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HomeMy WebLinkAbout07.06.04 Council Packet City of Farmington 325 Oak Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA REGULAR CITY COUNCIL MEETING July 6, 2004 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) Swearing -In of New Police Officer Sworn In 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open/or Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (6/21/04 Regular) (6/21/04 Special) b) Adopt Resolution - Accept Donation Pollution Prevention Day - Parks and Recreation c) Adopt Resolution - Accept Donation Safety Camp - Parks and Recreation d) Approve Change Order - Akin Elementary Trail - Engineering e) Award Contract - Annual Sidewalk Replacement Project - Engineering f) School and Conference - Finance g) Appointment Recommendation - Human Resources h) Approve Change in Working Hours - Main Street Project - Engineering i) Authorize Ad for Sale of City Property - Finance j) Accept Petition - Main Street Closure - Engineering k) Approve Bills Approved R46-04 R47-04 Approved Approved Information Received Approved Approved Authorized Accepted Approved 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT '0. PETITIONS, REQUESTS AND COMMUNICATIONS a) Farmington Lanes Parking Request - Engineering b) Adopt Ordinance - Allowable Uses on Boulevards - Police c) Approve Policy Statement for Great River Energy Project - Community Development Approved Parallel Parking Motion Failed Approved d) Set Council Workshop - Administration 11. UNFINISHED BUSINESS a) Approve Hiring of Consultant for Community Center Feasibility Study- Parks and Recreation b) Akin and 20gth Street Signal Lights - Engineering 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN July 26, 2004 Tabled to August 2, 2004 No Action City of Farmington 325 Oak Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA REGULAR CITY COUNCIL MEETING July 6,2004 7:00 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS/COMMENDATIONS a) Swearing -In of New Police Officer 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (6/21/04 Regular) (6/21/04 Special) b) Adopt Resolution - Accept Donation Pollution Prevention Day - Parks and Recreation c) Adopt Resolution - Accept Donation Safety Camp - Parks and Recreation d) Approve Change Order - Akin Elementary Trail - Engineering e) Award Contract - Annual Sidewalk Replacement Project - Engineering f) School and Conference - Finance g) Appointment Recommendation - Human Resources h) Approve Change in Working Hours - Main Street Project - Engineering i) Authorize Ad for Sale of City Property - Finance j) Accept Petition - Main Street Closure - Engineering k) Approve Bills 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Farmington Lanes Parking Request - Engineering b) Adopt Ordinance - Allowable Uses on Boulevards - Police c) Approve Policy Statement for Great River Energy Project - Community Development Action Taken Pages 1-2 Pages 3-20 Pages 21-22 Pages 23-24 Pages 25-27 Pages 28-29 Page 30 Page 31 Pages 32-33 Page 34 Page 35 Page 36 Pages 37-43 Pages 44-46 Pages 47-50 d) Set Council Workshop - Administration 11. UNFINISHED BUSINESS a) Approve Hiring of Consultant for Community Center Feasibility Study- Parks and Recreation b) Akin and 20gth Street Signal Lights - Engineering 12. NEWBUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN Page 51 Page 52 Pages 53-57 50... City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers ~.ffJ City Administrator '1' / . FROM: Daniel M. Siebenaler, Police Chief SUBJECT: Oath of Office, J ermey Buss DATE: July 6, 2004 INTRODUCTION / DISCUSSION Officer Jermey Buss was hired for the Farmington Police Department on June 21 by action of the City Council. Officer Buss began his duties with the department on June 24th and has now begun his formalized Field Training. ACTION REQUESTED It has become a tradition for new members ofthe Farmington Police Department to take their Oath of Office during a regular meeting of the City Council. After the introduction of Officer Buss to the City Council and the public, the City Administrator will administer his Oath of Office. Respectfully submitted, amel M. Siebenaler Chief of Police Oath of Office Farmington Police Department I, Jenney Buss, do solemnly swear, That I will support and defend the Constitution of The United States of America and the State of Minnesota against all enemies, foreign and domestic. That I will bear true faith and allegiance to the same. That I take this obligation freely, without mental reservation or purpose of evasion. That I will well and faithfully discharge the duties upon which I am about to enter, so help me God. Officer Signature Jermey Buss Witness David Urbia, City Administrator Date Julv 6. 2004 Julv 6. 2004 Chief of Police Daniel M. Siebenaler 7a.., COUNCIL MINUTES REGULAR June 21, 2004 1. CALL TO ORDER The meeting was called to order by Mayor Ristow at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Ristow led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Ristow, Cordes, Fitch, Fogarty, Soderberg None Joel Jamnik, City Attorney; David Urbia, City Administrator; Robin Roland, Finance Director; Kevin Carroll, Community Development Director; Dan Siebenaler, Police Chief; Randy Distad, Parks and Recreation Director; Lee Mann, Director of Public W orkslCity Engineer; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Lee Smick, City Planner; Cynthia Muller, Executive Assistant Terry Flower, David McKnight, Dale Aukee, Justin Elvestad, Tim Vanderlinde, Dick Pietsch Audience: 4. APPROVE AGENDA Councilmember Cordes pulled the June 7, 2004 Regular Council Minutes to abstain. MOTION by Fogarty, second by Soderberg to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS a) Mr. Mike Heinzerling - Engineering Staff sent a response to Mr. Heinzerling to his comments at the June 7 Council Meeting. Councilmember Fogarty disagrees with Mr. Heinzerling as far as it not being a benefit, however she does not feel good about the last minute fee. Any fees should be charged at the appropriate time. Councilmember Fitch thought a checklist should eliminate the problem. Community Development Director Carroll was not aware of a check list for lot splits. When lots are split it is not always known what the owner intends to do with the lot. Owners are advised that once they begin to develop the lot, there are a variety of fees to be paid. This is kind of an Engineering fee and a Building fee. There needs to be better communication between the two departments. Procedures will be fine tuned to keep this from happening in the future. Councilmember Soderberg stated part of Mr. Heinzerling's argument was part of the benefit is not being realized because of the reconstruction on Main Street. Ifit were new development, how much would his share be? City Engineer Mann replied the fee would be somewhat more going under the 100% route. Staff would have to review the bids and do the Council Minutes (Regular) June 21, 2004 Page 2 calculation. Finance Director Roland replied with new development the developer pays the City and it would be included in the cost of the lot. This is part of the Development Contract that can either be paid in cash by the developer up front, or it can be assessed over time. Councilmembers Fogarty and Soderberg agree there is a benefit. Councilmember Soderberg was not in favor of waiving the charge. City Attorney Jamnik stated the staff recommendation is not to bring it before the Council for any action. If the Council wants to put it on for action, it could be placed on a future agenda. Othetwise the decision stands and the policy would be implemented as currently drafted. Mayor Ristow asked if Mr. Heinzerling was placing this on the agenda as an appeal. City Attorney Jamnik will review if formal action is needed. If so, he will place it on the next agenda, if not, the staff recommendation stands. b) Farmington Lanes - Engineering Mr. Dick Pietsch, 605 Fairview Circle, stated he was turned down again on the angle parking in front of Farmington Lanes. He stated there is less visibility backing out of an angle parking space than a parallel parking space. The whole downtown is full of angle parking and the reason for it is there is a need for it in order to give people access to businesses. He disagrees with staffs statement that it is safer getting out of a vehicle parallel parked than angle parked. They have lost four parking spaces in the parking lot and will be designating two spaces for handicap parking. That makes a total of six parking spaces they are losing. The spaces across the street will be lost because the City approved no parking in front of Marigold Foods so they could get their trucks in and out. There would be more room to get through in the street by banning parking on one side and have angle parking on the other. They would gain some spaces they are losing. Regarding the curb bumb outs, Mr. Pietsch noticed there are no bump outs at the end of 3rd Street and the end of Oak Street. Councilmember Fitch asked why they are losing six spaces. Mr. Pietsch replied they were on the boulevard and they will be gone due to the entrance to the parking lot. The sidewalk will be ramped so they decided to make two spots for handicap parking. Councilmember Soderberg noted in front of Marigold five spaces were eliminated due to the no parking. Putting in angle parking would replace those five spaces. There is 14 ft. of boulevard from the edge of the sidewalk to the face ofthe curb. In order to allow for overhang and keep 5 ft. of clear sidewalk, 1 ft. would be used and that would leave 13 ft. from the edge ofthe new curb for angle parking to the face of the old curb. He parked his truck on Oak Street and measured from the curb out to the farthest point on the truck which was 15 ft. The standard is a 22-25 ft. space on a diagonal. If there were parallel parking he would protrude into the lane 2 or 3 ft. Whereas, a parallel car would be 7-8 ft. It is not up to an engineering standard, but we do not have that same standard in the downtown. Councilmember Soderberg would like to see if there is some way to make the angle parking work to provide the parking for Farmington Lanes provided the turning radius is maintained for Marigold's trucks. There is increased cost and some delays to the project. They were prepared to lay curb this week. To re-engineer the curb would delay the project. Councilmember Soderberg stated if the delays are acceptable and he suspected the cost would have to be paid by Farmington Lanes for re-engineering the street to accommodate them, and the turning radius can be Council Minutes (Regular) June 21,2004 Page 3 maintained, he would accommodate Mr. Pietsch's request. Mayor Ristow asked about the process for designating no parking for Marigold. City Engineer Mann replied the request was reviewed by staff and placed on the Consent Agenda for Council approval. Staff recalled some discussions with Farmington Lanes at the time. Marigold is a 24-hour operation, so deliveries can come at any time. Councilmember Soderberg stated the bump outs downtown are 12 ft. which would fit in the existing boulevard, although that is not the standard length for a bump out. Mayor Ristow suggested moving the curb to the west. Staff replied it would have to be drawn up. They planned on doing curb this week, but staff can stop it if Council wants. Once it is designed, staffwill provide an estimate of the cost. Staffwill check with the contractor ifthere is any cost for the delay. Mr. Pietsch felt a delay would not hurt. Staff will provide a design of the angle parking to determine what the ramifications are to the geometry of the area, and the additional cost based on that parking. Staff s recommendation as far as the safety will not change. Mayor Ristow asked if it was possible to accommodate the angle parking. City Engineer Mann replied staff would have a better idea once they obtain exact dimensions. It would be substandard compared to most of the downtown streets. This is the design in the downtown, but it was staffs recommendation to not have it go any further without a standard design. Councilmember Fogarty was concerned about waiting until the next Council Meeting to make a decision. Staffhoped to have a drawing this week. City Attorney Jamnik stated it would have to be approved at a Council Meeting because it is a change order to an assessment proj ect. Council is also evaluating what the property owners want and what they are willing to pay. It is up to Council to decide if the cost would be 65%, 35%, as the assessment or ifit would be assessed 100%. Councilmember Soderberg stated in the past, if it has been a specific request, that entity has paid for it. City Attorney Jamnik stated ifthe cost came back at an amount Mr. Pietsch would not want to pay, and there would not be any change order, that would end deliberations. By the time staff completes the drawing, and meets with the property owner, it would be next week. With the holiday weekend, it could take until the July 6 meeting. 7. CONSENT AGENDA a) MOTION by Soderberg, second by Fogarty to approve the July 7,2004 Regular Council Minutes. Voting for: Ristow, Fitch, Fogarty, Soderberg. Abstain: Cordes. MOTION CARRIED. MOTION by Soderberg, second by Cordes to approve the Consent Agenda as follows: a) Approved Council Minutes (6/9/04 Special) b) Received Information Parks and Recreation Commission Minutes - Parks and Recreation c) Received Information School and Conference - Arena - Parks and Recreation d) Received Information 2004 Curbside Cleanup Summary - Parks and Recreation e) Adopted RESOLUTION R43-04 - Gambling Premises Permit -Administration f) Accepted Resignation Housing and Redevelopment Authority - Administration g) Approved 2005 ALF Budget - Administration h) Approved Renewal of Uniform Contract with Cintas - Parks and Public Works i) Approved Joint Powers Agreement Dakota County Wetland Health Evaluation Program - Engineering Council Minutes (Regular) June 21, 2004 Page 4 j) Approved Staffing Request - Engineering Technician - Human Resources k) Approved Fire Relief Association Fundraiser - Administration 1) Approved Bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS a) Adopt Resolution - Vacate Drainage and Utility Easement East Farmington 8th Addition - Community Development Mr. Giles has requested the vacation of the existing drainage and utility easement in Outlot B of the East Farmington 8th Addition. The developer would like to develop six lots along 1 th Street in the 9th Addition. These lots did not come through in the 8th Addition due to the wetland. The wetland mitigation is being worked out with the DNR. Mayor Ristow asked about vacating the easement without the mitigation being finalized. Staffwas also concerned as the wetland mitigation will be coming to the Planning Commission for the fourth time on July 13,2004. City Attorney Jamnik stated Outlot B will be subject to a plat application for East Farmington 9th Addition. If the mitigation requires additional ponding be placed on the outlot again, the City has the opportunity to require dedication of the easement and take out one or two of the buildings. The main issue is the determination if whether under the current East Farmington 8th Addition and the current needs of the City, we need to keep any part of Outlot B of the current design for the outlot drainage system. If East Farmington 9th is not developed, does the City still need the drainage area as currently shown? Ifthere is, then there is no basis for the vacation. If the water can currently be accommodated that is draining to that area, then the City can release the easement on that area. City Engineer Mann replied once the 8th Addition is completed, the ponding is adequate with the easement vacation. If the 9th Addition does not go forward does the City want a wetland without an easement around it? MOTION by Soderberg, second by Fogarty to continue the Public Hearing to July 19, 2004. APIF, MOTION CARRIED. 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Hiring of Consultant for Community Center Feasibility Study - Parks and Recreation In early 2004 the Council received a report from the Recreational Facilities Task Force. The three recommendations included land acquisition and preparing a park and recreation system plan; prepare a feasibility study for a Community Center; look at comprehensive funding and partnership strategies. Staff sent out nine Requests for Proposals and received five. After staff scored the proposals, Ballard King was chosen to do the feasibility study for a Community Center. The Parks and Recreation Commission voted unanimously to recommend them to Council. The cost for the study would be $32,000 plus reimbursables. Councilmember Cordes asked if Council was notified that staff was sending out RFP's for this project. Parks and Recreation Director Distad replied it was part of the approval ofthe three recommendations. Councilmember Cordes stated a Council Minutes (Regular) June 21, 2004 Page 5 Community Center was not identified on the CIP, and asked if doing a feasibility study was jumping the gun. Staff replied they are trying to get the information together to see if it is feasible to have a Community Center. A feasibility study is good for 2-5 years. If it is feasible, it would be included in the CIP. Councilmember Cordes stated the cost is $32,000 plus reimbursables and after going through the budget workshop last week, even though this is coming out of the park improvement fund, there were also a lot of other projects identified to come out of that fund. She was concerned with spending $32,000 on something that may not be done. Staff stated they are hoping to develop partnerships to reduce the costs. The benefit to going through the study would be to get the information to see who would be a possible partner. Finance Director Roland replied at the end of 2003 the balance in the park improvement fund was $500,000. Through the end of May 2004 the balance is $566,727. Councilmember Fitch was concerned that there is a financial problem and wanted to wait 30-60 days for approval to see where the finances are at. Councilmember Fogarty stated this recommendation comes from a task force made up of residents who felt the City is behind on recreational facilities. Unless Council anticipates pulling money out of the fund to help with the budget, she did not see the harm in going through with it. Mayor Ristow felt the $32,000 could be used in other park areas. If the community center is not done, it is a waste of money. There are park projects listed in the CIP to be upgraded. Councilmember Fogarty stated Council gave staff the direction to go out for RFP's. Councilmember Fitch stated Council was not aware of the financial situation at that time. He would like to get further through the CIP process. Doing a feasibility study is a smart use of money, but he would like to be able to explain it to residents why they are doing it. Councilmember Soderberg stated a voter referendum would not be a CIP issue if a referendum was identified in the feasibility study. He would like to go ahead with the study. The proposal is good for 30 or 60 days. Staffwill review the terms of the proposal. Councilmember Cordes stated we have major projects coming, a City Hall and a Fire Station. With these two substantial buildings within the next five years, she does not think: a community center would be feasible within five years. To do a feasibility study for something that will not be possible within five years is throwing money out the window. Councilmember Fogarty disagreed. There are a lot of residents who think: we are ready for a community center and felt Council owed it to them to take a look. Councilmember Cordes replied it is a huge and expensive undertaking. Mayor Ristow stated if we have 60 days we should know more. We can either vote now or see what options staff comes back with at the next Council meeting. We will know more after the budget and CIP workshop. MOTION by Soderberg, second by Ristow, to table the community center feasibility study until the July 6,2004 Council Meeting. Voting for: Ristow, Fitch, Fogarty, Soderberg. Voting against: Cordes. MOTION CARRIED. Council Minutes (Regular) June 21, 2004 Page 6 b) May 2004 Financial Report - Finance As ofthe end of May 2004 the percent of revenues are comparable with 2003. Regarding liquor operations, transfers out to the park improvement fund and the arena fund last year happened at year-end. This year it happened quarterly. Expenditures are consistent with 2003. 11. UNFINISHED BUSINESS a) Review/Approve Responses to Comments and Final AUAR and Mitigation Plan - Farmington Spruce Street AUAR - Community Development The Spruce Street area is surrounded by CSAH 50, Denmark Avenue, and a proposed extension of Pilot Knob Road and contains 450 acres. The Council approved the AUAR in September 2003. Council approved the AUAR and a draft of the mitigation in January 2004. There was a 30 day comment period which commenced in March 2004. There were comments by several agencies. Bonestroo has responded to the comments. The final AUAR and mitigation plan will also go out to agencies. There will be a 10 day review period for those agencies to respond. Ms. Sherri Buss, of Bon est roo, presented the final AUAR to Council and answered their questions. Ifthere are no comments received after the 10 day review period, the AUAR is approved, no further action is necessary. The City is responsible for ensuring the mitigation plan is followed. MOTION by Fogarty, second by Soderberg adopting RESOLUTION R44-04 approving the Final AUAR and Mitigation Plan for the Farmington Spruce Street Area and directing staff to mail the response to the agencies for their 10-day review. APIF, MOTION CARRIED. b) Akin and 20Sth Street Traffic Signals - Engineering At the June 7, 2004 Council Meeting, Council directed staff to delay the installation of permanent stop signs on Akin and 20Sth Street to discuss other options. The money is available in the road and bridge fund for signal lights. Previous costs for permanent signal lights was $126,000. The City split the cost with the County paying $63,000. Staff has spoken with the school district, but they would not be able to assist with the cost. There would be two options for signal lights, either temporary or permanent. The major difference between the two is the pole material. The temporary lights are hung from wires attached to telephone poles. Staff recommended a temporary signal which costs $60,000- $SO,OOO. The permanent parts of the signal would be in place. The data received in the past has not been looked at for signal lights, only for a 4-way stop. Staff will have to review ifthere is enough information available now or if more needs to be obtained once school is in session. Councilmember Soderberg suggested staff work with the Traffic Engineer to see if the intersection warrants a signal. Councilmembers Cordes and Fogarty felt it was a waste of time to do a study and the signal should be installed ifthe money is available. Mayor Ristow was concerned with setting a precedent. MOTION by Fo~arty, second by Soderberg to install temporary signallights on Akin Road at 20St Street. APIF, MOTION CARRIED. Staffwill advise the timeframe at the July 6,2004 Council Meeting. Council Minutes (Regular) June 21,2004 Page 7 c) Adopt Ordinance - Amending Senior Center Advisory Board Ordinance- Parks and Recreation At the June 7, 2004 Council Meeting, Council requested the Senior Center Advisory Board and Park and Recreation Commission review the amended ordinance to consider suggestions from Council. The Advisory Board would still like to have the words "or work" in the ordinance. They were neutral on term limits. The Parks and Recreation Commission felt the words "or work" should be struck from the ordinance and felt anyone who serves on a commission should live in Farmington. They were also neutral on the term limits. Staff requested to delete the words "or work" and delete the language regarding term limits. There was a third issue regarding who applicants would apply to and changed the ordinance to make it consistent with the practice where Council appoints applicants. MOTION by Soderberg, second by Cordes to adopt ORDINANCE 004-509 amending the Senior Center Advisory Board ordinance. APIF, MOTION CARRIED. d) Great River Energy and Xcel Energy Transmission Line and Substation - Community Development Staff encouraged any interested residents to attend a meeting June 24, 2004 at the Dakota County Extension Office. The purpose of the meeting which is being sponsored by the Minnesota Environmental Quality Board is to take public input and comment on a proposed plan by Great River Energy and Dakota Electric and Xcel Energy to put in a new substation in Farmington just east of the Industrial Park. That substation would be connected with an existing substation in Vermillion Township. The project would put in approximately 10 miles of upgraded power lines. The proposed route by the utility companies is along 21 oth Street through Empire Township. The companies rejected an alternate route to go north along CR66. The second issue is the intersection of 21 oth Street and Cambodia Avenue to Hwy 3. The companies proposed to go from the intersection of Cambodia and 210th Street and proceed north then west to Hwy 3. This would put the line along the north line of the Marschall line bus garage, along some parcels being considered for MUSA and along the side of the American Legion. This is the shortest route, but it would make more sense to follow the railroad right-of-way that runs along a future extension of Willow Street. Staff asked permission from Council to advocate this position at the public hearing. Council agreed for staff to propose the alternate route at the public hearing. Empire Township also agreed with the alternate route. The third issue was the Hwy 3 portion of the route. The companies intend to have the line on the east side of the road. Someone asked about the west side where the houses are set back. To place it along the west side, a lot of trees would need to be taken out. The east side already contains a line of poles for telephone and cable. Staffhas suggested they use the same poles. Issue four is the intersection of CR66 going to Akin Road. The issue is to make sure the power line is located in a way that it has a good relationship with the future 20gth Street alignment as it goes from Hwy 3 west past the Middle Schools and the Riverside development. There is a need to complete 20gth Street over to Hwy 3. The EQB will not specify which side of the road it will go on. Staff wants to alert them to the possibility that connection will Council Minutes (Regular) June 21, 2004 Page 8 be made and feels they would place the poles in a location that would be consistent with that. 12. NEW BUSINESS a) Adopt Resolution - Approving Metropolitan Council Grant Application - Community Development Every year the Met Council has a variety of grant programs available to communities. There are opportunity grants and development grants. The differences are the opportunity grants are small and the development grants are large, often $30,000-$75,000. The other issue is the phase of the project they intend to address. Development grants are project specific. Opportunity grants are a way to fund something the Met Council sees as having opportunity for future growth and development. Staffhas submitted an application for an opportunity grant for $25,500 to help with consultant costs related to topics that are important to the concept of downtown redevelopment. Staff sought money to pay for a marketing study to determine if there is a demand for senior housing in or near the downtown. Staff also requested funds to pay a consulting firm to obtain information on how to finance a project like that especially if someone should request TIP financing. Included in the grant application were numerous references to a project proposed to the HRA. Staff felt it might help the grant application to associate it with a specific project. If the proposed project does not go forward, the information could still be used for other projects. If the City is offered grant money and Council is not comfortable taking it, they can turn it down. Councilmember Cordes stated she is uncomfortable with staff submitting grant applications without formal approval of the Council. The application was submitted on June 2, 2004. It is being based on a proposal she does not agree with, and if staff wanted to really consider the grant they would have had opportunity to come to the Council before it was submitted. Within the application there were some items that bothered her. She found it interesting the City has been measuring groundwater levels for a few months long before any consideration was given to any other proposals at the McVicker lot. No other proposals came in with underground parking. The meter was put in before the decision was made. The other issue is Dunbar being referred to in the application several times. Another issue is the application states although a few new businesses have opened in the downtown area in the last few years, some long established downtown businesses have recently ceased operations or indicated an inclination to do so, or have reported a downward trend in sales. Councilmember Cordes stated within the last few years the only downtown business she recalled closing was Heart and Home. In the cover letter it says the application was submitted on June 2 and that it was based upon a redevelopment concept approved by the HRA on March 24. She assumed this was a mistake in date. The date should read May 24. Councilmember Fitch did not have a problem with the City trying to get grant applications, but the application did mention a lot about consulting with local businesses and owners regarding developing the downtown. One ofthe problems Council Minutes (Regular) June 21,2004 Page 9 with the Dunbar proposal is a lot of the downtown businesses, especially the ones being affected, where not in the loop on this process. Two ofthose businesses are owned by a long-time business person. We need to watch in the future how we deal with existing businesses. He did not see mixing two adult beverage establishments with residential housing above. Regarding the information to be obtained from the consultant, he asked how long the information is good for. Staff replied as time goes by it has less and less validity. No details have been finalized with any company. Staff stated testing the groundwater level was not related to any project. Staff knew the McVicker lot would get developed in some fashion. There has been a lot of talk about groundwater levels in the downtown area. Any building built on the McVicker lot will need a foundation. Someone who submitted a proposal might want to know where the groundwater level is for crawl spaces, footings, a basement, etc. It would be useful information for staff to have to give people who submitted proposals, regardless of the proposal. It was discussed at a staff level and at an HRA meeting. Councilmember Soderberg confirmed it was discussed at an HRA meeting and determined it was a good idea for the City Hall site and the McVicker lot. Staff stated it was long before any applications were received or any application deadlines. It was not related to any particular project. Councilmember Fogarty stated it was a very well written grant. She did not have a problem with staff submitting grant applications without Council approval. The grants can always be turned down. Better that than to miss a deadline. With the HRA approving this on May 24 and the application deadline on June 2, this was a lot of information to get together for a grant application. Councilmember Soderberg stated it was approved by the HRA and they were very well aware of it. There was no objection to moving forward with the grant application. Staff stated it would have been handled differently if the application deadline had been September I instead of June 2. There would have been opportunities to have meetings and workshops. The timing was very tight and you either submit a grant application and hope for the best, or pass it up for a year. Many aspects of this project matched what the Met Council was looking for. If Council does not want to have the research done and if the grant is awarded, the Council can turn it down. The research done would not be specific to that particular location. The broader issue is, is there a market in the downtown area for some type of structure that would include senior housing. If there is, what can the developer charge in rent, if it included commercial space, what can be charged for rent? Many surrounding communities are doing this, or looking at projects like this. Mayor Ristow was concerned with the perception that it seemed to focus on one area for one particular project. The other projects were shut out. Staff made recommendations to the applicant as to how some of the issues should be addressed. The applicant chose to do it a different way. His position was that it was premature to talk with property owners until you know your plan has been approved by the agencies applied to; if you are going to approach people about Council Minutes (Regular) June 21, 2004 Page 10 acquiring their property you have to do some appraisals and get some background information. His choice was to not approach the property owners until he had those two things addressed. Mayor Ristow stated in his opinion it did not stack up very fair. Ifit is for the whole downtown, he would have a different opinion, but it seems like it is for one area. He stated it was not publicized very well and we do have an HRA member on the Council. He thought purposes of people being on the boards was to relay information to Council, not keep us in the blind. MOTION by Soderberg, second by Fogarty to adopt RESOLUTION R 45-04 authorizing application for an Opportunity Grant through the Livable Communities Demonstration Program. Voting for: Fitch, Fogarty, Soderberg. Voting Against: Ristow, Cordes. MOTION CARRIED. 13. COUNCIL ROUNDTABLE Councilmember Soderberg: At the last meeting, Council received notification of firefights that were called to active duty and would like to get mailing addresses for them. He wants to let them know he appreciates their service to the City and to the country. He would like to see a more proactive approach to economic development. He hosted a meeting with some business owners and it was an excellent meeting. There was a great deal of enthusiasm discussing what can be done to bring economic development to Farmington and the downtown. He would like to see Council embrace that idea and continue with holding roundtable discussions with business owners to discuss their concerns and obtain their ideas to incorporate them into economic development plans. The President of the Chamber was in attendance and there was a lot of discussion about partnerships between the City, the Chamber, and the business community to come up with ideas as to what types of businesses to attract. Ifwe focus more on economic development, it will develop the tax base without putting a strain on services. Mayor Ristow thought this would have been done with the Coffee with the Council, but if that is not being brought up maybe other meetings are needed. He asked if this meeting was something Council should have been involved in. Councilmember Soderberg stated he did not want to violate any open meeting laws with having more Councilmembers there. He was bringing it up to suggest Council take this on as something we could all benefit from. It is not just Chamber members, it is all business entities. Mayor Ristow thought it was a good idea as long as the Chamber is ok with it. He would not want to leave any businesses out. If Council chooses not to participate, Councilmember Soderberg intends to continue meeting with business owners. Councilmember Fogarty felt it was a great idea. A topic is set with Coffee with the Council. This let's them talk about whatever is on their mind. She liked that it was specific to economic issues. Mayor Ristow stated if we are going to do this, let's get the whole business community involved. He stated he is in business and knew nothing about it. We have a lot of businesses in Farmington, not just downtown. Councilmember Fitch would also like to include all businesses and stop the Chamber's Coffee with the Council. Do it as a business community, instead of just the Chamber. Councilmember Soderberg stated there were five businesses at the meeting by invitation. There was also an announcement in the paper. Councilmember Fitch would be willing to change the Chamber breakfasts immediately. Councilmember Council Minutes (Regular) June 21, 2004 Page 11 Soderberg felt the Chamber breakfast serves a useful function in that it is the Chamber specifically and could focus on issues other than economic development. Mayor Ristow stated they were considering discontinuing the breakfasts at the last meeting. Councilmember Fitch would like to expand the Chamber breakfasts to breakfast with the business community. It could be considered an informal Council meeting, have all Councilmembers come, at the Eagles, early in the morning. Councilmember Soderberg then stated there has been discussion regarding pedestrian crosswalks. He was aware putting them at uncontrolled crossings is contrary to recommendations from the Police Chief and Traffic Engineer. If a pedestrian is hit, for example on Akin Road, and there is no crosswalk, the legal standing changes for the pedestrian. If there is a crosswalk, and the pedestrian is hit, it changes their standing in court and puts the burden on the driver to stop. If someone should get hit and there is no crosswalk, and they go to court we have left them weak. He would like to visit the idea and explore the ramifications of placing a crosswalk on Akin Road at 203rd Street. He is not advocating one be installed. He is aware it would not be a recommendation from staff. If someone should get hit, he wants the parents to have all the tools available at their disposal. He also received a proposal from a resident to place a tunnel from the bike trail at 19Sth Street just south of the Baptist Church to the bike trail on the east side of Akin Road. He would like Council to consider this. 14. ADJOURN MOTION by Cordes, second by Soderberg to adjourn at 9:43 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~.~ ;h-?~ ~thia Muller Executive Assistant CITY COUNCIL BUDGET/CIP WORKSHOP MINUTES June 21, 2004 Mayor Ristow called the meeting to order at 9:55 p.m. Present: Ristow, Cordes, Fitch, Fogarty, Soderberg Also Present: David Urbia, City Administrator; Robin Roland, Finance Director; Kevin Carroll, Community Development Director; Dan Siebenaler, Police Chief; Randy Distad, Parks and Recreation Director; Lee Mann, Director of Public Works/City Engineer; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant Finance Director Roland, stated the 2004 budget will be revised during the 2005 budget process. Staff made Council aware of some problems. There are solutions that can be decided on and Council can give staff directions, or Council can direct staffto prepare a revised 2004 budget with the 2005 budget process. Council can decide on staffing now, but a revised budget can be developed which addresses revenue changes, etc. MOTION by Soderberg, second by Cordes to approve the agenda. APIF, MOTION CARRIED. 2005-2009 CIP Councilmember Fitch stated he hoped the CIP document was not a rush put together by staff. For $25 million worth of projects to be proposed for 2005 he cannot imagine the thought process. The second item is residents have asked him how can the City Council not be aware of what was happening in 2003 budget wise in the shortfall if we know some of the items already in 2004 are short that were short in 2003. How did we not know in 2003 at some point, earlier than March 2004 that we were going to have problems? Finance Director Roland stated the problem with 2003 is that in November budget to actual numbers were on track. The majority of the entries which affected the bottom line, we did not know until year end when we did mark to market for the investments and the interest income which is a three tiered process, does not happen until year end. That was a significant shortfall in revenues. Staff could not tell Council in November that would happen. Councilmember Fitch asked how staff could already estimate the shortage for 2004. Staff is trying to err on the conservative side and say that if things fall the same way as 2003, we have a problem. Since interest rates on short term paper and the 4M fund have been under 1 % for the better part of six months, she would anticipate we would see a similar situation in 2004 as 2003. With regard as to how did we find ourselves in this position, the majority ofthe revenue shortfall for 2003 was not able to be identified until year end. With regard to expenditures being over their budgeted amounts, as far as the police department, there was overtime in a couple significant cases. It did not appear to be a major issue given the rest of the general fund budget as the months went by. At year end, there were other adjustments in the police department having to do with those issues. In Community Development, we had the Council Workshop Minutes June 21, 2004 Page 2 revenues to offset expenditures, however there were significant billings in December. With regards to Parks and Recreation we had significant expenditures that were not as carefully monitored as they should have been. Staff is watching very carefully this year to balance between park maintenance and forestry. With regard to recreation, a brochure was sent out for fall/winter programs, which the City collected revenues for, but staff did not identify there would be more expenses to be covered by those revenues. Staff transferred the budgeted amount for the senior center and the pool. Staff could have transferred more which would have put things in more of a deficit because those operations did not meet their revenue expectations. There were a number of issues having to do with the Spruce Street Corridor project. At year end staff identified which expenditures belonged in the general fund to be offset by the grant money. Staff identified other funds that were paid out that are currently being identified as deferred revenue in other capital projects funds because staff had to expend that money on behalf of developers upfront so it can be assessed as part of the development agreement. Councilmember Fitch hoped there was a commitment from City'Administrator Urbia that it will not take three years before the CIP is addressed again. He hoped staff and the City Administrator were committed to at least looking at where we are going on an annual basis. Council then reviewed Parks projects listed on the CIP. City Administrator Urbia stated staff adjusted the sequence of park projects. The first adjustment was the Rambling River park, where the Master Planning would happen in 2006 and do the project in 2007. This has been pushed back two years. Staff felt the Rambling River park improvements would happen after the Seed Genstar park. Councilmember Cordes stated for 2005 out ofthe park improvement fund we are identifying $492,000 worth ofprojects. In 2006 out ofthe park improvement fund we are identifying $378,000 worth of projects. This exceeds the fund balance at this time. So we are depending on development that will contribute to this fund. If the money is not there, the projects are not done. Parks and Recreation Director Distad stated they pushed the Rambling River Park back two years, but pushed up the Middle Creek Park one year to take the place of Rambling River Park. Councilmember Cordes asked Parks and Recreation Director Distad, as the professional sitting there, do you think that if we did $492,000 worth ofprojects coming from the park improvement fund in 2005, you will not short change yourself for future projects or things that may come up. Parks and Recreation Director Distad stated these are high estimated costs. There are opportunities to be partners with other organizations and grant opportunities for funding. These parks need to be developed. If staff feels there is not enough money in the park improvement fund to carry on for future years, priorities will need to be decided. Perhaps only a piece of playground equipment can be installed. City Administrator Urbia stated an analysis will need to be done and if there are issues with cash flow, we will have to pull back. Councilmember Cordes stated without the money we cannot do these projects. Staff gave Council a $25 million CIP for 2005, she was shocked at the amount. She feels staff has the professionalism and integrity to present a CIP that is realistic. She stated if anyone thinks this CIP for 2005 is realistic then I must be way out in left field. Finance Director Roland stated no one on staff thinks it is realistic. Councilmember Cordes asked then why present it to Council like this? Why did staff not prioritize the projects, you are the professionals. Finance Director Roland stated there are two projects in 2005 that constitute $6 million in Public Works that could come this year or next year or in 2006. It depends on when Mr. Devney and Mr. Berglund sell their properties and how fast they want to develop. If staff did not put this in 2005 and warn Council Council Workshop Minutes June 21, 2004 Page 3 it is out there and has the possibility to be done, then staff would be remiss in the middle of2005 and say the land owners want to develop and we have to do these projects. Staffknew that $25 million in 2005 was not going to go, but these are the needs identified by the various places and developments we are doing. The one that is on there for 2005 that Council is committed to doing at this point is Ash Street. Councilmember Fitch asked what does the City really have to pay for? Finance Director Roland stated the projects are broken down on individual sheets showing what debt would be required. Ifthe developer were to build the infrastructure as part of the development as we do with residential projects, there would not be this cost and bonding requirement. The developer could come to the City and say you build it I will pay for it later. Staff is responsible to give Council all the information, and sort it out. In 2005 the City has to do Ash Street. There is $2.6 million in bonds, half of which is deferred assessments if the properties come into the city. After that the sewer meter replacement and prairie creek drainage way dredging are covered 100% by a capital project fund or an enterprise fund. Between Ash Street and City Hall, the two bond issues would total approximately $10 million. If those two projects were done in 2005 the debt to be issued would be $10 million. Of that, the City would have to levy in subsequent years the amounts shown on the spreadsheet. The Ash Street bonds are supported halfby assessments and half by the tax levy. The cost for Ash Street is $6.6 million. The City Hall bonds are $7.5 million. The bonds for Ash Street are $2.6 million. If Council were to issue $10 million in debt and did three public works capital projects, the debt levy would not be as high, because the assessments would pick up the difference. Mayor Ristow asked how City Hall would be paid for, where do the general obligation bonds come from? Finance Director Roland replied we bond for them and do a tax levy over time. Mayor Ristow suggested putting the City Hall, Fire Station and Community Center on a referendum and see if they can be built. No one is going to say they are going to raise taxes. There have been concepts that City Hall will be built, but he has not heard it from three Councilmembers to move forward with the project. We need a City Hall, a Fire Station, and a Community Center. Let's decide if we are going to use a referendum or general obligation bonds. Councilmember Fitch stated the Community Center has to be on a referendum, the other two we have a choice. Finance Director Roland stated there are two kinds of debt. The referendum debt is on market value. The G.O. debt is a tax capacity debt. It is spread more evenly and equitably across the City. A market value debt weighs more heavily on residential properties. City Administrator Urbia suggested moving the maintenance facility expansion up with the other two buildings, and from public works take out those that will not be bonded. He suggested doing a process of elimination and determine projects we know have to be done for maintenance reasons. Councilmember Fitch broke it down to three projects - Fire Station, City Hall, and the Spruce Street bridge. A lot of 195th Street will be done through development. Councilmember Soderberg suggested putting City Hall off to 2006 or 2007. Councilmember Fitch saw the Spruce Street bridge and the Fire Station first because they require less money, and the City Hall out another year or two behind that. By that time, some of this debt is going away and we have some funds. The proposed additional levy is $827,000. For that money he Council Workshop Minutes June 21, 2004 Page 4 proposed another officer later this year and possibly two next year, a Fire Hall, the Engineering Tech position which could save us money. We need to replenish the reserve fund and adjust for the interest income. He came up with $840,000 just for these items. Finance Director Roland stated the 2004 base budget is where we start for 2005. Salaries and benefits are at $3.5 million and for contracts we are committed to a 2.581 % increase which amounts to $90,000. The health insurance benefits are at $417,000, which staff sees at a 15% increase which equals $62,600. Base budget for charges for supplies and services is at $1.9 million with a 3% inflation factor equals $60,000. These three items show a $212,600 increase. If the City wants another officer in 2005 annual salary is $46,900, at 30% for benefits it comes to $61,000 per officer. If the City wants three officers that is $180,000 if they start at the first of the year. The subtotal of these two items is $400,000 which leaves $420,000 left for other positions, projects, etc. In the perfonna, a 10% increase is assumed in expenditures which comes to $6,672,000. This leaves $220,000 in levy dollars. Councilmember Fogarty did not have a problem putting City Hall off for a year to spread the debt around. She is concerned that there are soil issues with the Fire Hall and that may get pushed back itself. Staff stated the soil corrections are included in the cost. Councilmember Fogarty stated as far as Spruce Street, there is no sense building a bridge and a road if they have not started development. Ifthey do not start in 2005, are we going to keep pushing everything back or are we going to reconsider putting City Hall forward. Councilmember Fitch stated that is why the CIP needs to be reviewed every year, because some priorities come faster. Councilmember Cordes noted there is the grant with the Spruce Street bridge and there is the possibility of losing funds if we do not start construction. Councilmember Fitch stated it defeats our purpose of trying to push that development and connecting it to downtown. Some ofthe cost will be covered by development, but with only New Century out there, the City will have to cover some of the debt for a while. Council agreed to move City Hall to 2006 to free up some debt and allow completion of the Ash Street project and moving forward with the Fire Hall and Spruce Street. Councilmember Fogarty recalled there was an agreement with Wold that the current work would be credited toward the architectural costs for City Hall. City Administrator Urbia will discuss this with Wold. Wold is currently doing a space needs study and will present a report to Council. If Council decides to do the project, that report can be used to reduce the cost. Councilmember Cordes stated by moving City Hall to 2006, you decrease bonded debt by $7.6 million, but then in 2006 we increase the bonded debt to roughly $17 million. It is not just moving City Hall it is looking at other projects. Finance Director Roland replied ifpublic works is required to do five major projects in a year, they cannot do that, something has to give. Most likely there will be one major and one minor public works project. Staff used to reprioritize the CIP every year, but Council also receives the feasibility study for each project. All of these projects were on the 2001 CIP. City Engineer Mann listed several projects that have been completed since the last CIP. Councilmember Fitch felt holding off a year or two on a couple projects would give the City a break. Finance Director Roland noted certificates of indebtedness are being issued for more fire trucks, and we need a place to store them. Regarding the tax rate, Council would like to see the tax rate for $600,000, $800,000, and $1 million. Council Workshop Minutes June 21,2004 Page 5 2004 Revised Bud2et Finance Director Roland asked Council ifthey wanted to make final cuts now or see a revised version of the budget and have staffhold back the next couple months. Staffhas identified $48,000 in cuts that can be stopped now and another $66,000 in potential cuts that staff will hold back on. City Administrator Urbia brought up the tuition reimbursement. Council will need to approve staff taking money from another fund to cover reimbursements this year. Council agreed it was not fair to change policy this year and agreed staff should cover the reimbursements. Council would like to look at the policy and perhaps establishing a maximum amount in 2005. MOTION by Cordes, second by Soderberg to adjourn at 10:54 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~~~~ Cynthia Muller Executive Assistant City of Farmington 325 Oak Street Farmington, Minnesota 55024 (651) 463-7111 . (651) 463-2359 www.ci.farmington.mn.us 71 TO: Mayor, Councilmembers and City Administrator {1~ FROM: LenaLarson ~ Public Works Administrative Assistant SUBJECT: Adopt Resolution Accepting Donation for Pollution Prevention Day - Parks and Recreation Department DATE: July 6, 2004 INTRODUCTION A donation for Pollution Prevention Day has been received from Dakota Electric Association. DISCUSSION Dakota Electric Association has once again generously agreed to donate $1,000 and be a sponsor for as well as participate in Pollution Prevention Day. The event will be held in Rambling River Park on Friday, September 17, 2004. Pollution Prevention Day has been held for Farmington students since 1997. For 2004, staffis anticipating approximately 500 4th grade participants. Staff will communicate the City's appreciation on behalf of the Council to Dakota Electric Association for their support of Pollution Prevention Day. ACTION REOUESTED Approve the attached resolution accepting the donation from Dakota Electric Association. Respectfully Submitted, X,~ ~..~...-J "'---/ Lena Larson Public Works Administrative Assistant RESOLUTION No. R -04 ACCEPTING DONATION OF $1000 FOR POLLUTION PREVENTION DAY Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 6th day of July, 2004 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, Dakota Electric has donated $1000 towards Pollution Prevention Day. WHEREAS, it is in the best interest of the City to accept such donations. NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts the generous donation of $1 000 from Dakota Electric to be used for Pollution Prevention Day. This resolution adopted by recorded vote ofthe Farmington City Council in open session on the 6th day of July 2004. Mayor Attested to the day of July 2004. City Administrator SEAL City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us Ie SUBJECT: Mayor, Councilmembers and City Administrator Vif'Y Missie Kohlbeck, Senior Center Coordinator ~ ""1?D Adopt Resolution Accepting Donation - Recreation- Safety Camp TO: FROM: DATE: July 6, 2004 INTRODUCTION A donation has been received from Dakota Electric Association. DISCUSSION Dakota Electric Association has donated $500 to the Recreation Division for the 2004 Safety Camp Programs. Staffwill communicate the City's appreciation on behalf of the Council to Dakota Electric Association for their generous donation. ACTION REOUESTED Adopt the attached resolution accepting the donation of $500 for the 2004 Safety Camp Programs. Respectfully Submitted, ~=\{~ Missie Kohlbeck Senior Center Coordinator RESOLUTION No. ACCEPTING DONATION OF $500 FOR SAFETY CAMP Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 6th day of July, 2004 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, Dakota Electric Association has donated $500 towards 2004 Safety Camp Programs. WHEREAS, it is in the best interest of the City to accept such donations. NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts the generous donation of $500 from Dakota Electric Association to be used for the 2004 Safety Camp Programs. This resolution adopted by recorded vote ofthe Farmington City Council in open session on the 6th day of July 2004. Mayor Attested to the _ day of July 2004. City Administrator SEAL 7d City of Farmington 325 Oak Street Farmington, Minnesota 55024 '1 (651) 463-7111 . (651) 463-2359 ~.b~ ~ www.ci.farmington.mn.us sr.A~'f) Mayor, Councilmembers and City Administrator ~ TO: FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Approve Change Order - Akin Elementary Trail DATE: July 6, 2004 INTRODUCTION The City of Farmington, ISD 192, and Dakota County have agreed to construct a bike trail on the north side of 195th Street between Pilot Knob Road and Akin Road. DISCUSSION An estimate was received from S.M. Hentges & Sons, the contractor on the Main Street Phase 2 reconstruction project, to construct the trail on 195th Street at Akin Elementary at the same unit pricing as the Main Street project. Their proposal was lower than the engineering estimate and other proposals that were received. BUDGET IMPACT The cost for the trail would be $45,020.00. Dakota County will pay for 55% of the cost and the remaining 45% will be split between the School District and the City. The resulting cost to the City would be $10,129.50. These costs would be split between the Park Improvement Fund and the Road and Bridge Fund. ACTION REQUESTED Approve Change Order No.1 - Akin Elementary Trail - as part of the Main Street Area Reconstruction - Phase 2 & Wausau Pond Expansion. Respectfully Submitted, ~YvL~ Lee M. Mann, P.E. Director of Public Works/City Engineer cc: file Randy Distad, Park and Recreation Director J I1J Bonestroo R Rosene "1\11 Anderlik & 1 \11 Associates ::ngineers & Architects Owner: City of Farmington, 325 Oak St., Farmington, MN 55024 Contractor: S. M. Hentges and Sons Inc., 650 Quaker Ave. Ste. 200, Jordan, MN 55352 Date June 29, 2004 Bond Company: Bond No: CHANGE ORDER NO. 1 MAIN STREET AREA RECONSTRUCTION - PHASE 2 & WAUSAU POND EXPANSION BRA FILE NO. 141-98-080 B Description of Work This Change Order provides for a bike trail to be constructed for Akin Elementary School. The proposed 10-foot trail will be located on the north side of 195th Street between Pilot Knob and Akin Road. No. Contract Unit Total Item Unit Quantity Price Amount CHANGE ORDER NO.1 MOBILIZATION LS $7,000.00 $7,000.00 COMMON EXCAVATION (CY) OFFSlTE CY 970 $9.00 $8,730.00 AGGREGATE BASE, CLASS 5, 100% CRUSHED TN 670 $14.00 $9,380.00 TYPE L Y WEARING COURSE MIXTURE TN 180 $53.00 $9,540.00 PEDESTRlAN CURB RAMP SF 480 $8.00 $3,840.00 SODDING, LAWN TYPE SY 1500 $2.70 $4,050.00 24" RCP STORM SEWER, CLASS 4 LF 16 $155.00 $2,480.00 Total CHANGE ORDER NO.1: $45,020.00 2 3 4 5 6 7 141 98080BCHO 1.x1s Original Contract Amount Previous Change Orders This Change Order Revised Contract Amount (including this change order) $1,661,466.10 $0.00 $45,020.00 $1,706,486.10 CHANGE IN CONTRACT TIMES Original Contract Times: Substantial Completion (days or date): Ready for final Payment (days or date): Increase of this Change Order: Substantial Completion (days or date): Ready for [mal Payment (days or date): Contract Time with all approved Change Orders: Substantial Completion (days or date): Ready for final Payment (days or date): Recommended for Approval by: BONESTROO, ROSENE, ANDERLIK & ASSOCIATES, INC. Date: Approved by Contractor: S M HENTGES AND SONS INC Approved by Owner: CITY OF FARMINGTON Date Date cc: Owner Contractor Bonding Company Bonestroo & Assoc. 14198080BCHO l.xls 7e City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Counci1members, City Administnrtor p.---- David R. Sanocki, P .E., Engineering Division~ FROM: SUBJECT: Award Contract - 2004 Sidewalk Replacement Project DATE: July 6, 2004 INTRODUCTION Five bids were received for the 2004 Sidewalk Replacement Project. DISCUSSION Garvey Construction Inc. has submitted the lowest bid for the 2004 Sidewalk Replacement Project in the amount of $16,128.50 (See attached tabulation of bids). The budgeted amount for the sidewalk and curb replacement in 2004 is $17,000.00. The Police Department will be having a concrete slab poured as part of this project. BUDGET IMPACT $14,994.50 of the sidewalk replacement project will be funded through the City's Street Maintenance budget. The remaining $1,134.00 will be accounted for from the Police Forfeiture Fund. ACTION REQUESTED Authorize by motion the award of contract for the 2004 Sidewalk replacement Project to Garvey Construction Inc. in the amount of$16,128.50. Respec~~lly submitted,# -I' ffJR, A--L (' David R. Sanocki, P .E., City of Farmington Engineering Division cc: file Dan Siebenaler, Chief of Police -." .~g QN ~.n - - C .. .. C S = ...., .s g c.", ~:i :!E <= Q ~ C .. Q :i~ 00_ ~~ ~~ OOf o o ~ US 0 8 0 0 0 = Z 0 0 0 0 = 0 ~ 0 0 0 vi 0 " '" ;:! ~ 0 ;. Vi '" '" Z .,.: '" N .., .~ OJ '" .... ~ ~ OJ ~ ... ... ... ... ... ... OJ -~ 0 ~ 0 0 8 0 r- 0 0 ", 0 '" 1 = 0 0 " 0 .... u ~ ... '" '" '" ... 8 0 0 8 0 = z 0 0 0 = s;: 0 0 0 0 Q 0 8 '" 0 :;: ;;!; Vi r- '" <.i N ..; N ~ oS Z -0 ~ 0 t;i '" "d ... '" '" ... '" ... ~ 00 8 8 8 8 8 ij s;: 00 '" 0 ~ ;I: .... r- ~ ~ vi '" ... '" '" ... 0 0 0 S; 0 = z 0 0 0 0 on 0 g s;: ::;i ~ g ~ Vi o. "'. OOf <> ..; N ~ 0 z OJ 0 .... 0 ~ '" OJ ." ... '" ... ... '" ... 1.i " 8 S; S; ::: 8 ~ 8_ ,..: 00 ~ ~ <i: .... " ~ u '" ... '" '" '" 8 0 8 0 0 = z 0 0 0 = <> ~ vi ~ ~- ~ ~ oS 0 '" Vi ::- OOf .!l ~- ~ ~ z OJ c ~ 0 u OJ ~ '" '" '" '" ... ... c 0 ~ 0 0 8 S; S; u ~ .. ..c .... ~ ,..: 00 '" vi t: ~ 0 z ... '" ... ... '" 0 S; 0 0 = ~ 0 0 0 on vi ,..: ;:( N .. ~ '" 0 '" ::: Vi .. .. Z 0' ..' :2 c 0 OJ "is .... ~ ~ OJ c ... '" ... ... '" ... 0 u ~ ~ 0 0 J r- r- OOf r- .... >0 ~ vi ,..: ~ '" '" ... '" '" - 0 0 0 0 N '" ~ > ~ ;;; '" .... OJ Ct .... '" ... ... ... ... ~ ... '" Vl Vl '" .... .... 1 u'" ~ 1 B 'a ~ '" '" ~ ~ ~ ~ in in .;l " " out) Vi ~ ~ u ~ ~ c b-I Q: g ~ ::E 0 >< -0 Q u- 8j ~~? c OJ . ~ 0 t: ~< ~< o"'O~ u- ]-g <>'" ~~1!j ~] ~ " &.:: as e c Co", l~ .~ ~ = < Co", 0 " ~ .!.1 c ] ~ z ~~ <= ~ 1;; ~ go ~ "i "" ~i5 ~Q ~ ~ ~~ > 0 -< OVl :E E'" E'" E Co b 0 " 0 " 0 ~~~6 ~~ ::E ,,~ ,,~ .... .. .Q to t- :2 m 7-[' City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us FROM: Mayor, Council members, City Adrninistratot€~ Robin Roland, Finance Director TO: SUBJECT: School & Conference - Finance Department DATE: July 6, 2004 INTRODUCTION Attendance at the Minnesota Government Finance Officers Association Conference, held September 22 - 24 at Arrowwood in Alexandria is being planned. DISCUSSION This conference is an annual event for Government Finance Officers within the state organization. This year's theme is "Financing the Future of Minnesota Government" and included topics are Local Control, Budgeting for Excellence, Economic Development Financing and the Future fmancing of PERA. This conference qualifies as continuing education for professional finance personnel. BUDGET IMPACT The adopted 2004 budget includes funding for this conference. ACTION REQUIRED For information only. ~4/ Robin Roland Finance Director City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us ?:J TO: Mayor, Councilmembers and City Admilistra~ Brenda Wendlandt, Human Resources Director FROM: SUBJECT: Appointment Recommendation - Public Works DATE: July 6,2004 INTRODUCTION The recruitment and selection process for the appointment of a full-time Engineering Technician to fill a new position authorized at the June 21,2004 Council Meeting has been completed. DISCUSSION The City has completed the recruitment and interview process for an Engineering Technician. After a thorough review by the Public Works Department and the Human Resources Office, an offer of employment has been made to Mr. Justin Siebenaler, subject to ratification by the City Council. Mr. Siebenaler is currently working towards his degree in Civil Engineering and has been an Engineering Intern with the City since June of 2000. His knowledge, skills and qualifications meet the minimum qualifications for the position. BUDGET IMP ACT This position would be funded by the reduction of the retainer to Bonestroo for a Civil Engineer, effective July 1, 2004, by $14,622 and through the transfer of funds from part-time salaries (for interns) to full time salaries in the amount of $12,000. Salary and benefits for a full-time Engineering Technician for the remaining 6 months of 2004 would be approximately $25,986.00. RECOMMENDATION Approve the appointment of Mr. Justin Siebenaler in the Public Works Department, effective July 7, 2004. Respect~lly s~~tted, ;4J~~f/~wLC I Brenda Wendlandt, SPHR Human Resources Director 71; City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrator~ FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Approve Change in Working Hours - Main Street Project DATE: July 6,2004 INTRODUCTION The contractor for the Main Street Area Reconstruction - Phase 2 & Wausau Pond Expansion project, S.M Hentges & Sons, Inc., has requested an extension of the working hours defined in the contract documents. DISCUSSION The contract documents for the project specify working hours between the times of 7 a.m. to 7 p.m. Monday through Friday and from 8 a.m. to 5 p.m. on Saturday, with no work occurring on Sundays or holidays. S.M. Hentges & Sons, Inc. has requested an extension of those working hours to 7 a.m. to 8 p.m. Monday through Friday, 7 a.m. to 5:30 p.m. on Saturday, with no work occurring on Sundays or holidays. A neighborhood meeting was held on Monday, June 28th 2004 for residents within the Main Street Reconstruction portion of the project. Residents were given the opportunity to ask questions regarding the project and voice any concerns they may have. Residents were also polled to determine whether the change in working hours would be acceptable to them or not. Of the 19 residents and business owners that responded either by phone or through the meeting, 19 were in favor of the working hour extension and 0 were opposed. A separate neighborhood meeting will be held for the Wausau Pond Expansion portion of the project to poll the residents in that area whether the change in working hours would be acceptable or not. BUDGET IMPACT None at this time. ACTION REQUESTED Approve the extension of working hours from 7 a.m. to 8 p.m. Monday through Friday and 7 a.m. to 5:30 p.m. on Saturday with no work on Sundays or Holidays for the Main Street Reconstruction portion ofthe Main Street Area Reconstruction - Phase 2 & Wausau Pond Expansion Project. Respectfully Submitted, ~ /k m~ Lee M. Mann, P .E., Director of Public Works/City Engineer cc: file "/1 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Council members, City Administratorf~"""'-- FROM: Robin Roland, Finance Director SUBJECT: Authorize Ad for Sale of City Property - Finance DATE: July 6,2004 INTRODUCTION The Solid Waste department proposes to sell the 2001 Freightliner refuse vehicle as it is in excellent condition but is underutilized. DISCUSSION The Freightliner is a smaller vehicle which staff believed would be used in the narrower streets and shorter turnarounds of multifamily developments. Unfortunately, that belief was not accurate and the truck sits unused. At this time, staff wishes to advertise the truck for sale. The sale of the truck would provide more revenue than trading it in on a newer/larger vehicle as the truck would be more valuable to private refuse hauler. A minimum bid price would be established and if not met, other alternatives would be explored. BUDGET IMPACT Any revenue from the sale of the smaller refuse vehicle would be returned to the Solid Waste Fund to offset the costs of current and future vehicle acquisition. ACTION REQUIRED Authorize advertisement for the sale of this asset. Respectfully submitted, ~&~ Finance Director City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us 7, ~ TO: Mayor, Councilmembers, City Administrato$tI1 FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Main Street Closure Petition DATE: July 6,2004 INTRODUCTION On Monday, June 28, a neighborhood meeting was held regarding the Main Street project. At the meeting a petition was forwarded to City staff requesting that Main Street be closed at Trunk Highway 3 (TH 3). DISCUSSION Attached is a letter to the residents in the project area explaining the Council's decision to delay the closing of Main Street at TH 3. BUDGET IMPACT None. ACTION REQUESTED For Council information. Respectfully Submitted, ok M. /h~ Lee M. Mann, P.E., Director of Public Works/City Engineer cc: file Resident Petitioners City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us Main Street Area Reconstruction Project Phase 2 Project Update - Main Street and Highway 3 Thursday, July 01,2004 Dear Resident: At the recent neighborhood meeting regarding the Main Street Area Reconstruction Project held on June 26th at City Hall, concerns were raised by residents regarding the Main Street access to Highway 3. In the original scope of the project, the access to Highway 3 from Main Street was proposed to be closed. On April 5th of 2004, City Council decided to postpone the closure of the Main StreetlHwy 3 access based upon concerns raised by area businesses. 1.) Based on the current design of the Willow StreetlHwy 3 access, turning movements are difficult for large trucks servicing the businesses west of Hwy 3. The combination of the Willow Street and Main Street accesses to Hwy 3 allows trucks to access the frontage road without having to make difficult u-turns based on their direction of travel. For example, a semi truck traveling north on Hwy 3 would have to take a left turn on to Willow, and then an immediate left on to the frontage road to access the lumber yard if Willow Street were the only access. With the availability of the Main Street access, the same truck would make a left turn on to Main Street, and then an immediate right turn on to the frontage road; a far easier and less dangerous turning movement. 2.) Elm Street from Division Street to Highway 3 is planned to be reconstructed in the near future. The closure of Elm StreetlHwy 50 for reconstruction purposes will make access to the downtown difficult. The likely detour route would follow Ash Street to Denmark Avenue and back north to Hwy 50 - diverting traffic 8 blocks south of the downtown. Council feels that Main Street access to Hwy 3 would provide an important access to downtown businesses during this difficult time. With these concerns in mind, Council has decided to postpone the closure of the Main Street/Hwy 3 access until these issues can be satisfactorily addressed. Please expect to regularly receive project updates such as this one as the Main Street Area Reconstruction project progresses. If you have any concerns or questions, or if you would like to see any other issues such as this one discussed in more detail as part of a future project update memo, please feel free to contact me or the project manager, Mike Oskey at 651-463-1613. Thank you. Sincerely, ~ Tim Gross Assistant City Engineer City of Farmington 651-463-1607 tgross@ci.farmington.mn.us cc: file Lee Mann, P .E., Director of Public Works/City Engineer David Urbia, City Administrator City Council ..~...._.t~...j~.... ...~W-~;~~Q~.~.... ... ~....~.~..~...~~L~~~~~~~~__~_~~~~ fJ...L.~1l ::=(J;.-;.:;;.~;.#m . .. - --JJJ>-JJ-ffi-------- .. ~LL _11L~~~_.- ~~~.~~.=. ~i4_U .---0- - -~~!:f1~i~.-~~u:~-~~~-~ .::::~.:J m-.~~.-~~:/::iJ:... .-~~:::-~~_:::~--=:----- ~~~~~.....~..~.. ~~ \~\~~~~\.1\ ~-\:~ ~ ~ ........~~_~.......~.~~..~~_~_~~~~~_~~~~_~.~~~~ .......... ....~..~..... -:it!IJ~aM L6:f!g/L~/f1 ~~t2 ~ /!1a/Ll 5' t:~~~~~.~..~..~......~~_~.~~~....~~~___~__~_~ .~.... ~~~ . ....~a.h~~-~:~-tf~--------...- _~:::=-:::51o~~i~~-:=.~--==- _:::= ~ ~../:j[ --/ ~, - .';!fC: /jE,...ll -:" IDa.., City of Farmington 325 Oak Street Farmington, Minnesota 55024 (651) 463-7111 . (651) 463-2359 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: David M. Urbia, City Administrator Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Farmington Lanes Parking Request DATE: July 6,2004 INTRODUCTION At the June 21st City Council meeting, the Council directed staff to draw the plan for the diagonal parking requested by Farmington Lanes and obtain a cost from the contractor to complete the proposed parking layout. DISCUSSION The plan of the proposed diagonal parking is attached. The layout as shown would allow for eleven (11) parking spaces. Staff met with a representative of Marigold Foods, Mr. David Seefeldt, to receive input on the proposal. Mr. Seefeldt indicated that it would be much easier for Marigold's trucks to accomplish their turning movements if the four (4) southerly spaces shown on the proposed plan could be eliminated allowing the full street width to be preserved in that area. Mr. Seefeldt also indicated that it is not necessary for there to be No-Parking on the west side of 5th Street as long as the driveways are kept clear. BUDGET IMPACT Staffs initial estimate of the cost for the proposed diagonal parking was based on the unit prices from the project with a 5% inflation factor added. Staffs estimate amounted to $12,400 including the deduct for quantities that would not be used if the diagonal parking is constructed. Subsequently, staff has obtained the price from the contractor and the cost including deduct is $30,700. Staff contacted the contractor further to inquire as to whether that price could be lowered. The contractor indicated that their submitted price is firm. ACTION REQUESTED 1. Council determination whether or not to complete 5th Street with the requested diagonal parking; 2. If the diagonal parking is to be constructed, Council determination whether the southerly four stalls should be omitted per the request of Marigold Foods; 3. Council determination of the funding sources if the requested diagonal parking is to be constructed; and 4. Council rescind the No-Parking status on the west side of 5th Street. Respectfu. lly Submi~ /J gN~~hX- David M. Urbla City Administrator ~ frt mlVVV- Lee M. Mann, P .E. Director of Public Works/City Engineer cc: file Mr. Dick Pietsch, Farmington Lanes Mr. David Seefeldt, Marigold Foods % .....,___~..."__......i 15 BIT. PARKING LOT "Y 25.83' F-F BUILDING .::::,\112:'1. -7~ ~Iv -0;- -71~ ~Iv -0- -71~ % ~Iv -0- /~ ,W ":1W/ ~. BIT. VVI LLU VV 01 ~ 1 i ) o I 0 r-- . I I 01 '---'.'''.' ....;.,...~. .... ~ l f._.L_-l , i o o + N -'" '. '--S'j 1. .__.._______._L...._.._~__._.J BIT. PARKING LOT I 1 \ II ~O~ I I I , I I , l I 1 \L.. r-I BUI~G I I L-l ::1 ~b" (/)N(7) ~F!=F!= -0..0 ~wo:;: O::O:::i- <( a.. { ( I ill o o + (J) -----129/04 16: 16 FAX 763 425 0797 BARBAROSSA & SONS INC. Farmington Lanef DiaQonal ParkinQ Fann;ngton, MN FarminQton lanes ~ 1 Remove Concrete Sidewalk 2 Remolle Trees [ 3 Common Excavation (EV) ~ 4 Aggregate Base. Class 5,100% Crushed 5 8618 Concrete Curb and Gutter 6 Concrete Valley Gutter ' 7 4" Concrete Sidewalk 8 Type MV Non Wearing Co~rse Mixture 9 Type MV Wearing Course ~jxture 10 Bituminous Material for Tack 11 4" Solid line, White Epoxy~ 12 Storm Sewer Modifications l 13 Sodding, Lawn Type 14 Trees Total Bid 6z We-. , : Eri~ Malvin ~ , r '"** Revfsed'"** UNIT P!jICES Quanity Unit 65 SY 2 EA 110 CY 195 TN 280 LF 46 SY 45 SY 27 TN 35 TN 16 GL 300 LF 1 LS 160 SY 2 EA ~!Z- - ?;,z.<€..,,~oZ31 ~ , 1 , $15.00 'J$250.00 : $20.00 i $25.00 I $12.00 , $45.00 ; $36.00 '$150.00 :$150.00 ~ $8.00 ~ $8.34 $6,050_00 i' $5.00 $300.00 ~ , @002 $975.00 $500.00 $2,200.00 $4,875.00 $3,360.00 $2,070.00 $1,620.00 $4,050.00 $5,250.00 $128.00 $2,502.00 $6,050.00 $800.00 $600.00 $34,980.00 , , _.)~/29/04 16:16 FAX ;63 425 0797 I BARBAROSSA & SONS INC. I4J001 I I ~ I Barbarossa and Sons Inc. I 11000 93rd Ave. N. PO Box 367 Osseo MN 55369 Fax Transmittal Phone (763)425-4146 Fax (763) 425-0797 ~ Public Works! Department, Engineering Department, c;ty of Farmington I , , Matt Stordahl i 651-463-1611\ To: Attn: Fax #: From: Eric Malvin Date: 06/29/2004 ~.essage: Ptic~ for Far~ington Lanes Diagonal Parking Lanes. ~ J{ . Jt- -e... V { ~. 0- I t- , f ---', T otaJ pages 2 Farmington Lanes Diagonal Parking Add Unit No. Item Unit Quantity Price Total 1 Remove Concrete Sidewalk SY 65 $ 15.00 $ 975.00 2 Remove Trees EA 2 $ 250.00 $ 500.00 3 Common Excavation (EV) CY 110 $ 20.00 $ 2,200.00 4 Aggregate Base, Class 5, 100%Crushed TN 195 $ 25.00 $ 4,875.00 5 B618 Concrete Curb and Gutter LF 280 $ 12.00 $ 3,360.00 6 Concrete Valley Gutter SY 46 $ 45.00 $ 2,070.00 7 4" Concrete Sidewalk SY 45 $ 36.00 $ 1,620.00 8 Type MV Non-wearing Course Mixture TN 27 $ 150.00 $ 4,050.00 9 Type MV Wearing Course Mixture TN 35 $ 150.00 $ 5,250.00 10 Bituminous Material for Tack GAL 16 $ 8.00 $ 128.00 11 4" Solid Line, White Epoxy LF 300 $ 8.34 $ 2,502.00 12 Storm Sewer Modifications LS 1 $ 6,050.00 $ 6,050.00 13 Sodding, Lawn Type SY 160 $ 5.00 $ 800.00 14 Trees EA 2 $ 300.00 $ 600.00 Total Add $ 34,980.00 Deduct Unit No. Item Quantity Price Total 1 Common Excavation (EV) CY 65 $ 6.00 $ 390.00 2 Aggregate Base, Class 5, 100%Crushed TN 120 $ 10.40 $ 1,248.00 3 B618 Concrete Curb and Gutter LF 205 $ 7.65 $ 1,568.25 4 Type MV Non-wearing Course Mixture TN 15 $ 29.00 $ 435.00 5 Type MV Wearing Course Mixture TN 20 $ 31.00 $ 620.00 6 Bituminous Material for Tack GAL 10 $ 2.25 $ 22.50 Total Deduct $ 4,283.75 Total Cost $ 30,696.25 ~ y =s (/) <+ ) m m d <+ 1-0 ~ y lf1 m ---- \ it=) CQ 3^ <:)0 rorr )Q PINE ST. ~ /0.6 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor and Councilmembers ~ City Administrator s;' FROM: Daniel M. Siebenaler, Police Chief SUBJECT: Ordinance Amendment, Boulevards DATE: July 6,2004 INTRODUCTION / DISCUSSION The City has been experiencing problems created by the placement of portable basketball hoops on the City Boulevard. In particular these recreational devices obstruct the automated Solid Waste trucks and several basketball hoops have been severely damaged. In addition the placement of basketball hoops in the boulevard tends to promote the idea of people playing in the streets. Staff has worked with the City Attorney to develop an amendment to Farmington Ordinance 8-1-5 that addresses allowable uses in the boulevard. As you will note the only changes proposed are the addition of the language "place or maintain any recreational equipment or other personal property," in the prohibitive portion of Section (A) and the associated removal portion of Section (D). BUDGET IMPACT There is no budget impact associated with adoption of the proposed amendment. There will be personnel costs associated with the enforcement of the ordinance. ACTION REQUESTED Consider adoption of the proposed Amendment to Farmington Ordinance 8-1-5. Respectfully submitted, aniel M. Siebenaler Chief of Police ORDINANCE NO. CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA AN ORDINANCE AMENDING TITLE 8, CHAPTER 1 OF THE FARMINGTON CITY CODE PROHIBITING THE PLACEMENT OF RECREATIONAL EQUIPMENT OR OTHER PERSONAL PROPERTY IN CITY BOULEVARDS THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. Section 8-1-5 ofthe Farmington City Code is amended by adding the underlined language to read as follows: 8-1-5: BOULEVARDS; ALLOWABLE USES: (A) No person shall install any structure or improvement. place or maintain any recreational equipment or other personal property. or plant any materials in the City boulevard except as follows: 1. Street trees as allowed under Section 2-9-11; 2. Sidewalks meeting minimum and maximum City design standards; 3. Driveways meeting minimum and maximum City design standards; 4. Annual or perennial flowers. shrubbery not exceeding three feet (3') in height; 5. Split rail fences; 6. Planters not exceeding two feet (2') in height or closer than three feet (3') from the back of the curb or paved surface; 7. Underground sprinkler systems; 8. Boulevard sod as specified in subsection 11-5-3(F); 9. Decorative rock and tree bark. (B) "City boulevard" shall be defined as the area between property lines on either side of all streets, avenues or ways within the City. (C) Before any digging occurs within a boulevard, the owner or persons performing the work shall contact Gopher State One Call at least forty eight (48) hours in advance of beginning the work. (D) The Public Works Director may remove or cause or order to be removed, any structure, improvement. recreational equipment or personal propertv. or planting which is in an unsafe condition, causes a safety hazard, or interferes with the performance of City operations or any public utilities. The City shall not be responsible for damages relating to the removal of such structures, improvement, recreational equipment or personal property. or plantings. (Ord. 095-354,5-15-95) SECTION 2. This ordinance shall be effective immediately upon its passage. ADOPTED this _ day of Farmington. 2004 by the City Council ofthe City of CITY OF FARMINGTON Gerald G. Ristow, Mayor David M. Urbia, City Administrator SEAL Approved as to form the day of , 2004. City Attorney Published in the Farmington Independent the day of , 2004. /OQ, City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator r-- FROM: Kevin Carroll, Community Development Director SUBJECT: "Comment Letter" Regarding Proposed Great River Energy/Dakota Electric/Xcel Energy Transmission Line and Substation DATE: July 6, 2004 INTRODUCTION The City has until July 9,2004 to submit written comments to the Minnesota Environmental Quality Board regarding a proposal by Great River Energy (GRE), Dakota Electric Association (DEA) and Xcel Energy (Xcel) to construct and operate a new substation and new transmission lines in the City of Farmington. DISCUSSION This subject was previously discussed at the City Council meetings that were held on June 7 and June 21. I attended an EQB-sponsored "public information meeting" regarding this subject at the Dakota County Extension Office on June 24. At Monday night's City Council meeting, I'll give the Council a brief verbal report on that meeting. If the City Council wants to provide the EQB with written comments on the GRE/DEA/Xcel proposal, those comments will have to be delivered to the EQB by July 9. I have attached a draft of a letter that reflects comments that I have heard from City staff and from City Council members. If changes are desired, we can discuss them on Monday night. If the current format of the comment letter is acceptable, a formal motion to approve the comment letter will give it greater weight when it is submitted to the EQB. ACTION REQUESTED Motion to approve the proposed comment letter and to authorize staff to submit it to the EQB on or before July ;,2004. City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us July 7,2004 Mr. David Birkholz Minnesota Environmental Quality Board 300 Centennial Building 658 Cedar Street St. Paul MN 55155 RE: Farmington/Empire Township Transmission Line & Substation EQB Docket No. 04-81-TR-Air Lake-Empire Dear Mr. Birkholz: This letter will provide you with the City of Farmington's comments on the proposal that the EQB has received from Great River Energy (GRE), Dakota Electric Association (DEA) and Xcel Energy (Xcel) to construct and operate a 115 kilovolt (kV) transmission line and substation in the City of Farmington. These comments were reviewed and approved by the Farmington City Council at its meeting on July 6, 2004. 1. Portion of proposed route east of State Hiflhwav 3. The route permit application that was submitted by GRE, DEA and Xcel [hereinafter "the utility companies"] proposes a transmission line route that includes a segment from the State Highway 3 (on the west) to the intersection of Cambodia Avenue and 210th Street (on the east). This segment does not follow any existing, planned or anticipated roadway alignment(s). The proposed route cuts through two adjacent parcels (owned by Mr. Neil Perkins) that are currently being used for commercial purposes and that have significant redevelopment potential. The proposed route also passes between two other commercial properties (the American Legion property and the Marschall Bus Line property) in a location where the distance between the transmission line and the buildings appears to be less than the width of the easement that is typically desired by the utility companies. Finally, the proposed route runs along the southern boundary of two parcels (located directly east of the American Legion building) that are currently being considered for residential development. The presence of a transmission line (and its related easement) in that vicinity would reduce the developable area and potentially complicate efforts to design roadway connections. The City of Farmington therefore proposes that the segment of the proposed route between State Highway 3 and Cambodia Avenue be re-oriented to generally follow the former railroad right-of-way along the southern boundary of the Marschall Bus Line property. This route would be along or within the right-of-way of a potential future roadway connection between Cambodia Avenue and the intersection of State Highway 3 and Willow Street (which currently terminates on the west side of State Highway 3). As this roadway proceeded northeast from that intersection, it would (at a point roughly halfway between State Highway 3 and Cambodia Avenue) have to move out of the former railroad right-of-way and turn straight east in order to intersect with the comer of Cambodia Avenue and 21 Oth Street. The City of Farmington believes that this alternate route would provide easier access to the line for repair and maintenance, minimize impacts on existing businesses and structures, and reduce potentially negative effects upon future development and/or redevelopment projects in the vicinity. 2. Portion of proposed route alonE State Hif!hwav 3. With regard to the portion of the proposed transmission line that would be placed along the east side of State Highway 3 as it proceeded north toward County Road 66, the City of Farmington asks that the EQB require the utility companies to: a. Minimize impacts on existing trees to the greatest extent possible. There are a significant number of tall trees along this portion of the route that provide shade for the homes and businesses on the east side, and that beautify the Highway 3 corridor. b. Initiate contact with the owners of the other utilities (telephone, cable, etc.) that currently maintain poles and lines along the east side of State Highway 3, in order to co-locate all such utilities on a single set of poles along the east side of the road, thereby reducing visual clutter and improving the appearance of the Highway 3 corridor. 3. Portion of proposed route west of State HiEhwav 3. With regard to the portion of the proposed transmission line that would be located between State Highway 3 (on the east) and Akin Road (on the west), the City of Farmington asks that the utility companies be directed or required to consult closely with the City regarding the potential future alignment of the planned extension of 208th Street from the vicinity of the Farmington Middle School East to State Highway 3, and regarding the potential future alignment of any east/west collector roads that may be planned near or within the proposed transmission line corridor in this vicinity, so that any such transmission lines can be placed (wherever possible) in locations that: a. are likely to be within or adjacent to the rights-of-way for future roads; b. do not conflict with future roadway alignments or intersections; and c. do not render anticipated residential development more complicated, more expensive or less visually attractive. If you have any question, please call me at 651-463-1860. Thank you. cc: City Administrator David Urbia Farmington City Council Great River Energy Dakota Electric Association Xcel Energy z !=l o ~ .... ,., CD -< '" ,., < in o z 0 (") 0 }> I ::0 -i fTl }> fTl (") ~ ^ Z (J) fTl I 0 (J) -i -i fTl fTl I C) C) 0 -/>0 o ::; -< o .., .., ~ .., '" ~ ~ en ~ tit Z - ~ ~ ~ "'.... 0 I 00 Z ~ ~ ~ ~ I ~ VI 9 ....., Z -4 Z _ :0'" - ,.,,., - ~ !:l ~ '" " · 0 ,., ." ~ '" .... ~ ,., Z .... ~ ! - ... i!\ "'!l'" ~2~ ~"'n ...", ...n.. ~""::1 z~~ ...,,~ ~,.,s c:~: ZO:r ~ZiiI i~~ ,>i~ a:'" ~~~ i)o~ :~8 E;~ "''''E: ~~... ~o J;~;:O ~8i ~ ~ ~ '" ~ (") o z (") fTl -u -i c }> r -u o Vl Vl CIJ r fTl -u o ~ fTl ::0 c: Z fTl ::0 o c :::! z C) uu o ") :2: 0 mD ") 0 1JI 1m :=5- Q m ~ r r o ~ Vl -i ::0 fTl fTl -i fTl X -i fT1 Z Vl o z Vl o C -i I }> r (') Z ~ fT1 Z -i Vl (") }> r fT1 (") ~ -u ::0 o "- fTl (") -i ::J o ::J ro ro~ ~~r z ~ CJ n/O C D ") :C 0- I I -- --:=5 :=s m m ~'I~. J.' . . , ". i< . -.. /od City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.d.farmington.mn.us FROM: Mayor and COllllcilmembe~ David Urbia, City Administrator TO: SUBJECT: Council Workshop DATE: July 6, 2004 INTRODUCTION Currently there are two issues that are being researched that will have impact to our communities planning, development, and transportation. These issues are the proposed Metropolitan Council Wastewater System Plan Update for the Empire Service Area and the Trunk Highway Three Access Management Plan. DISCUSSION With both plans, there are several options to consider, each having varying impacts to this community. It is important that the City Council be presented the most up to date information and provide input and direction to staff. BUDGET IMPACT None at this time. ACTION REQUESTED Set up a Council workshop for Monday, July 19, 2004 at 6:00 p.m. David M. Urbia Ci ty Administrator I /eL- City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Cooncilmembers and City Administrato~ FROM: Randy Distad, Parks and Recreation Director SUBJECT: Community Center Feasibility Study DATE: July 6,2004 INTRODUCTION The City Council tabled a decision on whether or not to hire Ballard King and Associates (BKA) to complete a Community Center Feasibility Study (CCFS) for the City of Fannington at its June 21, 2004 meeting. Direction was given to staff to research how long the proposal was valid and to also prepare a financial report on the Park Improvement Fund budget to determine what kind of impact the CCFS would have on the Capital Improvement Plan for parks. DISCUSSION The Parks and Recreation Director contacted BKA about how long the CCFS proposal is valid. BKA has agreed to honor the proposal for 60 days from the date of the June 21, 2004 City Council meeting. The 60 day expiration date then would be August 20, 2004. BUDGET IMPACT Staff are currently working towards completing information on what impact the CCFS would have on the CIP budget for park development. The financial information will be forthcoming at a future City Council meeting ACTION REQUESTED Table this item to a future City Council meeting date. ~tfullY S~~ .. N~ Randy D stad, Parks and Recreation Director J/b City of Farmington 325 Oak Street Farmington, Minnesota 55024 (651) 463-7111 . (651) 463-2359 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator frv FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer SUBJECT: Akin and 208th Street Signal Lights DATE: July 6,2004 INTRODUCTION At the June 21 5t City Council meeting, Council directed staff to research the cost of the installation of temporary traffic control at the intersection of Akin Road and 208th Street and to provide a tentative schedule for the project. Attached is a memo from the traffic engineer addressing the issues for Council's reference. DISCUSSION The following schedule is recommended for the project: July 6, 2004 July 12, 2004 July 30, 2004 August 2, 2004 August 16, 2004 September 27, 2004 October 15,2004 - City Council authorization to bid the signal system. - Completion of plans and specifications, advertisement to newspaper for bids. - Bid opening. - City Council awards project. - Construction begins. - Signal turn-on date. - Final clean-up and project completion. The project specifications could require an earlier completion date as outlined in the attached memo, however, it is likely that restricting the schedule any further would affect the bid prices. As mentioned in the attached memo, it is recommended that the controller cabinet be ordered early to facilitate the construction schedule. This item is less than $50,000 (approximately $20,000) and therefore can be acquired separate from the formal bidding process. BUDGET IMPACT The estimated cost ofthe signal is $95,000. Engineering costs are estimated to be $7,500 which includes design and construction inspection. The earlier estimate of $80,000 as a ceiling was indicated from recent bids received by other government agencies. However, these agencies supply their own controller cabinets, the cost of which was not reflected in the $80,000 amount. ACTION REQUESTED 1. Council authorization to advertise for bids for the signal project. 2. Council authorization to pre-order the controller cabinet. Respectfully Submitted, ~m~ Lee M. Mann, P .E. Director of Public Works/City Engineer cc: file ~ - 1\11 Bonestroo Rosene Anderlik & Associates Engineers & Architects MEMORANDUM Action/Equal Opportunity Employer and Employee Owned Principals: Otto G. Bonestroo. P.E. . Marvin L. Sorvala, P.E. . Glenn R. Cook, P.E. . Robert G. Schunicht, P.E. . Jerry A. Bourdon, P.E. Senior Consultants: Robert W. Rosene, P.E. . Joseph C. Anderlik, P.E. . Richard E. Turner, P.E. . Susan M. Eberlin, C.P.A. Associate Principals: Keith A. Gordon, P.E. . Robert R. Pfefferle, P.E. . Richard W. Foster, P.E. . David O. Loskota, P.E. . Mark A. Hanson, P.E. . Michael T. Rautmann, P.E. . Ted K. Field, P.E. . Kenneth P. Anderson, P.E. . Mark R. Rolfs, P.E. . David A. Bonestroo, M.BA . Sidney P. Williamson, P.E., L.S. . Agnes M. Ring, M.B.A. . Allan Rick Schmidt, P.E. . Thomas W. Peterson. P.E. . James R. Maland, P.E. . Miles B. Jensen, P.E. . L. Phillip Gravel III, P.E. . Daniel J. Edgerton, P.E. . Ismael Martinez, P.E. . Thomas A. Syfko, P.E. . Sheldon J. Johnson. Dale A. Grove, P.E. . Thomas A. Roushar, P.E. . Robert J. Devery, P.E. Offices: SI. Paul, SI. Cloud, Rochester and Willmar, MN . Milwaukee, WI . Chicago, IL Website: www.bonestroo.com To: Lee Mann, City Engineer From: Bryant J. Ficek Sheldon J. Johnson Subject: 20Sth Street! Akin Road Signal System Project No. 141-04-214 Date: June 30, 2004 This memorandum discusses the proposed temporary signal system at the intersection of Akin Road and 20Sth Street. Broken into three sections, the schedule is discussed first, followed by the cost estimate and other signal issues. Schedule The City indicated a desire to have a signal system operational before the start of the 2004- 2005 school year on September 1, 2004. In order to meet this plan, the following timetable would need to be followed: - City Council Authorization to Bid the Signal System - Completion of Signal Plans and Specifications - Notice to Paper for Bid Advertisement July 15, 2004 - Advertisement for Bids July 30, 2004 - Bid Opening August 2,2004 - City Council Awards Project August 9, 2004 - Construction Begins August 31, 2004 - Signal Turn-on Date September 17, 2004 - Final Clean-up and Project Completion July 6, 2004 July 12, 2004 This is a tight schedule that meets the bid advertisement requirements. Most important to note is the short construction time of just over three weeks. Normally the contractor would be given six to eight weeks to complete construction. 2335 West Highway 36. St. Paul, MN 55113.651-636-4600. Fax: 651-636-1311 Materials needed to complete this project have current lag times of 14 to 60 days, depending upon the exact item. Calls to suppliers suggest the controller cabinet will be the item with the longest lag time of about eight weeks. Therefore, the City will need to pre-order the cabinet, the vehicle and pedestrian signal heads, and the video detection system if the above accelerated schedule is utilized. The contractor is not expected to have difficulty in obtaining the other necessary items. Based upon the above schedule, these items could be ordered on July 12,2004 when the signal plans and specifications are completed. Ifthe pre-ordered items do not arrive in a timely manner, the schedule will be drawn out further. Cost Estimate Recent bids on other projects suggest a cost of approximately $75,000 for a temporary signal of this nature. However, these bids were for agencies that supplied their own controller cabinets. The cost for a controller cabinet is up to $20,000. Therefore, the cost estimate for this project is $95,000. As video detection has become more widely used in the last couple years, the costs have decreased. This cost is now comparable to loop detection when considering the extra conduit, wire, handholes, and construction time needed for loop detection. Thus, switching to loop detection instead of video detection would be expected to provide little in terms of cost savings. Although this project is for a three-legged intersection, which typically uses less material and signal equipment, any cost savings could be lost if the fast paced schedule is followed. When the City does decide to replace this temporary signal, several components will be able to be re-used to help reduce costs for the future permanent signal system. These items include the controller cabinet, video detection system (cameras, monitor, etc.), and the signal heads. The approximate cost for these items is $35,000 - $40,000. With permanent signal systems currently starting about $150,000, the signal equipment purchased now represents about 25 percent of that future cost. Other Issues Once the signal is completed, the City will need to consider future maintenance. Dakota County currently has agreements with other Cities within the County for routine maintenance on signal systems. An arrangement with the County should be examined if the City Council authorizes this proj ect. Signal timing will be included with and completed at the same time as the plans and specifications. The signal timing would be expected to include protective/permissive left turn phasing for the southbound left turn on Akin Road. In addition, minor adjustments would be made in the field once the signal is operational to ensure vehicle queues are kept to a minimum, especially during the school's morning and afternoon peaks. 2335 West Highway 36. St. Paul, MN 55113.651-636-4600. Fax: 651-636-1311 Values Statement Excellence and Quality in the Delivery of Services We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional and cost-effective manner. Fiscal Responsibility We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Ethics and Integrity We believe that ethics and integrity are the foundation blocks of public trust and confidence and that all meaningful relationships are built on these values. Open and Honest Communication We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. Cooperation and Teamwork We believe that the public is best served when departments and employees work cooperatively as a team rather than at cross purposes. Visionary Leadership and Planning We believe that the very essence of leadership is to be visionary and to plan for the future. Positive Relations with the Community We believe that positive relations with the community and public we serve leads to positive, involved, and active citizens. Professionalism We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees.