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HomeMy WebLinkAbout02.18.20 Council Minutes CITY OF FARMINGTON CITY COUNCIL MINUTES REGULAR MEETING FEBRUARY 18, 2020 1. Call to Order Acting Mayor Craig called the meeting to order at 7:00 p.m. 2. Pledge of Allegiance Acting Mayor Craig led those in attendance in the Pledge of Allegiance. 3. Roll Call Present-Bernhjelm, Craig, Donnelly and Hoyt Absent-Larson Staff Present-Administrator McKnight, Finance Director Malecha, Public Works Director Gehler, Community Development Director Kienberger, Police Chief Rutherford, Fire Chief Elvestad, Parks and Recreation Director Distad, Human Resources Director Gabbard, Planning Manager Wippler and Attorney Jamnik. 4. Agenda Motion by Bernhjelm, second by Hoyt, to approve the agenda pulling item 7L for a separate vote. APIF, motion carried. 5. Announcements/Commendations a) Promotion Ceremony for Sergeant Chris Lutz Police Chief Rutherford shared that Chris Lutz has been with the department for 11 year. He was recently selected to fill a vacated sergeant position. Administrator McKnight swore in Sergeant Chris Lutz. 6. Citizen Comments None 7. Consent Agenda Motion by Bernhjelm, second by Donnelly, to approve the consent agenda pulling item 7L: February 18, 2020 Minutes - 1- a) Approve Minutes of the February 3, 2020 City Council Meeting-Administration b) Approve Minutes of the February 7, 2020 Work Session-Administration c) Approve Minutes of the February 10, 2020 Work Session-Administration d) Approve Fire Services Agreement with Castle Rock Township-Administration e) Approve Appointment to Economic Development Authority-City Council f) Approve Building Automation System Agreement with Johnson Controls-IT g) Adopt Ordinance 2020-750 Amending Title 3 Sale of Tobacco Products-Community Development h) Adopt Resolution R15-2020 Approving a Gambling Permit for the Vermillion River Longbeards-Community Development i) Approve Temporary On-Sale Liquor License for the Knights of Columbus-Community Development j) Approve Temporary On-Sale Liquor License for Farmington Liquors-Community Development k) Approve Federal Regional Solicitation Grant Application for North Creek Regional Greenway Trail-Parks I) PULLED m) Approve Updated 2020 Fee Schedule-Finance n) Approve Bills-Finance APIF, motion carried. Motion by Donnelly, second by Hoyt,to discuss item 7L (Approve Separation Fire Department- Human Resources) at a future work session. APIF, motion carried. 8. Public Hearings None 9. Award of Contract None 10. Petitions, Requests and Communications a) Appeal of Planning Commission Decision-Certificate of Appropriateness Request of Exterior Work at 345 Third Street(Fletcher Building) Planning Manager Wippler presented an appeal of the Planning Commission decision on a certificate of appropriateness for exterior work at 345 Third Street. Ms. Pamela Heikkila has appealed the decision by the Planning Commission acting as the Heritage Preservation Commission to deny her request for a Certificate of Appropriateness February 18,2020 Minutes -2- to complete certain exterior work to her building located at 345 3rd Street. The appeal is in accordance with Section 2-11-5 (G) of the City Code. The Planning Commission denied the Certificate of Appropriateness at its regular meeting on January 14, 2020. Ms. Heikkila submitted the appeal in writing on January 15, 2020. Background This item was reviewed and tabled by the Planning Commission/ Heritage Preservation Commission on October 8, 2019 and October 22, 2019. The Planning Commission at the October 22, 2019 special meeting directed staff to consult with Robert Vogel of Pathfinder CRM, LLC to produce a "Condition of Historic Property Report" and to provide findings and recommendations for rehabilitating the exterior walls of the Fletcher Building located at 345 3rd Street. Attached, please find all the background materials that were provided at the previous Planning Commission meetings regarding this issue. Also attached, is the building condition report by Mr.Vogel that is dated December 30, 2019. In this report, Mr.Vogel states that it is his opinion that "the brick walls are a distinguishing design feature and contribute significantly to the Fletcher Building's historical and architectural values" and that coating historic brick walls with stucco is not an appropriate preservation treatment. The recommendations that are provided in the report by Mr.Vogel are: 1. Clean the exterior walls. 2. Repoint (tuckpoint) the deteriorated mortar joints. 3. Repair/replace damaged or missing bricks. 4. Remove the old paint. 5. Repaint exterior walls. 6. Conduct routine inspection and maintenance of the building exterior. Based on the report provided by Mr. Vogel staff recommends denial of the Certificate of Appropriateness. Councilmember Bernhjelm asked Ms. Heikkila if she was aware of the historic status when she purchased the building. Heikkila stated she was not. She is looking for this issue to move forward. Bernhjelm asked without the certificate of appropriateness could improvements be made to the building. Wippler stated the certificate is needed due to the type of work proposed. February 18,2020 Minutes -3- 1 Councilmember Donnelly asked if any complaints have been received on fixing the building. Wippler stated no. Donnelly affirmed that the city is the only one in opposition. Councilmember Hoyt stated there is a lot of verbiage in the Department of Interior related to the financial impact of projects that needs to be considered. Donnelly asked if the city council can override the Heritage Preservation Commission decision and the proposed work can be completed. Wippler stated that is correct. Bernhjelm stated she does not want to stop the building improvements but has concerns about future financial assistance. Hoyt stated that the north and east sides of the building are what we are discussing tonight. Any work on the other two sides would require a separate certificate of appropriateness. Donnelly wanted to make it clear that this issue is not taken as a negative with city staff and the Heritage Preservation Commission. Motion by Donnelly, second by Bernhjelm to issue the certificate of appropriateness. APIF, motion carried. b) Final Plat and Development Contract-Sapphire Lake Second Addition Planning Manager Wippler presented the final plat and development contract for Sapphire Lake Second Addition. Sapphire Lake Development Company, LLC is proposing to plat 33 single-family lots within the Sapphire Lake 2nd Addition. The 33 single-family lots are located to the east and south of the previous 36 lots platted as part of the Sapphire Lake 1st Addition. Background The single-family lots are part of the 131 overall single-family lots proposed for the project. The Sapphire Lake 2nd Addition final plat corresponds with the preliminary plat that was approved by the City Council on August 20, 2018. The Plat is comprised of the following area summary: Block 1 Area: 1.3148 acres February 18,2020 Minutes -4- Block 2 Area: 1.4653 acres Block 3 Area: 0.7095 acres Block 4 Area: 1.5372 acres Block 5 Area: 1.2945 acres Total Lot Area: 6.3265 acres Total Outlot Area: 36.1413 acres Total Right-of-Way: 2.3585 acres Total Area: 44.8211 acres As previously mentioned the Sapphire Lake 2nd Addition final plat will consist of 33 single- family lots. The average lot size is 8,331 square feet with the smallest lot being 6,820 square feet and the largest being 11,874 square feet in size. Additionally, the attached final plat shows three outlots (A, B, and C). Outlot A is 0.7837 acres and will be a storm water basin. Outlot B is 5.3046 acres and will be a storm water basin. Outlot C is 30.0530 acres and is a combination of future development and storm water basin. Outlots A and B will be deeded to the City as part of the 2nd Addition final plat. Transportation The final plat shows the extension of 213th Street W east from where it currently terminates within the 1st Addition. Spruce Street on the south end of the development will also be extended across the Prairie Waterway and into the 2nd Addition with the plat. Both 213th Street West and Spruce Street will have temporary cul-de-sacs constructed at the eastern boundaries of the 2nd Addition. The Spruce Street extension will start as a divided roadway at 14th Street, mirroring what is existing in East Farmington, and will then neck down into a more typical non-divided residential collector street section that will consist of a 70 foot right-of-way and 38 foot wide roadway measured from face of curb to face of curb. 213th Street will be comprised of a 60 foot right-of-way and a 32 foot roadway measured face of curb to face of curb. Five foot wide sidewalks will be provided on the north sides of both 213th Street West and Spruce Street. Five foot wide sidewalk will be provided on the west side of 15th Street. An eight foot wide bituminous trail will be provided along the south side of Spruce Street from 14th Street in the East Farmington development to where Spruce Street will intersect 15th Street in this final plat. A future trail will then connect from this location and go February 18,2020 Minutes -5- behind the lots within Block 5 and continue northeast to Biscayne Avenue. This portion of trail will be constructed in future phases of this development. Landscape Plan Review A landscaping plan was approved as part of the overall development plan. Lot frontage trees will be provided in accordance with the city's landscaping requirements. Engineering The Engineering Department has recommended approval of the Sapphire Lake 2nd Addition final plat subject to approved construction plans and the developer entering into a development contract. Planning Commission Review The Planning Commission reviewed the final plat on January 14, 2020 and recommended approval with a 5-0 vote. The recommendation was contingent upon the following: 1. Satisfaction of all engineering comments dated December 30, 2019. 2. Execution of a Development Contract. 3. Temporary easements must be provided to the city to cover any public drainage that will occur around the temporary cul-de-sacs that will be constructed on 213th Street West and Spruce Street. Development Contract Also attached for city council consideration is the Development Contract. The Development Contract spells out the requirements for development of this land including timelines to complete platting process, defining development charges, and addressing construction of the public infrastructure required to serve the development together with the associated sureties. BUDGET IMPACT The following funds will receive contributions based on the 2020 area charges associated with the development. Watermain Trunk Area Charge: $68,120 Surface Water Management Fee: $79,043 February 18,2020 Minutes -6- Sanitary Sewer: $36,490 Park Development Fee: $12,003 Councilmember Craig asked if there is just one park for the development. Wippler stated that is correct and it was supplied in phase one. Councilmember Bernhjelm made it clear that outlots A and B that will be transferred to the city are stormwater ponds and will not be named. Wippler stated that is correct. Motion by Bernhjelm, second by Hoyt, to adopt Resolution R16-2020 approving the final plat for Sapphire Lake second addition, subject to the following contingencies: 1. Satisfaction of all engineering comments dated December 30, 2019 2. Execution of a development contract 3. Temporary easements must be provided to the city to cover any public drainage that will occur around the temporary cul-de-sacs that will be constructed on 213th Street West and Spruce Street. APIF, motion carried. Motion by Bernhjelm, second by Donnelly, to approve the development contract between and among the City of Farmington and Sapphire Lake Development Company, LLC and authorize its execution. APIF, motion carried. 11. Unfinished Business None 12. New Business a) 2020 Fleet Purchases Public Works Director Gehler The city owns 132 vehicles or pieces of large equipment that make up our fleet utilized across most departments. In 2012,the city scaled back capital expenditures, including fleet replacements, in an effort to improve the financial position of the city. With this approach, most capital fleet purchases were postponed until 2020. As part of the 2020 capital planning and budgeting, deferred fleet replacements were considered. Twenty replacements were programmed into the CIP and 2020 adopted budget. The attached table shows the vehicles and equipment included. February 18,2020 Minutes -7- DISCUSSION Prior to the recommendation for purchase as part of the CIP/budget, each piece is analyzed to prioritize the replacements. While age and mileage are significant factors, the performance/ repair history are also considered. In general,the fleet that is presented for replacement is at or beyond the life expectancy that has been assigned. It should be noted the life expectancies we currently utilize are at a longer span compared to the industry in order to help manage deferred replacement. Generally the older the vehicle gets,the risk of costly repairs/failures goes up while the residual value (trade-in/sale)goes down. Ideally the vehicle is replaced prior an age with higher risk and while the residual value is favorable. In addition,the type, size, and other appurtenant equipment is considered to maximize the use of each unit. For the fleet recommended for replacement the majority are a like-for- like recommendation. The table notes the general existing equipment type and the replacement equipment type. The ones to note for changes are as follows: Chipper: The chipper was originally programmed for replacement in 2022. Repairs to the chipper were identified recently totaling an amount over the value of the unit. It is recommended that this unit be replaced in 2020 as part of these purchases and Unit#700 be postponed until 2022. While the replacement cost of the chipper is over that programmed for Unit#700, there is savings with other units that can accommodate this purchase. Building Inspector Vehicle: Rightsizing to an SUV to allow greater flexibility in the use of the vehicle. Parks Dump Truck Unit#906—The current 1-ton truck chassis was is limited in the load it can accommodate considering how it is outfitted with box and equipment. Purchasing the 1.5 ton truck chassis will allow greater load capacity. Parks pick-up Unit#909—Unit#909 has greater maneuverability for plowing operations than Unit#906. The plow that was programed for replacement with #906 was moved to #909. Parks SUV Unit#900—This unit is used by the Recreation division. The vehicle was rightsized to a pick-up to serve their uses. Cost is comparable to that programmed. Wheeled Skid Steer: The city currently owns two wheeled skid steers that are part of the 2020 replacement. One of them is recommended to be purchased with tracks that will allow greater access to natural areas and pond buffers and can be used with our brush mowers to more easily address willows. Street Pick-up Unit#737-Similar to Parks Unit#906,the 1-ton chassis was limiting to the about of load this truck could handle. Purchasing the 1.5-ton truck chassis will allow greater load capacity. February 18,2020 Minutes -8- Under the state municipal contracting law and the city's Purchasing Policy, the city must obtain competitive quotes for purchases$25,000 to $175,000 and sealed bids for equipment$175,000 and over.The State of Minnesota performs a service for all public purchasing entities by creating the State of Minnesota Cooperative Purchasing Venture (CPV).Through the CPV, the state assures that equipment specifications are prepared, bid and are available for purchase by member cities. This process meets the requirements of the municipal contracting laws without having each city go through this entire process themselves. Based on the CIP and in accordance with the City's purchasing policy, bids were solicited through the State of Minnesota Cooperative Purchasing Venture (CPV)where available. The attached table shows the tabulation of the bids/quotes for each piece of the fleet and method of sale of the retired unit. The detailed quotes are available with the Public Works department. The council is being asked to authorize the disposal (trade-in or auction) of the retired equipment and the purchase of the new equipment. The purchase price noted includes not only the base vehicle or chassis, but also any permanently attached equipment (box, lights, controls, plows, etc.)to outfit it for use. Where a trade-in was utilized,the value is included in the purchase price. Any proceeds from sale of units at auction will be revenues to the fleet fund and will be additive to the over/under amount. You will note that the plan includes the replacement of a 5-ton dump truck which is the third in our more recent replacement schedule. Upon getting quotes, we were informed that the buildout of plow trucks is currently backlogged several months with current projected delivery occurring into 2021. Because of this backlog, agencies have been pre- ordering 2021 replacements which exacerbated the backlog. We are recommending that the plow truck that is scheduled to be replaced in 2021 from the capital fleet fund also be • authorized with the understanding the chassis arrival and build out will actually occur in 2021. We will also take advantage of the 2020 pricing. BUDGET IMPACT The fleet purchases presented will occur from three different funds; General Capital Equipment Fund, Sanitary Sewer Fund, and the Stormwater Fund. The table notes by color where the purchases are budgeted. Also, note that three pieces of equipment are not included in this authorization. The parks tractor/blower combo was last fall and will arrive in 2020. The police patrol cars will be scheduled later this year and are not included in the financial summary below. February 18,2020 Minutes -9- 2020 Previous/ 2020 Total Current Future Fund Budge Quoted Authorization Authorization (Over)/Under General Capital Equip.Fund $602,080 $589,300 $470,740 $118,560 $30,365 Sewer Fund $135,150 $144,800 $144,800 ($9,650) Storm Fund $222,600 $202,028 $202,028 $20,573 Total $959,830 $936,128 $41,287 Councilmember Donnelly stated it is a large amount of money but we have put this issue off since 2012. Councilmember Bernhjelm clarified that the two police department vehicles to come later are not included in this issue tonight. Gehler stated those two are separate and not included. Motion by Bernhjelm, second by Donnelly, to authorize the purchase of the equipment identified for replacement in 2020 and the sale or trade in of the retired fleet. APIF, motion carried. 13. City Council Roundtable Donnelly-Announced that he will not be seeking reelection after this year. Bernhjelm-Thanked Councilmember Donnelly for his years of service. Hoyt-Thanked Councilmember Donnelly for his years of service. Elvestad-Shared that firefighter open houses are starting this week. Distad-Outdoor rinks will likely close for the season after this week. Craig-Thanked Councilmember Donnelly for his years of service. 14. Adjourn Motion by Bernhjelm, second by Hoyt, to adjourn the meeting at 7:53 p.m. APIF, motion carried. Respectfully Submitted 2)ava 2. itrorr.,.ikt David McKnight, City Administrator February 18,2020 Minutes - 10-