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01.21.20 Council Packet
CITY OF Meeting Location: FARM I N GTO N Farmington City Hall 430 Third Street ,......000•••••••••••7_ '° Farmington, MN 55024 CITY COUNCIL REGULAR MEETING AGENDA JANUARY 21, 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 a) Adopt Resolution Accepting Toys for Town Donations R06-20 b) Certificate of Achievement for Excellence in Financial Reporting Award Acknowledged 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 January 6, 2020, City Council Meeting— Administration Approved b) Approve Minutes of the January 13, 2020, City Council Work Session— Administration Approved c) Acknowledge Annual Open Meeting Law Review—Administration Acknowledged d) Approve Appointments to Boards and Commissions—City Council Approved e) Approve Agreement with Wold Architects and Engineers to Provide Professional Services for Creating Construction Documents for 2020 Building Improvement Projects—Parks Approved f) Adopt Resolution Accepting a Donation to the Rambling River Center— Parks R07-20 g) Approve Agreement with LiveBarn for Video Streaming Services at Schmitz-Maki Arena- Parks Approved h) Acknowledge Fourth Quarter 2019 and Year End New Construction Report and Population Estimate—Community Development Acknowledged i) Approve Land Surveyor's Certificate of Plat Correction for Sapphire Lake 1st Addition—Community Development Approved j) Adopt Resolution Approving a Gambling Event Permit for the Farmington Area Education Foundation—Community Development R08-20 k) Approve Recommendation for Hire Police Department—Human Resources Approved 1) Approve Contract Amendment with Midwest Safety Counselors, Inc. — Human Resources Approved m) Approve Separation Liquor Operations—Human Resources Approved n) Approve Separation Fire Department—Human Resources Pulled o) Approve the 2019 Pay Equity Compliance Report—Human Resources Approved p) Approve Purchase of Senior Space Member Management Software for Rambling River Center - IT Approved q) Approve Bills - Finance Approved REGULAR AGENDA 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Adopt Resolution Awarding the Sale of$1,245,000 General Obligation Equipment Certificates, Series 2020A R09-20 b) Approve Purchase Agreement for a 2020 Pierce Velocity 107' Aerial Ladder Approved c) Adopt Resolution Approving Plans and Specifications and Authorize Advertisement for Bids for Schmitz-Maki Arena Ice Resurfacer Relocation Project R10-20 13. CITY COUNCIL ROUNDTABLE 14. ADJOURN CITY OF Q 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 ���■■ ® FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Gary Rutherford, Police Chief SUBJECT: Resolution Accepting Toys for Town Donations DATE: January 21, 2020 INTRODUCTION In 1988, Police Chief Dan Siebenaler started the Farmington Police Department's Toys for Town program to assist families and children in need during the holiday season. Over the years, the program has grown to include providing each family that is registered with the program with enough food for a proper and healthy holiday meal, typically about four bags worth of groceries. Additionally, in recent years we have begun providing older teens in the program with Visa gift cards in lieu of actual gifts. DISCUSSION Outside of staff time, Toys for Town is 100% reliant upon donations to provide for these families' holiday needs. Four full bags of groceries for up to around 90 families and Visa gift cards for each 15, 16 and 17 year old child in the program each year is expensive. I am pleased to report that the residents, businesses, and civic organizations in and around Farmington have fully embraced Toys for Town. This year,we received $11,170.35 in monetary donations alone,which was more than adequate to meet the needs of the program. The attached resolution and supporting documentation details each of these donations. The support that these residents, businesses, and civic organizations have shown for our program really is remarkable and is worthy of recognition. I have invited everyone that donated to tonight's meeting to give us all the opportunity say"thank you" and to recognize them for their incredible generosity. BUDGET IMPACT Toys for Town is not a budgeted program. Any donation or portion of donation not used is held in reserve for future program use. ACTION REQUESTED Ask any questions that you may have and then staff recommends you approve the attached resolution accepting$11,170.35 in total donations for the Farmington Police Department Toys for Town Program. ATTACHMENTS: Type Description D Resolution Resolution Accepting Toys for Town Donations D Backup Material Donations List RESOLUTION NO. R06-20 ACCEPT DONATION OF$11,170.35 FOR THE FARMINGTON POLICE DEPARTMENT TOYS FOR TOWN PROGRAM 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 21st day of January 2020. Members Present: Larson, Donnelly, Hoyt Members Absent: Bernhj elm, Craig Member Hoyt and Member Donnelly introduced and seconded the following: WHEREAS, numerous private individuals, businesses, and civic organizations have donated funds in a variety of amounts (see attached list); and WHEREAS, the Police Department will utilize these funds to administer the Toys for Town community outreach program; and WHEREAS, it is required by state statute that such donations be formally accepted; and WHEREAS, it is in the best interest of the city to accept these donations. NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Farmington that the City of Farmington hereby accepts with sincere gratitude the generous donations totaling$11,170.35 for the Farmington Police Department Toys for Town program. This resolution was adopted by recorded vote of the Farmington City Council in open session on the 21st day of January 2020. Todd Larson, Mayor jt Attested to on the Y day of January 2020. Davi night, City ministr or SEAL DATE AMOUNT EXPLANATION 1/17/2019 $ 450.00 INDEPENDENT SCHOOL DIST NO 192 3/20/2019 $ 12.35 TODD MORRIS 4/1/2019 $ 300.00 GERALD GRAHAM 8/8/2019 $ 200.00 GERALD WALTER GRAHM 8/19/2019 $ 20.00 ROBERT JOHNSON 8/30/2019 $ 50.00 DONALD SUMMERS 11/18/2019 $ 50.00 TOYS FOR TOWN 11/15/2019 $ 1,000.00 AMERICAN LEGION POST 65 11/20/2019 $ 100.00 MARILYN BRIESACHER 11/20/2019 $ 125.00 KATHRYN EKNESS/T4T 11/21/2019 $ 20.00 THOMAS BEADLE/T4T 11/26/2019 $ 200.00 RUTH OLSON 12/2/2019 $ 50.00 TOYS FOR TOWN 12/3/2019 $ 100.00 RUSS ZELLMER 12/3/2019 $ 25.00 WILLIAM AND JEAN FRAME 12/3/2019 $ 1,500.00 OLD NATIONAL BANK 12/4/2019 $ 30.00 ROGER & SHIRLEY WOOD 12/4/2019 $ 500.00 FRATERNAL ORDER OF EAGLES 12/4/2019 $ 500.00 VETERAN DESIGN BUILD INC 12/5/2019 $ 50.00 SHERRED CORDES 12/5/2019 $ 100.00 THOMAS & JEAN JENSEN 12/5/2019 $ 500.00 FARMINGTON ROTARY CLUB 12/5/2019 $ 200.00 JOHN OR TERRI MEYERS 12/9/2019 $ 160.00 ANONYMOUS 12/9/2019 $ 10.00 MARJORIE KOSKI 12/9/2019 $ 25.00 ARVILLA NEFF 12/9/2019 $ 25.00 MARILYN WALTON 12/9/2019 $ 60.00 STEVE LERBAKKEN 12/9/2019 $ 25.00 JAMES & KRISTINE SCHMITZ 12/9/2019 $ 20.00 SANDRA PROUTY 12/9/2019 $ 500.00 DONALD & KAREN WELLS 12/9/2019 $ 60.00 ANONYMOUS 12/9/2019 $ 100.00 ANONYMOUS 12/11/2019 $ 200.00 DALE & BERNIE LOMAS 12/11/2019 $ 500.00 FRMNGTN FRFGHTRS RLF ASSCTN 12/11/2019 $ 100.00 NANCY GUSTAFSON 12/12/2019 $ 100.00 LORELEI ECKLUND & EDWARD PANYK 12/13/2019 $ 30.00 MEGAN TESMER 12/13/2019 $ 200.00 JEANETTE RADICK 12/16/2019 $ 46.00 DENNIS PEPERA 15483 GOSHAWK ST 12/16/2019 $ 30.00 BRYAN & VICKI PEPERA 12/16/2019 $ 1,000.00 LOUIS SCHMITZ FOUNDATION 12/16/2019 $ 150.00 PAT & JACK BOHM 12/16/2019 $ 200.00 CUB SCOUT PACK#119 12/19/2019 $ 10.00 T4T ANONYMOUS 12/19/2019 $ 50.00 ALLAN CLOUTIER 12/19/2019 $ 80.00 ROBERT VINCENT 12/19/2019 $ 157.00 T4T ANONYMOUS 12/19/2019 $ 300.00 DOREEN KENNEDY 12/19/2019 $ 300.00 CHRISTOPHER&ANNETTE LAMBRECHT 12/19/2019 $ 50.00 T4T ANONYMOUS 12/19/2019 $ 250.00 KEMPS 12/19/2019 $ 150.00 T4T ANONYMOUS 12/19/2019 $ 100.00 Dodge Middle School 12/19/2019 $ 100.00 Mary Bohlig Total $ 11,170.35 Name City State Farmington Area Public Schools Farmington MN Gerald Graham Farmington MN Robert Johnson Minneapolis MN Donald and Donna Summers Wildwood FL American Legion Post No. 65 Rosemount MN Kathryn Ekness Farmington MN Thomas and Karin Beadle Farmington MN Ruth Olson Farmington MN Russell Zellmer Farmington MN William and Jean Frame Farmington MN Old National Bank Farmington MN Roger and Shirley Wood Farmington MN Fraternal Order of Eagles Veteran Design Build Inc Farmington MN Jean and Thomas Jensen Farmington MN Farmington Rotary Club Farmington MN John and Terri Meyers Farmington MN Marjorie Koski Farmington MN Arvilla Neff Farmington MN Steve Lerbakken Farmington MN James and Kristine Schmitz Farmington MN Sandra Prouty Farmington MN Donald and Karen Wells Farmington MN Dale and Bernie Lomas Farmington MN Farmington Firefighters Relief Association Farmington MN Nancy Gustafson Farmington MN Lorelei Ecklund and Edward Panyk Farmington MN Jeanette Radick Farmington MN Dennis Pepera Farmington MN Vicki and Bryan Pepera Farmington MN Louis Schmitz Foundation Lakeville MN Pat and Jack Bohm Farmington MN Cub Scout Pack#119 c/o Jenna Schuetz Farmington MN Allan Cloutier Farmington MN Robert Vincent Farmington MN Doreen Kennedy Farmington MN Christopher and Annette Lambrecht Farmington MN Kemps Farmington MN Dodge Middle School Farmington MN Mary Bohlig Farmington MN C6TY OF i'J430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 �� ® FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Teah Malecha, Finance Director SUBJECT: Certificate of Achievement for Excellence in Financial Reporting Award DATE: January 21, 2020 INTRODUCTION Earlier this year the finance staff submitted an application for the Government Finance Officers Association's (GFOA) Certificate of Achievement for Excellence in Financial Reporting.The application was submitted for the city's 2018 Comprehensive Annual Financial Report(CAFR). Staff were recently informed that the city was awarded this designation. DISCUSSION The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment for the city and staff.This is the tenth consecutive year the city has received this prestigious national award. In order to be awarded this Certificate of Achievement,the government needs to publish an easily readable and efficiently organized comprehensive annual financial report and satisfy both generally accepted accounting principles (GAAP) and applicable legal requirements. The Certificate of Achievement is valid for a period of one year. BUDGET IMPACT NA ACTION REQUESTED Acknowledge receipt of the award earned by the city of Farmington and Finance Department. ATTACHMENTS: Type Description D Backup Material GFOA News Release O Backup Material GFOA CAFR Award GOVERNMENT FINANCE OFFICERS ASSOCIATION NEWS RELEASE FOR IMMEDIATE RELEASE 01/07/2020 For more information contact: Michele Mark Levine, Director/TSC Phone: (312)977-9700 Fax: (312)977-4806 E-mail: mlevine@gfoa.org (Chicago,Illinois)--The Certificate of Achievement for Excellence in Financial Reporting has been awarded to City of Farmington by Government Finance Officers Association of the United States and Canada (GFOA) for its comprehensive annual financial report (CAFR). The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. An Award of Financial Reporting Achievement has been awarded to the individual(s) or department designated by the government as primarily responsible for preparing the award-winning CAFR. The CAFR has been judged by an impartial panel to meet the high standards of the program,which includes demonstrating a constructive "spirit of full disclosure" to clearly communicate its financial story and motivate potential users and user groups to read the CAFR. Government Finance Officers Association(GFOA)advances excellence in government finance by providing best practices,professional development, resources and practical research for more than 20,500 members and the communities they serve. 203 NORTH LASALLE STREET, SUITE 2700, CHICAGO, ILLINOIS 60601-1210 Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting Presented to City of Farmington Minnesota For its Comprehensive Annual Financial Report for the Fiscal Year Ended December 31, 2018 044414- P 7if►tt. Executive Director/CEO L'. ° # ° / ( t oa $ § u , 7 , 44 } \ -\ / 44 t2 ) ƒ \ ( ( ƒ� � 2 \ § \ k® \ \- Z 0E \ � � \ � , , 4. , k � ® � � : Zz 0 - / 7 , k E ° .z ` G E \ .s ƒ ƒ ( a ` & a o \ 2 § % \ o m »% \ a /§ / / 2 0L. ` '� - / � ( \ / m ! t \ g / 2 % ` ®$ G 4.0 § \ \ '' { w « C t. ~ , e 2 / \ 9\ \ / G m t 7 yAaay \ ,§ \ � ( § � 2 4-0 W \ / \ / / , 0 \ c = o O 2 2 •- z 2 4„ . - % . O 1y Cii CI) C LE § u /r k @ # OR � 3I a @ ...11141411 V\%Via71F CITY OF O 430 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: Approve Minutes of the January 6, 2020 City Council Meeting-Administration DATE: January 21, 2020 INTRODUCTION Attached for your review are the minutes of the January 6, 2020 city council meeting. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the minutes of the January 6, 2020 city council meeting. ATTACHMENTS: Type Description d Backup Material January 6, 2020 City Council Minutes CITY OF FARMINGTON CITY COUNCIL MINUTES REGULAR MEETING JANUARY 6,2020 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 and Hoyt Absent-Donnelly Staff Present-Administrator McKnight, Community Development Director Kienberger, Finance Director Malecha, Public Works Director Gehler, Police Chief Rutherford, Fire Chief Elvestad, Parks and Recreation Director Distad and Attorney Jamnik. 4. Agenda Motion by Bernhjelm, second by Craig,to approve the agenda as presented. APIF, motion carried. 5. Announcements/Commendations None 6. Citizen Comments None 7. Consent Agenda Motion by Bernhjelm, second by Hoyt, to approve the consent agenda as presented: a) Approve Minutes of the December 16, 2019 City Council Meeting-Administration b) Acknowledge the Annual Report of City Council, Boards and Commissions Attendance- Administration c) Adopt Resolution R01-2020 Accepting a Monetary Donation from the Farmington Firefighters Relief Association-Fire January 6,2020 Minutes - 1- d) Approve Purchase of Self Contained Breathing Apparatus-Fire e) Approve Out of State Travel to Attend Fire Department Instructors Conference-Fire f) Adopt Resolution R02-2020 Approving the Community Development Block Grant Funds 2020-Community Development g) Adopt Resolution R03-2020 Accepting Gen Thelen Memorial Donation to the Rambling River Center-Parks h) Adopt Resolution R04-2020 Approving the Participation of the Farmington Police Department in the Dakota County Traffic Safety Group Joint Powers Agreement-Police i) Approve Recommendation for Hire Police Department-Human Resources j) Approve Recommendation for Hire Information Technology-Human Resources k) Approve Seasonal Hiring-Human Resources I) Approve Bills-Finance APIF, motion carried. 8. Public Hearings None 9. Award of Contract a) Contract with DSI for the Transfer of Solid Waste Public Works Director Gehler shared that staff has been working towards contracts with both the City of Red Wing and DSI related to the transfer of solid waste. The city council approved the waste processing agreement with Red Wing in December. The waste transfer agreement is being considered at this meeting. The waste transfer agreement is based off transfer agreements the city has entered with other vendors. The term of this initial agreement is for two years, in line with the approved waste processing agreement with 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 landfill. There are three rates included in the agreement: 1. Transload-Loading of waste in a semi-trailer to be transported to the Red Wing facility. The rates 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. 2. 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. In 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. January 6, 2020 Minutes -2- 3. 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. Mayor Larson stated he was happy the city council had a chance to tour the Recycle Minnesota facility last fall to help better understand how their process works. Motion by Hoyt, second by Bernhjelm, to approve the waste delivery agreement with Recycle Minnesota, LLC and authorize the mayor and city administrator to execute the same. APIF, motion carried. 10. Petitions, Requests and Communications None 11. Unfinished Business None 12. New Business a) Annual Organizational Matters Mayor Larson presented the annual organizational matters for city council consideration. A motion was made by Bernhjelm, second by Craig,to approve the 2020 annual organizational matters. APIF, motion carried. 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 third year of her term, is eligible for appointment as Acting Mayor. 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 and Co. Inc., RBC Capital Markets, Roundbank Farmington be designated as the Official Depositories from January 6, 2020 through December 31, 2020. January 6, 2020 Minutes -3- 5) That all sworn personnel in the Farmington Police Department be designated as process servers for calendar year 2020. 6) Approve a $1,000,000 Faithful Performance bond for the city clerk. 7) Ordinance No. 2019-749 Establishing Fees and Charges for licenses and permits for 2020 as adopted on November 18, 2019. 8) Appointments to Boards and Commissions-Candidates will be interviewed on January 13, 2020 and appointments will be made on January 21, 2020. 9) Appoint Councilmember Craig as the primary and Mayor Larson as the alternate representatives to the ALF Ambulance Board. 10) Appoint Councilmember Hoyt as the primary and Mayor Larson as the alternate 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, Administrator McKnight and a Planning Commission member of their choice to the Empire/Farmington Planning Advisory Committee. 13)Appoint Mayor Larson, Administrator McKnight and a Planning Commission member of their choice to the Castle Rock/Farmington Discussion Group. 14)Appoint Councilmember Donnelly, Administrator McKnight and a Planning Commission member of their choice to the Eureka/Farmington Planning Advisory Committee. 15)Appoint Councilmembers Donnelly and Bernhjelm to the MUSA Review Committee. 16)Appoint Mayor Larson and Councilmember Bernhjelm to the Liquor Operations Committee. 17)Appoint Councilmembers Craig and Bernhjelm to the Farmington Intergovernmental Committee. 18)Appoint Councilmember Hoyt as the primary and Mayor Larson as the alternate to the Dakota Broadband Board. 19)Appoint Peter Gilbertson as Primary and David McKnight as alternate to the Dakota Broadband Board Executive Committee. January 6, 2020 Minutes -4- 20)Appoint Human Resources Director Jennifer Gabbard as Director and Jim Constantineau as the alternate to LOGIS for 2020. 21)Appoint by Resolution R05-2020 David McKnight as the Responsible Authority for data practices and the Human Resources Director as Data Practices Compliance Officer and Gary Rutherford as Responsible Authority for law enforcement for 2020. 22)Approve the City Council By-Laws as amended. 23)Approve the City Council Policies as presented. 13. City Council Roundtable Bernhjelm-She will be having a baby on Friday and will be out for a bit but will be back at it in February. Craig-Thanked Cub Foods for providing a bus for seniors to get to the store in Lakeville. McKnight-Reminded the city council that the Community Expo is scheduled for Saturday, January 25, 2020 at Farmington High School. Kienberger-Shared that a Realtor Rally will be held on January 22, 2020 in conjunction with the Farmington School District. Gehler-Reminded residents they can recycle their holiday lights at city facilities and trees can be placed out for collection this week. Rutherford-Shared that the city received 95 applications for their open police officer position. Elvestad-Thanked the Farmington Firefighters Relief Association for their donation to the city. Larson-Shared that a steak fry benefiting the Rambling River Center will be held on October 18, 2020 at the VFW. 14. Adjourn Motion by Hoyt, second by Bernhjelm, to adjourn the meeting at 7:12 p.m. APIF, motion carried. Respectfully Submitted Dowr ti#1 2. WI*) •144> January 6,2020 Minutes -5- David McKnight, City Administrator January 6, 2020 Minutes -6- CITY OF Q O430 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: Approve Minutes of the January 13, 2020 City Council Work Session- Administration DATE: January 21, 2020 INTRODUCTION Attached for your review are the minutes of the January 13, 2020 city council work session. DISCUSSION NA BUDGET IMPACT NA ACTION REQUESTED Approve the minutes of the January 13, 2020 city council work session. ATTACHMENTS: Type Description D Backup Material January 13, 2020 Work Session Minutes CITY OF FARMINGTON CITY COUNCIL MINUTES WORK SESSION JANUARY 13, 2020 Acting Mayor Craig called the work session to order at 5:30 p.m. Roll Call Present-Craig, Donnelly and Hoyt Absent-Larson and Bernhjelm Also Present-Administrative Assistant Muller Agenda Motion by Hoyt, second by Donnelly, to approve the agenda as presented. APIF, motion carried. Board and Commission Interviews The city council interviewed 13 candidates for board and commission vacancies. The city council provided staff with direction on which candidates to bring forward for appointment at the January 21, 2020 city council meeting. City Administrator Update None Adjourn Motion by Hoyt, second by Donnelly, to adjourn the meeting at 8:27 p.m. APIF, motion carried. Respectfully Submitted David McKnight, City Administrator January 13, 2020 Work Session Minutes -1- CITY OF O Q430 Third St., Farmington, MN 55024 FARM I NGTON © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: Acknowledge Annual Open Meeting Law Review-Admnistration DATE: January 21, 2020 INTRODUCTION Annually city staff reminds all of our boards and commissions of the open meeting law and how it affects they work that they perform. I thought it would be appropriate to do the same with the city council. DISCUSSION Attached for your review is a memo summarizing the open meeting law and information from the League of Minnesota Cities on the topic. It is a lot of information but I wanted to share it with those that have an interest. Each of the boards and commissions will have this same topic on their agenda in February 2020. If you have questions on this topic or need additional information, please let me know. BUDGET IMPACT NA ACTION REQUESTED A motion should be made to acknowledge the annual open meeting law review. ATTACHMENTS: Type Description • Cover Memo Open Meeting Law Memo o Cover Memo LMC Open Meeting Law Info CITY OF © 430 Third St., Farmington, MN 55024 FARM I N GTO N 0 651-280-6800 FarmingtonMN.gov Date: January 10, 2020 To: Farmington City Council Farmington Planning Commission Farmington Economic Development Authority Farmington Parks and Recreation Advisory Commission Farmington Rambling River Center Advisory Board From: David McKnight, City Administrator RE: Open Meeting Law Each year I like to remind the elected and appointed officials of the importance of the open meeting law and how it affects the work that you do for Farmington. This law applies to the city council and all of our boards and commissions. Open Meeting Law The open meeting law requires that meetings of public bodies must generally be open to the public. It serves three vital purposes: ✓ Prohibits actions from being taken at a secret meeting where the interested public cannot be fully informed of the decisions of public bodies or detect improper influence. ✓ Ensure the public's right to be informed. ✓ Gives the public an opportunity to present its views. While the work of ensuring that meeting dates, times and locations are made public in a timely fashion falls on city staff, it is important for each of you as board or commission members to remember the following items in regards to the open meeting law. ✓ Please avoid gathering in a quorum of board/commission members outside of the regular meeting. On the chance that a quorum is present at a social gathering, please do not discuss city business. ✓ While there are exceptions to the open meeting law, this small number of exceptions typically pertains to the city council meeting in a closed session on a very limited number of topics. - 1- ✓ Avoid having a serial meeting by telephone, email, text or social media. A serial meeting example is when one member contacts a second member and shares how a third or fourth member feels about a topic. Avoid these types of pitfalls and have these discussions as a part of the regular meeting. ✓ There are legal penalties for those that intentionally violate the open meeting law. A civil penalty of$300 for a single occurrence is the first penalty and the public body may not pay the penalty. A number of years ago I attended a training on this issue that is encompassed below: The most basic summary of this sometimes-complicated law is to conduct city business at the meetings, call city staff with any questions you have or assistance you need and when the meeting is over, go home. I have included information on the open meeting law put together by the League of Minnesota Cities. It is much more than you will probably want, but I wanted to make it available to those who have an interest. If you have any questions on this information, please let me know. Thank you for your time on this important matter and thank you for the work you do for Farmington! RELEVANT LINKS: Therefore,if a school district is holding a special election on a particular day, no other unit of government totally or partially within the school district may hold a meeting between 6 p.m. and 8 p.m. Meetings are also prohibited after 6 p.m. on the day of a major political precinct caucus. II. Open meeting law See LMC information memo, Meetings of City Councils, A. Purpose for more information about the open meeting law. Minn.Stat.§1313.01.sr. The open meeting law requires that meetings of public bodies must Cloud A'eurspapers Inc.v. Dist.742 Conununity generally be open to the public. It serves three vital purposes: Schools,332 N.W.2d 1 (Minn.1983). • Prohibits actions from being taken at a secret meeting where the interested public cannot be fully informed of the decisions of public bodies or detect improper influences. • Ensures the public's right to be informed. • Gives the public an opportunity to present its views. B. Public notice See section I-73pes of Public notice generally must be provided for meetings of a public body council meetings and notice requirements.Minn.Stat.§ subject to the open meeting law. The notice requirements depend on the 13D.04,subd.7. type of meeting. However, if a person receives actual notice of a meeting at least 24 hours before the meeting, all notice requirements under the open meeting law are satisfied regardless of the method of receipt. C. Printed materials Minn.Stat.§1313.01,snbd• At least one copy of the printed materials relating to agenda items that are 6.DPO 08-015.DPO 17- 006. provided to the council at or before a meeting must also be made available DPO 13-015(noting that the for public inspection in the meeting room while the governing body open meeting law"is silent with respect to agendas;it considers the subject matter. neither requires them nor prohibits them"). Minn.Stat.§ 1313.01,subd. This requirement does not apply to materials classified by law as other 6. than public or to materials relating to the agenda items of a closed meeting. D. Groups governed by the open meeting law Minn.Stat.§1313.01,subd. Under the Minnesota open meeting law, all city council meetings and executive sessions must be open to the public with only a few exceptions. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 71 Page 12 RELEVANT LINKS: Minn.Stat.§465.719,subd. The open meeting law also requires meetings of a public body or of any n' committee, subcommittee,board,department, or commission of a public body to be open to the public. For example,the governing bodies of local public pension plans,housing and redevelopment authorities, economic development authorities, and city-created corporations are subject to the open meeting law. Southern Minnesota The Minnesota Supreme Court has held,however,that the governing body Municipal Power Agency V. Boyne,578 N.W.2d 362 of a municipal electric power agency is not subject to the open meeting (Minn.1998). law because the Legislature has granted these agencies authority to conduct their affairs as private corporations. E. Gatherings governed by the open meeting law Moberg v.brdep.Sch.Dist. The open meeting law does not define the term"meeting."The Minnesota Aro.28/,336 N.W.2d 510 (Minn.1983).SI.Cloud Supreme Court,however,has ruled that meetings are gatherings of a Newspapers,Inc.v.Dist.742 quorum or more members of the governing body—or a quorum of a Community Schools,332 N.W.2d 1(Minn.1983). committee, subcommittee,board,department,or commission thereof—at which members discuss, decide, or receive information as a group on issues relating to the official business of that governing body. Mimi.Stat.§412.191,soba. For most public bodies, including statutory cities, a majority of its 1' Minn.Stat.§645.08(5). qualified members constitutesquorum.a Charter cities may provide that a different number of members of the council constitutes a quorum. see Section 11-0-4 for more The open meeting law does not generally apply in situations where less neeerntnggs, about serialmethan a quorum of the council is involved. However, serial meetings, in groups of less than a quorum,that are held to avoid the requirements of the open meeting law may be found to violate the law, depending on the specific facts. F. Open meeting law exceptions The open meeting law is designed to favor public access. Therefore, the few exceptions that exist are carefully limited to avoid abuse. Minn.Stat.§ 130.05,subd. All closed meetings(except those closed under the attorney-client 1(a). privilege} must be electronically recorded at the expense of the public body. Unless otherwise provided by law,the recordings must be preserved for at least three years after the date of the meeting. Minn.Stat.§ 13D.01,subd. Before closing a meeting under any of the following exceptions, a city 3' council must make a statement on the record that includes the specific grounds that permit the meeting to be closed and describes the subject to be discussed. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 71 Page 13 RELEVANT LINKS: DPO 14-005.DPO 13-012. The commissioner of the Minnesota Department of Administration has DPO 06-020.DPO 14-005. See Me Free Press r,County advised that a member of the public body(and not its attorney) must make of BlueEarth,677rl.W.2d the statement on the record. The commissioner has also advised that citing 471(Minn.Ct.App.2004) (holding that the county's the specific statutory authority that permits the closed meeting is the statement that it was closing simplest way to satisfy the requirement for stating the specific grounds a meeting under the attorney- client privilege to discuss permitting the meeting to be closed. Both the commissioner and the "pending litigation"did not Minnesota Court of Appeals have concluded that something more specific satisfy the requirement of describing the subject to be than a general statement is needed to satisfy the requirement of providing a discussed at the closed description of the subject to be discussed. meeting). Minn.Stat.§13D.04,subd. 5 The same notice requirements that apply to open meetings also apply to closed meetings. For example, if a closed meeting takes place at a regular meeting,the notice requirements for a regular meeting apply.Likewise, if a closed meeting takes place as a special meeting or as an emergency meeting, the notice requirements for a special meeting or an emergency meeting would apply. 1. Labor negotiations Minn.Stat.*13D.03,subd.1 The city council may, by majority vote in a public meeting,decide to hold (b). DPO 13-012. a closed meeting to consider its strategy for labor negotiations, including Minn.Stat.§§179A.01-.25. negotiation strategies or developments or discussion of labor-negotiation proposals conducted pursuant to Minnesota Statutes sections 179A.01 to 179A.25. The council must announce the time and place of the closed meeting at the public meeting. Minn.Stat.§13D.03,subds. After the closed meeting, a written record of all members of the city 1(d),2. DPO 05-027. council and all other people present must be available to the public. The DPO 00-037. council must tape-record the proceedings at city expense and preserve the tape for two years after signing the contract. The tape-recording must be available to the public after all labor contracts are signed for the current budget period. Minn.Stat.§13D.03,subd. If someone claims the council conducted public business other than labor 3. negotiations at the closed meeting, a court must privately review the recording of the meeting. If the court finds the law was not violated,the action must be dismissed, and the recording sealed and preserved. If the court determines a violation of the open meeting law may exist,the recording may be introduced at trial in its entirety, subject to any protective orders requested by either party and deemed appropriate by the court. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 I Page 14 RELEVANT LINKS: 2. Not public data under the Minnesota Government Data Practices Act Minn.Stat.§131.05,subd. The general rule is that meetings cannot be closed to discuss data that are 2. not public under the Minnesota Government Data Practices Act. A meeting must be closed,however, if certain not public data is discussed. Any portion of a meeting must be closed if expressly required by law or if any of the following types of not public data are discussed: • Data that would identify victims or reporters of criminal sexual conduct,domestic abuse, or maltreatment of minors or vulnerable adults. • Active investigative data created by a law-enforcement agency, or internal-affairs data relating to allegations of law-enforcement personnel misconduct. • Educational, health, medical, welfare, or mental-health data that are Minn.Stat.§§ 144.291-.298. not public data. • Certain medical records. Minn.Stat.§ 13D.05,subd. A closed meeting held to discuss any of the not public data listed above 1(a). must be electronically recorded, and the recording must be preserved for at least three years after the meeting. Minn.Stat.§ 13D.05,subd. t Other not public data may be discussed at an open meeting without (b),(c). 0PO09-012. liability or penalty if the disclosure relates to a matter within the scope of the public body's authority, and it is reasonably necessary to conduct the business or agenda item before the public body. The public body, however,should make reasonable efforts to protect the data from disclosure. Data discussed at an open meeting retains its original classification;however, a record of the meeting shall be public. 3. Misconduct allegations or charges Minn.Stat.§130.05,subds. A public body must close one or more meetings for"preliminary 1(d),2(b). DPO 03-020.(Advising that consideration"of allegations or charges of misconduct against an when a meeting is closed individual subject to its authority. This type of meeting must be open at the under this exception,Minn. Stat.§ 13.43,subd.2 request of the individual who is the subject of the meeting. If the public requires the government body concludes discipline of any nature may be warranted, further entity to identify the individual who is being meetings or hearings relating to the specific charges or allegations that are discussed). held after that conclusion is reached must be open. This type of meeting must be electronically recorded, and the recording must be preserved for at least three years after the meeting. League of Minnesota Cities Handbook for Minnesota Cities 8130/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 I Page 15 RELEVANT LINKS: DPO 14-004. The commissioner of the Minnesota Department of Administration has advised that a city could not close a meeting under this exception to consider allegations of misconduct against a job applicant who had been extended a conditional offer of employment. The job applicant was not a city employee. The commissioner reasoned that the city council had no authority to discipline the job applicant or to direct his actions in any way; therefore,he was not"an individual subject to its authority." DPO 10-001. The commissioner has also advised that a tape recordingof a closed Minn.Stat.§13.43. meeting for preliminary consideration of misconduct allegations is private personnel data under Minn. Stat. § 13.43, subd. 4,and is accessible to the subject of the data but not to the public. The commissioner noted that at some point in time, some or all of the data on the tape may become public under Minn. Stat. § 13.43, subd. 2. For example, if the employee is disciplined and there is a fmal disposition, certain personnel data becomes public. 4. Performance evaluations Minn.Stat.§ 13D.05,subds. A public body may close a meeting to evaluate the performance of an 1(d),3(a).See DPO 14-007, DPO 15-002,and DPO 16- individual who is subject to its authority. The public body must identify 002(discussing what type of the individual to be evaluated before closing the meeting. summary satisfies the open meeting law). DPO 05-013(advising that a At its next open meeting,the public body must summarize its conclusions government entity could close a meeting under this regarding the evaluation. This type of meeting must be open at the request exception to discuss its of the individual who is the subject of the meeting. If this type of meeting contract with an independent contractor when that is closed, it must be electronically recorded, and the recording must be contractor is an individual preserved for at least three years after the meeting. human being). 5. Attorney-client privilege Minn.Stat.§ 130.05,subd.3 A meeting may be closed if permitted by the attorney-client privilege. (b). Brainerd Daily Dispatch, Meetings between a government body and its attorney to discuss active or LLC v.Dehen,693 N.W.2d threatened litigation may only be closed, under the attorney-client 435(Minn.Ct.App.2005). Prior Lake American v. privilege,when a balancing of the purposes served by the attorney-client dlader,642 N.W.2d 729 privilege against those served by the open meeting law dictates the need (Minn.2002).Northwest Publications,Inc.a ctryof for absolute confidentiality. The need for absolute confidentiality should St.Paul,435 N.W.2d 64 relate to litigation strategy and will usually arise only after the city has (Minn.Ct.App.1989). dl nneapolis Star&Tribune made a substantive decision on the underlying matter. This privilege may v.Housing and not be abused to suppress public observations of the decision-making Redevelopment Authority to and for the City of process and does not include situations where the council will be receiving Blinneapolis,251 N.W.2d general legal opinions and advice on the strengths and weaknesses of a 620(Minn.1976). DPO 14-005.DPO 14-017. proposed underlying action that may give rise to future litigation. DPO 16-003.DPO 17-003. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 I Page 18 RELEVANT LINKS: 6. Purchase or sale of real or personal property Minn.Stat.§I3D.05,subd.3 A public body may close a meeting to: (c). • Determine the asking price for real or personal property to be sold by the public body. Minn.Stat.§13.44,subd.3. • Review confidential or protected nonpublic appraisal data. • Develop or consider offers or counteroffers for the purchase or sale of real or personal property. Mimi.Stat.§ 130.05,subd.3 Before holding a closed meeting under this exception,the public body (e)' must identify on the record the particular real or personal property that is the subject of the closed meeting. Pik v.Wild Rice Watershed The closed meeting must be tape-recorded. The recording must be Ct.App.Aug.1 , i 10) preserved for eightyears and must be made available to thepublic only u .10,2010) g (unpublished opinion) after all real or personal property discussed at the meeting has been (holding that this exception authorizes closing a meeting purchased or sold,or after the public body has abandoned the purchase or to discuss the development or sale. The real or personal property that is being discussed must be consideration ofa property transaction and is not limited identified on the tape. A list of members and all other persons present at to the discussion of specific the closed meeting must be made available to the public after the closed terms of advanced negotiations).DPO 08-001. meeting.The actual purchase or sale of the real or personal property must DPO 14-014. be approved at an open meeting, and the purchase or sale price is public data. 7. Security reports Minn.Stat.§ 13D.05,subd.3 Meetings may be closed to receive security briefmgs and reports,to (d)' discuss issues related to security systems,to discuss emergency-response procedures,and to discuss security deficiencies in or recommendations regarding public services,infrastructure, and facilities,if disclosure of the information would pose a danger to public safety or compromise security procedures or responses. Financial issues related to security matters must be discussed and all related financial decisions must be made at an open meeting. Before closing a meeting under this exception, the public body must,when describing the subject to be discussed,refer to the facilities, systems,procedures, services or infrastructures to be considered during the closed meeting. The closed meeting must be tape-recorded,and the recording must be preserved for at least four years. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 I Page 17 RELEVANT LINKS: • G. Common issues 1. Interviews Channel 10,Inc.V.Indep. The Minnesota Supreme Court has ruled that a school board must Sch.Dist.No.709,215 N.W.2d 814(Minn.1974). interview prospective employees for administrative positions in open sessions. The court reasoned that the absence of a statutory exception indicated that the Legislature intended such sessions to be open. As a result, a city council should conduct any interviews of prospective officers and employees at an open meeting if a quorum or more of the council will be present. Mankato Flee Press v.City The Minnesota Court of Appeals considered a situation where individual of North Mankato,563 N.W.2d 291(Minn.Ct.App. councilmembers conducted separate, serial interviews of candidates for a 1997). city position in one-on-one closed interviews. The district court found that no"meeting"of the council had occurred because there was never a quorum of the council present during the interviews. However,the court of appeals sent the case back to the district court for a determination of whether the councilmembers had conducted the interview process in a serial fashion to avoid the requirements of the open meeting law. Mankato Free Press v.City On remand,the district court found that the individual interviews were not of North Mankato,No.C9- 98-677(Minn.Ct.App.Dec. done to avoid the requirements of the open meeting law. This decision was 15,1998)(unpublished also appealed,and the court of appeals affirmed the district court's opinion). decision. Cities that want to use this type of interview process should first consult their city attorney. 2. Informational meetings and committees Sl.Cloud Newspapers,Inc.v. The Minnesota Supreme Court has held that informational seminars about Dist 742 Community Schools,332 N.W.2d 1 school-board business,which the entire board attends, must be noticed and (Minn.1983). open to the public. As a result, it appears that any scheduled gatherings of a quorum or more of a city council must be properly noticed and open to the public, regardless of whether the council takes or contemplates taking action at that gathering. This includes meetings and work sessions where members receive information that may influence later decisions. Many city councils create committees to make recommendations regarding a specific issue. Commonly, such a committee will be responsible for researching the issue and submitting a recommendation to the council for its approval. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 71 Page 18 RELEVANT LINKS: These committees are usually advisory,and the council is still responsible DP008-007. for making the final decision. This type of committee may be subject to DPO 13-015. the open meeting law. Some factors that may be relevant hi deciding whether a committee is subject to the open meeting law include: how the committee was created and who are its members; whether the committee is performing an ongoing function, or instead, is performing a one-time function; and what duties and powers have been granted to the committee. DPO 05-014. For example,the commissioner of the Minnesota Department of Administration has advised that "standing"committees of a city hospital board that were responsible for management liaison, collection of information, and formulation of issues and recommendations for the board were subject to the open meeting law. The advisory opinion noted that the standing committees were performing tasks that relate to the ongoing operation of the hospital district and were not performing a one-time or "ad hoc" function. DPO 07-025. In contrast,the commissioner has advised that a city's Free Speech Working Group,consisting of citizens and city officials appointed by the city to meet to develop and review strategies for addressing free-speech concerns relating to a political convention, was not subject to the open meeting law. The advisory opinion noted that the group did not have decision-making authority. A.G.Op.63n-5(Aug.28, It is common for city councils to appoint individual councilmembers to act 1996). Sovereign v.Dunn,498 as liaisons between the council and particular council committees or other 14.W.2d 62(Minn.Ct.App. government entities. The Minnesota Court of Appeals considered a 1993). DPo 07-025. situation where the mayor and one other member of a city council attended a series of mediation sessions regarding an annexation dispute that were not open to the public. The Court of Appeals held that the open meeting law did not apply to these meetings concluding "that a gathering of public officials is not a `committee, subcommittee,board, department or commission' subject to the open meeting law unless the group is capable of exercising decision- making powers of the governing body." The Court of Appeals also noted that the capacity to act on behalf of the governing body is presumed where members of the group comprise a quorum of the body and could also arise where there has been a delegation of power fiom the governing body to the group. If a city is unsure whether a meeting of a committee, board,or other city entity is subject to the open meeting law, it should consult its city attorney or consider seeking an advisory opinion fiom the commissioner of the Minnesota Department of Administration. •League of Minnesota Cities Handbook for Minnesota Cities • 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 I Page 19 RELEVANT LINKS: 77Junra v.Kroschel,506 Notice for a special meeting of the city council may be needed if a quorum N.W.2d 14(Minn.Ct.App. 1993). of the council will be present at a committee meeting and will be DPO 16-005. participating in the discussion. For example, when a quorum of a city council attended a meeting of the city's planning commission, the Minnesota Court of Appeals ruled that there was a violation of the open meeting law not because the councilmembers simply attended the meeting but because the councilmembers conducted public business in conjunction with that meeting. A.G.Op.63a-5(Aug.28, Based on this decision,the attorney general has advised that mere 1996). attendance by councilmembers at a meeting of a council committee held in compliance with the open meeting law would not constitute a special city council meeting requiring separate notice. The attorney general cautioned, however, that the additional councilmembers should not participate in committee discussions or deliberations absent a separate special-meeting notice of a city meeting. meetin . 3. Social gatherings Sr.Cloud Newspapers,Inc.v. Social gatherings of city councilmembers will not be considered a meeting Dist.742 Community Schools,332 N.w.2d 1 subject to the requirements of the open meeting law if there is not a (Minn.1983).Moberg v. quorum present,or,if a quorum is present, if the quorum does not discuss, Indep.Sch.Dist.No.281, 336 N.W.2d 510(Minn. decide,or receive information on official city business. The Minnesota 1983).Hubbard Supreme Court has ruled that a conversation between two city Broadcasting,Inc.v.CI0,of /ton,323 N.W.2d 757 councilmembers over lunch about a land-use application did not violate (Minn.1982). the open meeting law because a quorum of the council was not present. 4. Serial meetings ,Moberg v.Indep.Sch.Dist. The Minnesota Supreme Court has noted that meetings of less than a No.281,336 N.W.2d 510 (Minn.1983).DPO 10.01 t, quorum of a public body held serially to avoid a public meeting or to DPO 06-017. fashion agreement on an issue of public business may violate the open meeting law. Mankato Free Press v.City The Minnesota Court of Appeals considered a situation where individual of North Mankato,563 N.W.2d 291(Minn.Ct.App. councilmembers conducted separate, serial interviews of candidates for a 1997). city position in one-on-one closed interviews. The district court found that no"meeting"of the council had occurred because there was never a quorum of the council present during the interviews. However,the court of appeals sent the case back to the district court for a determination of whether the councilmembers had conducted the interview process in a serial fashion to avoid the requirements of the open meeting law. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 1 Page 20 1 RELEVANT LINKS: Mankato Jjee Press v.City On remand,the district court found that the individual interviews were not of North Mankato,No.C9- 98-677(Minn.Ct.App.Dec. done to avoid the requirements of the open meeting law. This decision was is,1998)(unpublished also appealed,and the court of appeals affirmed the district court's opinion). decision. Cities that want to use this type of interview process with job applicants should first consult their city attorney. 5. Training sessions Compare St.Cloud It is not clear whether the participation of a quorum or more of the Newspapers.Inc.v.Dist.742 Community Schools,332 members of a city council in a training program would be defined as a N.W.2d 1(Minn. 1983)and meeting under the open meeting law. The determining factor would likely A.G.Op.63a-5(Feb.5, 1975).DPO 16-006. be whether the program includes a discussion of general training information or a discussion of specific matters relating to an individual city. A.G.Op.63a-5(Feb.5, The attorney general has advised that a city council's participation in a 1975).DPO 16-006. non-public training program devoted to developing skills was not a meeting subject to the open meeting law. The commissioner of the Department of Administration has likewise advised that a school board's participation in a non-public team-building session to "improve trust, relationships, communications, and collaborative problem solving among Board members,"was not a meeting subject to the open meeting law if the members are not"gathering to discuss, decide, or receive information as a group relating to 'the official business' of the governing body." However, the opinion also advised that if there were to be any discussion of specific official business by the attending members, either outside or during training sessions, it could be a violation of the open meeting law. 6. Telephone, email, and social media Moberg lndep.Sch.Dist. It is possible that communication through telephone calls, email, or other No.251,336 N.W.2d 510 (Minn.1983).DPO 17-005 technology could violate the open meeting law. The Minnesota Supreme (advising communication Court has indicated that communication through letters and telephone calls through a letter violated the open meeting law). could violate the open meeting law under certain circumstances. DPO 09-020.DPO 14-015. The commissioner of the Department of Administration has advised that back-and-forth email communications among a quorum of a public body that was subject to the open meeting law in which the members commented on and provided direction about official business violated the open meeting law. However,the commissioner also advised that"one-way communication between the chair and members of a public body is permissible,such as when the chair or staff sends meeting materials via email to all board members, as long as no discussion or decision-making ensues." League of Minnesota Cities Handbook for Minnesota Cities 8130/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 Page 21 mow RELEVANT LINKS: O'Keefe v.Carter,No.Ail- In contrast,an unpublished opinion by the Minnesota Court of Appeals 0811(Minn.Ct.App.Dec. 31,2012)(unpublished concluded that email communications are not subject to the open meeting opinion)• law because they are written communications and are not a"meeting" for purposes of the open meeting law. The decision also noted that even if email corrununications are subject to the open meeting law, the substance of the mails in question did not contain the type of discussion that would be required for a prohibited "meeting"to have occurred. The court of appeals noted that the substance of the email messages was not important and controversial; instead,the email communications discussed a relatively straightforward operational matter. The decision also noted that the town board members did not appear to make any decisions in their email communications. Because this decision is unpublished, it is not binding precedent on other courts. In addition, the outcome of this decision might have been different if the email communications had related to something other than operational matters,for example, if the board members were attempting to build agreement on a particular issue that was going to be presented to the town board at a future meeting. Minn.Stat.§130.065. The open meeting law was amended in 2014 to provide that"the use of social media by members of a public body does not violate the open meeting law as long as the social media use is limited to exchanges with all members of the general public."Email is not considered a type of social media under the new law. The open mr eting.law does not define the term"social media,"but this term is generally understood to mean forms of electronic communication, including websites for social networking like Facebook, Linkedln, and MySpace as well as blogs and microblogs like Twitter through which users create online communities to share information, ideas,and other content. It is important to remember that the use of social media by councilmembers could still be used to support other claims such as claims of defamation or of conflict of interest in decision-making. As a result, councilmembers should make sure that any comments they make on social media are factually correct and should not comment on issues that will come before the council in the future for a quasi-judicial hearing and decision, such as the consideration of whether to grant an application for a conditional use permit. See a-G-4-Serial meetings. It is also important to remember that serial discussions between less than a quorum of the council could violate the open meeting law under certain circumstances. League of Minnesota Cities Handbook for Minnesota Cities 8134/2019 Meetings.Motions,Resolutions,and Ordinances Chapter 7 I Page 22 RELEVANT LINKS: As a result, city councils and other public bodies should take a conservative approach and should not use telephone calls, email, or other technology to communicate back and forth with other members of the public body if both of the following circumstances exist: • A quorum of the council or public body will be contacted regarding the same matter. • Official business is being discussed. Minn.Stat.§13.02,subd.7. Another thing councilmembers should be careful about is which email account they use to receive emails relating to city business because such emails likely would be considered government data that is subject to a public-records request under the Minnesota Government Data Practices Act(MGDPA). The best option would be for each councilmember to have an individual email account that the city provides,and city staff manage. However,this is not always possible for cities due to budget,size,or logistics. If councilmembers don't have a city email account,there are some things to think about before using a personal email account for city business. First,preferably only the councilmember should have access to the personal email account. Using a shared account with other family members could lead to incorrect information being communicated from the account,or incoming information being inadvertently deleted. Also, since city emails are government data,city officials may have to separate personal emails from city emails when responding to a public-records request under the MGDPA. Second, if the account a city councilmember wants to use for city business is tied to a private employer,that private employer may have a policy that restricts this kind of use. Even if a private employer allows this type of use, it is important to be aware that in the event of a public-records request under the MGDPA or a discovery request in litigation,the private employer may be compelled to have a search done of a councilmember's email communications on the private employer's equipment or to restore files from a backup or archive. See Handbook,Records What may work best is to use a free,third-party email service, such as Management,for more information about records Gmail or Hotmail, for your city account and to avoid using that email management. account for any personal email or for anything that may constitute an official record of city business since such records must be retained in accordance with the state records-retention requirements. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 71 Page 23 RELEVANT LINKS: H. Advisory opinions 1. Department of Administration Minn,Stat.§ 13.072,subd. I The commissioner of the Minnesota Department of Administration has (b).See Minnesota Department of authority to issue non-binding advisory opinions on certain issues related Administration,Data to the open meeting law. A$200 fee is required. The Data Practices Office Practices for an index of advisory opinions. (DPO)handles these requests. See Requesting an Open A public body, subject to the open meeting law, can request an advisory Meeting Law Advisory Opinion. opinion. A person who disagrees with the way members of a governing body perform their duties under the open meeting law can also request an advisory opinion. 2. Attorney General Minn.Stat.§8.07. The Minnesota Attorney General is authorized to issue written advisory See index of Attorney General Advisory Opinions opinions to city attorneys on"questions of public importance."The from 1993 to present. Attorney General has issued several advisory opinions on the open meeting law. I. Penalties Minn.Stat.§13D.06,subd. Any person who intentionally violates the open meeting law is subject to I' personal liability in the form of a civil penalty of up to $300 for a single Claude v.Collins,518 occurrence. The public body may not pay the penalty. A court may N.W.2d 836(Minn.1994). consider a councilmember's time and experience in office to determine the amount of the civil penalty. Minn.Stat.§130.06,subd. An action to enforce this penalty may be brought by any person in any 2, O'Keefe v.Carle,,No.Al2. court of competent jurisdiction where the administrative office of the 0811(Minn.Ct.App.2012) governing body is located. (unpublished opinion). In an unpublished decision,the Minnesota Court of Appeals concluded that this broad grant of jurisdiction authorized a member of a town board to bring an action against his own town board for alleged violations of the open meeting law. This same decision also concluded that a two-year statute of limitations applies to lawsuits under the open meeting law. Minn.Stat.§ 130.06,subd. The court may also award reasonable costs, disbursements,and attorney 4.See LMC information memo,LMMCITLlabilit' fees of up to$13,000 to any party in an action alleging a violation of the Coverage Guide,for open meeting law. The court may award costs and attorney fees to a information about insurance coverage for lawsuits under defendant only if the action is found to be frivolous and without merit. the open meeting law. A public body may pay any costs,disbursements,or attorney fees incurred by or awarded against any of its members. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 71 Page 24 RELEVANT LINKS: Minn.Stat.§ 13D.06,subd. If a party prevails in a lawsuit under the open meeting law, an award of 4. reasonable attorney fees is mandatory if the court determines that the public body was the subject of a prior written advisory opinion from the commissioner of the Minnesota Department of Administration, and the court funds that the opinion is directly related to the lawsuit and that the public body did not act in conformity with the opinion. A court is required to give deference to the advisory opinion. Minn.Stat.§ 1313.06,subd.4 No monetary penalties or attorney fees may be awarded against a member (dC).Co5-2436lwell(Minn.cr. No. of apublic bodyunless the court finds that there was intent to violate the . Cb-95-243b( n .Ct.A . Aug 6,1996)(unpublished open meeting law. decision).Elselh v.Halle, No Al2-1496(Minn.Ct.App. May 13,2013)(unpublished opinion). Minn.Stat.§ 13D.06,subd.3 If a person is found to have intentionally violated the open meeting law in (a).Brown v.Cannon Falls Tup.,723 N.W.2d 3l(Minn. three or more separate actions involving the same governing body, that Ct.App.2006). person must forfeit any further right to serve on the governing body or in any other capacity with the public body for a period of time equal to the term of office.the person was serving. Minn.Stat.§ 13D.06,subd.3 If a court finds a separate,third violation that is unrelated to the previous (b) violations, it must declare the position vacant and notify the appointing authority or clerk of the governing body. As soon as practicable, the appointing authority or governing body shall fill the position as in the case Minn.Coast.art.VIII,§5. of any other vacancy. Under the Minnesota Constitution,the Legislature may provide for the removal of public officials for malfeasance or Jacobsen N.Nagel,255 nonfeasance. To constitute malfeasance or nonfeasance, a public official's Minn.300,96 N.W.2d 569 conduct must affect the performance of official duties and must relate to (Minn.1959). something of a substantial nature directly affecting the rights and interests of the public. Jacobsen V.Nagel,255 "Malfeasance"refers to evil conduct or an illegal deed. "Nonfeasance" is Minn.300,96 N.W.2d 569 (Minn.1959).Claude v. described as neglect or refusal,without sufficient excuse, to perform what Collins.518 N.W.2d 836 is a public officer's legal duty to perform. More likely than not,a violation (Minn.1994). of the open meeting law would be in the nature of nonfeasance. Although good faith does not nullify a violation,good faith is relevant in determining whether a violation amounts to nonfeasance. Sullivan v.Credit River The open meeting law does not address whether actions taken at a meeting Tap.,299 Minn. 170,217 N.W.2d 502(Minn.1974). that does not comply with its requirements would be valid, Hubbard Broadcasting,Inc. v.City of afro,,323 N.W.2d 757(Minn.1982).In re D 4 Truck Line,Inc.,524 N.W.2d I(Minn.Ct.App. 1994). • League of Minnesota Cities Handbook for Minnesota Cities 8130/2019 Meetings,Motions,Resolutions,and Ordinances Chapter 7 I Page 25 RELEVANT LINKS: Lac Qui Parle-1 ellow Bank Minnesota courts have generally refused to invalidate actions taken at an Watershed Dist v. 11'ollschlager,No.c6-96- improperly closed meeting because this is not a remedy the open meeting 1023(Minn.Ct.App.Nov. law provides. 12,1996)(unpublished opinion).DPO 11-004. Quasi v.Knutson,276 Minn. But the Minnesota Supreme Court has held that an attempted school 340,150 N.W.2d 199(Minn. 1967). district consolidation was fatally defective when the initiating resolution was adopted at a meeting that was not open to the public. Ill. Meeting procedures A. Citizen involvement Any person may observe council meetings. In fact,the council should encourage citizen attendance to help raise awareness of the city's problems and help create support for programs suggested by the council. Minn.Stat.§13D.01,subd. Citizens must be able to hear the discussion at a meeting and must be able 6. to determine who votes for or against a motion. DPO 08-015.DPO 17-006. One copy of any printed materials relating to the agenda items of the meeting that have been distributed or made available to all members of the council must be made available to the audience unless doing so would violate the Minnesota Government Data Practices Act. Although anyone can attend council meetings, citizens cannot speak or Minn.Stat.§412.191,subs. otherwise participate in any discussions unless the mayor or the presiding 2. officer recognizes them for this purpose. The decision to recognize speakers is usually up to the mayor or presiding officer, but the council can overrule this decision.The council can, through a motion, decide to hear one or more speakers from the audience. Participation in council meetings can be intimidating for the average citizen. Councils should make sure citizens are invited to participate when appropriate and listened to with courtesy. Individual councilmembers should not argue with citizens. Citizens attend council meetings to give information for the council to consider. Discussions or debates between individual councilmembers and citizens during council meetings is inappropriate and may reflect badly on the decision-making process. B. Recording and broadcasting of meetings A.G.Op.63a-5(Dec.4, The public may make an audio or videotape of an open meeting if doing so 1972)' does not have a significantly adverse impact on the order of the meeting. The city council may not prohibit dissemination or broadcast of the tape. League of Minnesota Cities Handbook for Minnesota Cities 8/30/2018 Meetings,Motions,Resolutions,and Ordinances Chapter 7 Page 26 CITY OF ® 430 Third St., Farmington, MN 55024 FARMINCTON © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller, Administrative Assistant SUBJECT: Approve Appointments to Boards and Commissions-City Council DATE: January 21, 2020 INTRODUCTION The City Council interviewed applicants for various boards and commissions. DISCUSSION The City Council is recommending the following applicants be appointed to the designated boards and commissions listed below: Planning Commission , 2/1/20—1/31/22 John Franceschelli 2/1/20—1/31/22 Krista Tesky 2/1/20-1/31/22 Phil Windschitl Rambling River Center Advisory Board 2/1/20—1/31/23 Pennie Page 2/1/20—1/31/23 Blanche Reichert 2/1/20—1/31/22 Kenneth Schumann 2/1/20—1/31/21 Gina Smith Parks and Recreation Commission 2/1/20—1/31/23 Laurie Suchanek 2/1/20—1/31/23 Elizabeth Koss BUDGET IMPACT Stipends are included in the 2020 budget. ACTION REQUESTED City council by-laws state that commission appointments shall be made at the second regular meeting of the year. Therefore,the action requested is to approve the above appointments for the terms stated. CITY OF O Q 430 Third St., Farmington, MN 55024 FARMINCTON © 651-280-6800 OFarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Agreement with Wold Architects and Engineers to Provide Professional Services for Creating Construction Documents for 2020 Building Improvement Projects-Parks DATE: January 21, 2020 INTRODUCTION The 2020 approved city budget included funding improvement projects in several city buildings DISCUSSION Because of the specialized nature of the 2020 projects, staff solicited and received a proposal from Wold Architects and Engineers (WAE) to provide services to create construction documents for the projects approved in the 2020 budget. WAE's proposal is attached and identifies the projects that will be completed in 2020. Staff solicited a proposal from WAE to prepare the project's construction documents for the following reasons: 1. I n 2017 WAE completed for the city an analysis of the current building conditions and provided a prioritized list of projects based on the current condition of the buildings, which will be helpful in the preparation of the bid documents for the projects. 2. WAE has worked with the city in the past by providing architectural services for various building construction and improvement projects. 3. Staff has been satisfied with the services WAE has provided in the past. 4. WAE has had vast involvement and experience in the preparation of building improvement projects of governmental buildings. 5. WAE provides the technical design experience for the project, which staff does not have in the project areas. The proposal submitted will allow city staff to work directly with WAE staff on the preparation of the construction documents. Once the construction documents are completed, WAE's work will be done and city staff will use the construction documents to solicit quotes for the various projects. Once quotes are received, tabulated and the low apparent bidders are known for the projects, staff will be requesting the City Council enter into a contract with the bidders to complete the various projects. BUDGET IMPACT The cost of WAE's services is proposed at a total cost of$9,000 plus an estimated $200.00 for reimbursable expenses. The cost of professional services WAE will be providing to the city was factored into the cost of the 2020 projects. ACTION REQUESTED The city council is being asked to approve an agreement with WAE in the amount of$9,000.00 plus up to $200 in reimbursable expenses to provide professional services to create construction documents for several city building improvement projects, which are outlined in WAE's proposal, and further authorizes the mayor and city administrator to sign the agreement. ATTACHMENTS: Type Description © Backup Material WAE Proposal January 3,2020 Randy Distad,Parks and Recreation Director Wo I • City of Farmington 430 Third Street Farmington,Minnesota 55024 Re: City of Farmington 2020 Building Improvements Projects Commission No.9999 Dear Randy: We appreciate the opportunity to continue our partnership with the City of Farmington on the building improvement projects at the Rambling River Center and Fire Station#1. Based on the e- mail you sent to John McNamara on December 17,2019,we understand that the City has targeted the following projects from the 2017 Facility Analysis to be designed and sent out to contractors for quotes in order to complete construction in 2020: • Replace eight(8)interior door to comply with ADA at the Rambling River Center. • Replace front desk to comply with ADA at the Rambling River Center. • Repair leaking building water main located in garage at the Rambling River Center. • Replace(17)interior doors to comply with ADA at Station#1. • Install automatic door openers at Station#1. Based on the costs developed in the 2017 Facility Analysis and an inflation factor of 4.5%per year,we are estimating the total cost of construction for these projects to be about$120,000. Please let me know if this is in alignment with the City's approved 2020 budget. Using the fee factor of 7.5%for renovation work,the design fees are calculated to be$9,000 for the base bid scope of work. Reimbursable expenses would be in addition to this fixed fee and are estimated to be approximately $200. We are excited about the opportunity to continue working the City of Farmington. Please let me know if you have any questions or concerns regarding our understanding of the project. Wold Architects and Engineers tki JA4/ ake Wollensak I AIA Associate cc: John McNamara,Wold Matt Mooney,Wold CM/MN/Promo/CI_Farmington/crsp/jan20 Wold Architects and Engineers PLANNERS 332 Minnesota Street,Suite W2000 ARCHITECTS Saint Paul,MN 55101 woldae.com I 651227 7773 ENGINEERS 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: Missie Kohlbeck, Recreation Supervisor and Randy Distad, Parks and Recreation Director SUBJECT: Adopt Resolution Accepting a Donation to the Rambling River Center-Parks DATE: January 21, 2020 INTRODUCTION Money was recently donated in memory of Gen Thelen to the Rambling River Center(RRC). DISCUSSION A recent donation in the amount of$35 from the Orchard Rangers Saddle Club was made to the RRC in memory of Gen Thelen. 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 be recognized with other recent donations given 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 Council the Orchard Rangers Saddle Club who donated this money in memory of Gen Thelen. BUDGET IMPACT NA ACTION REQUESTED Adopt the attached resolution accepting a donation in the amount of$35.00 that was given in memory of Gen Thelen to the RRC by the Orchard Rangers Saddle Club. ATTACHMENTS: Type Description C5 Resolution Rambling River Center Donation RESOLUTION NO. R07-20 ACCEPT DONATION 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 21St day of January, 2020 at 7:00 p.m. Members Present: Larson, Donnelly, Hoyt Members Absent: Bernhj elm, Craig Member Donnelly and Member Hoyt introduced and seconded the following: WHEREAS, a donation in the amount of$35.00 was made to the Rambling River Center in memory of Gen Thelen by the Orchard Rangers Saddle Club; and, WHEREAS, it is required by State Statute that this donation be formally accepted; and, WHEREAS, it is in the best interest of the city to accept this donation. NOW, THEREFORE, BE IT RESOLVED that the city of Farmington hereby accepts with gratitude the generous donation of$35.00 made to the Rambling River Center by the Orchard Rangers Saddle Club in memory of Gen Thelen. This resolution adopted by recorded vote of the Farmington City Council in open session on the 21st day of January, 2020. Mayor Attested to the , :3/—day of January, 2020. ' /.74-.4''"6/1 • dministrator SEAL CITY OF 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Agreement with LiveBarn for Video Streaming Services at Schmitz-Maki Arena-Parks DATE: January 21, 2020 INTRODUCTION Staff is interested in making youth sports practices and games held at the Schmitz-Maki Arena (Arena) available through live streaming. DISCUSSION Staff learned of a company called LiveBarn that can provide live streaming services for any youth sports practices and games that are held at the arena. Contact was made with LiveBarn to learn more about the live streaming service they can provide. Staff learned that practices and/or games are available via On Demand replay for 30 days. LiveBarn is installed on 1,000 surfaces across the U.S. and Canada.They live stream ice hockey, baseball, basketball, volleyball,soccer and lacrosse. Then through an active LiveBarn monthly subscription people can utilize the LiveBarn App to live stream youth sports practices and games held at the facility it is installed in. Live streaming can occur on any device such as a cell phone, laptop,tablet, etc.There are other cities in Minnesota who have entered into a contract with LiveBarn, so it is not unique to Farmington. This livestreaming service provides access anywhere in the country to anyone, including friends and family members. who subscribes to the service and wants to watch a practice or game, but are unable to attend because of not living in Farmington or being out of the city for some reason. Attached is a contract with LiveBarn. It's important to highlight a few things in the contract such as: • the term of the contract is for an initial six years and then automatically renews for two subsequent two-year terms all equipment costs and ongoing maintenance and replacement costs are the responsibility of LiveBarn the city is able to receive a commission from LiveBarn if it solicits new members and the unique code supplied to the city is entered when a subscription is purchased the city has a duty to promote LiveBarn memberships, but LiveBarn assists the city with this process by providing signage and banners about the service that will be installed in the arena The city attorney has reviewed the attached contract and has found it to be acceptable. BUDGET IMPACT The cost of installing all equipment, wiring, and electronics is the responsibility of LiveBarn. There are no costs born to the city for the live streaming service. The city also has an opportunity to generate some revenue by promoting and encouraging memberships to be purchased and if the unique code is entered when the membership is purchased by the customer. ACTION REQUESTED Approve the attached contract with LiveBarn allowing it to install the equipment necessary to video stream sports and activities that occur at the arena. ATTACHMENTS: Type Description D Contract Live Barn Contract vn • � e VENUE AGREEMENT DATE: information,including Venue Owner's own unique code described in Subsection 1.5. BETWEEN:LIVEBARN INC.("LiveBam") 1.3 Title to all hardware,software,and wiring shall and remain in the name of LiveBarn. City of Farmington 1.4 All content broadcast using the Automated ("Venue Owner") Online Broadcast Service,including the video and audio relating to all sports and recreational activities occurring on WHEREAS LiveBarn Inc.and Venue Owner wish to enter each Ice Rink Sheet(collectively,the"Content"),will be into this Agreement pursuant to which LiveBarn will install made available to LiveBam's subscribers on a monthly at Venue Owner's Ice Rink Sheet described in the attached Schedule"A"(each being an"Ice Rink Sheet")a fully subscription basis,subject to sections 1.7 and 1.8 below. automated sports broadcasting system for the delivery of LiveBarn will determine the pricing for its offerings of the live and/or on demand video and audio streaming to Automated Online Broadcast Service. From time to time internet connected devices such as smartphones,computers LiveBarn may provide a flee trial at its discretion. or tablets(the"Automated Online Broadcast Service"); 1.5 Revenue generated from the Automated Online NOW,THEREFORE,in consideration for the mutual Broadcast Service will be the property of LiveBarn; promises set out below,and for other good and valuable however,LiveBarn will supply Venue Owner with a unique consideration acknowledged by the parties,LiveBarn and code to enable it to market and solicit new memberships for Venue Owner agree as follows: LiveBarn,for which LiveBarn will pay Venue Owner thirty percent(30%)of the revenues generated from these 1 AUTOMATED ONLINE BROADCAST memberships over the full lifetime of these memberships- SERVICE until such membership is discontinued. The above code will enable Venue Owner to solicit LiveBarn memberships 1.1 LiveBarn shall,at its own expense,install and by providing potential members with the attraction of a maintain all hardware,software and internet bandwidth 10%discount. This code will track the memberships required for the operation and maintenance of the generated by Venue Owner on a quarterly basis. The above Automated Online Broadcast Service in regards to each Ice payments to Venue Owner will only apply to LiveBarn Rink Sheet.The initial installation will occur within six memberships originated with the unique code allocated to months from the date of this Agreement(such six month Venue Owner. LiveBarn will pay Venue Owner its date being herein referred to as the"Latest Install Date");it revenue share within 30 days of the end of each calendar will be scheduled with the written approval(including quarter together with a corresponding revenue statement, email)of Venue Owner,and concurrently with the and this revenue share distribution will commence upon installation,LiveBarn will specifically explain to Venue Venue Owner achieving an average total of 20 code Owner representative onsite exactly where any hardware or subscribers per montb(from amongst all its codes-60 total) other components will be installed.Installation will then per Ice Rink sheet,in a calendar quarter.Venue Owner will only proceed with the consent of Venue Owner which provide a staff person to communicate with and receive consent will be deemed upon LiveBarn undertaking its LiveBarn's various local marketing initiatives(including installation. The initial installation for each Ice Rink Sheet social media)as described below. shall include one(1)computer,one(1)router,one(1) modem,between one(1)and three(3)power converters, 1.6 LiveBarn shall be the exclusive owner of all and up to two(2)cameras to be placed on the side walls or rights in and to the Content,and shall have the exclusive on the beams or columns extending from the walls. The right to broadcast the Content for all purposes and in any internet connection and computer shall be located adjacent manner it determines in its sole discretion,including by to the respective Ice Rink Sheet in a secure location with providing its broadcast signal to national broadcasters and electrical power outlets. The exact selection of camera digital media distributors. Without limiting the foregoing, locations will be made after consideration for optimal the Venue Owner acknowledges that online distributions of broadcast quality and avoidance of any obstruction. Any the Content from each Ice Rink Sheet will be made modification to the installation will only be undertaken available to all subscribers of the Automated Online with the permission and process with Venue Owner as Broadcast Service,subject to sections 1.7 and 1.8 below. outlined above.Venue Owner shall assume the cost of electricity for the components installed in connection with this Agreement. 1.7 LiveBarn will provide Venue Owner with an exclusive online administrative password to enable Venue Owner in its discretion to"blackout"any particular dates or 1.2 In addition LiveBarn shall,at its expense and time periods from being broadcast on any selected Ice Rink upon Venue Owner's request,install one advertising Sheet(the"Blackout Restrictions"). management box adjacent to a TV screen that is provided by the Venue. The LiveBarn advertising manamgement 1.8 LiveBarn will also provide Venue Owner with box will continuously display a combination of LiveBarn the ability in its discretion to restrict viewer access to any highlights and a Live feed,as well as additional Wage ZaNs , , LaveB ; n VENUE AGREEMENT broadcasts from its Venue to a pre-selected potential 3.2 The Venue Owner hereby declares and audience for privacy purposes. acknowledges that the foregoing exclusivity,including the term thereof,is reasonable in the circumstances,and that 1.9 During the Tenn(as defined below),LiveBarn LiveBarn is relying upon such exclusivity in connection will provide Venue Owner with three(3)complimentary with the provision of the Automated Online Broadcast LiveBarn accounts for each Ice Rink Sheet. Service and that LiveBarn would not have entered into this Agreement without such exclusivity. However,the 1.10 LiveBarn will hold Venue Owner harmless for foregoing exclusivity shall not apply should LiveBarn cease any injuries to LiveBarn employees and agents in operations or to the extent Venue Owner terminates this connection with their work. agreement in accordance with section 2.4. 2 TERM AND TERMINATION 3.3 Venue Owner acknowledges and agrees that,in the event of a breach or threatened breach by it of the provisions 2.1 The term of this Agreement commences on the of Subsection 3.1 above,LiveBam will have no adequate date hereof and continues until the six year anniversary of remedy in money or damages and,accordingly,shall be the Latest Install Date(the"Term"),and it will entitled to an injunction in a court of competent jurisdiction automatically renew for successive terms of two(2)years, against such breach. However,no specification in this unless either party notifies the other in writing of its intent Agreement of any specific legal or equitable remedy shall be to discontinue this Agreement at least ninety(90)days construed as a waiver or prohibition against any other legal or before the expiration of the then current term. equitable remedies in the event of a breach of any of the provisions of this Agreement. 2.2 Notwithstanding the foregoing,but subject to Subsection 3.1 below,either party shall have the right to 4 SUPPLY OF AUTOMATED ONLINE terminate this Agreement for any reason upon giving(90) BROADCAST SERVICE days written notice to the other party. 4.1 LiveBarn will use reasonable skill and care to make the Automated Online Broadcast Service available 2.3 Upon termination of this Agreement by throughout the Tenn. Notwithstanding the foregoing, expiration of the term or for any other cause,LiveBarn LiveBam shall have no responsibility,liability,or obligation shall,at its own cost and expense,remove all hardware, whatsoever to Venue Owner,or any other third party,for any software and wiring from Venue Owner's location,except interruptions of the Automated Online Broadcast Service. as expressly allowed to remain in place by the City 4.2 LiveBam may,without any liability to Venue 2.4 Venue Owner shall have the right to terminate this Owner,suspend the supply of all or part of the Automated Agreement if LiveBarn materially breaches this Agreement Online Broadcast Service upon giving Venue Owner and the material breach is not cured to within forty notice. This would occur if the LiveBarn equipment is (40)days after Venue Owner provides written notice which repeatedly damaged or LiveBarn is unable to obtain a outlines such breach to LiveBarn. sufficient internet signal to the venue. 4.3 The Venue Owner agrees to notify LiveBarn by 3 EXCLUSIVITY email to venuesupportnlivebarncom as soon as it becomes aware of any interruption or malfunction with the 3.1 In consideration for the investment of time and Automated Online Broadcast Service. Venue Owner will expense incurred by LiveBarn to fulfill its obligations not be responsible for damage or malfunction of any under this Agreement,the receipt and sufficiency of which equipment and LiveBarn will repair or replace at its cost is hereby acknowledged,the Venue Owner hereby declares any malfunctioning components which is required.Any and agrees that for a period of five(5)years from the required service visit by LiveBarn will be scheduled with commencement date of the Tenn,and notwithstanding the the written approval(including email)of Venue Owner. termination of this Agreement by the Venue Owner,for any LiveBarn will specifically explain the repair,replacement reason,LiveBarn shall have the absolute exclusivity to or service work to Venue Owner representative onsite and broadcast Content from each of the Ice Rink Sheets using this work will only proceed with the consent of Venue an automated(without individuals operating cameras) Owner which consent will be deemed upon LiveBarn online broadcasting system. For greater certainty,the said undertaking its work. exclusivity shall apply for the five(5)year period even if the Venue Owner elects to terminate this Agreement 4.4 From time to time there will be on site pursuant to Subsection 2.2 above prior to the expiration of adjustments requiring assistance from a technically the Term. proficient person at the Venue. Venue Owner will be responsible to supply such person when necessary. 3.1a Exclusivity in clause 3.1 does not include area high schools or other select teams that may choose to 5 NOTICE TO PUBLIC capture and broadcast and disseminate gamest that occur at the Venue. 2IPage ive n VENUE AGREEMENT 5.1 The Venue Owner agrees to post a notice at the 7.2 Although LiveBarn will remain liable for its entrance to its venue and inside each Ice Rink Sheet, obligations hereunder,LiveBarn shall be permitted to use advising the public that the venue is monitored by video agents and subcontracts to perform its installation, cameras for security,safety and commercial purposes,and maintenance and repair obligations hereunder. participants waive any claim relating to the capture or public transmission of his/her participation while at the 7.3 The waiver of a breach of any provision of this venue. LiveBarn will supply and post these notices during Agreement will not operate or be interpreted as a waiver of its initial installation and reserves the right to modify the any other or subsequent breach. language contained therein from time to time,in its sole discretion,to satisfy its legal obligations. 7.4 If any part of this Agreement is held to be invalid or unenforceable,that part will be severed and the rest of 5.2 In all agreements with parties for usage of the the Agreement will remain in force. Headings herein are Venue,Venue Owner will include provisions both for reference only. disclosing the existence of LiveBarn broadcasting at the Venue and requiring such parties to notify all their users of 7.5 LiveBarn hereby represents that it maintains the Venue of this. $2,000,000 of General Liability Insurance,$2,000,000 in Media Coverage Insurance and$2,000,000 in 6 MARKETING Cyber Insurance,and that upon execution of this 6.1 Venue Owner agrees to promote LiveBam Agreement Venue Owner will become a Certificate Holder, through all available avenues discussed in this section, with its name and location included in understanding that it is in Venue's best interest financially such insurance policies. to market LiveBarn to their customers and patrons. LiveBarn will also provide,at its expense,a minimum of 7.6 All notices required under this Agreement must one(1)2.5 x 6'color printed standing banner,branded with be given in writing and by email to Livebarn at Venue Owner's unique code described in Subsection 1.5,to venuesupportelivebarn.com.fmiller@livebarn.com, be displayed within Venue Owner's lobby in a prominent ray@livebarn.com.martin @livebarn.com and to Venue location.Venue Owner understands that failure to comply Owner at its address listed herein.Either party may change and make reasonable promotion and marketing efforts will its address from time to time by providing notice of such result in lower revenue share payments to Venue Owner. change to the other party. 6.2 Venue Owner will provide a marketing contact 7.7 This Agreement describes the entire person(s)who will be responsible for interacting with understanding and agreement of the parties,and supersedes LiveBarn and becoming knowledgeable about the various all oral and written agreements or understandings between LiveBam marketing and promotion initiatives. Upon them related to its subject matter. installation of LiveBarn,Venue Owner will make said contact available for a 30 minute video web session, 7.8 This Agreement may be executed in one or more serving as an orientation into all of the best practices for counterparts,each of which will be deemed an original,and introducing and promoting LiveBarn.This person will all of which taken together will be deemed to be one subsequently be responsible for implementing promotion instrument. and marketing initiatives to Venue's customers and patrons. 6.3 Venue Owner will place a LiveBarn banner or 7.9 This Agreement is governed by and will be link on their website with a backlink and embedded demo interpreted under the laws of the State of New York. Any video where possible. Venue Owner will do the same with disputes shall be heard in the courts of the City of New any organizations,associations,clubs and affiliates that it York. owns that use their facility. 7.10 Each party shall keep the terms contained herein 6.4 Venue Owner will announce the LiveBarnconfidential and neither of its directors,officers, installation as well as embed any demo video on all of their employees,agents or representatives,where applicable, social media networks. Venue Owner will also like and shall disclose the terms contained herein without the follow LiveBarn on said social media networks as well as express written consent of the other party,unless such share content when tagged,acknowledging that this will disclosure is required by applicable law. only be used when venue is directly involved with any video shared. Venue Owner will do the same with any 7.11 Venue Owner will not be liable to organizations,associations,clubs,affiliates that it owns that LiveBarn by reason of inconvenience or annoyance use their facility. for any damages or lost revenue due to power loss or shortage,mechanical breakdown,structural damage, 7 GENERAL roof collapse,fire,flood,renovations,improvements, alterations,or closure of the facility by it or any 7.1 Any amendment to this Agreement must be in regulatory agency. writing and signed by both parties. 3IPage LuveBsrn VENUE AGREEMENT 7.12 LiveBarn consents to Venue Owner promoting in its marketing materials that LiveBarn supplies it with the LiveBarn installed product. IN WITNESS WHEREOF, the Parties have executed this Agreement on the date and at the place first above mentioned. Primary Contact-Venue General LIVEBARN i C. Manager or Decision Maker: Per: Ray Giroux, COO Name: Randy Distad VENUE OWNER ----- - : _.,.�! Work Number: 651-280-6851 Per: ,7- :---'-' J ' Cell Phone: 651 -775-3144 Print Name: Todd Larson Email Address: RDistad@FarmingtonMN.gov PLEASE FILL OUT SCHEDULE A Secondary Contact or On-Site Manager: Venue Name and Address: Name: Jeremy Pire Schmitz-Maki Arena 114 Spruce Street Work Number:651-280-6902 Farmington, MN 55024 Cell Phone: 651-775-5934 Email Address:JPire@FarmingtonMN.gov Name of Each Rink: (i.e. Rink#1 or Main Rink) Venue Marketing Contact: Schmitz-Maki Name: Jeremy Pire Work Number: 651-280-6902 Cell Phone: 651-775-5934 Email Address: JPire@FarmingtonMN.gov Venue Technical Contact: Name: Peter Gilbertson Work Number: 651-280-6815 Cell Phone: 651-478-0850 Email Address: PGilbertson@FarmingtonMN.gov 41Page CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 ,011e ® FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Ken Lewis, Building Official SUBJECT: Acknowledge Fourth Quarter 2019 and Year End New Construction Report and Population Estimate-Community Development DATE: January 21, 2020 INTRODUCTION The following report summarizes the new construction permits issued during the fourth quarter of 2019, and the year-end building totals and population estimate. DISCUSSION Fourth Quarter Building Permit Information: During the fourth quarter of the 2019 building construction season October 1st through December 31st),the city issued 10 new single-family. The average building valuation of the single-family homes during the fourth quarter of 2019 was $238,820 up from$212,250 during the third quarter of 2019. (Note that the valuation averages do not represent the average sale price or average market value of the homes in question, since they do not include the value of the lot or any amenities added to the home that are not part of the building code formula). Year End Building Permit Information: The year-end figures reflected 33 new single family units, 1 new multi-family(5) units, 1 new commercial and 2 public structures.The new single family permits resulted in a total new residential building valuation of$7,215,300. Of the year-end total,the average valuation was$218,645. The multi-family building valuation was $851,515. Farmington Storage Building valuation came to$281,110. The public picnic shelters came to$60,000. As noted above,these valuation averages do not represent the average sale price or average market value of the structures in question, since they do not include the value of the lot or any amenities added to the structure that are not part of the building code formula. I n addition to the new housing units,the following numbers reflect other permits that were issued during 2019. Building-582 (decks, basement finishes, additions, garages, roofs,siding,windows, remodeling, etc.) Plumbing-191 (lawn irrigation,water softener,water heaters, water and sanitary piping, etc.) Mechanical—274(furnaces,garage heaters,gas piping,fireplaces, ductwork, etc.) Electrical—524(new homes, remodels, commercial, mechanical, ect.) Total additional permits—1,571 Inspections performed for 2019 Building-3,235 (footing,foundation, poured wall, framing, insulation,finals, etc.) Mechanical—353 (rough-ins, air tests,finals, etc.) Plumbing—216 (rough-ins, air tests,finals, etc.) Electrical—920(rough in and finals) Total number of inspections performed—4,724 Year-End Population Estimate: At the beginning of 2003, city staff decided that each quarterly building permit report should also include an updated population estimate for the city of Farmington. After discussing several methods of calculating population, a decision was made to base our population estimates on Certificates of Occupancy rather than upon building permits. Building permit activity is not a "real time" reflection of actual population, given the"lag time" between the issuance of the permit and the actual occupancy of the dwelling unit(i.e.,the time required to construct, market and sell the home). Accordingly, staff started with the city population as of April 1, 2000, (as determined by the U.S. Census Bureau) and then determined the number of Certificates of Occupancy [C.O.'s] issued by the city since that date. The number of C.O.'s is multiplied by 2.95,which was (according to the 2010 Census)the average number of occupants per Farmington dwelling unit. The resulting calculations are as follows: 22,781 Estimated population as of December 31,2016 + 39 =14 certificates of occupancy issued from the period of 1/1/17 to 3/31/17 x 2.95 22,820 Estimated population as of March 31, 2017 + 56 = 19 certificates of occupancy issued from the period of 4/1/17 to 6/30/17 x 2.95 22,876 Estimated population as of June 30, 2017 + 50 = 17 certificates of occupancy issued from the period of 8/1/17 to 9/30/17 x 2.95 22,926 Estimated population as of September 30, 2017 + 32 =11 certificates of occupancy issued from the period of 10/1/17 to 12/31/17 X 2.95 22,958 Estimated population as of December 31,2017 + 24 =8 certificates of occupancy issued from the period of 1/1/18 to 3/31/18 X 2.95 22,982 Estimated population as of March 31, 2018 + 21 =7 certificates of occupancies issued from period of 4/1/18 to 6/30/18 X 2.95 23,003 Estimated population as of June 30, 2018 + 38 =13 certificates of occupancies issued from period 7/1/18 to 9/30/18 X 2.95 23,041 Estimated population as of September 30, 2018 + 24 =8 certificates of occupancies issued from period 10/1/18 to 12/31/18 X 2.95 23,065 Estimated population as of December 31st 2018 + 23 =8 certificates of occupancies issued from period 1/1/19 to 3/31/19 X 2.95 23,088 Estimated population as of March 31, 2019 + 6 =2 certificates of occupancies issued from period 4/1/19 to 6/30/19 X 2.95 23,094 Estimated population as of June 30th, 2019 + 47 =16 certificates of occupancies issued from period 7/1/19 to 9/30/19 X 2.95 23,141 Estimated population as of September 30th, 2019 + 24 =8 certificates of occupancies issued from period 10/1/19 to 12/31/19 X 2.95 23,165 Estimated population as of December 31st,2019 BUDGET IMPACT NA ACTION REQUESTED For information only. No action is required. ATTACHMENTS: Type Description D Cover Memo Fourth Quarter 2019 and Year End New Construction Report LO CO ti CO CD CD N 0 N 0 NCV • ® ■ ■ H IMENN MIMI U a) 0 • O �� U z 0 111111.11. o) LI Q co d �- d T Er 7 L CIS C A a) t = c o 5 rt T co L Q co"EMI. 2 111 iiiiiiiisib- it) rilliiii C pamainaN sueId in m N Co CT) o o 0 0 0 N N N N N • • • • • O a) 0 O Z U 0 Q a) E O 0) 2 Q 0) T m w r Y E. a) _c Q O 0 4- d N CO N C6 2 C) 0 Q a CQ 2 cc O O O O O O O O O CO tt N O CK) Cfl '4" N C". r r T s;iuuad Agnuow 1r) C.0 CO o, N N N 0 NCV IN ■ ■ • • __■ 11.1.1.1111 - U O _ Q CO CO C) 0 a� w a 1111111111111111111111111111 ca MOM CL .1111.1 MEM= 2 .... ... .. .............. . .. . LoLoLC) 'Cr CO CO N N 'r suoi;oadsui Amluow Q CO (1C 0 0 0 0 O 01-- 0 0 r 0 0 CD 0 0 0 0 0 O 0 0 0 0 00 0 N CD 0 N 3 O z 175C • m a co co 1 N O O O O O 0 0 0 0 0 0 0 0 0 0 O 0 O CD 0 0 0 0 0 0 O O O O O • E `• m Z ci a) (i) E E co O r N O 0 O O O O O O O O O O O O O r r O O r r N O r O O r O:c- o E 3 f m d co N O1`- N O) O C) CD CO 0) c'') 1- CO V r U) V O O V CD W Q) C N CO NCO W .-- r r U) r N r r Cfl r r r r - r 0 r CO O r O r CO 4,5 F CO W 0 . . 0 co o m CC u) OOOOO OOOOO OOOOO OOOCDO OOOC3CD OOOOCD CO o a) I -J Z 0 W M CD >= T 0 0 0 0 0 0 0 0 0 0 O O r O r O O N O N O N O O N U) O O O CO Z O C (6 i 11 O Cu C Ci a) a) Q. 0 0 0 0 0 O O O O O O O O r r r 0 0 0 r O O O O O 0 0 0 0 0 0 m z N .0 Ci O1\ N CO O O O U) OD N 10 f� V N N O V r V O co 0) N CO N O CO r r r O U) r N r r CO r r N ,r r r co r O r CO z (a m m CC is 0 0 0 0 0 0 0 -" H -' F- -t I- I. F- I- I- C1 c (7 U) O c0 C7 C- 6 co C1 C)) CO N 17 C� O in 'O O L rO y "C 'a L 'a O u) w O U) -O .0 77 *".4.-O N CJ r N CO 'cY N r N C') V CV r c•40,-) 'R N r N O V N r NCO V N r N CO V N co O r CO c) O (Ns. O O O O d O O O 9 N (6 N (6 N Cl) N CII N CO N CO a a a a a a >- 1- CITY OF 0430 Third St., Farmington, MN 55024 FARMINCTON © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Tony Wippler, Planning Manager SUBJECT: Approve Land Surveyor's Certificate of Plat Correction for Sapphire Lake 1st Addition-Community Development DATE: January 21, 2020 INTRODUCTION Attached, please find a Certificate of Plat Correction for the Sapphire Lake 1st Addition plat. DISCUSSION The City Council approved the final plat for Sapphire Lake 1st Addition on April 1, 2019. The plat document that was filed and recorded at Dakota County contained an omission within the Instrument of Dedication that must be corrected. The correction is adding a signature block for the Dakota County Board of Commissioners to the Instrument of Dedication. The correction is described and shown on the attached document. BUDGET IMPACT NA ACTION REQUESTED Approve the attached Land Surveyors Certificate of Plat Correction for Sapphire Lake 1st Addition. ATTACHMENTS: Type Description D Backup Material Land Surveyors Certificate of Plat Correction LAND SURVEYORS CERTIFICATE OF PLAT CORRECTION Name of Plat: SAPPHIRE LAKE 1ST ADDITION Pursuant to the provisions of Minnesota Statutes, Section 505.174,I,Peter J.Hawkinson, a Licensed Land Surveyor in and for the State of Minnesota declares as follows: 1.That I prepared the plat of SAPPHIRE LAKE 1ST ADDITION dated April 17,2019 and filed on May 10,2019 in the Office of the County Recorder,Dakota County, Minnesota,in Book 60 of Plats,Page 69,as Document No. 3304209. 2.That said plat contains errors, omissions or defects described in particular as follows: 1. Omitted County Board Signature block 3. That said plat is hereby corrected in particular as follows: 1.DAKOTA COUNTY BOARD OF COMMISSIONERS, County of Dakota, State of Minnesota We do hereby certify that on the day of ,20 ,the Board of Commissioners of Dakota County,Minnesota,approved this plat of SAPPHIRE LAKE 1ST ADDITION and said plat is in compliance with the provisions of Minnesota Statutes, Section 505.03,Subd.2 and pursuant to the Dakota County Contiguous Plat Ordinance. By: Attest: Chair,County Board County Treasurer-Auditor I hereby certify that this Land Surveyor's Certificate of Plat Correction was prepared by me or under my direct supervision and that I am a Licensed Land Surveyor under the laws of the State of Minnesota. Dated this 7 day of ie.ew ,20 20. Peter J.Hawkinson, Licensed Land Surveyor Minnesota License No. 42299 This Land Surveyor's Certificate of Plat Correction to the plat of SAPPHIRE LAKE 1ST ADDITION was approved by the City of Farmington,Minnesota,at a regular meeting held this,-7/s day of .:32:=n�,� c ,20,;,e) . City of Farmington,Mi sota ,Mayor Clerk CITY OF 0 430 Third St., Farmington, MN 55024 FARMINCTON © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller, Administrative Assistant SUBJECT: Adopt Resolution Approving a Gambling Event Permit for the Farmington Area Education Foundation-Community Development DATE: January 21, 2020 INTRODUCTION The Farmington Area Education Foundation is requesting a Gambling Event Permit for two bingo fundraisers. DISCUSSION Per State Statute 349.166 and pertinent city code, a gambling event permit must be issued by the city for this type of event. An application has been received, along with the appropriate fees. The city attorney has reviewed the application and the attached resolution approving the request. BUDGET IMPACT Gambling fees are included in the revenue portion of the 2020 budget. ACTION REQUESTED Consider the attached resolution granting a gambling event permit to the Farmington Area Education Foundation,to be held at St. Michaels Catholic Church, 22120 Denmark Avenue, on February 21 and October 23, 2020. ATTACHMENTS: Type Description ❑ Resolution Resolution RESOLUTION NO. R08-20 APPROVING A MINNESOTA LAWFUL GAMBLING EVENT PERMIT APPLICATION FOR THE FARMINGTON AREA EDUCATION FOUNDATION 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 21St day of January 2020 at 7:00 p.m. Members Present: Larson, Donnelly, Hoyt Members Absent: Bernhj elm, Craig Member Donnelly and Member Hoyt introduced and seconded the following: WHEREAS,pursuant to M.S. 349.166,the State of Minnesota Gambling Board may not issue or renew a Gambling Event Permit unless the city council adopts a resolution approving said permit; and, WHEREAS,the Farmington Area Education Foundation has submitted an application for a Gambling Event Permit to be conducted at 22120 Denmark Avenue,on February 21 and October 23, 2020,for council consideration. NOW,THEREFORE,BE IT RESOLVED by the Farmington City Council that the Gambling Event Permit for the Farmington Area Education Foundation,to be held at 22120 Denmark Avenue, is hereby approved. This resolution adopted by recorded vote of the Farmington City Council in open session on the 21st day of January 2020. Mayor Attested to the „i•-/` day of January 2020. • Administra o 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: Jennifer Gabbard, Human Resources Director SUBJECT: Approve Recommendation for Hire Police Department-Human Resources DATE: January 21, 2020 INTRODUCTION The recruitment and selection process for the appointment of a Police Sergeant position has been completed. DISCUSSION After a thorough review by the Police Chief, City Administrator and Human Resources Department, a contingent offer of employment has been made to Mr. Christopher Lutz,subject to the ratification by the city council. Mr. Lutz is currently a Police Officer for the city. His experience meets the qualifications for this position. BUDGET IMPACT Mr. Lutz's starting salary will be$42.24 per hour, which is step 1 for this salary range. His start date in this position will be January 13, 2020. Funding for this position was authorized in the 2020 budget. ACTION REQUESTED Approve the appointment of Christopher Lutz as a Police Sergeant effective on or about January 13, 2020. CITY OF 0 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Gabbard, Human Resources Director SUBJECT: Approve Contract Amendment with Midwest Safety Counselors, I nc.-Human Resources DATE: January 21, 2020 INTRODUCTION The purpose of this memorandum is to request city council approval for the Regional Safety Group contract amendment. DISCUSSION I n 2017,the city council approved a joint powers agreement with the cities of Lakeville and Elko New Market that established a regional safety group (RSG) in order to provide a cost effective yet enhanced safety program for our employees. During that time,the RSG sent out request for proposals, and the original contract was awarded to Midwest Safety Counselors, Inc. in March, 2018.The original contract was for two years,with additional contract amendments for an additional two years each. As such, 2020 is our first contract amendment with Midwest Safety Counselors, Inc. We are seeking approval of the contract amendment,with no adjustments or revisions.The contract amendment would be valid for an additional two years, until March 2022. Per the joint powers agreement,the city council needs to provide approval to the City of Lakeville, as lead agency,to award the contact amendment to Midwest Safety Counselors, Inc. BUDGET IMPACT The city's share of the cost is $6,080.00. Under this contract amendment,the can purchase additional services at a rate of$95.00 per hour. The costs for this safety program are provided for in the 2020 budget. ACTION REQUESTED By motion, give approval to the City of Lakeville, as lead agency for the RSG,to award the contract amendment for safety consultation services to Midwest Safety Counselors, Inc. ATTACHMENTS: Type Description 2020 Contract Amendment to Safety D Backup Material Professional Services Agreement ❑ Backup Material JPA-Regional Safety Group AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT ("Amendment") made this 17th day of February 2019, by and between the CITY OF LAKEVILLE, a Minnesota municipal corporation ("City"), and the undersigned provider of services MIDWEST SAFETY COUNSELORS, INC., a Minnesota corporation ("Consultant"). Recitals A. The parties previously entered into a Professional Services Agreement for safety training and program support dated March 19, 2018, (the "Agreement"). B. The parties desire to extend the term of the Agreement for an additional 24 months. NOW, THEREFORE, IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1. Incorporation by Reference. Except as modified herein, the terms of the Agreement continue in full force and effect. 2. Amendment to Paragraph 16, Term. Paragraph 16 of the Agreement is amended to read as follows: 16. TERM. This Agreement shall terminate on March 18, 2022. IN WITNESS WHEREOF, the parties have entered into this Amendment on the day and year first above written. CITY OF FARMINGTON Todd Larson, Mayor AND: id McKnig t, city ,Aministrator MIDWEST SAFETY CONSELORS, INC. BY: Its: JOINT POWER AGREEMENT • REGIONAL SAFETY GROUP CITIES OF LAKEVILLE,FARMINGTON AND ELKO NEW MARKET AGREEMENT made this 18th day of December 2017,by,between and among the cities of Farmington, Lakeville and Elko New Market ("Individually referred to as "City" and collectively"Cities"). RECITALS A. Minn. Stat. § 471.59 authorizes two or more governmental units to enter into agreements to jointly or cooperatively exercise any power common to the contracting parties or any similar power. B. The purpose of this Agreement is to provide safety training and safety program support to each City to achieve the following objectives: 1. To develop and maintain safety programs oriented to municipal and employee needs through the development of safety manuals,processes,and procedures tailored to each City; 2. To provide a safe and healthy workplace for staff by improving safety knowledge and promoting safe work practices; 3. To provide training that meets the needs of employees and the requirements of OSHA and MN OSHA; 4. To increase awareness or safe practices and methods through training and discussion of best practices. 5. To increase safety awareness among employees through practical training and involvement of employees. 6. To develop a safety culture within each City that leads to engagement by all employees with proper care and concern for hazards shared across the workforce. NOW,THEREFORE,THE PARTIES AGREE AS FOLLOWS: 1. Lakeville shall prepare a request for proposal ("RFP") substantially in the form attached as Exhibit A and contract documents for the safety training, safety program support and record keeping(hereinafter referred to as the"Services"). The Services are intended to include: • Safety training consisting of 12 monthly training sessions on OSHA and MN OSHA required training subjects; • Mentoring each city's safety program; • Conducting walkthrough safety inspection with each City's staff • Developing safety policies • Conducting safety audits; • Assisting in the correction of any safety.deficiencies; • Record keeping requirements for time spent in each City. 2. Lakeville will advertise for proposals from qualified vendors for the Services in accordance with Minnesota Law and will provide Farmington and Elko New Market with an analysis of the proposals received. Lakeville must obtain the approval of Farmington and Elko New Market before awarding a contract.If approval is received,Lakeville may enter into a contract for the Services ("Contract"). The contractor shall be required to obtain commercial general liability insurance as provided in the RFP for the Services with all Cities listed as additional insured. 4. The selected contractor will submit an itemized invoice to each City separately for the work performed in each city pursuant to the contract. Upon approval of the invoice by the respective city,the City will remit the approved invoice amount directly to the contractor. 6. Any change orders or supplemental agreements that affect the Services cost payable by a party to this Agreement must be approved in writing by that party prior to execution of the work. 7. Pursuant to Minnesota Statutes § 16C.05, Subd. 5, any books,records,documents, and accounting procedures and practices of the parties to this Agreement relevant to the Agreement are subject to examination by the other parties to this Agreement and the Legislative Auditor or the State Auditor as appropriate. The parties agree to maintain these records for a period of six years from the date of performance of all services covered under this Agreement. 8. The entire and integrated agreement of the parties contained in this Agreement shall supersede all prior negotiations, representations, or agreements among the parties regarding the Services whether written or oral. 9. It is agreed that each City will indemnify, save, and hold harmless the other Cities and all of their agents and employees from any and all claims, demands, actions, or causes of action, for whatever nature, arising out of the contracting procedure by reason of the execution or performance of the work purchased for each respective city under this Agreement, and that each City further agrees to defend, at their sole cost and expense, any actions or proceedings commenced against their respective cities for the purposes of asserting any claim of whatsoever character arising hereunder. The participating cities agree that liability under this Agreement is controlled by Minnesota Statutes 471.59, subdivision la and that the total liability for the participating cities shall not exceed the limits on governmental liability for a single use of government as specified in 466.04, subdivision 1. 10. Term. This Agreement shall commence on the date provided above and shall terminate upon the termination of the Contract. Parties may terminate this Agreement by providing notice to the other cities within 60 days of the commencement of any renewal term of the Contract. Upon termination, each party will be obligated to pay the contractor for any Services required under the Contract. • IN WITNESS THEREOF,the parties have caused this Agreement to be executed by their duly authorized officials. Dated: December 18,2017 CITY OF LAKEVILLE BY: Dou; . .Anderson,Mayor AND Charlene Friedges,City Clif Dated:December 18,2017. CITY OF FARMINGTON • BY. Tbd(lthar on, +ayor AND G •-. CJ" David McKnigh C" 'dministrator Dated: Thet,Ardee 2I ,20f CITY OF ELKO NEW MARKET BY: 16 ✓til Bob Crawford, ayor AND andra Green,City Clerk CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Gabbard, Human Resources Director SUBJECT: Approve Separation Liquor Operations-Human Resources DATE: January 21, 2020 INTRODUCTION The Human Resources Department received notice of the resignation of Nate Calkins. DISCUSSION Nate Calkins has submitted his resignation from Liquor Operations effective December 30, 2019. Mr. Calkins works as a full-time Liquor Store Clerk. BUDGET IMPACT N/A ACTION REQUESTED Accept the resignation of Nate Calkins effective on or about December 30, 2019. CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Jennifer Gabbard SUBJECT: Approve Seperation Fire Department- Human Resources DATE: January 21, 2020 INTRODUCTION The purpose of this memorandum is to recommend the termination of a paid on-call fire fighter. DISCUSSION After careful review, staff is recommending the termination of Mr.Joseph Lester effective January 6, 2020. Mr. Lester has been notified of this action. BUDGET IMPACT N/A ACTION REQUESTED Acknowledge the termination of Mr.Joseph Lester effective January 6, 2020. 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: Jennifer Gabbard, Human Resources Director SUBJECT: Approve the 2019 Pay Equity Compliance Report-Human Resources DATE: January 21, 2020 INTRODUCTION The State of Minnesota Management and Budget Pay Equity Office(MMB) requires the city to develop a compliance report,which meansures compliance with state pay equity laws.This program uses statistical analysis, including T-Tests and underpayment ratios,to measure the degree of compliance or noncompliance, as the case may be, in pay equity. DISCUSSION The city's first chance at analysis, utilizing the software that MMB provides, indicates that the city has passed the Pay Equity Compliance Test.Test results, using 2019 salary ranges, indicate the city has attained an Underpayment Ratio of 119%which is more than the 80% needed for compliance in pay equity. However,final analysis and approval is completed by MMB. Briefly,the underpayment ration is the percentage resulting from the number of male jobs, as a percentage, divided by the number of female jobs, as a percentage, below the predicted pay line or platted regression line.This ratio tries to measure the relative balance between male and female classes below the predicted pay line. If more female jobs are below the predicted pay line as compared to male jobs below the predicted pay line,the ratio decreases.The lower the ratio,the higher the pay inequity for female classes as compared to male classes. If more male jobs are recorded as below the predicted pay line than female classes,the underpayment ratio suggest a more favorable equity relationship for female classes. This report measures the pay equity outcomes associated with the city's comparable worth system. A job value system is the main component of an organization's pay equity program and is typically evaluated separately by the local jurisdiction. BUDGET IMPACT N/A ACTION REQUESTED Approve the Pay Equity Compliance Report and authorize staff to submit the Pay Equity Implementation Report to Minnesota Management and Budget Pay Equity Office, by January 31, 2020. ATTACHMENTS: Type Description a Backup Material 2020 Pay Equity Draft Implementation Form ❑ Backup Material 2020 Pay Equity Compliance Report Pay Equity Implementation Report Print Date: 1/15/2020 Part A:Jurisdiction Identification * DRAFT COPY* Jurisdiction: Farmington Jurisdiction Type: City 430 Third Street Farmington MN 55024 Contact: Jennifer Gabbard Phone: (651)280-6806 E-Mail: JGabbard@farmingtommn.gov Part B:Official Verification 1. The job evaluation system used measured skill, effort 3. An official notice has been posted at: responsibility and working conditions and the same City Hall Employee Break Room system was used for all classes of employees. (prominent location) The system used was: Consultant's System Description: informing employees that the Pay Equity Implementation Report has been filed and is available to employees upon Decision Band Method request. A copy of the notice has been sent to each exclusive representative, if any, and also to the public library. The report was approved by: City Council (governing body) 2. Health Insurance benefits for male and female classes of Todd Larson comparable value have been evaluated and: (chief elected official) There is no difference and female classes are not at a Mayor disadvantage. (title) Part C: Total Payroll 111 Checking this box indicates the following: -signature of chief elected official -approval by governing body is the annual payroll for the calendar year just ended - all information is complete and accurate, and December 31. -all employees over which the jurisdiction has final budgetary authority are included Date Submitted: Compliance Report Jurisdiction: Farmington Report Year: 2020 430 Third Street Case: 1 -2019 Data(Private(Jur Only)) Farmington MN 55024 Contact: Jennifer Gabbard Phone: (651)280-6806 E-Mail: JGabbard@farmingtommn.gov The statistical analysis, salary range and exceptional service pay test results are shown below. Part I is general information from your pay equity report data. Parts II, Ill and IV give you the test results. For more detail on each test, refer to the Guide to Pay Equity Compliance and Computer Reports. I.GENERAL JOB CLASS INFORMATION Male Female Balanced All Job Classes Classes Classes Classes #Job Classes 30 11 5 46 #Employees 53 17 31 101 Avg. Max Monthly 7,034.74 6,961.12 6,421.51 Pay per employee II.STATISTICAL ANALYSIS TEST A. Underpayment Ratio= 128.33* Male Female Classes Classes a.#At or above Predicted Pay 16 7 b.#Below Predicted Pay 14 4 c. TOTAL 30 11 d. %Below Predicted Pay 46.67 36.36 (b divided by c=d) *(Result is%of male classes below predicted pay divided by%of female classes below predicted pay.) B. T-test Results Degrees of Freedom(DF)= 68 Value of T= -1.726 a.Avg. diff. in pay from predicted pay for male jobs= $6 b.Avg.diff. in pay from predicted pay for female jobs= $127 III.SALARY RANGE TEST= 93.33 (Result is A divided by B) A. Avg.#of years to max salary for male jobs= 10.27 B. Avg.#of years to max salary for female jobs= 11.00 IV. EXCEPTIONAL SERVICE PAY TEST= 0.00 (Result is B divided by A) A. %of male classes receiving ESP 10.00 * B. %of female classes receiving ESP 0.00 *(If 20%or less,test result will be 0.00) CITY OF O 430 Third St., Farmington, MN 55024 FARMINGTON © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Peter Gilbertson, Network Administrator SUBJECT: Approve Purchase of Senior Space Member Management Software for Rambling River Center-IT DATE: January 21, 2020 INTRODUCTION Senior Space Member Management is an easy to use software solution which will drastically improve various aspects of administration at the Rambling River Center(RRC). City staff is seeking to have the contract approved for purchase. DISCUSSION Currently the Rambling River Center does all program and event registrations on paper manually. This is very time consuming. For example,when a trip roster is compiled,each participant's personal information,including emergency contact information,must be researched and then manually added to the roster. If a program or trip is cancelled and refund is needed,each participant's personal information must also be manually transferred to a refund request form. Because of the amount time spent to manually enter information for programs and trips, staff researched software that would streamline and make more efficient the management of program registrations,the membership database, manage and track building usage and attendance at program and events. Staff settled on a software program called Senior Space Member Management. This software program provides two kiosks at the building entrances that will allow Rambling River Center staff to display a complete schedule of activities and events each day. It will allow the Rambling River Center staff the ability to better track participation, building usage,volunteer hours and memberships sold.The software will generate reports like class rosters and participant attendance at each event/program based on the day, month or year it occurred. Staff will no longer have to generate these reports manually. Generating these reports manually is time consuming and takes time away from staff being able to interact with facility users and members and do program planning. The software program will also help staff manage facility usage by being able schedule rooms and then generate schedules, so members can see on the kiosks where programs and events are being held. BUDGET IMPACT This purchase has been included in the 2020 IT budget. An amount of$5,000 was allotted,the actual cost is $2,725,which keeps us$2,275 under budget. Purchase includes: 1-year annual subscription to Senior Space 1 -Tabletop Touchscreen Kiosk 1 -Standing Touchscreen Kiosk 2 - Barcode scanners 1000- RRC Branded Membership Cards ACTION REQUESTED Approve the purchase of Senior Space Software for$2,725. ATTACHMENTS: Type Description D Contract Senior Space Software Service Agreement. •. , , EIELAlVI ' 11 y; IJRAN1 '..L.,:I; 4,`;I II.I1i+ f iAT TER Senior Space Software Service Agreement This Senior Space Software Service Agreement(this"Agreement"),effective as of_January 6,2020_(the "Effective Date"),is by and between LPi,a Michigan corporation("Provider")and_Rambling River Senior Center_,located at_325 Oak Street, Farmington,MN 55024_("Customer"). Provider and Customer may be referred to herein collectively as the"Parties"or individually as a"Party." The Parties agree as follows: 1. Definitions. (a) "Services"means the software service offering described in Exhibits A and B. (b) "Authorized User"means Customer's employees,consultants,contractors,and agents(i)who are authorized by Customer to access and use the Services under the rights granted to Customer pursuant to this Agreement and(ii)for whom access to the Services has been purchased hereunder. (c) "Authorized Use"means Authorized Users may only use the Services for the purposes of the administration of the Customers member management requirements. (d) "Customer Data"means information,data,and other content,in any form or medium,which is submitted,posted,or otherwise transmitted by or on behalf of Customer or an Authorized User through the Services. (e) "Provider IP"means the Services,any documentation provided for the Services,and any and all intellectual property provided to Customer or any Authorized User in connection with the foregoing. For the avoidance of doubt,Provider IP does not include Customer Data. 2. Customer Rights and Responsibilities. (a) Right to Use. Subject to terms and conditions of this Agreement,Provider hereby grants Customer a non-exclusive,non-transferable right to access and use the Services during the Term,solely for use by Authorized Users in accordance with the terms and conditions herein. Such Authorized Use is limited to Customer's internal use. Customer shall not use the Services in any manner or for any purpose that infringes,misappropriates,or otherwise violates any intellectual property right or other right of any person,or that violates any applicable law. (b) Customer Responsibilities. Customer is responsible and liable for all uses of the Services resulting from access provided by Customer,directly or indirectly,whether such access or use is permitted by or in violation of this Agreement. Without limiting the generality of the foregoing, Customer is responsible for all acts and omissions of Authorized Users,and any act or omission by an Authorized User that would constitute a breach of this Agreement if taken by Customer will be deemed a breach of this Agreement by Customer. Customer shall use reasonable efforts to make all Authorized Users aware of this Agreement's provisions as applicable to such Authorized User's use of the Services, and shall cause Authorized Users to comply with such provisions. (c) Customer Systems. Customer is responsible for obtaining and maintaining all computer hardware,software,and communications equipment and services on or through which the Services are accessed or used,including that the Customer shall purchase from Provider the hardware described in Exhibit A. 3. Service Levels and Support. (800)950-9952 1 p:(262)785-1188 I a:2875 S James Drive,New Berlin,WI 53151 I www.4lpi.com/seniors (a) Service Levels. Subject to the terms and conditions of this Agreement,Provider shall use commercially reasonable efforts to make the Services available in accordance with the service levels set out in Exhibit B. (a) Support. The access rights granted hereunder entitles Customer to the support services described in Exhibit B. 4. Fees and Payment. (a) Fees. Customer shall pay Provider subscription fees("Fees")as set forth in Exhibit A without offset or deduction. Customer shall make all payments hereunder in US dollars annually on or before the due date set forth in Exhibit A. (b) Taxes. All Fees and other amounts payable by Customer under this Agreement are exclusive of taxes and similar assessments. Customer is responsible for payment of all applicable taxes. 5. Confidential Information. From time to time,either Party may disclose or make available to the other Party information about its business affairs,products,confidential intellectual property,trade secrets,third- party confidential information,and other sensitive or proprietary information that is marked,designated or otherwise identified as"confidential"(collectively,"Confidential Information"), The receiving Party shall not disclose the disclosing Party's Confidential Information to any person or entity,except to the receiving Party's employees who have a need to know the Confidential Information for the receiving Party to exercise its rights or perform its obligations hereunder. On the expiration or termination of the Agreement,the receiving Party shall promptly return to the disclosing Party all copies,whether in written,electronic,or other form or media,of the disclosing Party's Confidential Information,or destroy all such copies and certify in writing to the disclosing Party that such Confidential Information has been destroyed. 6. Intellectual Property Ownership. a) Provider IP. Customer acknowledges that,as between Customer and Provider,Provider owns all right,title,and interest,including all intellectual property rights,in and to the Provider IP. b) Customer Data. Provider acknowledges that,as between Provider and Customer,Customer owns all right,title,and interest,including all intellectual property rights,in and to the Customer Data. Customer hereby grants to Provider a non-exclusive,royalty-free,worldwide license to reproduce, distribute,and otherwise use and display the Customer Data and perform all acts with respect to the Customer Data as may be necessary for Provider to provide the Services to Customer. 7. Limited Warranty and Warranty Disclaimer. Provider warrants that the Services will conform in all material respects to the service levels set forth in Exhibit B when accessed and used in accordance with the applicable documentation. Provider does not make any representations or guarantees regarding uptime or availability of the Services unless specifically identified in Exhibit B. The remedies set forth in Exhibit B under the Satisfaction Guarantee section are Customer's sole remedies and Provider's sole liability under the limited warranty set forth in this Section. 8. Limitations of Liability.IN NO EVENT WILL PROVIDER BE LIABLE UNDER OR IN CONNENCTION WITH THIS AGREEMENT UNDER ANY LEGAL OR EQUITABLE THEORY IN AN AMOUNT IN EXCESS OF THE TOTAL AMOUNTS PAID TO PROVIDER UNDER THIS AGREEMENT IN THE ONE YEAR PERIOD PRECEDING THE EVENT GIVING RISE TO THE CLAIM OF LIABILITY. 9. Term and Termination. 2 a) Term. The initial term of this Agreement begins on the Effective Date and,unless terminated earlier pursuant to this Agreement's express provisions in Exhibit B under the Satisfaction Guarantee section,will continue in effect until three years from such date(the"Subscription Period"). This Agreement will automatically renew for additional successive one-year Subscription Periods unless earlier terminated pursuant to this Agreement's express provisions or either Party gives the other Party written notice of non-renewal at least six(6)months prior to the expiration of the then-current Subscription Period. b) Termination.Provider may terminate this Agreement,effective on written notice to Customer,if Customer breaches any of its obligations under Section 6. Upon expiration or earlier termination of this Agreement,Customer shall immediately discontinue use of the Provider IP and,without limiting Customer's obligations under Section 6,Customer shall delete,destroy,or return all copies of the Provider IP and certify in writing to the Provider that the Provider IP has been deleted or destroyed. No expiration or termination will affect Customer's obligation to pay all Fees that may have become due before such expiration or termination,or entitle Customer to any refund. c) Survival. This Section 9(c)and Sections 1,4,5,6,7,8,and 10 survive any termination or expiration of this Agreement. No other provisions of this Agreement survive the expiration or earlier termination of this Agreement. 10. Miscellaneous. (a) Entire Agreement. This Agreement,together with any other documents incorporated herein by reference and all related Exhibits,constitutes the sole and entire agreement of the Parties with respect to the subject matter of this Agreement and supersedes all prior and contemporaneous understandings, agreements,and representations and warranties,both written and oral,with respect to such subject matter. (b) Amendment and Modification; Waiver. No amendment to or modification of this Agreement is effective unless it is in writing and signed by an authorized representative of each Party. (c) Governing Law;Submission to Jurisdiction. This Agreement is governed by and construed in accordance with the internal laws of the State of Wisconsin,excluding its conflict of law rules. Any claim arising out of this Agreement may be litigated exclusively in the federal or state courts located in the county of Waukesha,Wisconsin,and each Party irrevocably submits to the jurisdiction of such courts in any such suit,action,or proceeding. The Parties have executed this Agreement as of the Effective Date. LPi Signature: t' Signature: ( — lel ,)& Y Printed Name: "V,, �2 Mriz-~:t Printed Name: Celina Kwolek Title: C) )17f '/'"ice)- 7 , Title: BDM Date: 1/6/2020 Date: 3 EXHIBIT A Senior Space Subscription • Senior Space Services with advertising:$1,200/Year The Senior Space service will provide the customer the ability to manage memberships by scheduling your center programs,managing your site space,and handle all of your member registrations and check-ins.The Services include robust reporting features to track all center activity. The subscription price is augmented by our ability to place local advertising within the program in the form of banner ads and full screen ads when the kiosk is dormant. ❑ Senior Space Services without advertising: $2,400/Year The Senior Space service will provide the customer the ability to manage memberships by scheduling your center programs,managing your site space,and handle all of your member registrations and check-ins.The Services include robust reporting features to track all center activity. ❑ Senior Space with Meals Module: Add$400/Year ❑ Senior Space Services with Transportation Module:Add$400/Year ❑ Senior Space with Meals and Transportation Module:Add$600/Year Summary The first unit is included in the subscription fees. Additional units may be purchased for an added cost. Hardware Quantity List price Extended Amount Senior Space Subscription 1 $1,200 $1,200/Year Floor stand model 1 $1,200 $0/included Desktop model 1 $1,200 $1,200 Touch screen monitor, 2 $0 $0/included keyboard and mouse Bar code reader 2 $0 $0/included Barcoded key cards 500 $325 $0/included Barcoded key fobs 0 $0 $0/included Additional key cards 500 $325 $325 Additional key fobs 0 $0 $0 TOTAL $2,725 Subscription Payments: • Annually: Subscription fee invoiced in full immediately after customer has begun to use the software in a live environment. Recurring subscription fees invoiced annually on anniversary of initial live date. O Semiannually: Subscription fee invoiced twice a year. Initial payment due after customer has begun to use the software in a live environment. Recurring reoccurring subscription fees invoiced every six months. Additional Unit Payments: ▪ One-time payment: Additional Units Fees billed on first invoice only O Two-time payment:Additional Units Fee will be billed twice within the first year. Initial Fee billed with first subscription invoice. Second payment due after initial six-month live period. 4 EXHIBIT B SERVICE LEVELS AND SUPPORT Service Levels Provider will make commercially reasonable efforts to make the Services operational and available to customers 24 hours per day,7 days per week,except for scheduled maintenance and upgrades,and excluding API interruptions or third party system interruptions. Provider shall provide at least 24 hours' advance notice to Customer on scheduled maintenance in excess of 30 minutes. Notice will be delivered via electronic means including via the Services. Updates Provider shall maintain the Services and provide all patches and fixes to the Services at no additional cost. Normal Maintenance shall be provided outside standard business hours. Emergency Maintenance shall be provided as needed. Support Telephone support shall be provided on normal business days between 7:00am CST and 6:00 pm CST. Security Data Protection.Provider shall implement reasonable safeguards to prevent unauthorized access to,use of, or disclosure of the Customer Data. We are committed to keeping your member information confidential. We do not sell,rent,or lease our client's lists to third parties,and we will not provide your personal information to any third party individual,government agency,or company at any time unless compelled to do so by law. Statistical Information.Provider may anonymously compile statistical information related to the performance of the Service for purposes of improving the Service,but only if such information does not identify the data as Customer's or otherwise include Customer's name. Satisfaction Guarantee If customer is dissatisfied with The Services under this Service Agreement,Customer will give Provider written notice of the cause of the dissatisfaction and allow provider 30 days to cure the problem.If after that 30 day period,Customer remains dissatisfied,Customer may terminate the Contract and receive a refund for any advance payments for the Service. If the cancellation occurs within the first three years of the agreement then the Customer must return the Kiosk and all other hardware to provider at customer's expense. 5 CITY OF O Q430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 ��ir►� ® FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Teah Malecha, Finance Director SUBJECT: Approve Bills-Finance DATE: January 21, 2020 INTRODUCTION Attached is the December 19, 2019-January 10, 2020 city council check register and recently processed automatic payments for your consideration. 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O1 ✓ 4. C 1. a) N O CO CO c U N N •C 7 O U U 0 O a m al Z Z` o O E o O z X o U_ L W LL U o O — N �U C ON U 8 0 Z > c O o z U O N o tU N a aQ rn O tq Kt rn a of U d O 0 Q coV N r {� a C Z J1-1 •• U) Z H Z E-' g. _ ,l W a O O W U Q 0 tl a O • c m E U U' O E J m N N N E. Y a • O N O Z .0 0 CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Teah Malecha, Finance Director SUBJECT: Awarding the Sale of$1,245,000* General Obligation Equipment Certificates, Series 2020A DATE: January 21, 2020 INTRODUCTION At the December 16, 2019 meeting the city council authorized Northland Securities,the city's financial advisor,to solicit proposals for the Series 2020A General Obligation Equipment Certificates. The proceeds will be used to finance the purchase of Ladder 1. DISCUSSION Competitive bids will be received on Tuesday,January 21, 2020 at the office of Northland Securities, Inc. The number of bidders and the interest rates received will be presented at the January 21, 2020 city council meeting.The draft resolution (attached)will be updated with the final amounts. BUDGET IMPACT The estimated debt service will be included in the 2021 debt levy. It has been included in the city's long- term financial plan and capital improvement plan. ACTION REQUESTED Staff recommends the city council adopt the updated resolution awarding the sale of$1,245,000* General Obligation Equipment Certificates, Series 2020A to the low bidder, as presented by Northland Securities, Inc. *Preliminary, subject to change. ATTACHMENTS: Type Description a Resolution Series 2020A G.O. Equipment Certificates Resolution CERTIFICATION OF MINUTES RELATING TO $1,105,000 GENERAL OBLIGATION EQUIPMENT CERTIFICATES OF INDEBTEDNESS, SERIES 2020A Issuer: City of Farmington, Minnesota Governing Body: City Council Kind, date, time and place of meeting: A regular meeting held on January 21, 2020, at 7:00 o'clock p.m., at City Hall, 430 Third Street in Farmington, Minnesota. Members present: Larson, Donnelly, Hoyt Members absent: Bernhj elm, Craig Documents Attached: Minutes of said meeting (including): RESOLUTION NO. R09-20 RESOLUTION AUTHORIZING ISSUANCE, AWARDING SALE, PRESCRIBING THE FORM AND DETAILS AND PROVIDING FOR THE PAYMENT OF $1,105,000 GENERAL OBLIGATION EQUIPMENT CERTIFICATES OF INDEBTEDNESS, SERIES 2020A I, the undersigned, being the duly qualified and acting recording officer of the public corporation issuing the certificates referred to in the title of this certificate, certify that the documents attached hereto, as described above, have been carefully compared with the original records of said corporation in my legal custody, from which they have been transcribed; that said documents are a correct and complete transcript of the minutes of a meeting of the governing body of said corporation, and correct and complete copies of all resolutions and other actions taken and of all documents approved by the governing body at said meeting, so far as they relate to said certificates; and that said meeting was duly held by the governing body at the time and place and was attended throughout by the members indicated above, pursuant to call and notice of such meeting given as required by law. WITNESS my hand officially as such recording officer this:.''/day of January, 2020. City Al u • strator 4819-0803-6526\9 It was reported that six (6) proposals for the purchase of$1,105,000 General Obligation Equipment Certificates of Indebtedness, Series 2020A were received prior to 10:30 A.M., Central Time, on Tuesday, January 21, 2020, pursuant to the Preliminary Official Statement distributed to potential purchasers of the Certificates by Northland Securities, Inc., municipal advisor to the City. The proposals have been publicly opened, read and tabulated and were found to be as follows: See Attached r 4819-0803-6526\9 14tit NORTHLAND SECURITIES frO. TABULATION OF BIDS CITY OF FARMINGTON,MINNESOTA S1,245.0007 GENERAL OBLIGATION EQUIPMENT CERTIFICATES OF DIDEBiEDNESS,SERIES 2020A AWARD: HILLTOPSECURITIES DATE OF SALE: TUESDAY,JANUARY 21.2020 STANDARD&POOR'S UNDERLYING RATING AA+ TRUE PURCHASE NET INTEREST BIDDER PRICE INTEREST COST COST(TIC) HELITOPSECURITIES $L432,928.57 $59,208_93 1.0911081% Dallas,TX PIPER SANDLER&CO. $1.382,085.60 $60,624.40 1.1445731% Minneapolis,MN BNYMELLON CAPITAL MARKETS $1.429,919.00 $62.218_50 1.1481296% Pittburgh,PA ROBERT W.BAIRD 8c CO.,INC. $1.428,686.50 $63,451.00 1.1715265% Milwaukee,WI Ht.1.H THIRD SECURITIES,INC. $1.329,23035 $64,052.15 1.2408861% Cininnati OH BERNARDI SECURITIES,INC. $1.372,023_90 $70,686.10 1.3408176% Clicago,IL Par amount decreased from$1,245.000 to$1,105.000.The adjusted purchase puce is$1,275,053.87,phis accrued mierest from die date of issue to the date of delivery,and the adjusted TIC is 1.0915334%. Mak Office 150 South 5th Street,Suite 3300,Minneapolis,Minnesota 55402 Main Office Toll Free 1400451-2920 wareraxeddandreaniries.com Member ENKA and SIPC 4819-0803-6526\9 Councilmember Hoyt introduced the following resolution and moved its adoption, which motion was seconded by Councilmember nnn n e l > y RESOLUTION AUTHORIZING ISSUANCE, AWARDING SALE, PRESCRIBING THE FORM AND DETAILS AND PROVIDING FOR THE PAYMENT OF $1,105,000 GENERAL OBLIGATION EQUIPMENT CERTIFICATES OF INDEBTEDNESS, SERIES 2020A BE IT RESOLVED by the City Council (the "Council"), City of Farmington, Minnesota (the "City"), as follows: SECTION 1. AUTHORIZATION AND SALE. 1.01. Authorization. This City Council, by resolution duly adopted on December 16, 2019, authorized the issuance and sale of its General Obligation Equipment Certificates of Indebtedness, Series 2020A (the "Certificates") in the approximate principal amount of$1,245,000, pursuant to Minnesota Statutes, Section 412.301 and Chapter 475, for the purpose of financing various items of capital equipment, including a ladder truck (the "Equipment") and funding costs of issuance of the Certificates. The amount of the Certificates does not exceed 0.25 percent ($5,221,146.75) of the estimated market value of taxable property in the City($2,088,458,700). 1.02. Sale. Pursuant to the Notice of Sale and the Preliminary Official Statement prepared on behalf of the City by Northland Securities, Inc., municipal advisor to the City (the "Municipal Advisor"), sealed or electronic proposals for the purchase of the Certificates were received at or before the time specified for receipt of proposals. The proposals have been opened, publicly read and considered and the purchase price, interest rates and net interest cost under the terms of each proposal have been determined. The most favorable proposal received is that of Hilltop Securities Inc., in Dallas, Texas (the "Purchaser"), to purchase the Certificates in the principal amount of$1,105,000, at a price of$1,275,053.87 plus accrued interest, if any, on all Certificates to the day of delivery and payment, on the further terms and conditions hereinafter set forth. 1.03. Award. The sale of the Certificates is hereby awarded to the Purchaser, and the Mayor and City Administrator are hereby authorized and directed on behalf of the City to execute a contract for the sale of the Certificates with the Purchaser in accordance with the Notice of Sale. The good faith deposit of the Purchaser shall be retained and deposited by the City until the Certificates have been delivered, and shall be deducted from the purchase price paid at settlement. SECTION 2. CERTIFICATE TERMS; REGISTRATION; EXECUTION AND DELIVERY. 2.01. Issuance of Certificates. All acts, conditions and things which are required by the Constitution and laws of the State of Minnesota to be done, to exist, to happen and to be performed precedent to and in the valid issuance of the Certificates having been done, now existing, having happened and having been performed, it is now necessary for the Council to 4819-0803-6526\9 establish the form and terms of the Certificates, to provide security therefor and to issue the Certificates forthwith. 2.02. Maturities; Interest Rates; Denominations and Payment. The Certificates shall be originally dated as of February 19, 2020, shall be in the denomination of $5,000 each, or any integral multiple thereof, of single maturities, shall mature on February 1 in the years and amounts stated below, and shall bear interest from date of issue until paid or duly called for redemption, at the annual rates set forth opposite such years and amounts, as follows: Year Amount Rate 2022 $ 200,000 5.00% 2023 210,000 5.00 2024 220,000 5.00 2025 230,000 5.00 2026 245,000 5.00 The Certificates shall be issuable only in fully registered form. The interest thereon and, upon surrender of each Certificate, the principal amount thereof shall be payable by check or draft issued by the Registrar described herein, provided that so long as the Certificates are registered in the name of a securities depository, or a nominee thereof, in accordance with Section 2.08 hereof, principal and interest shall be payable in accordance with the operational arrangements of the securities depository. 2.03. Dates and Interest Payment Dates. Upon initial delivery of the Certificates pursuant to Section 2.07 and upon any subsequent transfer or exchange pursuant to Section 2.06, the date of authentication shall be noted on each Certificate so delivered, exchanged or transferred. Interest on the Certificates shall be payable on February 1 and August 1 in each year, commencing February 1, 2021, each such date being referred to herein as an Interest Payment Date, to the persons in whose names the Certificates are registered on the Certificate Register, as hereinafter defined, at the Registrar's close of business on the fifteenth day of the calendar month preceding such Interest Payment Date, whether or not such day is a business day. Interest shall be computed on the basis of a 360-day year composed of twelve 30-day months. 2.04. Redemption. The Certificates are not subject to redemption and prepayment prior to maturity. 2.05. Appointment of Registrar. The City hereby appoints U.S. Bank National Association, in St. Paul, Minnesota, as the initial registrar, transfer agent and paying agent (the "Registrar"). The Mayor and City Administrator are authorized to execute and deliver, on behalf of the City, a contract with the Registrar. Upon merger or consolidation of the Registrar with another corporation, if the resulting corporation is a bank or trust company organized under the laws of the United States or one of the states of the United States and authorized by law to conduct such business, such corporation shall be authorized to act as successor Registrar. The City agrees to pay the reasonable and customary charges of the Registrar for the services performed. The City reserves the right to remove the Registrar, effective upon not less than 2 4819-0803-6526\9 thirty days' written notice and upon the appointment and acceptance of a successor Registrar, in which event the predecessor Registrar shall deliver all cash and Certificates in its possession to the successor Registrar and shall deliver the Bond Register to the successor Registrar. 2.06. Registration. The effect of registration and the rights and duties of the City and the Registrar with respect thereto shall be as follows: (a) Register. The Registrar shall keep at its principal corporate trust office a register (the "Bond Register") in which the Registrar shall provide for the registration of ownership of Certificates and the registration of transfers and exchanges of Certificates entitled to be registered, transferred or exchanged. The term Holder or Certificateholder as used herein shall mean the person (whether a natural person, corporation, association, partnership, trust, governmental unit, or other legal entity) in whose name a Certificate is registered in the Bond Register. (b) Transfer of Certificates. Upon surrender for transfer of any Certificate duly endorsed by the Holder thereof or accompanied by a written instrument of transfer, in form satisfactory to the Registrar, duly executed by the Holder thereof or by an attorney duly authorized by the Holder in writing, the Registrar shall authenticate and deliver, in the name of the designated transferee or transferees, one or more new Certificates of a like aggregate principal amount and maturity, as requested by the transferor. The Registrar may, however, close the books for registration of any transfer after the first day of the month in which the interest payment date occurs and until such interest payment date. (c) Exchange of Certificates. At the option of the Holder of any Certificate in a denomination greater than $5,000, such Certificate may be exchanged for other Certificates of authorized denominations, of the same maturity and a like aggregate principal amount, upon surrender of the Certificate to be exchanged at the office of the Registrar. Whenever any Certificate is so surrendered for exchange the City shall execute and the Registrar shall authenticate and deliver the Certificates which the Certificateholder making the exchange is entitled to receive. (d) Cancellation. All Certificates surrendered for payment, transfer or exchange shall be promptly canceled by the Registrar and thereafter disposed of as directed by the City. (e) Improper or Unauthorized Transfer. When any Certificate is presented to the Registrar for transfer, the Registrar may refuse to transfer the same until it is satisfied that the endorsement on such Certificate or separate instrument of transfer is valid and genuine and that the requested transfer is legally authorized. The Registrar shall incur no liability for the refusal, in good faith, to make transfers which it, in its judgment, deems improper or unauthorized. (f) Persons Deemed Owners. The City and the Registrar may treat the person in whose name any Certificate is at any time registered in the Bond Register as the absolute owner of the Certificate, whether the Certificate shall be overdue or not, for the 3 4819-0803-6526\9 purpose of receiving payment of or on account of, the principal of and interest on the Certificate and for all other purposes; and all payments made to or upon the order of such Holder shall be valid and effectual to satisfy and discharge the liability upon such Certificate to the extent of the sum or sums so paid. (g) Taxes, Fees and Charges. For every transfer or exchange of Certificates (except for an exchange upon a partial redemption of a Certificate), the Registrar may impose a charge upon the owner thereof sufficient to reimburse the Registrar for any tax, fee or other governmental charge required to be paid with respect to such transfer or exchange. (h) Mutilated, Lost, Stolen or Destroyed Certificates. In case any Certificate shall become mutilated or be destroyed, stolen or lost, the Registrar shall deliver a new Certificate of like amount, number, maturity date and tenor in exchange and substitution for and upon cancellation of any such mutilated Certificate or in lieu of and in substitution for any Certificate destroyed, stolen or lost, upon the payment of the reasonable expenses and charges of the Registrar in connection therewith; and, in the case of a Certificate destroyed, stolen or lost, upon filing with the Registrar of evidence satisfactory to it that the Certificate was destroyed, stolen or lost, and of the ownership thereof, and upon furnishing to the Registrar of an appropriate bond or indemnity in form, substance and amount satisfactory to it, in which both the City and the Registrar shall be named as obligees. All Certificates so surrendered to the Registrar shall be canceled by it and evidence of such cancellation shall be given to the City. If the mutilated, destroyed, stolen or lost Certificate has already matured or been called for redemption in accordance with its terms it shall not be necessary to issue a new Certificate prior to payment. (i) Authenticating Agent. The Registrar is hereby designated authenticating agent for the Certificates, within the meaning of Minnesota Statutes, Section 475.55, Subdivision 1, as amended. (j) Valid Obligations. All Certificates issued upon any transfer or exchange of Certificates shall be the valid obligations of the City, evidencing the same debt, and entitled to the same benefits under this Resolution as the Certificates surrendered upon such transfer or exchange. 2.07. Execution, Authentication and Delivery. The Certificates shall be prepared under the direction of the City Administrator and shall be executed on behalf of the City by the signatures of the Mayor and the City Administrator, provided that the signatures may be printed, engraved or lithographed facsimiles of the originals. In case any officer whose signature or a facsimile of whose signature shall appear on any Certificate shall cease to be such officer before the delivery of such Certificate, such signature or facsimile shall nevertheless be valid and sufficient for all purposes, the same as if such officer had remained in office until the date of delivery of such Certificate. Notwithstanding such execution, no Certificate shall be valid or obligatory for any purpose or entitled to any security or benefit under this Resolution unless and until a certificate of authentication on the Certificate, substantially in the form provided in Section 2.09, has been executed by the manual signature of an authorized representative of the Registrar. Certificates of authentication on different Certificates need not be signed by the same 4 4819-0803-6526\9 representative. The executed certificate of authentication on any Certificate shall be conclusive evidence that it has been duly authenticated and delivered under this Resolution. When the Certificates have been prepared, executed and authenticated, the City Administrator shall deliver them to the Purchaser upon payment of the purchase price in accordance with the contract of sale theretofore executed, and the Purchaser shall not be obligated to see to the application of the purchase price. 2.08. Securities Depository. (a) For purposes of this section the following terms shall have the following meanings: "Beneficial Owner" shall mean, whenever used with respect to a Certificate,the person in whose name such Certificate is recorded as the beneficial owner of such Certificate by a Participant on the records of such Participant, or such person's subrogee. "Cede & Co." shall mean Cede & Co., the nominee of DTC, and any successor nominee of DTC with respect to the Certificates. "DTC" shall mean The Depository Trust Company of New York,New York. "Participant" shall mean any broker-dealer, bank or other financial institution for which DTC holds bonds as securities depository. "Representation Letter" shall mean the Representation Letter pursuant to which the City agrees to comply with DTC's Operational Arrangements. (b) The Certificates shall be initially issued as separately authenticated fully registered bonds, and one Certificate shall be issued in the principal amount of each stated maturity of the Certificates. Upon initial issuance, the ownership of such Certificates shall be registered in the Bond Register in the name of Cede & Co., as nominee of DTC. The Registrar and the City may treat DTC (or its nominee) as the sole and exclusive owner of the Certificates registered in its name for the purposes of payment of the principal of or interest on the Certificates, selecting the Certificates or portions thereof to be redeemed, if any, giving any notice permitted or required to be given to registered owners of Certificates under this resolution, registering the transfer of Certificates, and for all other purposes whatsoever; and neither the Registrar nor the City shall be affected by any notice to the contrary. Neither the Registrar nor the City shall have any responsibility or obligation to any Participant, any person claiming a beneficial ownership interest in the Certificates under or through DTC or any Participant, or any other person which is not shown on the Bond Register as being a registered owner of any Certificates, with respect to the accuracy of any records maintained by DTC or any Participant, with respect to the payment by DTC or any Participant of any amount with respect to the principal of or interest on the Certificates, with respect to any notice which is permitted or required to be given to owners of Certificates under this resolution, with respect to the selection by DTC or any Participant of any person to receive payment in the event of a partial redemption of the Certificates, or with respect to any consent given or other action taken by DTC as registered owner of the Certificates. So long as any Certificate is registered in the name of Cede & Co., as nominee of DTC, the Registrar shall pay all principal of and interest on such Certificate, and shall give all notices with respect to such Certificate, only to Cede & Co. in 5 4819-0803-6526\9 accordance with DTC's Operational Arrangements, and all such payments shall be valid and effective to fully satisfy and discharge the City's obligations with respect to the principal of and interest on the Certificates to the extent of the sum or sums so paid. No person other than DTC shall receive an authenticated Certificate for each separate stated maturity evidencing the obligation of the City to make payments of principal and interest. Upon delivery by DTC to the Registrar of written notice to the effect that DTC has determined to substitute a new nominee in place of Cede & Co., the Certificates will be transferable to such new nominee in accordance with paragraph(e) hereof. (c) In the event the City determines that it is in the best interest of the Beneficial Owners that they be able to obtain Certificates in the form of physical certificates, the City may notify DTC and the Registrar, whereupon DTC shall notify the Participants of the availability through DTC of Certificates in the form of certificates. In such event, the Certificates will be transferable in accordance with paragraph (e) hereof DTC may determine to discontinue providing its services with respect to the Certificates at any time by giving notice to the City and the Registrar and discharging its responsibilities with respect thereto under applicable law. In such event the Certificates will be transferable in accordance with paragraph(e)hereof (d) The execution and delivery of the Representation Letter to DTC, if not previously filed with DTC, by the Mayor or City Administrator is hereby authorized and directed. (e) In the event that any transfer or exchange of Certificates is permitted under paragraph (b) or (c) hereof, such transfer or exchange shall be accomplished upon receipt by the Registrar of the Certificates to be transferred or exchanged and appropriate instruments of transfer to the permitted transferee in accordance with the provisions of this resolution. In the event Certificates in the form of certificates are issued to owners other than Cede & Co., its successor as nominee for DTC as owner of all the Certificates, or another securities depository as owner of all the Certificates, the provisions of this resolution shall also apply to all matters relating thereto, including, without limitation, the printing of such Certificates in the form of physical certificates and the method of payment of principal of and interest on such Certificates in the form of physical certificates. 2.09. Form of Certificates. The Certificates shall be prepared in substantially the form found at EXHIBIT A attached hereto. Section 3. USE OF PROCEEDS; PROJECT FUND. 3.01. Project Fund There is hereby created a special bookkeeping fund to be designated as the General Obligation Equipment Certificates of Indebtedness, Series 2020A Project Fund (the "Project Fund"), to be held and administered by the City Administrator separate and apart from all other funds of the City. The Project Fund shall be credited with $1,222,566.37 from the proceeds of the Certificates representing the estimated cost of the Equipment ($1,194,000.00), rounding amount ($1,091.37), and costs of issuance of the Certificates ($27,475.00). The City Administrator shall maintain the Project Fund until all costs and expenses incurred by the City in connection with the Equipment have been paid. 6 4819-0803-6526\9 From the Project Fund there shall be paid all costs and expenses related to the acquisition of the Equipment. After payment of all such costs and expenses, the Project Fund shall be terminated. All funds on hand in the Project Fund when terminated shall be credited to the Sinking Fund described in Section 4 hereof, unless and except as such proceeds may be transferred to some other fund or account as to which the City has received from bond counsel an opinion that such other transfer is permitted by applicable laws and does not impair the exemption of interest on the Certificates from federal income taxes. In no event shall funds remain in the Project Fund later than February 1, 2025. SECTION 4. GENERAL OBLIGATION EQUIPMENT CERTIFICATES OF INDEBTEDNESS, SERIES 2020A SINKING FUND. The Certificates shall be payable from a separate General Obligation Equipment Certificates of Indebtedness, Series 2020A Sinking Fund (the "Sinking Fund") of the City, which shall be created and maintained on the books of the City as a separate debt redemption fund until the Certificates, and all interest thereon, are fully paid. There shall be credited to the Sinking Fund (i) $52,487.50, representing capitalized interest; (ii) the amounts specified in Section 3 above, after payment of all costs of the Equipment; (iii) taxes levied and collected in accordance with this Resolution; and (iv) any other funds appropriated by the Council for the payment of the Certificates. The principal of and interest on the Certificates shall be payable from the Sinking Fund, and the money on hand in the Sinking Fund from time to time shall be used only to pay the principal of and interest on the Certificates. On or before each principal and interest payment date for the Certificates, the City Administrator is directed to remit to the Registrar from funds on deposit in the Sinking Fund the amount needed to pay principal and interest on the Certificates on the next succeeding principal and interest payment date. There are hereby established two accounts in the Sinking Fund, designated as the "Debt Service Account" and the "Surplus Account." There shall initially be deposited into the Debt Service Account upon the issuance of the Certificates the amount of$52,487.50 (as described in the first paragraph above). Thereafter, during each certificate year (each twelve month period commencing on February 2 and ending on the following February 1, a "Certificate Year"), as monies are received into the Sinking Fund, the City Administrator shall first deposit such monies into the Debt Service Account until an amount has been appropriated thereto sufficient to pay all principal and interest due on the Certificates through the end of the Certificate Year. All subsequent monies received in the Sinking Fund during the Certificate Year shall be appropriated to the Surplus Account. If at any time the amount on hand in the Debt Service Account is insufficient for the payment of principal and interest then due, the City Administrator shall transfer to the Debt Service Account amounts on hand in the Surplus Account to the extent necessary to cure such deficiency. Investment earnings (and losses) on amounts from time to time held in the Debt Service Account and Surplus Account shall be credited or charged to said accounts. If the balance in the Sinking Fund is at any time insufficient to pay all interest and principal then due on all Certificates payable therefrom, the payment shall be made from any fund of the City which is available for that purpose, subject to reimbursement from the Surplus Account when the balance therein is sufficient, and the City covenants and agrees that it will 7 4819-0803-6526\9 each year levy a sufficient amount of ad valorem taxes to take care of any accumulated or anticipated deficiency, which levy is not subject to any constitutional or statutory limitation. SECTION 5. PLEDGE OF TAXING POWERS. For the prompt and full payment of the principal of and interest on the Certificates as such payments respectively become due, the full faith, credit and unlimited taxing powers of the City shall be and are hereby irrevocably pledged. In order to produce aggregate amounts which, together with the collections of other amounts as set forth in Section 4, will produce amounts not less than 5% in excess of the amounts needed to meet when due the principal and interest payments on the Certificates, ad valorem taxes are hereby levied on all taxable property in the City, the taxes to be levied and collected in the following years and amounts: Levy Years Collection Years Amount See attached schedules The taxes shall be irrepealable as long as any of the Certificates are outstanding and unpaid, provided that the City reserves the right and power to reduce the tax levies from other legally available funds, in accordance with the provisions of Minnesota Statutes, Section 475.61. SECTION 6. DEFEASANCE. When all of the Certificates have been discharged as provided in this Section, all pledges, covenants and other rights granted by this Resolution to the Holders of the Certificates shall cease. The City may discharge its obligations with respect to any Certificates which are due on any date by depositing with the Registrar on or before that date a sum sufficient for the payment thereof in full; or, if any Certificate should not be paid when due, it may nevertheless be discharged by depositing with the Registrar a sum sufficient for the payment thereof in full with interest accrued from the due date to the date of such deposit. The City may also discharge its obligations with respect to any prepayable Certificates called for redemption on any date when they are prepayable according to their terms by depositing with the Registrar on or before that date an amount equal to the principal, redemption premium, if any, and interest then due, provided that notice of such redemption has been duly given as provided herein. The City may also at any time discharge its obligations with respect to any Certificates, subject to the provisions of law now or hereafter authorizing and regulating such action, by depositing irrevocably in escrow, with the Registrar or with a bank or trust company qualified by law to act as an escrow agent for this purpose, cash or securities which are authorized by law to be so deposited for such purpose, bearing interest payable at such times and at such rates and maturing or callable at the holder's option on such dates as shall be required to pay all principal and interest to become due thereon to maturity or, if notice of redemption as herein required has been irrevocably provided for, to an earlier designated redemption date. If such deposit is made more than ninety days before the maturity date or specified redemption date of the Certificates to be discharged, the City must have received a written opinion of Bond Counsel to the effect that such deposit does not adversely affect the exemption of interest on any Certificates from federal income taxation and a written report of an accountant or investment banking firm verifying that the deposit is sufficient to pay when due all of the principal and interest on the Certificates to be discharged on and before their maturity dates or earlier designated redemption date. 8 4819-0803-6526\9 SECTION 7. TAX COVENANTS; ARBITRAGE MATTERS AND CONTINUING DISCLOSURE. 7.01. General Tax Covenant. The City agrees with the registered owners from time to time of the Certificates that it will not take, or permit to be taken by any of its officers, employees or agents, any action that would cause interest on the Certificates to become includable in gross income of the recipient under the Internal Revenue Code of 1986, as amended (the "Code") and applicable Treasury Regulations (the "Regulations"), and agrees to take any and all actions within its powers to ensure that the interest on the Certificates will not become includable in gross income of the recipient under the Code and the Regulations. All proceeds of the Certificates deposited in the Project Fund will be expended solely for the payment of the costs of the Equipment. The Equipment is and will be owned and maintained by the City and available for use by members of the general public on a substantially equal basis. The City shall not enter into any lease, management contract, use agreement, capacity agreement or other agreement with any non-governmental person relating to the use of the Equipment, or any portion thereof, or security for the payment of the Certificates which might cause the Certificates to be considered "private activity bonds" or "private loan bonds" pursuant to Section 141 of the Code. 7.02. Arbitrage Certification. The Mayor and City Administrator being the officers of the City charged with the responsibility for issuing the Certificates pursuant to this Resolution, are authorized and directed to execute and deliver to the Purchaser a certificate in accordance with Section 148 of the Code, and applicable Regulations, stating the facts, estimates and circumstances in existence on the date of issue and delivery of the Certificates which make it reasonable to expect that the proceeds of the Certificates will not be used in a manner that would cause the Certificates to be "arbitrage bonds" within the meaning of the Code and Regulations. 7.03. Arbitrage Rebate. (a) It is hereby found that the City has general taxing powers, that no Certificate is a "private activity bond" within the meaning of Section 141 of the Code, that 95% or more of the net proceeds of the Certificates are to be used for local governmental activities of the City, and that the aggregate face amount of all tax-exempt obligations (other than private activity bonds) issued by the City and all subordinate entities thereof during the year 2020 is not reasonably expected to exceed $5,000,000. Therefore, pursuant to Section 148(f)(4)(D) of the Code, the City shall not be required to comply with the arbitrage rebate requirements of paragraphs (2) and (3) of Section 148(f) of the Code. (b) Notwithstanding the provisions of paragraph (a) of this Section 7.03, if the arbitrage rebate provisions of Section 148(f) of the Code apply to the Certificates, the City hereby covenants and agrees to make the determinations, retain records and rebate to the United States the amounts at the times and in the manner required by said Section 148(f) and applicable Regulations. 7.04. Reimbursement. The City certifies that the proceeds of the Certificates will not be used by the City to reimburse itself for any expenditure with respect to the Equipment which the City paid or will have paid more than 60 days prior to the issuance of the Certificates unless, with respect to such prior expenditures, the City shall have made a declaration of official intent which complies with the provisions of Section 1.150-2 of the Regulations, provided that this 9 4819-0803-6526\9 certification shall not apply (i) with respect to certain de minimis expenditures, if any, with respect to the Equipment meeting the requirements of Section 1.150-2(f)(1) of the Regulations, or (ii) with respect to "preliminary expenditures" for the Equipment as defined in Section 1.150- 2(f)(2) of the Regulations, including engineering or architectural expenses and similar preparatory expenses, which in the aggregate do not exceed 20% of the "issue price" of the Certificates. 7.05. Continuing Disclosure. (a) Purpose and Beneficiaries. To provide for the public availability of certain information relating to the Certificates and the security therefor and to permit the Purchaser and other participating underwriters in the primary offering of the Certificates to comply with amendments to Rule 15c2-12 promulgated by the SEC under the Securities Exchange Act of 1934 (17 C.F.R. § 240.15c2-12), relating to continuing disclosure (as in effect and interpreted from time to time, the Rule), which will enhance the marketability of the Certificates, the City hereby makes the following covenants and agreements for the benefit of the Owners (as hereinafter defined) from time to time of the outstanding Certificates. The City is the only obligated person in respect of the Certificates within the meaning of the Rule for purposes of identifying the entities in respect of which continuing disclosure must be made. If the City fails to comply with any provisions of this section, any person aggrieved thereby, including the Owners of any outstanding Certificates, may take whatever action at law or in equity may appear necessary or appropriate to enforce performance and observance of any agreement or covenant contained in this section, including an action for a writ of mandamus or specific performance. Direct, indirect, consequential and punitive damages shall not be recoverable for any default hereunder to the extent permitted by law. Notwithstanding anything to the contrary contained herein, in no event shall a default under this section constitute a default under the Certificates or under any other provision of this resolution. As used in this section, Owner or Certificateowner means, in respect of a Certificate, the registered owner or owners thereof appearing in the bond register maintained by the Registrar or any Beneficial Owner (as hereinafter defined) thereof, if such Beneficial Owner provides to the Registrar evidence of such beneficial ownership in form and substance reasonably satisfactory to the Registrar. As used herein, Beneficial Owner means, in respect of a Certificate, any person or entity which (a) has the power, directly or indirectly, to vote or consent with respect to, or to dispose of ownership of, such Certificate (including persons or entities holding Certificates through nominees, depositories or other intermediaries), or (b) is treated as the owner of the Certificate for federal income tax purposes. (b) Information To Be Disclosed. The City will provide, in the manner set forth in subsection(c) hereof, either directly or indirectly through an agent designated by the City, the following information at the following times: (1) on or before twelve (12) months after the end of each fiscal year of the City, commencing with the fiscal year ending December 31, 2019, the following financial information and operating data in respect of the City (the Disclosure Information): (A) the audited financial statements of the City for such fiscal year, prepared in accordance with the governmental accounting standards promulgated by the Governmental Accounting Standards Board or as otherwise provided under Minnesota law, as in effect from time to time, or, if and to the extent 10 4819-0803-6526\9 such financial statements have not been prepared in accordance with such generally accepted accounting principles for reasons beyond the reasonable control of the City, noting the discrepancies therefrom and the effect thereof, and certified as to accuracy and completeness in all material respects by the fiscal officer of the City; and (B) to the extent not included in the financial statements referred to in paragraph (A) hereof, the information for such fiscal year or for the period most recently available of the type contained in the Official Statement under the headings: "Economic and Financial Information—Valuations," "—Tax Capacity Rates," "—Tax Levies and Collections," and "Summary of Debt and Debt Statistics,"which information may be unaudited. Notwithstanding the foregoing paragraph, if the audited financial statements are not available by the date specified, the City shall provide on or before such date unaudited financial statements and, within 10 days after the receipt thereof, the City shall provide the audited financial statements. Any or all of the Disclosure Information may be incorporated by reference, if it is updated as required hereby, from other documents, including official statements, which have been submitted to the Municipal Securities Rulemaking Board (the MSRB) through its Electronic Municipal Market Access System (EMMA) or the SEC. The City shall clearly identify in the Disclosure Information each document so incorporated by reference. If any part of the Disclosure Information can no longer be generated because the operations of the City have materially changed or been discontinued, such Disclosure Information need no longer be provided if the City includes in the Disclosure Information a statement to such effect; provided, however, if such operations have been replaced by other City operations in respect of which data is not included in the Disclosure Information and the City determines that certain specified data regarding such replacement operations would be a Material Fact (as defined in paragraph (2) hereof), then, from and after such determination, the Disclosure Information shall include such additional specified data regarding the replacement operations. If the Disclosure Information is changed or this section is amended as permitted by this paragraph (b)(1) or subsection (d), then the City shall include in the next Disclosure Information to be delivered hereunder, to the extent necessary, an explanation of the reasons for the amendment and the effect of any change in the type of financial information or operating data provided. (2) In a timely manner, not in excess of 10 business days after the occurrence of the event, to the MSRB through EMMA, notice of the occurrence of any of the following events (each a"Material Fact," as hereinafter defined): (A) principal and interest payment delinquencies; (B) non-payment related defaults, if material; (C) unscheduled draws on debt service reserves reflecting financial difficulties; (D) unscheduled draws on credit enhancements reflecting financial difficulties; (E) substitution of credit or liquidity providers, or their failure to perform; 11 4819-0803-6526\9 (F) adverse tax opinions, the issuance by the Internal Revenue Service of proposed or final determinations of taxability, Notices of Proposed Issue (IRS Form 5701-TEB), or other material notices or determinations with respect to the tax status of the Certificates or other material events affecting the tax status of the Certificates; (G) modifications to rights of Certificate holders, if material; (H) Certificate calls, if material and tender offers; (I) defeasances; (J) release, substitution, or sale of property securing repayment of the Certificates if material; (K) rating changes; (L) bankruptcy, insolvency, receivership, or similar event of the obligated person; (M) the consummation of a merger, consolidation, or acquisition involving an obligated person or the sale of all or substantially all of the assets of the obligated person, other than in the ordinary course of business, the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions, other than pursuant to its terms, if material; and (N) appointment of a successor or additional trustee or the change of name of a trustee, if material. (0) Incurrence of a financial obligation of the obligated person, if material, or agreement to covenants, events of default, remedies, priority rights, or other similar terms of a financial obligation of the obligated person, any of which affect security holders, if material; and (P) Default, event of acceleration, termination event, modification of terms, or other similar events under the terms of a financial obligation of the obligated person, any of which reflect financial difficulties. For purposes of the events identified in paragraphs (0) and (P) above, the term "financial obligation" means (i) a debt obligation; (ii) a derivative instrument entered into in connection with, or pledged as security or a source of payment for, an existing or planned debt obligation; or (iii) a guarantee of (i) or (ii). The term "financial obligation" shall not include municipal securities as to which a final official statement has been provided to the MSRB consistent with the Rule. As used herein, for those events that must be reported if material, an event is material if a substantial likelihood exists that a reasonably prudent investor would attach importance thereto in deciding to buy, hold or sell a Certificate or, if not disclosed, would significantly alter the total information otherwise available to an investor from the Official Statement, information disclosed hereunder or information generally available to the public. Notwithstanding the foregoing sentence, an event is also material if it would be deemed material for purposes of the purchase, holding or sale of a Certificate within the meaning of applicable federal securities laws, as interpreted at the time of discovery of the occurrence of the event. For the purposes of the event identified in(L) hereinabove, the event is considered to occur when any of the following occur: the appointment of a receiver, fiscal agent or similar officer for an 12 4819-0803-6526\9 obligated person in a proceeding under the U.S. Bankruptcy Code or in any other proceeding under state or federal law in which a court or governmental authority has assumed jurisdiction over substantially all of the assets or business of the obligated person, or if such jurisdiction has been assumed by leaving the existing governing body and officials or officers in possession but subject to the supervision and orders of a court or governmental authority, or the entry of an order confirming a plan of reorganization, arrangement or liquidation by a court or governmental authority having supervision or jurisdiction over substantially all of the assets or business of the obligated person. (3) In a timely manner, to the MSRB through EMMA, notice of the occurrence of any of the following events or conditions: (A) the failure of the City to provide the Disclosure Information required under paragraph (b)(1) at the time specified thereunder; (B) the amendment or supplementing of this section pursuant to subsection (d), together with a copy of such amendment or supplement and any explanation provided by the City under subsection (d)(2); (C) the termination of the obligations of the City under this section pursuant to subsection(d); (D) any change in the accounting principles pursuant to which the financial statements constituting a portion of the Disclosure Information are prepared; and (E) any change in the fiscal year of the City. (c) Manner of Disclosure. (1) The City agrees to make available to the MSRB through EMMA, in an electronic format as prescribed by the MSRB, the information described in subsection(b). (2) All documents provided to the MSRB pursuant to this subsection (c) shall be accompanied by identifying information as prescribed by the MSRB from time to time. (d) Term; Amendments; Interpretation. (1) The covenants of the City in this section shall remain in effect so long as any Certificates are outstanding. Notwithstanding the preceding sentence, however, the obligations of the City under this section shall terminate and be without further effect as of any date on which the City delivers to the Registrar an opinion of Bond Counsel to the effect that, because of legislative action or final judicial or administrative actions or proceedings, the failure of the City to comply with the requirements of this section will not cause participating underwriters in the primary offering of the Certificates to be in violation of the Rule or other applicable requirements of the Securities Exchange Act of 1934, as amended, or any statutes or laws successory thereto or amendatory thereof. 13 4819-0803-6526\9 (2) This section (and the form and requirements of the Disclosure Information) may be amended or supplemented by the City from time to time, without notice to (except as provided in paragraph (c)(2) hereof) or the consent of the Owners of any Certificates, by a resolution of this Council filed in the office of the recording officer of the City accompanied by an opinion of Bond Counsel, who may rely on certificates of the City and others and the opinion may be subject to customary qualifications, to the effect that: (i) such amendment or supplement (a) is made in connection with a change in circumstances that arises from a change in law or regulation or a change in the identity, nature or status of the City or the type of operations conducted by the City, or (b) is required by, or better complies with, the provisions of paragraph (b)(5) of the Rule; (ii)this section as so amended or supplemented would have complied with the requirements of paragraph (b)(5) of the Rule at the time of the primary offering of the Certificates, giving effect to any change in circumstances applicable under clause (i)(a) and assuming that the Rule as in effect and interpreted at the time of the amendment or supplement was in effect at the time of the primary offering; and (iii) such amendment or supplement does not materially impair the interests of the Certificateowners under the Rule. If the Disclosure Information is so amended, the City agrees to provide, contemporaneously with the effectiveness of such amendment, an explanation of the reasons for the amendment and the effect, if any, of the change in the type of financial information or operating data being provided hereunder. (3) This section is entered into to comply with the continuing disclosure provisions of the Rule and should be construed so as to satisfy the requirements of paragraph (b)(5) of the Rule. SECTION 8. CERTIFICATION OF PROCEEDINGS. 8.01. Registration of Certificates. The City Administrator is hereby authorized and directed to file a certified copy of this resolution with the County Auditor of Dakota County, together with such additional information as is required, and to obtain a certificate that the Certificates and the taxes levied pursuant hereto have been duly entered upon the County Auditor's Bond register. 8.02. Authentication of Transcript. The officers of the City and the County Auditor are hereby authorized and directed to prepare and furnish to the Purchaser and to Dorsey & Whitney LLP, Bond Counsel, certified copies of all proceedings and records relating to the Certificates and such other affidavits, certificates and information as may be required to show the facts relating to the legality and marketability of the Certificates, as the same appear from the books and records in their custody and control or as otherwise known to them, and all such certified copies, affidavits and certificates, including any heretofore furnished, shall be deemed representations of the City as to the correctness of all statements contained therein. 8.03. Official Statement. The Preliminary Official Statement relating to the Certificates, prepared and distributed by the Municipal Advisor, is hereby approved. The Municipal Advisor is hereby authorized on behalf of the City to prepare and distribute to the Purchaser within seven 14 4819-0803-6526\9 business days from the date hereof, a Final Official Statement listing the offering price, the interest rates, selling compensation, delivery date, the underwriters and such other information relating to the Certificates required to be included in the Official Statement by Rule 15c2-12 adopted by the Securities and Exchange Commission under the Securities Exchange Act of 1934. The officers of the City are hereby authorized and directed to execute such certificates as may be appropriate concerning the accuracy, completeness and sufficiency of the Official Statement. 8.04. Effective Date. This resolution shall be in full force and effect from and after its passage. Upon vote being taken thereon, the following voted in favor thereof: Larson, Donnelly, Hoyt and the following voted against the same: sone whereupon the Resolution was declared duly passed and adopted. 15 4819-0803-6526\9 EXHIBIT A UNITED STATES OF AMERICA STATE OF MINNESOTA COUNTY OF DAKOTA CITY OF FARMINGTON GENERAL OBLIGATION EQUIPMENT CERTIFICATES OF INDEBTEDNESS, SERIES 2020A R- $ Interest Rate Maturity Date Date of Original Issue CUSIP No. February 1, 20 February 19, 2020 311297 REGISTERED OWNER: CEDE&CO. PRINCIPAL AMOUNT: THOUSAND DOLLARS CITY OF FARMINGTON, State of Minnesota (the "City") acknowledges itself to be indebted and for value received hereby promises to pay to the registered owner specified above, or registered assigns, the principal amount specified above on the maturity date specified above and promises to pay interest thereon from the date of original issue specified above or from the most recent Interest Payment Date (as hereinafter defined) to which interest has been paid or duly provided for, at the annual interest rate specified above, payable on February 1 and August 1 in each year, commencing February 1, 2021 (each such date, an"Interest Payment Date"). The interest so payable on any Interest Payment Date shall be paid to the person in whose name this Certificate is registered at the close of business on the fifteenth day(whether or not a business day) of the calendar month preceding such Interest Payment Date. Interest hereon shall be computed on the basis of a 360-day year composed of twelve 30-day months. The interest hereon and, upon presentation and surrender hereof at the principal office of the agent of the Registrar described below, the principal hereof are payable in lawful money of the United States of America by check or draft drawn on U.S. Bank National Association, St. Paul, Minnesota, as Bond registrar, transfer agent and paying agent, or its successor designated under the Resolution described herein (the "Registrar")or other agreed-upon means of payment by the Registrar or its designated successor. For the prompt and full payment of such principal and interest as the same respectively come due, the full faith and credit and taxing powers of the City have been and are hereby irrevocably pledged. This Certificate is one of an issue (the "Certificates") in the aggregate principal amount of $1,105,000 issued pursuant to a resolution adopted by the City Council on January 21, 2020 (the "Resolution"), to finance various items of capital equipment, including a ladder truck, and to fund the costs of issuance of the Certificates. This Certificate issued by authority of and in strict accordance with the provisions of the Constitution and laws of the State of Minnesota thereunto enabling, including Minnesota Statutes, Section 412.301 and Chapter 475. For the full and prompt payment of the principal of and interest on the Certificates as the same become due, the full faith, credit and taxing power of the 4819-0803-6526\9 City have been and are hereby irrevocably pledged. The Certificates are issuable only in fully registered form, in the denomination of$5,000 or any integral multiple thereof, of single maturities. The Certificates are not subject to redemption and prepayment at the option of the City prior to maturity. As provided in the Resolution and subject to certain limitations set forth therein,this Certificate is transferable upon the books of the City at the principal office of the Registrar, by the registered owner hereof in person or by the owner's attorney duly authorized in writing upon surrender hereof together with a written instrument of transfer satisfactory to the Registrar, duly executed by the registered owner or the owner's attorney, and may also be surrendered in exchange for Certificates of other authorized denominations. Upon such transfer or exchange the City will cause a new Certificate or Certificates to be issued in the name of the designated transferee or registered owner, of the same aggregate principal amount,bearing interest at the same rate and maturing on the same date; subject to reimbursement for any tax,fee or governmental charge required to be paid with respect to any such transfer or exchange. The Certificates have been designated by the City as "qualified tax-exempt obligations" pursuant to Section 265(b)(3) of the Internal Revenue Code of 1986, as amended. The City and the Registrar may deem and treat the person in whose name this Certificate is registered as the absolute owner hereof, whether this Certificate is overdue or not, for the purpose of receiving payment as herein provided and for all other purposes, and neither the City nor the Registrar shall be affected by any notice to the contrary. Notwithstanding any other provisions of this Certificate, so long as this Certificate is registered in the name of Cede & Co., as nominee of The Depository Trust Company, or in the name of any other nominee of The Depository Trust Company or other securities depository, the Registrar shall pay all principal of and interest on this Certificate, and shall give all notices with respect to this Certificate, only to Cede&Co. or other nominee in accordance with the operational arrangements of The Depository Trust Company or other securities depository as agreed to by the City. IT IS HEREBY CERTIFIED, RECITED, COVENANTED AND AGREED that all acts, conditions and things required by the Constitution and laws of the State of Minnesota to be done,to exist, to happen and to be performed preliminary to and in the issuance of this Certificate in order to make it a valid and binding general obligation of the City in accordance with its terms, have been done, do exist, have happened and have been performed as so required; that, prior to the issuance hereof, the City Council has by the Resolution covenanted and agreed to collect and apply to payment of the Certificates ad valorem taxes levied on all taxable property in the City, which taxes are estimated to be collectible in years and amounts sufficient to produce sums not less than 5% in excess of the principal of and interest on the Certificates when due, and has appropriated such taxes to its General Obligation Equipment Certificates of Indebtedness, Series 2020A Sinking Fund for the payment of such principal and interest; that if necessary for the payment of such principal and interest,additional ad valorem taxes are required to be levied upon all taxable property in the City, without limitation as to rate or amount; that all proceedings relative to the projects financed by this Certificate have been or will be taken according to law and that the issuance of this Certificate, together with all other indebtedness of the City outstanding on the date hereof and on the date of its actual issuance and delivery, does not cause the indebtedness of the City to exceed any constitutional or statutory limitation of indebtedness. This Certificate shall not be valid or become obligatory for any purpose or be entitled to any security or benefit under the Resolution until the Certificate of Authentication hereon shall have been executed by the Registrar by manual signature of one of its authorized representatives. 2 4819-0803-6526\9 3 4819-0803-6526\9 IN WITNESS WHEREOF, the City has caused this Certificate to be executed on its behalf by the facsimile signatures of its Mayor and City Administrator and has caused this Certificate to be dated as of the date set forth below. CITY OF FARMINGTON,MINNESOTA (fa ' ile signature— i Ad nistrator) (facsimile signature—Mayor) CERTIFICATE OF AUTHENTICATION This is one of the Certificates delivered pursuant to the Resolution mentioned within. Date of Authentication: U.S. BANK NATIONAL ASSOCIATION, as Registrar By Authorized Representative 4 4819-0803-6526\9 The following abbreviations, when used in the inscription on the face of this Certificate, shall be construed as though they were written out in full according to the applicable laws or regulations: TEN COM--as tenants in common UTMA as Custodian for (Cust) (Minor) TEN ENT--as tenants by the entireties under Uniform Transfers to Minors Act (State) JT TEN--as joint tenants with right of survivorship and not as tenants in common Additional abbreviations may also be used. ASSIGNMENT For value received, the undersigned hereby sells, assigns and transfers unto the within Certificate and all rights thereunder, and does hereby irrevocably constitute and appoint attorney to transfer the said Certificate on the books kept for registration of the within Certificate, with full power of substitution in the premises. Dated: NOTICE: The assignor's signature to this assignment must correspond with the name as it appears upon the face of the within Certificate in every particular, without alteration or enlargement or any change whatsoever. Signature Guaranteed: Signature(s) must be guaranteed by an "eligible guarantor institution" meeting the requirements of the Registrar, which requirements include membership or participation in STAMP or such other "signature guaranty program" as may be determined by the Registrar in addition to or in substitution for STAMP, all in accordance with the Securities Exchange Act of 1934, as amended. PLEASE INSERT SOCIAL SECURITY OR OTHER IDENTIFYING NUMBER OF ASSIGNEE: 5 4819-0803-6526\9 EXHIBIT B Tax Levies City of Farmington,Minnesota $1,105,000 G.0_ Equipment Certificates of Indebtedness, Series 2020A FINAL 105% Levy Date Total P+I CIF 105%Len- Len_-Year Collection Year 02/01[2021 52,487.50 (52,48750) - - - 01'01, 022. 255.250.00 - 268.01250 2020. 2021 02)0112023 255,250.00 - 2.68,012.50 2021 2022. 02:01e2024 254,750.00 - 267,437.50 2022 2023 0201,`2025 253,750.00 - 266,43750 2023 2024 0210112026 257,250.00 - 270.11250 2024 2025 Total 51,328,737.50 (52,487.50) 51,340,062.50 r 4819-0803-6526\9 DAKOTA COUNTY AUDITOR'S CERTIFICATE AS TO REGISTRATION AND TAX LEVY The undersigned, being the duly qualified and acting County Auditor of Dakota County, Minnesota, hereby certifies that there has been filed in my office a certified copy of a resolution duly adopted on January 21, 2020, by the City Council of Farmington, Minnesota, setting forth the form and details of an issue of $1,105,000 General Obligation Equipment Certificates of Indebtedness, Series 2020A dated the date of issuance thereof. I further certify that the issue has been entered on my bond register and the taxes required by law have been levied as required by Minnesota Statutes, Sections 475.61 to 475.63. WITNESS my hand and official seal on the day of , 2019. Dakota County Auditor (SEAL) 4819-0803-6526\9 CITY OF 0430 Third St., Farmington, MN 55024 FARM I N GTO N © 651-280-6800 �rlll� ® FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Justin Elvestad, Fire Chief SUBJECT: Purchase Agreement for a 2020 Pierce Velocity 107'Aerial Ladder DATE: January 21, 2020 INTRODUCTION I n 2012, a capital improvement plan (CI P) was developed and funding began to support large fire department purchases. The replacement of Engine 2 (1993 Spartan) was identified but not funded. At a work shop in May 2019 fire staff discussed the benefits of replacing Engine 2 with a multi-purpose Engine/Ladder. During the build process of Engine 11 (2019 Pierce) the apparatus committee spent time at the factory researching Aerial Apparatus. I n addition to Pierce the apparatus committee researched E- One and Rosenbauer aerial apparatus as well. All three manufactures provided demonstrations of their apparatus, which included testing limitations, driving the apparatus and overall ease of use and functionality. The committee decided to continue using Pierce Manufacturing. We currently have three Pierce fire engines in our fleet, Engine 1 (2001), Engine 22 (2013), and Engine 11 (2019). Pierce has a reputation of excellent quality, added safety features, and outstanding customer service with MacQueen Emergency Group located in Apple Valley. DISCUSSION Because Engine 2 is past its life expectancy of 20 years. Discussions started about replacing it sooner rather than later. All three of the manufactures notified us of annual price increases on their apparatus in the 1st quarter of the year. Pierce Manufacturing has an annual price increase February 1st Ladder 1 will carry all the equipment of our fire engines in addition to ladder company equipment such as 115 feet of ground ladders,forcible entry, and auto extrication.This will be the most multi-purpose apparatus in our fleet. The cost to replace Engine 2 with the multi-purpose Ladderl is as follows: • $1,156,674 with full prepay discounts, HGAC discount, and trade in of Engine 2. • $12,069 in additional costs have been identified to the dealership for installation of equipment from Engine 2 into Ladder 1. This cost includes time and material. • $25,000 is being requested for additional changes that may arise during the build process. The total price for the 2020 Pierce Velocity 107'Ascendant Aerial is $1,193,743. BUDGET IMPACT At a city council work session in November two options were presented for financing the purchase, the city council decided to issue a bond to fund the purchase. The bond payments will affect the 2021 budget as the first payment is due in 2021. ACTION REQUESTED Approve the purchase agreement with MacQueen Equipment, LLC. For the 2020 Pierce Velocity 107' Aerial Ladder for$1,156,674 with a 100% prepayment and trade of the 1993 Spartan Fire Engine. Also approval of the additional equipment installed with the dealer for the amount of$12,069 and additional $25,000 for build changes during the build process.The Aerial Apparatus will not exceed $1,193,743. ATTACHMENTS: Type Description ® Contract Purchase Agreement <1> MACQUEEN EMERGENCY ME111 PURCHASE AGREEMENT—SINGLE UNIT HGAC This Purchase Agreement(together with all attachments referenced herein,the"Agreement"),made and entered into by and between MacQueen Equipment,LLC.,as Delaware corporation DBA MacQueen Emergency ("MacQueen"),and The City of Farmington,a Minnesota Municipality is effective as of the date specified in Section 3 hereof. 1. Definitions a. "Product"means the fire apparatus and any associated equipment furnished for the Customer by MacQueen,pursuant to the specifications. b. "Specifications"means the general specifications,technical specifications,orientation,and testing requirements for the Product contained in the MacQueen Proposal for the Product prepared in response to the Customer's request for proposal. c. "MacQueen Proposal"means the proposal provided by MacQueen attached as Exhibit C prepared in response to the Customer's request for proposal. d. "Delivery"means the date MacQueen is prepared to make physical possession of the Product available to the Customer. 2. Purpose This Agreement sets forth the terms and conditions of MacQueen's sale of the Product to the Customer. 3. Term of Agreement This Agreement will become effective on the date it is signed and approved by MacQueen's authorized representative pursuant to Section 20 hereof("Effective Date")and,unless earlier terminated pursuant to the terms of this Agreement,it will terminate upon the Customer's Acceptance and payment in full of the Purchase Price. 4. Purchase and Payment The Customer agrees to purchase the Product specified on Exhibit A for the total purchase price of $.Prices are in US Funds. 5. Agreement Changes The Customer may request that MacQueen incorporate a change to the Products or the Specifications for the Products by delivering a change order to MacQueen;provided,however,that any such change order must be in writing and include a description of the proposed change sufficient to permit MacQueen to evaluate the feasibility of such change("Change Order").Within seven(7)business days of receipt of a Change Order, MacQueen will inform the Customer in writing of the feasibility of the Change Order,the earliest possible implementation date for the Change Order,of any increase or decrease in the Purchase Price resulting from such Change Order,and of any effect on production scheduling or Delivery resulting from such Change Order. • �1. MACQUEEN EMERGENCY MacQueen shall not be liable to the Customer for any delay in performance or Delivery arising from any such Change Order. A Change Order is only effective when counter-signed by MacQueen's authorized representative. 6. Cancellation/Termination In the event this Agreement is cancelled or terminated by a party before completion,MacQueen may charge a cancellation fee.The following charge schedule based on costs incurred may be applied:(a)10%of the Purchase Price after order is accepted and entered by MacQueen;(b)20%of the Purchase Price after completion of approval drawings,and;(c)30%of the Purchase Price upon any material requisition.The cancellation fee will increase accordingly as costs are incurred as the order progresses through engineering and into manufacturing.MacQueen endeavors to mitigate any such costs through the sale of such Product to another purchaser;however,Customer shall remain liable for the difference between the Purchase Price and, if applicable,the sale price obtained by MacQueen upon sale of the Product to another purchaser,plus any costs incurred by MacQueen to conduct any such sale. 7. Delivery,Inspection,and Acceptance Delivery Delivery of the Product is scheduled to be within(9)Nine Months of the Effective Date of this Agreement.Risk of loss shall pass to Customer upon Delivery.Delivery shall be made and title shall pass upon Customer's complete fulfillment of its obligations arising under Section 4 hereof. inspection and Acceptance Upon Delivery,Customer shall have fifteen(15)days within which to inspect the Product for substantial conformance to the material Specifications,and in the event of substantial non-conformance to the material Specifications to furnish MacQueen with written notice sufficient to permit MacQueen to evaluate such non- conformance("Notice of Defect"). Any Product not in substantial conformance to material Specifications shall be remedied by MacQueen within thirty(30)days from the Notice of Defect. In the event MacQueen does not receive a Notice of Defect within fifteen(15)days of Delivery,Product will be deemed to be in conformance with Specifications and Accepted by Customer. S. Notice Any required or permitted notices hereunder must be given in writing at the address of each party set forth below,or to such other address as either party may substitute by written notice to the other in the manner contemplated herein,by one of the following methods:hand delivery;registered,express,or certified mail, return receipt requested,postage prepaid;or nationally recognized private express courier: MacQueen Equipment,LLC The City of Farmington 1125 7th Street East 430 3rd St. St.Paul,MN 55106 Farmington,MN 55024 9. Standard Warranty The equipment sold herein will be manufactured by Pierce Manufacturing,Inc.and any warranties are attached hereto as Exhibit B and made a part hereof. Any additional warranties must be expressly approved in writing by Pierce's authorized representative and MacQueen. .<41>MACQUEEN Nir EMERGENCY Disclaimer Other than as expressly set forth in this agreement,neither Pierce,its Parent Company,Affiliates, Subsidiaries,Licensors,suppliers,distributors,dealers,including without limitation,MacQueen Equipment, LLC,or other respective officers,directors,employees,shareholders,agents or representatives,make any express or implied warranties with respect to the products provided hereunder or otherwise regarding this agreement,whether oral or written,express,implied or statutory.Without limiting the foregoing,any implied warranty against infringement,and the implied warranty of condition of fitness for a particular purpose are expressly excluded and disclaimed.Statements made by sales representatives or in promotional materials do not constitute warranties. Exclusions of Incidental and Consequential Damages In no event shall MacQueen be liable for consequential,incidental or punitive damages incurred by Customer or any third party in connection with any matter arising out of or relating to this Agreement,or the breach • thereof,regardless of whether such damages arise out of breach of warranty,tort,contract,strict liability, statutory liability,indemnity,whether resulting from non-delivery or from MacQueen's own negligence,or otherwise. • 10. Insurance MacQueen maintains the following limits of insurance with a carrier(s)rated A-or better by A.M.Best: Commercial General Liability Insurance: Products/Completed Operations Aggregate: $2,000,000 Each Occurrence: $2,000,000 Umbrella/Excess Liability Insurance: Aggregate: $5,000,000 Each Occurrence: $5,000,000 The Customer may request MacQueen to provide the Customer with a copy of a current Certificate of Insurance with the coverages listed above. 11. Indemnity The Customer shall indemnify,defend and hold harmless MacQueen,its officers,employees,dealers,agents or subcontractors,from any and all claims,costs,judgments,liability,loss,damage,attorneys'fees or expenses of any kind or nature whatsoever(including,but without limitation,personal injury and death)to all property and persons caused by,resulting from,arising out of or occurring in connection with the Customer's purchase,installation or use of goods sold or supplied by MacQueen which are not caused by the sole negligence of MacQueen or Pierce. 12. Force Majeure MacQueen shall not be responsible nor deemed to be in default on account of delays in performance due to causes which are beyond MacQueen's control which make MacQueen's performance impracticable,including but not limited to civil wars,insurrections,strikes,riots,fires,storms,floods,other acts of nature,explosions, earthquakes,accidents,any act of government,acts of God or the public enemy or terrorism. 13. Default The occurrence of one or more of the following shall constitute a default under this Agreement: <A> MACQUEEN lior EMERGENCY (a)the Customer fails to pay when due any amounts under this Agreement or to perform any of its obligations under this Agreement;(b)MacQueen fails to perform any of its obligations under this Agreement;(c)either party becomes insolvent or become subject to a bankruptcy or insolvency proceedings;(d)any representation made by either party to induce the other to enter into this Agreement is false in any material respect;(e)the Customer dissolves,merges,consolidates or transfers a substantial portion of its property to another entity;or (f)the Customer is in default or has breached any other contract or agreement with MacQueen. 14. Relationship of Parties Neither party is a partner,employee,agent,or joint venture of or with the other. 15. Assignment Neither party may assign its rights and obligations under this Agreement unless it has obtained the prior written approval of the other party. 16. Governing Law;Jurisdiction Without regard to any conflict of law's provisions,this Agreement is to be governed by and under the laws of the state of Minnesota. 17. Facsimile Signatures The delivery of signatures to this Agreement by facsimile transmission shall be binding as original signatures. 18. Entire Agreement This Agreement shall be the exclusive agreement between the parties for the Product.Additional or different terms proposed by the Customer shall not be applicable,unless accepted in writing by MacQueen's authorized representative.No change in,modification of,or revision of this Agreement shall be valid unless in writing and signed by MacQueen's authorized representative. 19. Conflict In the event of a conflict between the Customer Specifications and the MacQueen Proposal,the MacQueen Proposal shall control.In the event there is a conflict between the MacQueen Proposal and this Agreement, the MacQueen Proposal shall control. 20. Signatures This Agreement is not effective unless and until it is approved,signed and dated by MacQueen's authorized representative. Accepted and Agreed to: MACQUEEN UIP ENT, �= / The City of Far�man °n Signature: Signature: Name: O • ex.!/t. Name: e Lu r Title: h ‘'G-4"' - S eia..%a Title: `- , ,- Date: /KW, t o r Date: /7)%A.20‘`...46 , "'`.I>. MACQUEEN EMERGENCY EXHIBIT A—PURCHASE DETAIL FORM MacQueen Equipment,LLC 1125 7th Street East St.Paul,MN 55106 Customer Name: The City of Farmington Date 1/31/2020 Quantity Chassis Type Body Type Price per Unit 1 Pierce Velocity 107 Aerial $1,156,674 Trade In/Applicable Discounts:Shown in Exhibit C Warranty Period:Shown in Exhibit B Orientation Requirements:3 Days of Manufacture supplied aerial certification training This contract is available for municipal corporations and others to utilize with the option of adding or deleting any available options,including chassis models.Any addition or deletion may affect the unit price. Payment Terms: Full Payment of Apparatus$1,156,674 is Due 3/1/2020 additional equipment and build process changes will be billed upon delivery and acceptance of the vehicle. [NOTE:If deferred payment arrangements are required,the Customer must make such financial arrangements through a financial institution acceptable to MacQueen.] All taxes,excises and levies that MacQueen may be required to pay or collect by reason of any present or future law or by any governmental authority based upon the sale,purchase,delivery,storage,processing,use,consumption,or transportation of the Product sold by MacQueen to the Customer shall be for the account of the Customer and shall be added to the Purchase Price. All delivery prices or prices with freight allowance are based upon prevailing freight rates and,in the event of any increase or decrease in such rates,the prices on all unshipped Product will be increased or decreased accordingly. Delinquent payments shall be subject to a carrying charge of 1.5 percent(1.5%)per month or such lesser amount permitted by law.MacQueen will not be required to accept payment other than as set forth in this Agreement. However,to avoid a late charge assessment in the event of a dispute caused by a substantial nonconformance with material Specifications(other than freight),the Customer may withhold up to five percent(5%)of the Purchase Price until such time that MacQueen substantially remedies the nonconformance with material Specifications,but no longer than sixty(60)days after Delivery. If the disputed amount is the freight charge,the Customer may withhold only the amount of the freight charge until the dispute is settled,but no longer than sixty(60)days after Delivery.MacQueen shall have and retain a purchase money security interest in all goods and products now or hereafter sold to the Customer by MacQueen or any of its affiliated companies to secure payment of the Purchase Price for all such goods and products. In the event of nonpayment by the Customer of any debt,obligation or liability now or hereafter incurred or owing by the Customer to MacQueen,MacQueen shall have and may exercise all rights and remedies of a secured party under Article 9 of the Uniform Commercial Code(UCC)as adopted by the state of Minnesota. THIS PURCHASE DETAIL FORM IS EXPRESSLY SUBJECT TO THE PURCHASE AGREEMENT TERMS AND CONDITIONS DATED AS OF JANUARY 315,2020 BETWEEN MACQUEEN AND THE CITY OF FARMINGTON WHICH TERMS AND CONDITIONS ARE HEREBY INCORPORATED IN,AND MADE PART OF,THIS PURCHASE DETAIL FORM AS THOUGH ECAH PROVISION WERE SEPARTELY SET FORTH HEREIN,EXCEPT TO THE EXTENT OTHERWISE STATED OR SUPPLEMENTED BY MACQUEEN HEREIN. A MACQUEEN EMERGENCY EXHIBIT B—WARRANTY LIMITED WARRANTY Limited Warranty Terms and Disclaimer Pierce warrants that all new and unused goods furnished by Pierce are free from defect in workmanship and material as of the time and place of delivery by Pierce in accordance with its Standard Limited Warranty in effect at the date of contract formation and stated below. Pierce's obligation under this Limited Warranty is subject to the following qualifications:a)Pierce or its authorized Dealer shall have been notified of such claimed defect within thirty(30)days of its discovery or such later date as is specified in the Standard Limited Warranty;b)the vehicle shall have been subject only to proper use normal for similar vehicles;and c)it shall have been regularly maintained and serviced in accordance with the Manufacturer's Service Manual. No defective part may be returned to the factory without Pierce's prior written consent,or that of our authorized representative. Any return must be with transportation prepaid,which may be refunded at the discretion of Pierce. The Standard Limited Warranty for the goods is incorporated herein by reference. It is the exclusive warranty given by Pierce. PIERCE HEREBY DISCLAIMS AND EXCLUDES ALL OTHER WARRANTIES,WHETHER EXPRESS,IMPLIED OR STATUTORY, INCLUDING ANY WARRANTY OF MERCHANTABILITY,ANY WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE, AND ANY IMPLIED WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE,notwithstanding any knowledge of Pierce regarding the use or uses intended to be made of goods,proposed changes or additions to goods,or any assistance or suggestions that may have been made by Pierce personnel. STANDARD LIMITED WARRANTY Base Warranties • One(1)year basic limited warranty—all • One(1)year standard Pierce Fire and Rescue Service Center limited warranty—chassis,cab,apparatus body • One(1)year standard Pierce Fire and Rescue Service Center limited warranty—paint • Ninety(90)day standard Pierce Fire and Rescue Service Center limited warranty—parts serviced or repaired • Six(6)month basic parts limited warranty Chassis and Cab Warranties • Three(3)year chassis limited warranty—Velocity and Impel • Ten(10)year standard cab structural integrity limited warranty—all • Ten(10)year standard structural integrity limited warranty—Encore rescue vehicle frame modification commercial chassis(FLR&IHC) • Fifty(50)year standard chassis frame rail lifetime structural integrity limited warranty—all custom except Velocity and Impel • Fifty(50)year chassis frame rail&Crossmember lifetime structural integrity limited warranty-Velocity and Impel chassis • Body Structural Integrity Warranties • Two(2)year structural integrity apparatus body—Mini Pumper • Five(5)year structural integrity-tanker pumper body MACQUEEN EMERGENCY • Ten(10)year standard body structural integrity limited warranty-all aerial,pumpers,tankers,elliptical, dry side • Ten(10)year structural integrity-Contender rescue apparatus body • Ten(10)year structural integrity-Encore rescue apparatus body • Fifteen(15)year structural integrity limited warranty-body/heavy duty rescue Aerial Structural Integrity Warranties • Ten(10)year standard structural integrity limited warranty-Sky-Arm aerial device • Twenty(20)year standard structural integrity limited warranty-Aerial Platforms,Aerial Ladders,and Sky- Boom Paint and Graphics Warranties • One(1)year graphics fading and deterioration(vinyl,painted,reflective,gold) • Three(3)year standard Goldstar/Gold Leaf lamination limited warranty • Four(4)year paint and corrosion on all aerial device-no refurb • Ten(10)year standard prorated paint/corrosion warranty-trucks shipped after Jan 1,2004 • Twelve(12)year fire and rescue stainless steel body paint and corrosion limited warranty Component Warranties • Two(2)year standard fold down step limited warranty-Quantum,Velocity/Impel electric step • Three(3)year tak4 front suspension limited warranty • Three(3)year material and workmanship aerial hydraulic system seals;five(5)year material and workmanship aerial hydraulic system components • Fifty-four(54)month material and workmanship camera system • Five(5)year material and workmanship Command Zone electronics • Five(5)year material and workmanship foam system control head • Six(6)year PUC pump limited warranty • Ten(10)year standard stainless-steel plumbing-piping and weldments less than 3 • Ten(10)year standard steel water tank structural integrity and corrosion limited warranty-water tank • Ten(10)year material and workmanship pierce 12V led strip light J1. MACQUEEN Nir EMERGENCY EXHIBIT C-PROPOSAL January 31st,2020 RE: Proposal for The City of Farmington MacQueen Emergency,("MacQueen"),the licensed and authorized dealer for Pierce Manufacturing Inc.("Pierce") in the States of Minnesota,North Dakota,South Dakota,Nebraska and Missouri,is pleased to provide the following proposal for(1)One 2020 Pierce Velocity 107 Ascendant Aerial.This proposal is based on the accompanying proposal specifications,which are tailored to meet your needs. The proposal pricing is based on current HGAC(Houston Galveston Area Council)FS12-17 contract pricing and includes the fees associated with an HGAC purchase. Description 2020 Pierce Velocity 107 Ascendant Aerial $ 1,212,623 Performance bond(if applicable) $ 3,225 Chassis prepayment discount(if applicable) $ 11,844 Aerial prepayment discount(if applicable) $ 5,364 Full prepayment interest discount $ 18,954 Trade-in allowance for Top Mount Enclosed Pumper $ 15,000 HGAC Discount $ 8,012 Mani 1 si ount�- - 1,156 674 Additional Equipment Installed $ 12,069 • Unit total w/additional Equipment $ 1,168,743 Additional Consideration for Build Changes $ 25,000 Final Unit Total $ 1,193,743 To take advantage of all prepayment discounts,the unit total of$1,156,674 must be paid within fifteen(30)days of purchase order or contract signing issued to MacQueen.With the additional equipment and build process changes to be billed after acceptance and delivery. The proposal pricing includes the delivery cost from Appleton,Wisconsin Included in this price are travel expenses for three(3)of your personnel to travel to our factory for preconstruction,post paint inspection and final acceptance. Delivery time for the proposed unit will be within Nine(9)months from the date of order which will be the date a Purchase Agreement is executed between Buyer and MacQueen in substantially the form attached hereto as Exhibit 1. This proposal is valid until 1/31/2019. • Tax is excluded from this proposal. In the event the purchasing organization is not exempt from Sales Taxes or any other applicable taxes and/or the proposed apparatus does not qualify for exempt status,it is the duty of the .A MACQUEEN -NorEMERGENCY purchasing organization to pay any and ail taxes due. Balance of sales price is due upon delivery. Payment must be remitted to MacQueen. Any changes to the original specification will be invoiced or credited as a separate transaction from the original proposal. A late fee of.033%of the sale price will be charged per day for overdue payments beginning ten(10)days after the payment is due for the first thirty(30)days. The late fee then increases to.044%per day until the payment is received. In the event of a Prepayment received after the due date above,the discount will be reduced by Same percentages above increasing the cost of the apparatus. In the event this proposal is accepted and a purchase order is issued then cancelled or terminated by the City of Farmington before completion,MacQueen may charge a cancellation fee. The following charge schedule based on costs incurred may be applied: a. 10%of the Purchase Price after order is accepted and entered by Pierce; b. 20%of the Purchase Price after completion of the approval drawings; c. 30%of the Purchase Price upon any material requisition. The cancellation fee may increase accordingly as costs are incurred as the order progresses through engineering and into manufacturing. MacQueen endeavors to mitigate any such costs through the sale of such product to another purchaser;however,the customer shall remain liable for the difference between the purchase price and, if applicable,the sale price obtained by MacQueen upon sale of the product to another purchaser,plus any costs incurred by MacQueen to conduct such sale. In an effort to ensure the above stated terms and conditions are understood and adhered to,MacQueen requires an authorized individual from the purchasing organization to sign and date this proposal and include it with any purchase order. Upon signing of this proposal,the terms and conditions stated herein will be considered binding and accepted by the City of Farmington.The terms and acceptance of this proposal will be governed by the laws of the state of Minnesota.Venue of any claim regarding this proposal will lie in the county Customer is located. No additional terms or conditions will be binding upon MacQueen unless agreed to in writing and signed by a duly authorized officer of MacQueen. 0 MACQLJEEN \ EMERGENCY • Sincerely, MBy ERGEN- By ' 1, 7�� Lcl vSoJ-, ,the authorized representative of The City of Farmington,agree to purchase (1)2020 Pierce Velocity 107 Ascend t Aerial and agree to the terms of this proposal. Signature Date CITY OF O 430 Third St., Farmington, MN 55024 FARM I N GTO N © 65,-280-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Plans and Specifications and Authorize Advertisement for Bids for Schmitz-Maki Arena Ice Resurfacer Relocation Project DATE: January 21, 2020 INTRODUCTION Wold Architects and Engineers was hired by the City Council on August 2, 2019 to complete the final design and prepare construction documents for the Schmitz-Maki Arena ice resurfacer relocation project. DISCUSSION Wold has worked with city staff to complete the design and the plans and specifications to relocate the arena's ice resurfacer. The ice resurfacer will be relocated to the northeast corner of the arena. Attached is a drawing showing the new location for the ice resurfacer. Since the construction costs to relocate the arena's ice resurfacer is estimated to exceed$175,000.00, the city is required by state statute to advertise for bids and receive sealed bids. Project construction is planned to occur starting in late March 2020 and end before summer ice begins in early June 2020. BUDGET IMPACT This project will be paid for with liquor store profits that were set aside a year ago. ACTION REQUESTED Adopt the attached resolution approving the plans and specifications and authorizing the advertisement for bids for the arena's ice resurfacer relocation project. ATTACHMENTS: Type Description D Backup Material Resurfacer Relocation Project Drawing D Resolution Advertisement for Bids Authorization WUJ M001-11 ZW = .--0 OOOj Wm O 1-11 N a Op m O Q Ca LO Ex c7, aIL O�Om ¢� (9=m x ZOQ<QO 3 4 .Ca} -I-i Na OZ Z 1-231 . Z O� mwJzx - E LL - LLI =wa�oo o >� wzzz� p 0O a -- z aHo ` AZoLou. - W UW z z cc , W U N E O E- a 0 N fi® s mm s - z -- ;, 0 w z J LU ia a Z s W g Z , 0 a CCI m I z 2oW Q IC x� N 2 �U W Cl) UZ W K J HH co a wJ 0ULL ZQ 2 O m m 0 0 O m3 m W w 0 LL W O m 4Wz , -zz o 3 WI-s-LLI U ZmQ Q W .,,.; m b< a N Quin Q o 3 QQ7w ~_ E 0.0 0 w NSU 2 r, 0 } n _ - ; 4. a O s ,ISEI QI I . ; msJ . d/ L $ Y ? aNIL 51 =II r -I .-I la I:, I I QoG avow 33Ina3s I Ct a 1' 6 U 1 I W N _€ W U-1 p L J > II mIL FF W m O 0 3 5 LII g. acO _II-D 3 4?W oz= ill �9 Now ,oi- if U U O RESOLUTION NO. §10-20 APPROVE PLANS AND SPECIFICATIONS AND AUTHORIZE ADVERTISEMENT FOR BIDS FOR THE SCHMITZ-MAKI ARENA ICE RESURFACER RELOCATION PROJECT 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 21St day of January, 2020 at 7:00 p.m. Members present: Larson, Donnelly, Hoyt Members absent: Bernhj elm, Craig Member Hoyt and Member Donnelly introduced and_seconded the following resolution. WHEREAS, plans and specifications have been prepared for the relocation of the Schmitz- Maki Arena ice resurfacer; and, WHEREAS, such plans and specifications are now before the Council for its consideration; and, WHEREAS, funding of the construction costs is approved to be paid from the Arena's Capital Improvement Fund budget. NOW THEREFORE, BE IT RESOLVED that: 1. Said specifications are hereby approved. 2. The Parks and Recreation Director is authorized to insert in the city's official publication and on the city's website an advertisement for bids for the project and that bids shall be received by the City until 2:00 p.m. on March 3, 2020, at which time they shall be publicly opened and read aloud. They will then be considered by the City Council. No bid shall be considered unless accompanied by a bid bond, certified check or cash deposit equal to at least five percent(5%) of the amount of the bid. This resolution adopted by recorded vote of the Farmington City Council in open session on the 21St day of January, 2020. Mayor Attested to the U:!`" day of January, 2020. Ci Administra o SEAL