WASTE: The City agrees to use its best efforts to avoid delivering any Unacceptable Waste to the facility and will not knowingly mix any Unacceptable Waste with Acceptable Waste. G. INSPECTION/REJECTION OF WASTE: Recycle Minnesota has the right to inspect any waste delivered to the facility. If the waste is Unacceptable Waste, Recycle Minnesota has the right to reject it. H. SPECIAL HANDLING: If Recycle Minnesota elects to handle, rather than reject, Unacceptable Waste, Recycle Minnesota shall notify the City and shall have the right to manage the same in the manner deemed most appropriate by Recycle Minnesota given the characteristics of the Unacceptable Waste. Recycle Minnesota may assess and the City shall pay additional fees associated with the City's delivery of Unacceptable Waste, including, but not limited to, special handling or disposal charges, and costs associated with different quantities of waste, different delivery dates, modifications in operations, specialized equipment employed, and other operational, environmental, health, safety or regulatory requirements. Recycle Minnesota will notify the City of the estimated cost of the handling and disposal costs before completing the work. After that notification, the City will have the option to make separate arrangements for the handling and removal of said Unacceptable Waste. I. TITLE AND OWNERSHIP: Title to and ownership of Acceptable Waste shall pass to Recycle Minnesota upon its acceptance of the waste or handling of Unacceptable Waste. 4. PAYMENT A. Transload Fee: The City will pay $8.50 per ton to transload waste for delivery to Red Wing Resource Recovery Facility. B. Transfer Fee: The City will pay$240.00 per load transported to the City of Red Wing. The city will pay an increased rate of$483.00 for loads that don't have a backhaul load. C. Alternate Disposal Fee: The City will pay$90.00 per ton to transload, transfer and dispose of waste to an alternate location that is diverted under the provisions of this agreement. 5. ACCESS TO DOCUMENTS This Agreement is subject to the requirements in Minnesota Statute Sec. 16C.05, subd. 5. 6. FORCE MAJEURE Neither party shall be in default for its failure to perform or delay in performance caused by events beyond its reasonable control, including, but not limited to, enemy, wars, strikes or other labor disturbances, riots, disorders, civil disturbances, lightning, fire, storms, floods, washouts, restraints of government or judicial bodies, including restraints in the form of injunctions, orders, rules or regulations prohibiting or modifying performance of this Agreement, sabotage, explosions, governmental preemptions in connection with a national emergency, interference by or erroneous regulations imposed by civil or military authorities, and any other occurrence. In the event any party is unable to carry out any of its obligations of this Agreement, the obligations of that party, with reasonable business efforts being made to resume performance at the earliest practicable time, will be suspended during the event of Force Majeure. 7. TERMINATION A. Either party may terminate this Agreement in the event of a material default by the other party. The termination shall be effective thirty(30) days after written notice has been given to the defaulting party, specifying the nature of the default, unless the default has been cured before the end of the thirty (30) day period. B. This Agreement may be terminated by mutual written agreement of the City and Recycle Minnesota. Neither party will have any further rights against the other party emanating from this Agreement. 8. INSURANCE During the term of this contract Recycle Minnesota shall obtain and keep in force the types and amounts of insurance required pursuant to the City's requirements. 9. INDEMNIFICATION Recycle Minnesota agrees to indemnify, defend, and hold the City harmless from and against any and all liability(including reasonable attorneys' fees) to third parties, which the City may be responsible for or pay out, as a result of bodily injuries (including death), property damage, or any violation or alleged violation of law, to the extent caused by Recycle Minnesota's breach of this Agreement or by any negligent act, negligent omission, or willful misconduct of Recycle Minnesota or its employees, agents or contractors or subcontractors in the performance of this Agreement provided, however, that RECYCLE MINNESOTA's indemnification obligations will not apply to occurrences involving Nonconforming Waste. The City agrees to indemnify, defend, and hold Recycle Minnesota harmless from and against any and all liability (including reasonable attorneys'fees) to third parties, which Recycle Minnesota may be responsible for or pay out as a result of bodily injuries (including death), property damage, or any violation or alleged violation of law to the extent caused by the City's breach of this Agreement or by any negligent act, negligent omission or willful misconduct of the City or its employees, agents or contractors or subcontractors, in the performance of this Agreement or the City's use, operation or possession of any equipment furnished by Recycle Minnesota. Except for these indemnity obligations above, neither party shall be liable to the other for consequential, incidental, or punitive damages arising out of the performance of this Agreement. 10. ENTIRE AGREEMENT This Agreement represents the entire understanding and agreement between the parties regarding the delivery of waste. No supplement, modification or waiver of this Agreement shall be binding unless it is executed in writing. No waiver of any of the provisions of this Agreement shall be deemed or shall constitute a waiver of any other provision hereof, nor shall such waiver constitute a continuing waiver. RECYCLE MINNESOTA CITY OF FARMINGTON Brett Anderson Todd Larson, Mayor a ' McKnight, ity Admi istrator CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 • FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Annual Organizational Matters DATE: January 6, 2020 INTRODUCTION Annually at the first city council meeting of the year, appointments are made to a variety of committees and assignments. DISCUSSION State law requires that the city council address annual organizational matters during its first regular meeting of the year to make certain designations and appointments. The city council has traditionally taken this time to approve the following actions: (1). Acting Mayor—City Council By-laws provide that an Acting Mayor be appointed on a rotating basis in the absence of the Mayor. Councilmember Craig, subject to the second highest number of votes in the 2016 General Election and serving the fourth year of her term, is eligible for appointment as Acting Mayor. (2). Official Publication—The city solicited a quote from the Dakota County Tribune newspaper for legal publications and a quote was received. Farmington no longer has a newspaper with a known office or secondary office located in Farmington. Therefore, due to low cost and high circulation, staff is recommending the Dakota County Tribune be designated as the city's official newspaper. See attachments for further information. (3). City Attorney—Staff recommends re-appointing Joel Jamnik with the firm of Campbell Knutson as City Attorney for the year 2020. A copy of the agreement is attached which does not have an expiration date. (4). Official Depositories—Please refer to the attached memo that identifies official city depositories for fiscal year 2020. (5). Process Servers— The Farmington Police Department is the designated city Process Server for 2020. (6). City Clerk's Bond— State law requires the City Clerk be bonded. The city is covered by a$1,000,000 Faithful Performance bond. (7). Fees and Charges—At the November 18, 2019, City Council meeting, the city council adopted Ordinance 019-749 establishing fees and charges for the year 2020. (8). Boards and Commissions—Interviews will be held on Monday, January 13, 2020, for the purpose of selecting commission candidates. Appointments will be made at the January 21, 2020, City Council meeting. (9). ALF Ambulance Board Appointment Primary and Alternate—A primary and an alternate Councilmember will need to be appointed to the ALF Board for 2020. Councilmember Craig served as the primary representative and Mayor Larson as alternate in 2019. (10). DCC Board of Directors Appointment— Councilmember Hoyt currently serves as Director and Mayor Larson serves as Alternate Director through December 31, 2020. (11). Castle Rock, Empire, Eureka, Farmington(CEEF)Appointment—Appoint a Councilmember to serve on this board in 2020. Mayor Larson currently serves on the CEEF Board. (12). Joint Farmington/Empire Planning Advisory Committee Appointments—Appoint and/or acknowledge a Councilmember, a staff member and Planning Commission representative to this board. In 2019, Councilmember Donnelly, City Administrator David McKnight, and Planning Commission Member Lydia Bjorge served on this committee. (13). Farmington/Castle Rock Discussion Group—Appoint and/or acknowledge a Councilmember, a staff member and Planning Commission representative to this board. In 2019, Mayor Larson, City Administrator David McKnight, and Planning Commission Member John Franceschelli served on this board. (14). Eureka/Farmington Planning Advisory Committee—Appoint and/or acknowledge a Councilmember, a staff member and Planning Commission representative to this board. In 2019, Councilmember Donnelly, City Administrator David McKnight, and Planning Commission Member Krista Tesky served on this board. (15). MUSA Review Committee Appointments—Appoint two Councilmembers to serve on this board in 2020. Councilmembers Donnelly and Bernhjelm currently serve on this board along with Planning Commission Chair Dirk Rotty and member Phil Windschitl. (16). Liquor Operations Committee—Appoint two Councilmembers to serve on this committee in 2020. Mayor Larson and Councilmember Bernhjelm currently serve on this committee. (17). Farmington Intergovernmental Committee—Appoint two Councilmembers to serve on this committee in 2020. Councilmembers Bernhjelm and Craig currently serve on this committee. (18) Dakota Broadband Board—Appoint one member and one alternate to serve on this committee in 2020. Currently Councilmember Hoyt serves as a member and Mayor Larson as the alternate. (19) Dakota Broadband Executive Committee—Appoint Peter Gilbertson as Primary and David McKnight as alternate to the Dakota Broadband Executive Committee for 2020. (20). Appointment of Director and Alternate to LOGIS —Appoint Jennifer Gabbard as Director and Jim Constantineau as Alternate to LOGIS for 2020. (21). Responsible Authority for data practices appointment—Appoint by resolution, City Administrator, David McKnight as responsible authority for data practices and Jennifer Gabbard as compliance officer and Gary Rutherford as responsible authority for law enforcement for 2020. (22). Approve the City Council By-laws as presented. (23). Attached are current City Council Policies for review. The city council should advise of any desired changes. BUDGET IMPACT NA ACTION REQUESTED Make appointments to all of the committees and assignments for 2020 and approve all of the appointments in one motion. ATTACHMENTS: Type Description ❑ Exhibit Worksheet and Exhibits 12a) Annual Organizational Matters MOTION by Bernhj elm, second by Craig as follows: (1). That Councilmember Craig be designated as Acting Mayor from January 6, 2020, through December 31, 2020. (2). That the Dakota County Tribune be designated as the official publication from January 6, 2020,through December 31, 2020. (3). Continue the Agreement for Legal Services with Campbell Knutson, Joel Jamnik as City Attorney for 2020. (4). That Old National Bank of Farmington, Oppenheimer& Co., Inc., RBC Capital Markets and Roundbank (Farmington), be designated as the Official Depositories from January 6, 2020, through December 31, 2020. (5). That all sworn personnel in the Farmington Police Department be designated as process servers for the calendar year 2020. (6). Approve a$1,000,000 Faithful Performance bond for the City Clerk. (7). ORDINANCE NO. 019-749 Establishing Fees and Charges for licenses and permits for 2020 was adopted November 18, 2019. (8). Appointments to Boards and Commissions—Candidates will be interviewed January 13,2020, and appointments will be made at the January 21, 2020, Council Meeting. (9). Appoint Councilmember Craig as the primary and Mayor Larson as the alternate representative to the ALF Ambulance Board. (10). Councilmember Hoyt currently serves as the Director and Mayor Larson as the Alternate Director to the Dakota Communications Center Board of Directors through December 31, 2020. (11). Appoint Mayor Larson as the City's representative to the CEEF Committee. (12). Appoint Councilmember Donnelly, Staff member David McKnight and a Planning Commission member to the Farmington/Empire Planning Advisory Committee. (13). Appoint Mayor Larson, Staff member David McKnight and a Planning Commission member to the Farmington/Castle Rock Discussion Group. (14). Appoint Councilmember Donnelly, Staff member David McKnight, and a Planning Commission member to the Eureka/Farmington Planning Advisory Committee. (15). Appoint Councilmembers Donnelly and Bernhjelm to the MUSA Review Committee. (16).Appoint Mayor Larson and Councilmember Bernhj elm to the Liquor Operations Committee. (17). Appoint Councilmembers Bernhj elm and Craig to the Farmington Intergovernmental Committee. (18). Appoint Councilmember Hoyt as member and Mayor Larson as alternate to the Dakota Broadband Board. (19). Appoint Peter Gilbertson as Primary and David McKnight as alternate to the Dakota Broadband Executive Committee. (20).Appoint Jennifer Gabbard as Director and Jim Constantineau as Alternate to LOGIS for 2020. (21). Appoint by RESOLUTION R05-20 David McKnight as the Responsible Authority for data practices and Jennifer Gabbard as Data Practices Act Compliance Officer and Gary Rutherford as Responsible Authority for law enforcement for 2020. (22). Approve Council By-laws as presented. (23). Approve the Council Policies as presented or advise of any desired changes. APIF, MOTION CARRIED. \ CITY OF 0430 Third St., Farmington,MN 55024 FARM I N GTO N O 651-280-6800 (()) FarmingtonMN.gov TO: Mayor and City Council FROM: David J. McKnight, City Administrator SUBJECT: 2020 Official Newspaper DATE: January 6, 2020 INTRODUCTION Each year the City Council designates an official newspaper for publications for city business. This action is taken at the first meeting of the year as a part of the organizational matters. DISCUSSION The City Attorney has developed the form that the newspapers use to send in their proposals. State statute 331A.04 deals with the designation of a newspaper for official publication for the city. A copy of state statutes 331A.01 (definitions) and 331A.04 are included with this memo for your review. The city shall designate a qualified newspaper in the following priority: 1. The known office of issue located within the city shall be designated. 2. When no qualified newspaper has a known office of issue located in the city, a newspaper that has a secondary office located in the city shall be designated. 3. If no known office of issue or secondary office is located in the city, a qualified newspaper of general circulation shall be designated. The City Council may ignore the priorities by state statute and select any qualified newspaper if all of the following conditions are met: 1. The newspaper is a qualified medium of official and legal publication. 2. The publisher of the newspaper furnishes a sworn statement covering a period of at least one year ending no earlier than 60 days before designation of the newspaper, stating that the newspaper's circulation reaches not fewer than 75%of the households within the city. 3. The newspaper has provided regular coverage of the proceedings of the governing body of the city and will continue to do so. 4. The city votes unanimously to designate the newspaper. The city has received one proposal for our official newspaper for 2020,from the Dakota County Tribune. All of the information submitted by the newspaper is included with this memo for your review. Farmington does not have a newspaper with their known office or secondary office of issue within the city of Farmington. Following is the pricing information submitted: Number of Characters per line Type Size Price per Inch Dakota County Tribune 36 7 $5.50 BUDGET IMPACT The costs for publishing required information in our official newspaper are included in various budgets in the 2020 city budget. ACTION REQUESTED Due to low cost and high circulation, city staff recommends that a motion be made to designate the Dakota County Tribune as the official newspaper for 2020. 1 MINNESOTA STATUTES 2017 331A.02 331A.02 REQUIREMENTS FOR A QUALIFIED NEWSPAPER. Subdivision 1. Qualification.No newspaper in this state shall be entitled to any compensation or fee for publishing any public notice unless it is a qualified newspaper.A newspaper that is not qualified must inform a public body that presents a public notice for publication that it is not qualified.To be qualified,a newspaper shall: (a)be printed in the English language in newspaper format and in column and sheet form equivalent in printed space to at least 1,000 square inches,or 800 square inches if the political subdivision the newspaper purports to serve has a population of under 1,300 and the newspaper does not receive a public subsidy; (b)if a daily,be distributed at least five days each week.If not a daily,the newspaper may be distributed twice a month with respect to the publishing of govermnent public notices. In any week in which a legal holiday is included,not more than four issues of a daily paper are necessary; (c)in at least half of its issues each year,have no more than 75 percent of its printed space comprised of advertising material and paid public notices. In all of its issues each year,have 25 percent, if published more often than weekly, or 50 percent,if weekly,of its news columns devoted to news of local interest to the community which it purports to serve.Not more than 25 percent of its total nonadvertising column inches in any issue may wholly duplicate any other publication unless the duplicated material is from recognized general news services; (d)be circulated in the political subdivision which it purports to serve,and either have at least 400 copies regularly delivered to paying subscribers, or 250 copies delivered to paying subscribers if the political subdivision it purports to serve has a population of under 1,300, or have at least 400 copies regularly distributed without charge to local residents,or 250 copies distributed without charge to local residents if the political subdivision it purports to serve has a population of under 1,300; (e)have its known office of issue established in either the county in which lies,in whole or in part,the political subdivision which the newspaper purports to serve,or in an adjoining county; (f)file a copy of each issue immediately with the State Historical Society; (g)be made available at single or subscription prices to any person or entity requesting the newspaper and making the applicable payment,or be distributed without charge to local residents; (h)have complied with all the foregoing conditions of this subdivision for at least one year immediately preceding the date of the notice publication; (i) between September 1 and December 31 of each year publish a sworn United States Post Office periodicals-class statement of ownership and circulation or a statement of ownership and circulation verified by a recognized independent circulation auditing agency covering a period of at least one year ending no earlier than the June 30 preceding the publication deadline.When publication occurs after December 31 and before July 1,qualification shall be effective from the date of the filing described in paragraph(j)through December 31 of that year; and (j)after publication,submit to the secretary of state by December 31 a filing containing the newspaper's name,address of its known office of issue,telephone number,and a statement that it has complied with all of the requirements of this section.The filing must be accompanied by a fee of$25.The secretary of state shall make available for public inspection a list of newspapers that have filed.Acceptance of a filing does not constitute a guarantee by the state that any other qualification has been met. Copyright®2017 by the Revisor of Statutes,State of Minnesota.All Rights Reserved. 331A.02 MINNESOTA STATUTES 2017 2 Subd.2. [Repealed,2004 c 182 s 33] Subd.3.Publication;suspension;changes.The following circumstances shall not affect the qualification of a newspaper;invalidate an otherwise valid publication,or invalidate a designation as official newspaper. (a)Suspension of publication for a period of not more than three consecutive months resulting from the destruction of its known office of issue,equipment,or other facility by the elements,unforeseen accident, or acts of God or by reason of a labor dispute. (b)The consolidation of one newspaper with another published in the same county, or a change in its name or ownership,or a temporary change in its known office of issue. (c) Change of the day of publication,the frequency of publication,or the change of the known office of issue from one place to another within the same county.Except as provided in this subdivision,suspension of publication,or a change of known office of issue from one county to another,or failure to maintain its known office of issue in the county,shall deprive a newspaper of its standing as a qualified newspaper until it again becomes qualified pursuant to subdivision 1. Subd.4.Declaratory judgment of legality.A person interested in a newspaper's qualification under this section may petition the district court in the county in which the newspaper has its known office of issue for a declaratory judgment to determine whether the newspaper is qualified. Unless filed by the publisher; the petition and summons shall be served on the publisher as in other civil actions. Service in other cases shall be made by publication of the petition and summons once each week for three successive weeks in the newspaper or newspapers the court may order and upon the persons as the court may direct. Publications made in a newspaper after a judgment that it is qualified but before the judgment is vacated or set aside shall be valid.Except as provided in this subdivision,the Uniform Declaratory Judgments Act and the Rules of Civil Procedure shall apply to the action. Subd. 5.Posting notices on Web site.If, in the normal course of its business, a qualified newspaper maintains a Web site, then as a condition of accepting and publishing public notices, the newspaper must agree to post all the notices on its Web site at no additional cost. The notice must remain on the Web site during the notice's full publication period. Failure to post or maintain a public notice on the newspaper's Web site does not affect the validity of the public notice. History: 1984 c 543 s 21; 1985 c 174 s 1; 1Sp1985 c 13 s 315; 1987 c 30 s 1; 1987 c 286 s 1; 1988 c 682 s 42; 1990 c 395 s 1; 1991 c 205 s 17; 1997 c 137 s 13;2001 c 38 s 1; 2004 c 182 s 8-11;2009 c 152 s5 Copyright C 2017 by the Revisor of Statutes,State of Minnesota.All Rights Reserved. e . - MEDIA December 4, 2019 Ms. Cynthia Muller City of Farmington, 430 Third Street Farmington, MN 55024 Dear Ms. Muller, Please accept the following bid from the Dakota County Tribune for legal newspaper designation for the Coty Of Farmington. This newspaper is qualified by the State of Minnesota as a legal newspaper under Minnesota Statutes Section 331A.02, Subd. 1. The following rate structure for legals is effective January 1, 2020: First insertion: $5.50 per column inch Characters per inch: 320 Lines per inch: 9 A notarized affidavit will be provided for each notice published. Additional affidavits are$2.50 each. A $20.00 charge will be assessed on legal notices that require typing. All published legal notices are posted on the Sun Thisweek/Dakota County Tribune website at no additional charge. The Dakota County Tribune is published weekly on Fridays. The deadline is 10:00 a.m. on Tuesdays for publication on Friday of the same week. Please email legal notices to publicnotice( ecm-inc.com. Thank you for considering the Dakota County Tribune as the official newspaper for School District 14 for the upcoming year. We appreciate the opportunity to serve the needs of your district. Sincerely, itAite!'- __ Steve Gall Advertising Director 15322 Galaxle Avenue Suite 219•Apple Valley,MN 56124•970.343.0407•SUNTHISWEEK.COM EXHIBIT A FARMINGTON OFFICIAL NEWSPAPER PROPOSAL Submission Date: 11.25.19 Name of Publication: Sun This Week/Dakota County Tribune Name of Publisher: Sun Newspapers-ECM Adams Publishing Group Contact Person and Method/Means of Contact:Bids—Steve Gall steve.gall@ecm-inc.corrl Submitting legals for publication: Tonya Orbeck pub'icnotice@ecm-inc.com Customer Service— tonya.orbeck@ecnl-inc.com Specify address for the Known Office of Issue for your paper: 15322 GALAXIE AVENUE Suite 219•APPLE VALLEY,MN 55124 Specify address for the Secondary Office of Issue for your paper: 10917 VALLEY VIEW ROAD,EDEN PRAIRIE,MN 55344 Note;if your newspaper has a Secondary Office within the City of Issue and wishes to be considered for designation pursuant to the exception provided in law,please include the following: a sworn statement by the newspaper publisher, verified by a recognized independent circulation auditing agency,covering a period of at least one year ending no earlier than 60 days before designation of the newspaper, stating that the newspaper's circulation reaches not fewer than 75 percent of the households within the political subdivision; the newspaper has provided regular coverage of the proceedings of the governing body of the political subdivision and will continue to do so. Please also note that the law authorizes designation under this exception only if the governing body votes unanimously to designate the newspaper and,if the circulation of a newspaper designated under this subdivision falls below 75 percent of the households within the political subdivision at any time within the term of its designation as official newspaper, its qualification to publish public notices for the political subdivision terminates. Provide the approximate readership of the newspaper: 13,100 Provide the circulation or readership within the city of Farmington: Circ: 2,684/Readership 7,247 Provide the circulation within zip code 55024: Circ: 2,709 Readership: 7,316 Provide the delivery method for the newspaper: USPS Frequency of publication: Weekly-Friday Delivery Legal notice deadline: 10:00 a.m.on Tuesdays for publication on Friday of same week. 7018 9 3 Indicate whether newspaper is compatible with Microsoft Word: Yes Indicate whether newspaper is compatible with Adobe Reader: Yes If the newspaper is not compatible with Microsoft Word and Adobe Reader, identify what electronic means the newspaper would use to accept communications from the city: NA Identify the number of characters and spaces that your publication uses per line: 36 Identify the type size,in points,of legal notices(must be a minimum of six points): 7 point w 8 point heading Price per inch for printing legal notices: $5.50 Note;The maximum rate charged for publication of a public notice shall not exceed the lowest classified rate paid by commercial users for comparable space in the newspapers in which the public notice appears,and shall include all cash discounts,multiple insertion discounts,and similar benefits extended to the newspaper's regular customers. Provide the lowest classified rate for commercial users as described above: $10.00 I i 7018 9 4 AFFIDAVIT OF PUBLICATION STATE OF MINNESOTA) )ss. COUNTY OF DAKOTA) Tonya Orbeck being first duly sworn, on oath states as follows: 1. I am the publisher of the Dakota County Tribune, or the publisher's designated agent. I have personal knowledge of the facts stated in this Affidavit,which is made pursuant to Minnesota Statutes §331 A.07. 2 The newspaper has complied with all of the requirements to constitute a qualified newspaper under Minnesota law, including those requirements found in Minnesota Statutes§331A.02. 3. The publisher's lowest classified rate paid by commercial users for comparable space, as determined pursuant to§331A.06, is as follows: $10.00 per column Inch. 4. [NEW] Mortgage Foreclosure Notices[Effective 7/1/15]. Pursuant to Minnesota Statutes§580.033 relating to the publication of mortgage foreclosure notices:The newspaper's known office of issue is located in Dakota County.The newspaper complies with the conditions described in§580.033,subd. 1, clause(1)or(2). If the newspaper's known office of issue is located in a county adjoining the county where the mortgaged premises or some part of the mortgaged premises described in the notice are located, a substantial portion of the newspaper's circulation is in the latter county. Signature Subscribed and sworn to before me on this)k4ay of Ce.i'YLbu'_ ?1)9 ERICA MARIE WILSON . _1 NOTARY PUBLIC-MINNESOTA /W��`/" V• � `i • My ComgN&Rb11 Erect Jen.31,2021 Notary Public a I!OU � : Statement ofOeabrsidp,Management,and Circulation SE •(All Periodicals Publications Except Requester Publications) 1.Meciao FMe 2.PdbcetlwNmb, a.Fa+q Dote Dakota Doty Triune ...■Om©©0 8.27.19 I Whammy e,Nxrherd bumRbhhsdMeaVc Dam!SubsaMban Wee -Ride 52 5.00 1.Coagk%MdirgMdreudxmm Me elMkeoon(Ntpdded Corded tem Met ab;aoeO;a N. d1A4') $At:simmons 16322 GalaxIe Ave 8219 Tdepan AaacbawroAy Apple Valley,MN 65124•Dakota County 763-424.7370 aCambuNdYpMaessdkadluaenaGeneral BMus Med Pubis*pommy 15322 Gala*Aye 8219 Apple Valley,MN 55124 P.MlboesmdCanpbb Oiling Moues clMlabe,Mond banging EMM(Doable», k) Mier pbmeasmmoymemerrgamae) Mark Weber-16322 GalacleAve 8218,Apple Valley,MN 55124 aora maeadenapkamalawakhW Kelt Anderson•15322 Ude Ave 8219,AppleValley,MN 55124 Mabany bar(NmeWeonpabme'1ga*** 10.Owner(Donol leave blank.Hary pabikanan b owne 1bye corporaaeo phro tie same and address Who corpwaoon Immediately followed byte men end eddqssss of estockholders owning onholding Ipescenlornees the toe emote or sto .V not owned bye capaa0on, ohs the names andaddnases of @ekageldual owmrs.dewed byapa0enahlO or other unincorporated fine,ghro Os name and address on wee as those ebb dealmeldthe puoOahbn b pid0shedbye nonpnot onpanimias eh,b named address.) 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(.9) AGREEMENT FOR LEGAL SERVICES BETWEEN THE CITY OF FARMINGTON AND CAMPBELL KNUTSON,Professional Association THIS AGREEMENT, effective January 1, 2019, is by and between the CITY OF FARMINGTON, a Minnesota municipal corporation ("City") and CAMPBELL KNUTSON, Professional Association,a Minnesota corporation("Attorney"). NOW, THEREFORE, in consideration of the mutual undertakings herein, the parties hereto agree as follows: 1. SERVICES AND RELATIONSHIP. A. The Attorney shall furnish and perform general civil municipal and criminal prosecution legal services for the City. B. The Attorney shall be engaged as an independent contractor and not as a City employee.The Attorney is free to contract with other entities. 2. TERM. A. The Attorney shall serve at the pleasure of the City Council, and this Agreement may be terminated without cause by action of the City Council. B. The Attorney may terminate this Agreement at any time,provided that the Attorney shall give the City ninety(90)days written notice before the termination becomes effective. 3. FEES. A. Campbell Knutson will provide civil municipal and criminal prosecution legal services to the City,billed at the following hourly rates with a minimum increment of two-tenths of an hour: •1 167961v4 • Civil Municipal 2019 2020 Partners $167.00 $172.00 Associate Attorneys $146.00 $150.00 Legal Assistants/Law Clerks $90.00 $93.00 Legal services included are: • Attending all City Council meetings, other City board, commission or committee meetings as required by the City Council or City Administrator. • Drafting ordinances, resolutions, and correspondence as requested, not including comprehensive revisions or updates of official controls or codification of the City Code. • Reviewing all Council and Planning Commission agenda items and minutes. • Meetings and/or telephone conversations with and advising Mayor, Councilmembers, City Administrator, Department Heads and other staff on general legal matters. • Reviewing municipal contracts, including contracts for public improvements, developments,joint powers agreements,construction and purchase of equipment. • Consulting on employment related issues. • Researching and submission of legal opinions on municipal or other legal matters requested by City staff or City Administrator. • Meetings with the City Administrator and Department Heads as needed to review Council agenda items, the status of all legal matters before the City and, as requested, the provision of a written status report on current litigation and unresolved matters. • Providing a legal briefing as requested to the City staff and Council regarding new or proposed legislation affecting municipal operations and activities. • Providing, on a periodic basis, written updates and training on new state or federal legislation or judicial decisions impacting the City, and suggesting action or changes in operations or procedures to assure compliance. • Reviewing bonds, deeds, securities and insurance requirements required by and for City contracts or activities. • Reviewing documents submitted by bond counsel involving the issuance of debt or debt related instruments and provide opinions as requested or required. • Civil litigation,condemnation and other civil actions. B. Prosecution: Campbell Knutson will provide criminal prosecution legal services to the City,billed at the following hourly rates: Prosecution 2019 2020 Partners $157.00 $162.00 Associate Attorneys $141.00 $145.00 Legal Assistants/Law Clerks $90.00 $93.00 2 167961v4 C. Pass Through: The customary hourly rate of the attorney doing the work,ranging from $160.00 to $320.00 per hour, for legal services that are to be passed through to third parties according to the City's policies. D. Costs: Out-of-pocket costs without mark-up. Costs include: • Westlaw research • Recording/filing fees • Postage of 50$or more • Photocopies at 20$per copy • Color copies at 40$per copy • Miscellaneous litigation E. Payments for legal services provided the City shall be made in the manner provided by law. The City will normally pay for services within thirty(30)days of receipt of a statement for services rendered. 4. INSURANCE. The Attorney will purchase and maintain sufficient insurance to protect Attorney against claims for legal malpractice. 5. MISCELLANEOUS. A. Governing Law: This Agreement shall be governed by the laws of the State of Minnesota. B. Assignment: The Attorney may not assign or refer any of the legal services to be performed hereunder without the written consent of the Farmington City Council. C. Conflicts: Attorney shall not accept representation of a new client that constitutes a conflict of interest with the City. The Attorney shall handle any conflict that arises with the City in the same manner as the Attorney handles conflicts with any other public client. If a conflict develops between an existing public client of Attorney and the City, such that Attorney has an ethical conflict of interest,Attorney shall inform the City of the conflict. Attorney may: 3 167961v4 i) withdraw from representation of both parties; ii) represent both parties with the informed consent of both parties;or iii) represent one client and withdraw from representation of the other client, with the informed consent of that client. D. Effective Date: This Agreement shall become effective upon its execution by the City and the Attorney, and the new rates will take effect on January 1 of each respective year. This Agreement shall not be modified or amended without the approval in writing of the Farmington City Council. Dated: ) ,2017. CITY OF FARMINGTON By. odd Larson,Mayor ''� By: (- avid Mc ,City Administrator Dated: /1 3° ,20 K CAMPBELL KNUTSON s* Imp t. By. = � — �oe ..Jr: dr esident By: AllLf<�/ Elliott`,: Knetsch,Vice President 4 167961v4 �yJ CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N ® 651-280-6800 0 FarmingtonMN.gov TO: Mayor, Councilmembers FROM: David McKnight, City Administrator SUBJECT: Official Depositories of City Funds DATE: January 6, 2020 INTRODUCTION Each year,official depositories of funds have been designated by the City Council. In accordance with statute and city policy,the following vendors are recommended as depositories for fiscal year 2020: Old National Bank Oppenheimer& Co., Inc. RBC Capital Markets Roundbank(Farmington) These depositories have received and will comply with the city investment policy. There was no change to the investment policy in 2019. BUDGET IMPACT Revenues from investment interest are in the 2020 budget. ACTION REQUESTED Staff is recommending Council designate the above as city depositories for 2020. RESOLUTION NO. R05-20 DESIGNATING DATA PRACTICES RESPONSIBLE AUTHORITY AND DATA PRACTICES COMPLIANCE OFFICER 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 6th day of January 2020 at 7:00 p.m. Members Present: Larson, Bernhj elm, Craig, Hoyt Members Absent: Donnelly Member Bernhj elm and Member Craig introduced and seconded the following: WHEREAS, The Minnesota Data Practices Law requires the city to appoint a Responsible Authority. NOW, THEREFORE, BE IT RESOLVED the City Council of Farmington, Minnesota, hereby appoints David McKnight, City Administrator, as the Responsible Authority pursuant to Minnesota Data Practices statutes and Gary Rutherford, Police Chief as Responsible Authority for law enforcement. BE IT FURTHER RESOLVED that the City Council hereby appoints Jennifer Gabbard, Human Resources Director as Data Practices Compliance Officer. This resolution adopted by recorded vote of the Farmington City Council in open session on the 6th day of January 2020. Mayor Attested to the v5:4' day of January 2020. JI/Kbi Cit dministrator SEAL 6a) CITY COUNCIL BY-LAWS SCOPE These by-laws are proposed pursuant to the provisions of Title I, Chapter 5, Section 2 of the Farmington City Code. 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 city council shall be held on the first(1st) and third(3rd)Monday of each month at 7:00 p.m. 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. SUED.2 - Special meetings of the city council may be called by the Mayor or by any two members of the city council in writing,filed with the Clerk. At least three days before the meeting,the Clerk shall notify each member of the time,place and purpose of the meeting by electronic notice to be sent to him/her personally. At least three days prior to the meeting,the Clerk shall also post notice of the meeting and notify each person who has filed a written request for notice of special meetings. Emergency meetings may be held because of circumstances that,in the judgment of the city council, require immediate attention. Notification requirements shall be suspended for special meetings except that the Clerk must make a good faith effort to contact each city council member and persons filing a request for written notice. 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 Councilmembers shall be a valid meeting for the transaction of any business that may come before the meeting. SUBD.3 -At the first regular city council meeting in January of each year,the city council shall: (1) designate the depositories of city funds; (2) designate the official newspaper; (3)pursuant to this section,choose an Acting Mayor from the trustees,who shall perform the duties of the Mayor during the disability or absence of the Mayor from the city, or in case of a vacancy in the office of Mayor, until a successor has been appointed and qualifies. The Acting Mayor shall be selected as follows: Odd Numbered Year-Member serving third year of term who received the most votes when elected; Even Numbered Year-Member serving fourth year of term who received the second most votes when elected. SUBD. 4 -Commission appointments for boards and commissions shall be made at the second regular meeting of each year. All appointments will be made from applications that have been filed with the Clerk. All applications submitted shall be retained for a period of one year to serve as a file from which appointments can be made during the year if needed. SUED. 5 -All city council meetings, as defined by State Law, including special and adjourned meetings shall be open to the public. The city attorney or City Administrator shall advise the city council,in writing, as to his interpretations of the State "Open Meeting Law." All new members shall be provided such written interpretation and briefed on such by the city attorney or City Administrator. The attorney or City Administrator shall bring any changes in his interpretation to the attention of the city council, in writing, and have the subject placed on the agenda for discussion. 1 SUBD. 6—The city council shall adopt such policies that will ensure an orderly,mutually respectful and appropriate public meeting atmosphere conducive to the proper conduct of city affairs and business. Rules governing the conduct of the meeting shall be enforceable by the presiding officer, typically the Mayor, or any other such councilmember in the absence of the Mayor. The city council may adopt such rules as a separate city council policy and may make such changes in policy as deemed appropriate. SECTION II-PRESIDING OFFICER; RULES OF ORDER SUBD. 1 -The Mayor shall preside at all meetings of the city council. In the absence of the Mayor, the Acting Mayor shall preside. In the absence of both,the Clerk shall call the meeting to order and shall preside until the city council members present at the meeting choose one of their members 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 city council shall be conducted in accordance with the following rules of order. A. A motion must be seconded before being considered by the city council, 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 majority vote of the city council. C. A motion will not be subject to debate until it has been stated by the presiding officer and s/he has opened it to debate. D. Each member,while speaking, shall confine him/herself to the question at hand and avoid all personal,indecorous or sarcastic language. E. Whenever any member of the city council desires to speak on any question which affects him/her personally, s/he shall first vacate his chair and shall not resume his seat until the matter under consideration has been acted upon. He 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 city council. 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 city council from a ruling of the presiding officer. If the appeal is seconded,the appealing member may speak first on the reason for his 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 Clerk and shall be closed at noon on the Wednesday preceding the meeting for publication purposes. Items added after this time must be listed as supplemental and presented to city council under the"Approve Agenda" section of the meeting. SUBD. 2 - The agenda packet shall be distributed electronically to the city council by 6:00 p.m. on the Thursday preceding the city council meeting. SUBD. 3 -Any councilmember can place an item on the agenda by so instructing the Clerk. SUBD. 4 -No item shall be placed on the agenda unless the item is expressed in such a way as to clearly show the subject matter involved. SUBD. 5 -The agenda shall be subject to approval by a majority vote of the members present. Items not on the agenda may be discussed,but no action may be taken if any member objects. SUBD. 6 -A consent agenda may be included as part of the agenda,to be approved by a unanimous vote of the city council. Items may be removed from the consent agenda by request of the Mayor or councilmembers. SECTION IV- ORDER OF BUSINESS SUED. 1 -Each meeting of the city council shall convene at the time and place appointed therefore. City council business shall be conducted in the following order: (1) Call to Order (2) Pledge of Allegiance (3) Roll Call (4) Approve Agenda (5) Announcements (6) Citizen Comments (7) Consent Agenda (8) Public Hearings (9) Award of Contracts (10) Petitions,Requests and Communications (11) Unfinished Business (12) New Business (13) City Council Roundtable 3 (14) Adjourn SUED.2 - The order of business may be varied by the presiding officer,with the scheduled time of a public hearing publicly specified as concurrent with that of the time of the city council meeting. Public hearings scheduled shall then be opened by the presiding officer in the order they appear on the agenda, or may be varied to facilitate the efficient conduct of city council business. SUBD. 3 -Each person shall be allowed a maximum of five minutes to address the city council under Citizen Comments. SECTION V-MINUTES SUBD. 1 -Minutes of each city council meeting shall be kept by the Clerk, or,in his absence,his designee. In the absence of both,the presiding officer shall appoint a secretary pro tem. Ordinances, resolutions and claims need not be recorded in full in the minutes if they appear in other permanent records of the Clerk and can be accurately identified from the description given in the minutes. SUED.2 -The minutes of each meeting shall be reduced to typewritten form, shall be signed by the taker,and included in the agenda packet for approval at the next city council meeting. The minutes are placed under the consent agenda. The minutes need not be read aloud, but a member shall request the minutes be pulled from the consent agenda for separate vote if there are any additions or corrections or the member was absent from the meeting and would need to abstain from voting on said minutes. SUED.3 -Executive sessions recorded pursuant to State Law shall follow State guidelines. SUED. 4 -The minutes shall substantially follow the following format: MINUTES CITY COUNCIL MEETING (REGULAR OR SPECIAL)MEETING DATE 1. Presiding officer,time and place of meeting. 2. Members Present and Absent,time any member arrives late or leaves early. The time shall also be recorded in the text of the minutes. 3. Summaries of all discussions, communications, decisions,including a copy of each motion exactly as stated,whether or not the motion had a second and, if so,whether or not it was adopted,and a record of the vote. (Complete copies of resolutions or ordinances are not required to be recorded as part of the minutes.) 4. Time of adjournment. SECTION VI-QUORUM AND VOTING SUBD. 1 -At all city council meetings a majority of all the councilmembers elected shall constitute a quorum for the transaction of business. SUBD. 2 -The votes of members on any question pending before the city council shall be by roll call, except for the following agenda items: approval of the agenda; approval of the minutes; 4 approval of the consent agenda; and adjournment. The Clerk 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- ORDINANCES,RESOLUTIONS,MOTIONS,PETITIONS AND COMMUNICATIONS SUBD. 1 -If requested by any member of the city council, every ordinance and resolution shall be presented in writing and shall be read in full before a vote is taken thereon. All motions shall be recorded in the minutes and stated in full before they are submitted to a vote by the presiding officer. All petitions and other communications addressed to the city council shall be in writing and shall be read in full upon presentation of the same to the city council. They shall then be recorded in the minutes by title and filed in the office of the Clerk. SUBD.2-Every ordinance and resolution passed by the city council shall be signed by the Mayor, attested by the Clerk, and filed by him/her in the ordinance or resolution electronic file. Proof of publication of every ordinance shall be on file in the office of the Clerk. SUBD.3 -Every ordinance and resolution repealing a previous ordinance or resolution or a section or subdivision thereof shall give the number,if any, and the title of the ordinance or resolution to be repealed in whole or in part. No ordinance or resolution or section or subdivision thereof, shall be amended by reference to title alone,but such an amending ordinance or resolution shall set forth in full each section or subdivision to be amended. SECTION VIII-ADMINISTRATOR REVIEW SUBD. 1 -The city council shall conduct an annual review of the city administrator. The procedure shall be substantially as follows: A. The administrator shall distribute a city council approved evaluation form on or before the anniversary of the administrator's appointment. B. Councilmembers shall complete the prescribed form and schedule a special meeting to evaluate the administrator based upon the written evaluations submitted. C. The completed evaluation form shall be submitted to the city attorney within 21 days from the date the evaluation document is received by city council. D. The city attorney shall tabulate the results of the evaluation without any reference to individual councilmembers. E. The city council shall consider the tabulated results during a regular meeting following the special meeting to evaluate the administrator and may take action accordingly. SECTION IX-BOARDS AND COMMISSIONS;MINIMUM PERFORMANCE SUBD. 1 -There shall be submitted to the city council at the first meeting of January of each year, an attendance report of various boards and commissions and the city council. 5 SUED.2—Attendance reports shall be submitted to the city council on the following citizen involvement in boards and commissions: Water Board,Planning Commission,Parks and Recreation Advisory Commission,Rambling River Center Advisory Board, and Economic Development Authority. SUBD. 3 -Reports shall state the number of regular and special meetings held and the total number of meetings attended by each member. SUBD.4 -It shall be the goal of the city council to meet at least one time per year with each board and commission on an informal basis. Such meeting shall not be held in conjunction with a regularly scheduled meeting of the city council,board or commission. SECTION X-AUTHORIZED EXPENDITURES AND REIMBURSEMENTS SUBD. 1 -Definitions For the purpose of this section,the following terms shall have these meanings given them. Authorized Person: The Mayor or any Councilmember. Authorized Expenditure: Expenditures made on behalf of the city for a public purpose as determined by the city council. Authorized expenditures shall include,but not be limited to,the following: Travel (except auto mileage within 25 miles),meals,registration,tuition,course materials. Official Function: Any function which is for a public purpose as determined by the city council. Official functions shall include,but not be limited to,the following: city council meetings outside of the city limits,League of Minnesota Cities functions,training sessions, education courses, official city business,legislative meetings, seminars,meetings where city representation is requested. SUBD.2 -An authorized person may be reimbursed for all authorized expenditures incurred for attending an official function provided that the following conditions are met: A. The expenditures must be for a public purpose as determined by the city council. B. The city council must be authorized to make the expenditure. C. The money must have actually been spent on behalf of the city,except as provided under Subdivision 3(C)(2). D. The city council has approved the request to attend an official function except as provided under Subdivision 3(C)(1). SUED.3 -Procedure: A. A request to attend an official function, or to request reimbursement for attending an official function shall be submitted to the city council on an authorized form for consideration as soon as reasonably possible. B. The city council shall either approve the request provided that the conditions set forth under Subdivision 2(A)(B)(C)are met, or deny the request. 6 C. The person may submit a list of itemized expenditures on an authorized form for city council action as follows: 1. Reimbursements for expenses may be submitted for city council consideration. 2. The city council may advance the estimated cost of traveling to and attending the function, provided the person submits a list of itemized authorized expenditures, and reimburse the city for any unused portion. SUBD. 4 -The Mayor shall be reimbursed on a monthly basis as set forth in the annual operating budget,provided that the Mayor submit an affidavit of expenses for the allocated amount. SECTION XI-SUSPENSION OR AMENDMENT OF 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 city council after notice has been given at some preceding city council meeting. SECTION XII-EFFECTIVE DATE SUBD. 1 -These by-laws have been adopted by the city council on the 6th day of September, 1983 and become effective on the first day following publication of the same in the official newspaper. Adopted: 9/6/83 Effective: 10/3/83 Reviewed: 1/3/12, 1/7/13, 1/6/14, 1/5/15, 1/4/16, 1/3/2017, 1/2/18, 1/7/19; 1/6/20 Amended: 8/03/87, 1/21/92, 4/20/92, 8/17/92, 2/01/93,7/18/94, 9/06/94, 1/17/95, 1/16/96, 3/03/97, 11/03/97, 1/05/98,2/1/99, 1/18/05,2/2/09, 1/3/12; 1/5/15, 7/5/2016, 1/2/18, 1/7/19 7 COUNCIL POLICY- 01 Council-Resident Complaint Resolution Process The handling and resolution of resident complaints is a very high service priority for council and staff. In order to effectively and efficiently address resident complaints brought directly to Council members,the following procedures and value statements are proposed: a) If a Council member is uncertain as to the proper referring department of a resident service complaint, she or he is encouraged to contact the City Administrator,or if the referring service department is known, the Council member is encouraged to contact the Department Director directly. Consequently, all resident service complaints or process questions should be taken either to the City Administrator or to the affected Department Director to maintain consistency in service communications, accuracy, appropriate management accountability, and general courtesy to the managing director. b) All resident service complaints or concerns are important, however, in order to effectively resolve the issue and maintain consistency in resolving existing service priorities, a reasonable amount of time may be required to address the issue in the order received. In complaint situations where the level of difficulty is high and/or some amount of time is needed to focus organizational resources on the issue, Council members and the respective resident will be updated on the status. c) In situations where either the City Administrator or Department Director is unavailable, leaving a detailed message on voice mail is encouraged. Staff will respond to these messages within a reasonable amount of time, usually within the day or next business day at the latest. d) The reporting Council member will receive service feedback on the complaint by the responding department director/designated staff person or the City Administrator upon resolution or as may be requested by the Council member. e) Once the resident service complaint is brought to the attention of the City Administrator/Department Director, it is expected that staff will handle the issue exclusively to ensure direct communications with the resident, and will handle the issue in question according to the City Code, professional judgment and reasonable service time frames. f) Council members are encouraged to refer the resident to the appropriate department director, or indicate that the administrator or department director will contact them on their respective concerns. Adopted 10/6/97 COUNCIL POLICY-02 Council-Staff Communication Protocol In order to maintain a consistent, open, and mutually productive relationship, it is encouraged that Council members communicate with the administrator or appropriate department director on all service related issues. It is important that when a service related issue affecting the organization is in question, that the administrator or affected department director is notified to provide Council with a senior level management response. Adopted 10/6/97 COUNCIL POLICY-03 Council Expectations of Staff Work Assignments All City-related issues will be objectively and professionally reviewed by staff. Staff research and concluding opinions will be based upon all available relevant sources of data, and based upon respective staff expertise. Staff is hired to provide Council with professional expertise on a variety of subjects and issues to be presented in an unbiased, objective manner. Council is free at all times to question staff rationale, process, and procedures issues and associated background information,but should allow staff to exercise their professional judgment with confidence. Adopted 10/6/97 COUNCIL POLICY-04 Council-Management Team Statement of Commitment to Productive Working Relationship Council and staff roles are mutually supportive and respectful; committed to working together as a team. Keeping communication lines open, mutually respectful and honest are key to a productive, high-quality and mentally healthy work environment. Staff respects Council's role as that of preeminent policy maker on all issues affecting the community. Conversely, Council respects the management team's role as professional, competent managers committed to implementing Council policies in a credible, considered, and objective manner. Adopted 10/6/97 COUNCIL POLICY-05 CITY COMMISSION APPOINTMENT PROCESS Policy Purpose The purpose of this policy is to set forth the procedures to be used in appointing interested citizens to the City Commissions. The appointment of citizens to City advisory commissions and boards shall be made by the City Council on an annual basis to fill all expired terms. The Council shall conduct interviews of all qualified candidates to consider relevant qualifications and interests, and appoint such members as the Council deems in the best interest of the City. Commission seats vacated by resignation and/or removal shall be appointed by first reviewing any applications on file and/or any requests to be appointed by interested citizens having taken notice of an existing vacancy. If no applications are on file,the City shall solicit applications for appointment by advertisement in the legal newspaper and other public mediums as appropriate. Appointments to fill seats vacated by resignation and/or removal shall coincide with the normal expiration date of the seat and shall be made as soon as practical. Appointments to fill vacated seats during an unexpired term shall be in accordance with the City Code. Adopted 10/6/07 COUNCIL POLICY—06 Council Meeting/Public Hearing Citizen Participation Protocol POLICY PURPOSE The purpose of this policy is to establish guidelines for citizen participation at public meetings that will ensure that the following Council objectives are achieved. • Welcome and encourage citizen comments on matters of interest or concern • Preserve and promote the accurate exchange of information • Preserve the equal rights of citizens to communicate their views • Provide for an orderly,courteous,and efficient meeting • Provide adequate time for Council to review and consider agenda items COUNCIL MEETING The following Council meeting guidelines are established and shall be enforceable by the Mayor or presiding Council member. The following guidelines may be amended by a majority vote of Council. 1. Questions are to be addressed to Council during the meeting; citizens are encouraged to contact City staff prior to or following the Council meeting for further information. Council is free to call upon or direct a question to staff as necessary or appropriate. 2. A citizen desiring to speak may do so only after being recognized by the Mayor. Upon recognition, the citizen should approach the podium and clearly state his/her name and address. 3. To allow for equal time, citizens are limited to five (5) minutes to address Council. 4. Complaints or concerns expressed during `Citizen Comments', and not on a regular Council meeting agenda, will be responded to by the next regularly scheduled Council meeting and placed on the Council Agenda. Citizens will receive a copy of the City's response prior to the next meeting. PUBLIC HEARING Citizen testimony, opinions, or questions at a public hearing are encouraged, and are considered by Council in their respective deliberations. The following guidelines are established by Council and are enforceable by the Mayor or the presiding Council member. 1. A member of the City staff will introduce and explain the agenda item. Effective 1/98 Amended 1/05 2. The Mayor will invite public comment and set a time limit for each speaker so that all citizens desiring to address the issue may have the opportunity to do so. A group of persons may select one spokesperson to speak for the group; that person may be granted more time at the Mayor's discretion. 3. A citizen desiring to speak may do so upon recognition by the Mayor. He/she shall approach the podium and state their name and address. Citizens not recognized by the Mayor shall refrain from interrupting a speaker who has been recognized as a matter of general courtesy. 4. Questions should be addressed to Council. Council is free to call upon or redirect a question to a staff member. Citizens are encouraged to contact staff members prior to or following the public hearing to obtain further information. 5. Each citizen will be permitted to address Council once during the meeting. At the Mayor's discretion, second comments may be heard if time exists or if new information is to be presented. 6. After citizen comments have been heard, Council will close the public portion of the hearing and then hold its own discussion on the issue. A decision may be made at this time or postponed until a later meeting. No further public comment on the topic will be allowed unless specifically invited by the Mayor. These guidelines may be amended upon a majority vote of the Council. Effective 1/98 Amended 1/05 COUNCIL POLICY-07 Council Workshop Protocols and Purpose POLICY PURPOSE The purpose of this policy is to establish guidelines and clarify the legislative nature and purpose of a Council Workshop. WORKSHOP DEFINITION Council workshops are special work sessions attended by Council. Designated as special informational opportunities for Council, as a whole, to address, examine, and formulate legislative positions on a variety of complex policy issues affecting the community at local, state, and federal levels. WORKSHOP PROTOCOLS The following guidelines have been adopted by Council to establish an appropriate framework for Council workshops to ensure a productive, team oriented and conducive work session environment. • Because the work sessions are attended by a quorum of the City Council, they are considered public meetings subject to the state Open Meeting Law. • Any Council member may request that a workshop be held to discuss a matter, however, items will only be scheduled for a work session by a majority of the Council. • The Mayor or Acting Mayor, as meeting chair, shall endeavor to provide all members with an opportunity to participate in workshop discussions. • Because Council workshops are primarily held for the benefit of locally elected officials to further study, evaluate, and understand complex community issues and their related policy implications, no official actions will be taken by Council and there may be limits placed on the participation of interested individuals and organizations. • Issues to be studied at Council workshops shall be publicly identified and appropriately publicized. Agendas shall be prepared in accordance with the issues to be discussed by Council. • Workshop meeting dates, when requested and approved by Council, shall be scheduled as needed and meet the requirements of the Open Meeting Law. WORKSHOP FORMAT As the intent of a Council workshop is designed to facilitate a better understanding of legislative issues before Council, members shall have the opportunity to freely express their thoughts, ideas and concerns in order to fully explore the issues before coming to a final policy position. As Council workshops are conducted as an informal work session, all discussions shall be Adopted 10/6/97 considered fact-finding, hypothetical and unofficial critical thinking exercises, which do not reflect an official public position. While individual and group positions may be formed as part of this process,no official vote shall be taken. Should Council express consensus of opinion on any given matter under deliberation at a workshop, Council members reserve the right to modify, amend, or change their positions prior to an official vote. PUBLIC INFORMATION STATEMENT Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of a formal City policy position. Only official Council action normally taken at a regularly scheduled Council meeting should be considered as a formal expression of the City's position on any given matter. This policy may be amended by a majority vote of Council as deemed necessary and appropriate. Adopted 10/6/97