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HomeMy WebLinkAbout10.20.03 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 promising future. AGENDA REGULAR CITY COUNCIL MEETING OCTOBER 20, 2003 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 t. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (10/6/03 Regular) (10/l/03 Special) b) Set Public Hearing Various Licenses and Permits - Administration c) School and Conference - Fire Department d) Approve Professional Services Contract - MIS e) Park and Recreation Commission Minutes - Parks and Recreation t) Approve Cooperation Agreement Community Development Block Grant Program - Community Development g) Approve Bills 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Customer Service Response Report - Administration b) Schedule Board and Commission Interviews - Administration c) Dakota County Draft 2004-2008 CIP - Engineering d) September 2003 Financial Report - Finance e) Discussion of MUS A Review Committee Process - Community Development 11. UNFINISHED BUSINESS 12. NEW BUSINESS Action Taken Approved November 3, 2003 Information Received Approved Information Received Approved Approved Information Received January 3, 2004 Information Received Information Received Approved 13. COUNCIL ROUNDTABLE 14. ADJOURN 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 OCTOBER 20, 2003 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 ,. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (10/6/03 Regular) (10/1/03 Special) b) Set Public Hearing Various Licenses and Permits - Administration c) School and Conference - Fire Department d) Approve Professional Services Contract - MIS e) Park and Recreation Commission Minutes - Parks and Recreation f) Approve Cooperation Agreement Community Development Block Grant Program - Community Development g) Approve Bills 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Customer Service Response Report - Administration b) Schedule Board and Commission Interviews - Administration c) Dakota County Draft 2004-2008 CIP - Engineering d) September 2003 Financial Report - Finance e) Discussion of MUSA Review Committee Process - Community Development 11. UNFINISHED BUSINESS 12. NEW BUSINESS Action Taken Pages 1-14 Page 15 Page 16 Pages 17-19 Pages 20-26 Pa~es 27-35 Page 36 Pages 37-38 Pages 39-40 Pages 41-64 Pages 65-66 Pages 67-75 13. COUNCIL ROUNDTABLE 14. ADJOURN City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ciJarmington.mn.us October 17, 2003 Kevin Carroll Community Development Director City of Farmington, MN. RE: Met Council Presentation. Dear Kevin; I was very impressed with your. presentation to the Met Council this morning. Ifnothing else, I believe you gave them a presentation they will remember, and certainly one that should stand out above the rest. In setting us apart from the pack, perhaps the merits of our request will get a second look and give us that competjtive edge necessary to rise above political sway. It is not necessary for us to be a "Big Dog," but ifwe continue to allow creativity such as you demonstrated this morning, I have no doubt that we will be a very "Good Dog.". Good boy, L~c4.P'.-. I~van Soderberg ~ Councilman Missi01l Stateme1lt Through teamwork and cooperation. the City of Farmington provides quality services that presen'e our proud past and foster a promising future. 7a... COUNCIL MINUTES REGULAR October 6, 2003 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: Audience: Ristow, Cordes, Fitch, Fogarty, Soderberg None Joel Jamnik, City Attorney; Dan Siebenaler, Interim City Administrator/Police Chief; Robin Roland, Finance Director; Kevin Carroll, Community Development Director; 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 John Kampf, Randy Oswald, Sharon Flynn, George Flynn, Deb Richter, Brad Meeks, Don Hayes, Bev Preece, Orville Swenson, Cy Hennick 4. APPROVE AGENDA Changes to the agenda included item 8a) postponing the designation of the Akin House as a Heritage Landmark, removing item lOc) Approve Joint Powers Agreement Dakota County MAAG, and adding l4a) Executive Session - Collective Bargaining Negotiations. MOTION by Fitch, second by Cordes to approve the Agenda. APIF, MOTION CARRIED. s. ANNOUNCEMENTS a) Introduce New Employee - Public Works Ms. Jennifer Collova was introduced as the new Natural Resources Specialist. b) Introduce Temporary Employee - Administration Ms. Deb Richter was introduced as a temporary employee at the reception desk. 6. CITIZEN COMMENTS Mayor Ristow invited Mr. Brad Meeks, the new School Superintendent, to the Council Meeting. He began on September 2, 2003 and looks forward to working with the school and the city. 7. CONSENT AGENDA MOTION by Soderberg, second by Cordes to approve the Consent Agenda as follows: Council Minutes (Regular) October 6, 2003 Page 2 a) Approved Council Minutes (9/15/03 Regular) b) Received Information Parks and Recreation Commission Minutes - Parks and Recreation c) Adopted RESOLUTION R72-03 Accepting Donation - Parks and Recreation d) Adopted RESOLUTION R73-03 Accepting Donation - Parks and Recreation e) Adopted RESOLUTION R74-03 Accepting Donation - Parks and Recreation f) Adopted RESOLUTION R75-03 Accepting Donation Heritage Preservation Commission - Administration g) Adopted RESOLUTION R76-03 Accepting Donation Heritage Preservation Commission - Administration h) Adopted RESOLUTION R77-03 Gambling Event Permit Farmington Sno- Tigers - Administration i) Received Information Capital Outlay - Parks and Recreation j) Received Information Capital Outlay - Parks and Recreation k) Adopted ORDINANCE 003-500 Text Amendment Parks and Recreation Commission - Parks and Recreation 1) Approved Encroachment Agreement with Northern Natural Gas - Parks and Recreation m) Approved Metering Equipment Purchase - Public Works n) Adopted RESOLUTION R78-03 Appointment of Responsible Authority MN Data Practices - Administration 0) Approved bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS a) Adopt Resolution - Designating Farmington Heritage Landmarks - Administration The Exchange Bank: Building and the Church ofthe Advent were placed on the National Register of Historic Places in December of 1979. Therefore, these properties meet the eligibility criteria for designation as a Farmington Heritage Landmark. Documentation supporting the designation was prepared by Robert Vogel dated July 2003. The property owners support this designation. MOTION by Soderberg, second by Fogarty to close the public hearing. APIF, MOTION CARRIED. MOTION by Fogarty, second by Soderberg adopting RESOLUTION R79-03 designating the Exchange Bank: Building, and the Church ofthe Advent as Farmington Heritage Landmarks, and noting the two properties as heritage landmarks on the Official City Zoning Map. APIF, MOTION CARRIED. 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) August 2003 Financial Report - Finance Revenues are at 93% of annual budgeted permit revenue at 66% of the year completed. The Liquor Store enterprise fund is at 74% of annual revenues. Council Minutes (Regular) October 6, 2003 Page 3 Expenditures are at 69% of annual expenditures due to a number of expenditures having one-time charges rather than being spread over a period oftime. b) Adopt Snow Removal Policy Sidewalks, Trails and Outdoor Rinks - Parks and Recreation Staff approached the Parks and Recreation Commission regarding developing a policy for snow removal. A subcommittee was formed, and recommended the following prioritized format for snow removal: First Priority: Second Priority: Third Priority: Fourth Priority: Downtown area including sidewalks and Arena parking lot Trails that lead to schools Outdoor rinks (Monday-Friday) Remaining City park trails Staff asked for direction from Council if this is the priority that should be followed. This is not a change from how snow removal has been done in the past, it just provides a written policy. Mayor Ristow asked about snow removal around the library. Parks Supervisor Hayes replied the Public Works department plows the parking lot and the Parks department clears the sidewalks. Mayor Ristow then asked about the arena and the trail through Rambling River Park to the Middle School. Parks Supervisor Hayes stated the number one priority would be the cleaning of all the sidewalks downtown and at the arena. After that they would go to the trails that lead to the school knowing they have to have them cleaned by 7 a.m. If the plow crews start at 3 a.m., Parks start at 2 a.m. to clean sidewalks, so from 2 a.m. - 5 a.m. they clean sidewalks and then go to the trail system that leads to the school. Councilmember Soderberg asked how long it takes to clear sidewalks and trails. Parks Supervisor Hayes replied it depends on the amount of snow we receive. If they have a crew working nights, and all of staff present they can ftnish the ftrst and second priorities by 8 a.m. Councilmember Fogarty asked if all the trails are cleaned. Parks Supervisor Hayes stated they have done all the trails, but found some were not utilized so they set priorities. They will try to clean trails going through neighborhoods, except for example the back trail in East Farmington due to snowmobile traffic. Mayor Ristow complimented Parks Supervisor Hayes saying in the past an excellent job has been done on all the trails. Councilmember Cordes noted on weekends the outdoor rinks would not be done, and there will be shovels available for residents to use. If it snows on a weekend she asked if the first and second priorities would be done and then leave the rest for during the week. Parks and Recreation Director Distad replied that is the plan as they wanted to get priority routes done ftrst and weekends would be overtime. The purpose ofthe plan was to create a plan that prioritized trails so eventually they will all be cleared. Council Minutes (Regular) October 6, 2003 Page 4 MOTION by Cordes, second by Fogarty adopting the Snow Removal Policy for downtown sidewalks, trails and outdoor rinks. APIF, MOTION CARRIED. c) Approve Joint Powers Agreement Dakota County MAAG - Police Department This item was tabled to a future meeting. d) Consider Comprehensive Plan Amendment & Zoning Map Amendment for 1000,1012,1020 8th Street - Community Development This item was discussed at the September 9,2003 Planning Commission meeting. All three property owners had submitted a collective application to have the comprehensive guide plan changed for these three lots to business and have the zoning changed to commercial use. All the Planning Commission members had concerns about the application. Questions were raised such as screening for the homes to the west and ongoing and significant drainage problems. The Planning Commission recommended denial of the application. One owner has come back to staff and submitted a revised application that addresses these concerns. Staff recommended the Council remand this application back to the Planning Commission for further consideration. There are also some options for Council such as, they could also approve the applications even though the Planning Commission recommended denial, the Council could also deny the applications, or Council could remand the application back to the Planning Commission. There would be another public hearing at the November 12, 2003 Planning Commission meeting. Property owners within 350 feet would also be notified. Staff recommended Council remand this back to the Planning Commission and authorize staff to extend the normal 60 day review period to 120 days. Mayor Ristow noted the applicants did not have a proposed plan at the Planning Commission meeting and asked ifthat was a common item to include with the application. Community Development Director Carroll replied staff and the Planning Commission had a natural interest in what they were going to do. There were no specifics offered, and that was part of the reason it was denied. Staff assumes the plan is to expand the parking area for the auto operation. The applicant would be asked to provide a plan at the meeting. The residential uses on the remaining lots would be continued for now, and as they became vacant, would be used for retail. Councilmember Soderberg asked if a plan would be obtained during the redevelopment phase that would address drainage and screening. Staff replied at some point it would. There have been cases were areas have been rezoned without any plans such as the Spruce Street area. Staff prefers to get a plan in the early stages, but it would be required at some point. Councilmember Soderberg asked ifthe zoning can be denied because of a specific use. Attorney Jamnik replied yes. Council Minutes (Regular) October 6, 2003 Page 5 Mr. Orville Swenson, 1007 7th Street, stated they back up to the second lot and comer the next lot. He felt at the Planning Commission meeting the application was denied more because of the drainage problem. The drainage from lot 3 cannot run north, it runs through Mr. Hennick's property and out to Hickory Street. He then showed pictures of snow that was removed from the car lot and placed on the empty lot where the house was removed. When the house was removed the basement had been filled and also the ditch by the frontage road. The water used to drain to the east until the terrain was changed. The ditch along the frontage road used to hold some of the water. One day Mr. Swenson noticed trucks coming with fill for the lot. As he had been told by staff that nothing would be done until a hearing was held, he called the Mayor, who contacted staff, and the work was stopped. He asked to have the ftll removed as it was ftlled without a permit. According to ordinance, lots have to be paved. If that happens, the water will come through faster. He cannot see any other way to control the drainage. They could live with it the way it was. Mayor Ristow explained there was a house on that lot, and a permit was received to move the house to a lot on Main Street. The lot was filled up considerably compared to what it was when the house was there. He asked if anything was addressed in the permit regarding fill. Staff replied the owner was told they had to ftll in the foundation. Staffhas heard they went beyond that. Mr. Cy Hennick, 1011 ih Street, lives directly behind the property. He stated there used to be a 3 foot drop all along the frontage road. They filled it in and sloped it to where the house was and to the driveway. When the owner bought the property he knew it was zoned residential. He thinks they should consider how people in the neighborhood feel. He is concerned with the drainage and the use of the property. On the owner's present property the fence is falling down, and there was a brush pile behind the garage that has been there for five years with rabbits and rats running out of it. They did clean out the brush pile this weekend. Councilmember Soderberg stated there has been a change in the drainage and it needs to be addressed. Mayor Ristow stated usually there is a transition between commercial and residential. Mr. Hennick stated the business owner also owns the next two lots. At the Planning Commission meeting they led people to believe that the people living there were the owners. They are just renting the homes. Staff stated the applications were recommended for denial by the Planning Commission. They are not asking Council to rule on that. There will be two more opportunities to address this at the Planning Commission and when it comes back to Council. When the final application is received, these issues will be addressed. Mayor Ristow stated the Council and Planning Commission have the same concerns. There were more residents that appeared at the Planning Council Minutes (Regular) October 6, 2003 Page 6 Commission meeting with concerns. Councilmember Fitch asked how they can keep a garage on the property without a house. Staff replied you cannot build an accessory structure on a lot that does not have a house. If the house is there and there is an accessory structure and the house is moved, staff is not sure if that triggers a requirement that the garage be moved. That would be a legal matter. Councilmember Fitch stated ifthey are storing brush and other things behind the garage and the garage should not be on the property that is another issue of code enforcement. If they brought in ftll and filled in a drainage area, that is not allowed in residential areas. If you do that, according to our new as-built system, the city will remove the excess at your cost. If that is happening, that has to be resolved regardless of whether that gets rezoned or not. Engineering staff will look at the surface water flows. Mayor Ristow stated the water does not disperse anywhere and the area has to be pumped. We would not want to take away any areas that hold water and put in blacktop. Councilmember Soderberg stated even without putting in blacktop, they are filling in a holding area that was there. The question is what can we do at this point, as that needs to be corrected. If they get it changed to business or want to put in a parking lot, we have to address the drainage problems caused by that, but let's restore the drainage situation. Attorney J amnik stated it depends on whether the application is reviewed and approved. We would not want to remove fill as part of an enforcement action, if it will be replaced as part of an approved application plan. If the application is denied, the question will come back to staff as to what steps to take to restore the property to a pre- filled, non-altered state if they did not pull the permits. It would not make sense to take an enforcement action at this point, if at a later date the fill will be put back in and do something else to the property as part of an approved application. It depends on what happens with the next steps ofthe application. The same thing with the structures. If you remove a house and put a new house back on the lot, there is no problem with the garage remaining. If you are going to take the house down and put in a parking lot and turn it into a commercial use, there would be a violation of the code. It is clear the property owner did some things without permits and without staff review that can be fixed through this application or subsequent enforcement action. Mayor Ristow asked if they brought in 100 yards of fill, if this does not get resolved until November or December, and there is a tremendous amount of snow, what protects these people from getting flooded more. Attorney Jamnik stated it depends on what happens with the application. If the application is denied then as part of the enforcement action, the city will try to restore the previous conditions or take other steps to mitigate any potential flooding next spring. Interim City Administrator Siebenaler stated one question that will have to be answered by Engineering staff is the condition or the elevation of the lot prior to adding the fill. If the city removes 2.5 feet of fill, would water be allowed to flow out to the frontage road on 8th Street, or would it continue along the route through the back yards. We may not gain anything by taking the fill out immediately. Engineering staffwill have to answer that. Mr. Swenson stated the ditch held the Council Minutes (Regular) October 6, 2003 Page 7 water there and it soaked away. The natural water flow was to the north. Interim City Administrator Siebenaler stated a more pertinent question might be where does snow storage occur on the lot. As opposed to adding more runoff in the spring by storing excess snow on the lot, the city may want to prohibit snow storage there to limit the amount of runoff produced. That can also be reviewed by Engineering staff. Mayor Ristow stated it is an R-210t and has to be treated as an R-2 lot. Not too many people would take snow from a commercial lot and dump it on a residential lot. Especially if it will infringe on neighboring lots. Councilmember Fitch asked if the property gets rezoned, and because of the conftguration ofthe area, the city cannot provide suitable runoff for that area and yet we approve the zoning, how does that work? Staff replied there is a lot without a house. The drainage problems have to be addressed regardless of what is done with the lot. If you keep it residential and someone wants to place a house there, you are adding more impervious area regardless of what is done. These issues have to be resolved regardless of what is proposed for the lot. The drainage has been discussed the most, so that must be the issue of most concern to the residents. They are also concerned about a business use close to their homes. A different application has been received, and the applicant, staff and the Planning Commission have a better understanding ofthe issues, so more attention can be addressed to them in November. MOTION by Soderberg, second by Fogarty to remand the rezoning and comprehensive plan amendment request back to the Planning Commission and direct staff to extend the 60-day time limit to 120 days. APIF, MOTION CARRIED. Councilmember Soderberg asked if it was proper for Council to direct staff to direct the owner to make sure the water is somehow contained. Attorney Jamnik stated he would not say so, it is part of the application process. Staff will be looking at the drainage issue as part of the site plan review. Councilmember Soderberg stated he is also concerned about what happens this spring if there is a lot of snow or a lot of rain. He does not want to see either of these houses flooded. Attorney Jamnik stated Council will get the application back following the next Planning Commission meeting and if not, there will be an enforcement action subsequent to that. e) Quarterly Building Report and Population Estimate - Community Development During the third quarter the city issued 55 single family permits and 84 townhouse unit permits. This is the ftrst quarter where the number of townhouse units exceeded single family units. The total number of residential units so far this year is 440, including 243 single family, and 197 multi-family homes. The average number of permits per quarter is 147, for the year it will be 587, which is 5 more than last year. During the first quarter, the average value of a townhouse was $120,000; $150,000 for the second quarter, and $207,000 for the third Council Minutes (Regular) October 6, 2003 Page 8 quarter. This does not include the value ofthe land. The valuation of a townhouse exceeded the valuation of a single-family home for the first time in the third quarter. The estimated population as of September 30,2003 is 17,911. Councilmember Fitch asked about the status of commercial and industrial projects such as Vinge Tile and Just Kidding Around Daycare. Staff replied construction plans are in and under review for both projects. If everything comes in that is required, staff would be in a position to issue building permits for both projects. Councilmember Fitch then asked about the status ofthe Knutsen property in the Spruce Street area. Staff replied a meeting was held today to discuss the progress ofthe AUAR. Staff is waiting for information from the MPCA. It is still on track. New Century would like to break ground in the spring and start construction as soon as possible. Construction plans could be reviewed and building permits issued in the second or third quarter of 2004. 11. UNFINISHED BUSINESS a) Fire Department Tanker Truck Bids - Fire Department Bids were opened on September 15, 2003 and two bids were received. Both bids were over the allowable $165,000 that was approved for the 2003 budget. The Fire Department is looking at reducing the requirements and will re-bid the item. Fire Chief Kuchera felt this would not be able to be completed by the end ofthe year. Their goal is to come back to Council after the bid document is reviewed and present it to Council on October 20,2003. He requested Council reject the two bids received due to the cost. Councilmember Cordes asked if these were the only two places that make these tanker trucks. Fire Chief Kuchera replied there are not a lot of manufacturers that make the vacuum type tank. The documents were sent to a number of companies and it was advertised. Councilmember Fitch asked ifthe equipment they will have to downgrade is critical to their operation. The truck it is replacing is over 20 years old. This will be something that will be around for awhile. He asked if the $30,000 difference is something that can be added on later or is it an integral part of the equipment when it is ordered. Fire Chief Kuchera stated the goal was to reduce the rural ISO rating. In order to do that, they have to haul more water. The goal was to bid a truck that would haul 3,000 gallons of water. That requires a twin-axle type chassis because ofthe weight. They may have to down size the size ofthe tank. Typically there are 2,000 gallons on a single-axle truck. Councilmember Fitch stated most of the rural area that we are responding to is not in the city of Farmington. He asked ifthere was a way to work with surrounding townships to provide the difference in the amount. Finance Director Roland stated as part ofthe contract with the surrounding townships, the city takes into consideration the cost of the equipment and depreciation. So it is already factored into the contracts and the city cannot go for any additional dollars. She called to Council's attention it was her understanding there was a particular component that was bid for the project, described as a vacuum pump. That is not the most important part of this. The most important part is how much water you can carry Council Minutes (Regular) October 6, 2003 Page 9 in the tanker. She asked Fire Chief Kuchera if they might be willing to forego the vacuum capacity in order to carry more water. Fire Chief Kuchera replied that is an option they have to consider. Finance Director Roland continued, stating there would be more people who would be able to bid on the project because they would not have to provide the vacuum pump. Fire Chief Kuchera replied that is correct. Mayor Ristow asked if these bids were with the vacuum pump. Fire Chief Kuchera replied they were with the vacuum pump and tank. There are other areas in the bid they can look at. They may be able to delete a number of things to get down to the $165,000 and still maintain the vacuum aspect. They do not want to go out for bids and have the same thing happen. The committee is working with manufacturers to come up with a solution. Mayor Ristow asked if the vacuum system could be left off and then added on later and have the same capacity as from the factory. Fire Chief Kuchera stated that would be difficult to do, as the tank has to be sealed differently. He did not think that would be a wise decision. If they are going to go with a vacuum type arrangement, they would want to do that from the beginning. Interim City Administrator Siebenaler stated the Fire Department has a committee working on this with a combined experience of more years than anyone can count in putting these types of packages together. He suggested Council return it to the committee and allow them to make the presentation on October 20,2003. Councilmember Soderberg asked if October 20 would allow enough time. Fire Chief Kuchera stated they are meeting tomorrow night and will try to ftnalize the document. Attorney Jamnik and staffwill have to review it and then get it back to Council. If not, it will have to be delayed a couple weeks. Councilmember Fogarty stated she was disappointed. When it comes to public safety $30,000 does not seem like a lot of money at the end ofthe day. MOTION by Fitch, second by Cordes to reject the two bids received. APIF, MOTION CARRIED. 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Fogarty: She noted there were five separate donations on the agenda and she thanked the contributors. Councilmember Fitch: He noted the Budget Workshop last week missed a lot of attention. The city is in good financial shape. Council has worked hard to approve and spend money staffhas brought forward. Thinking outside the box this year, and getting staff and employee buy-in into the budget is very commendable. It makes the Council's job a lot easier. Council Minutes (Regular) October 6, 2003 Page 10 Interim City Administrator Siebenaler: In order to develop a rotating schedule for the Council/Chamber breakfast he will need Council's schedules. The first one is scheduled for October 23, and he suggested the Mayor attend and asked the rest of Council to let him know their availability and schedules. Mayor Ristow: He and Interim City Administrator Siebenaler met with Superintendent Meeks and the Chairman of the School Board. They addressed some issues and hopefully everything will be on track. He reminded everyone it is Homecoming this weekend and encouraged everyone to support the team. 14. EXECUTIVE SESSION a) Collective Bargaining Negotiations Council adjourned into Executive Session at 8:38 p.m. 15. ADJOURN MOTION by Cordes, second by Soderberg to adjourn at 8:53 p.m. APIF, MOTION CARRIED. Respectfully submitted, /.'", (~~_ D ,l;;r-7. p7/ ~''''''~~Cl(...o ~&<./ Cynthia Muller Executive Assistant COUNCIL BUDGET WORKSHOP MINUTES October 1, 2003 Mayor Ristow called the meeting to order at 6:02 p.m. Present: Ristow, Fitch, Fogarty, Soderberg Absent: Cordes Also Present: Dan Siebenaler, Interim City AdministratorlPolice Chief; Robin Roland, Finance Director; Kevin Carroll, Community Development Director; Randy Distad, Parks and Recreation Director; Lee Mann, Public Works Director/City Engineer; Brenda Wendlandt, Human Resources Director; Ken Kuchera, Fire Chief; Rosemary Swedin, Accountant; Cynthia Muller, Executive Assistant MOTION by Soderberg, second by Fitch to approve the agenda. APIF, MOTION CARRIED. Interim City Administrator Siebenaler stated 2004 will be a very different budget year. The budget process begins with Council giving staff budget goals and direction, staffmeets and comes back with a balanced budget, it is discussed by Council and approved. Staff solicited ideas from supervisors and department heads on what the city needs to keep functioning. The ideas are then prioritized. The management team set three internal goals: 1. Nobody loses their job because of the budget. 2. Any decisions made needed to promote effIciency. 3. The budget has to be sustainable. Staff identified where the resources were and the limitations. This year, meetings were held with all city employees. The budget proposal was explained and what it would mean to them. It means employees will have to work harder, smarter and longer and with less resources than in the past. What makes this budget different from other years is the state has prohibited the city from using the resources available such as growth in valuation and new housing and business units. This year any requests had to be reasonable and real. Even with that, most of everything asked for was eliminated from the budget. This will affect the ability to do jobs quickly. There were some requests for personnel, all justiftable. Even though those needs could not be met this year, as the city grows the need for personnel will grow and this will have to be addressed in future budgets. In mid-2004 the city will be providing services to a population that is 30% bigger than when the budget was prepared for 2003. Staffwill not be asking Council for more money because there is no more money. Staff did ask for Council's support as far as requests from residents. Requests for tall grass, weeds, low branches will be handled as soon as possible. All requests will need to be prioritized as to importance. Council needs to send that message to residents who call them with these requests. The city is not broke; we are in excellent financial condition. We have resources that are waiting, we just cannot use them. The money the city will be allowed to use in 2004 and possibly 2005 has been limited. Finance Director Roland presented the 2004 preliminary levy and budget. The proposed levy is $4.651 million which is $408,736 more than the 2003 levy of $4.2 million. This is the state imposed levy limit. The state levy limit has no growth factors. Any capital outlay is excluded from the general fund budget, and the city is able to issue certiftcates of indebtedness to fund Council Budget Workshop Minutes October 1, 2003 Page 2 these items. The city has to have the ability to grow the levy in conjunction with the growing city and use the financial resources from those households to help pay for the services required by the residents. The general fund revenues are estimated at $6.157 million with 58% of that coming from property taxes. That is up from 52% from 2003. The estimated revenues include no government aid. LGA was eliminated by the state legislature. The city should have received $593,000. Additional funds were levied in 2003 to help offset part of this loss. In 2003, the city will neither add nor deduct from the general fund balance due to additional permit revenues. General fund revenues are only 1.5% greater than the 2003 budget. The city is working with the same amount of revenue in 2002, 2003 and 2004. There is growth in the tax base of over 46% between those three years. Regarding 2004 expenditures, there is a 6.7% increase in general fund operating expenses. This is due to normal operating expenditures. Finance Director Roland then reviewed 2003 vs 2004 revenues and expenditures. There are signiftcant reserves in the enterprise funds to help replace equipment and offset any potential future rate increases for 2004. There is also an amount in the 2004 Transfers from the private capital projects fund. In 2003 this revenue source was not used, however in 2004 it will be used to help offset any additional development costs. If assistance is needed in the building department for additional staff there is a particular fund that has administrative and engineering revenues. $100,000 will be transferred back from that fund. This is existing money. Councilmember Fogarty asked ifthat was one-time money. Finance Director Roland replied it could be. The city charges developers for engineering and administrative services. That money does not go into the general fund it goes into this separate fund. It has a fund balance of $200,000 and grows every year. Mayor Ristow asked if that was done by other cities. He recalled there was controversy when the school board bought property with reserved money. He asked if this was money being held back or from development. Finance Director Roland replied this is strictly from development. Mayor Ristow stated to explain it to the taxpayers that we have an extra $300,000 but yet we are raising their levy, they would say to use the reserves rather than taking more from the taxpayers. Interim City Administrator Siebenaler stated this money is collected speciftcally for this purpose to cover overhead costs. This is responsible operation. Mayor Ristow asked what happens when the permits drop off. Finance Director Roland replied the city will do a minimum of 400 permits in 2004. Interim City Administrator Siebenaler stated if revenue does not come in we have to fall back on the fund balance or cut expenses. Councilmember Soderberg asked if there was a state limit on the enterprise fund balance. Finance Director Roland replied no. Enterprise funds exist as a business with enough revenue to cover the expenses including depreciation and future reserves for necessary infrastructure and capital outlay. The city has not raised rates in sewer, water, garbage, or storm water in at least 3- 4 years. The city is still able to cover all expenditures and provide for future needs in the enterprise fund balances. The water fund has $4 million in cash which includes money put away for a water treatment plant, water main and future projects. Finance Director Roland then reviewed expenditures for 2003 vs 2004. Expenditure increases are at an average of5%. The proposed 2004 fund balance will remain at $2.377 million or 38% ofthe annual expenditures. There will be no additions or deletions to the fund balance for 2004. The city will be using the same amount of revenue to cover additional expenses. Council Budget Workshop Minutes October 1, 2003 Page 3 Mayor Ristow asked if staff was projecting for new employees. Interim City Administrator Siebenaler stated they are proposing 1 position being funded by sewer and water for public works. One police officer at mid-year and ifit cannot be sustained in 2005, the position will not be filled in 2004. Other positions are half-time temporary intern positions in planning and building inspections. Mayor Ristow noted Human Resources is up $29,000. Finance Director Roland replied that includes benefits and salary increases per contract. A staff person was added in 2003. Some of the differences in personnel services has to do with where the hours have been allocated. Staff has watched over the last five years where people actually spend their time. Increases have to do with when people are hired and at what rate. A Natural Resources person was hired at the end of the third quarter, but money was budgeted for the whole year. Therefore, there is a savings. Mayor Ristow then asked about insurance premiums and if that was estimated. Finance Director Roland replied that is for the general fund portion of the insurance. There have been 10% increases in property and liability insurance for the last four years. Mayor Ristow then noted nothing was projected under public works for gas and electric. Finance Director Roland replied currently these services are allocated to the building maintenance division of the Parks department for the Central Maintenance Facility. Mayor Ristow stated the liquor store rent took a large jump. Finance Director Roland replied it is a $1500 increase. The renewal of the lease will be up in 2004. At that time staffwill have to decide ifthey want to stay in that space. Councilmember Fogarty noted the pool salaries went from $15,000 to $27,000. Finance Director Roland replied that has to do with the hours of the full-time park and rec staff that are attributable to the pool. Parks and Recreation Director Distad stated they have found that employees are spending more time with pool activities than park and rec programs. Human Resources Director Wendlandt talked about staffing. A conservative approach has been taken when adding staff in previous years. A street and utility worker was added two years ago and this was the first one added in ten years. Staff looks at whether a position is really needed, can we get by for another year, and can the city keep the person employed in subsequent years. There were nine requests for full-time staff. There were three sergeant positions which would have been promotional opportunities. There was a request for a half-time person to go to % time and a ~ time clerical person to full-time. An analysis was done of a number of departments with cities of a similar size. Farmington's staff is 14 people shy of the average. Part of that is due to only adding staff when needed and the staff is incredible. They are very hard-working and everyone does what it takes to get the job done. Two volunteer fireftghter positions have been added for 2004. Staffwill be asked to work harder and smarter. They will not get anymore help to pick up the slack. In the employee meetings, no one said we cannot do this, it was how can we do this. It might take longer to fill requests. Mayor Ristow stated he agreed and he has heard from residents that staff goes out of their way to provide service. Human Resources Director Wendlandt stated when she recommended that the police department get a sergeant and police officer, Police Chief Siebenaler did not think that was fair that his department get the staffing that was available. The Police Department could use six additional officers. Interim City Administrator Siebenaler stated the effort that has gone into this budget has been more intense than any other budget. The sacriftces that have been made in each department have been greater and have had more input than in the past. Councilmember Fitch stated if you cannot do it as fast, respond to the people and let them know when you can get to it. As long as they are Council Budget Workshop Minutes October 1, 2003 Page 4 kept in the loop, they should not have any problem understanding. Interim City Administrator Siebenaler stated staffing levels are very low. The Police Department will be at the lowest ratio of officers to population of any comparable city. They strive to have 1.1 officers/l 000 population. Fannington will fall to a ratio of .84/1000. That is tied at the lowest ratio of any city our size. They are doing things more efficiently. Public Works is also three people short of the average. Employees are constantly looking at how to do a job smarter and quicker. Residents get a better value for their dollar than any city in the state. Employees are aware of what is happening in surrounding cities and are willing to work harder. In surrounding cities, people have lost their jobs. 2004 will be the most difficult year ever. However, the city is not broke. Finance Director Roland stated the Governor is suggesting cities increase fees. Most of what he is suggesting, Fannington already does. The gas franchise agreement is up for renewal. As part of the agreement a clause is included which allows Council to make the decision to charge a franchise fee. This would be collected from all users. This money would be put aside for future street reconstruction or the pavement management program. This is an option to provide citizen services and reduce taxes at a later date. Mayor Ristow stated the only problem he sees is that you have to have gas and electricity. Ifthe city charges a fee to the gas company, they will charge it back to the residents. Staff stated this just preserves an option for the next ten years. Mayor Ristow stated he was approached by the School Board Chairman to set up a meeting with the new Superintendent and Interim City Administrator Siebenaler. Mayor Ristow would like to invite the new Superintendent to a Council Meeting. Council agreed. Councilmember Fitch stated in light of the budget and the levy, there are three important matters coming before the Council, the new City Hall, the Fire Station, and Parks and Recreation will have a proposal for a new facility. That could all come in 2004 with probable 2005 tax implications. That debt is not subject to levy limits. He wants to look at the long range, big picture, big dollar items. The price tags could be between $11-12 million. Finance Director Roland did not disagree. She stated when they look at adding debt, they look at what the current debt limit is, what is falling off, and what they can reasonably afford to add. Councilmember Fitch stated there is not as much falling off as what these three projects will cost. MOTION by Soderberg, second by Fogarty to adjourn at 7:40 p.m. APIF, MOTION CARRIED. Respectfully submitted, C.~4~:a- /7'?c-c-~ .0' (// Cynthia Muller Executive Assistant City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.d.farmington.mn.us 7/; TO: Mayor, Councilmembers, Interim City Admioistra~ FROM: Lisa Shadick, Administrative Services Director SUBJECT: Set Public Hearing - Various Licenses and Permits DATE: October 20,2003 INTRODUCTION A public hearing is required for the renewal of various licenses and permits for the year 2004. DISCUSSION Each year the following licenses expire December 31, and are required by ordinance, to be reviewed at a public hearing prior to renewal: On-Sale Liquor Licenses Sunday Liquor Licenses Club Licenses On-Sale Wine Licenses Therapeutic Massage Licenses ACTION REOUIRED Set a public hearing for 7:00 p.m., November 3,2003, to review license renewal applications. Respectfully submitted, ~//l.~~. Lisa Shadick Administrative Services Director /G City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us FROM: Mayor, Councilmembers and Interim City Administr# Ken Kuchera, Fire Chief TO: SUBJECT: School and Conference - Fire Department DATE: October 20, 2003 INTRODUCTION The Fire Department is planning attendance at the Life Link III Trauma Tactics Conference. DISCUSSION Five members of the Fire Department will be attending the conference. Topics covered include facial trauma, traumatic injury in pregnancy, bums, airways, bioterrorism. The conference will be held in Red Wing, October 24-25,2003. BUDGET IMPACT Approved in the 2003 budget. ACTION REQUESTED Approve attendance at the Life Link III Trauma Tactics Conference. R;2:K:L Ken Kuchera Fire Chief lcf City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, Interim City Adrninistraro~ FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Renew Professional Services Contract DATE: October 20,2003 INTRODUCTION The 2004 Budget provides for a professional services agreement with the City of Lakeville to provide Informational Systems support. DISCUSSION In January of2003, the City of Farmington entered into a job-share arrangement with the City of Lakeville. This job-share position provides both Cities with staffing to help meet the growing needs in the area of Information Systems and to lessen the dependence on LOGIS. This arrangement has been cost effective and beneficial. Therefore, both Cities are recommending that this agreement be continued for 2004. BUDGET IMPACT The funding for this service is provided for in the 2004 budget. ACTION REQUESTED Approve the professional servIces agreement with the City of Lakeville for Information Technology support. . Respectfully submitted, iJULA~Mflvllt;- ,I Brenda Wendlandt, SPHR Human Resources Director AGREEMENT BETWEEN THE CITY OF LAKEVILLE AND THE CITY OF FARMINGTON THIS AGREEMENT is made as of the day of October, 2003, by and between the CITY OF LAKEVILLE, a political subdivision in the State of Minnesota, whose principal place of business is located at 20195 Holyoke Ave, Lakeville, Minnesota, and the CITY OF FARMINGTON, a political subdivision in the State of Minnesota, whose principal place of business is located at 325 Oak Street, Farmington, Minnesota. WHEREAS, the CITY OF LAKEVILLE and the CITY OF FARMINGTON are in the business of providing municipal services and must maintain appropriate staffmg levels in order to do so; and WHEREAS, the CITY OF FARMINGTON desires to retain the services ofthe City of Lakeville Information Systems department for technical and administrative support, and the CITY OF LAKEVILLE desires to provide these services; and WHEREAS, the CITY OF LAKEVILLE and the CITY OF FARMINGTON have negotiated certain terms and conditions regarding the provision of Information Systems services and desire to enter into this written agreement under the terms and conditions contained herein; NOW THEREFORE, in consideration ofthe mutual promises contained herein it is hereby agreed: 1. Term: The CITY OF FARMINGTON hereby retains the services of CITY OF LAKEVILLE Information Systems department for a fixed term from January 1, 2004 through December 31, 2004. Either party may terminate this agreement at an earlier date, but not later than August 15,2004, with or without cause. 2. Work Hours: The Information System's department employee work hours for the CITY OF LAKEVILLE shall typically be from 8:00 a.m. to 4:30 p.m., Monday, Wednesday and Friday. The employee's work hours for the CITY OF FARMINGTON shall typically be from 8:00 a.m. to 4:30 p.m., Tuesday and Thursday. In the absence of emergency needs at the CITY OF LAKEVILLE, the Employee shall also be made available to respond to emergency calls from the CITY OF FARMINGTON during hours typically worked for the CITY OF LAKEVILLE. 3. Payment: In 2004, the CITY OF FARMINGTON agrees to pay to the CITY OF LAKEVILLE an hourly rate of $28.47 per hour for all regular hours worked by Employee for the CITY OF FARMINGTON, and an hourly rate of$34.01 for all overtime hours worked for the CITY OF FARMINGTON. CITY OF LAKEVILLE By: Robert D. Johnson, Mayor By: Charlene Friedges, City Clerk CITY OF FARMINGTON By: By: g:\contracts\fannington is agreement 1O_03.doc 7e Farmington Parks and Recreation Advisory Commission Minutes from the Regular Meeting on September 10,2003 Members Present: Randy Oswald, Paula Higgins, Debby Ruth, Mike Buringa and Dawn Johnson (arrived at 6:15 p.m.) Members Absent: None Other's Present: Paul Paige, Consultant from Hoisington Koegler Group, Inc.; Don Hayes, Parks Maintenance Supervisor; Randy Distad, Parks and Recreation Director; Kelly Seitzinger; Sue Edmonson; Tim Edmonson; Troy Raddatz; Carol Olson; Michelle Schmidt; Michelle Meschke; Lynne Gallus; Tim Burke; Shawn Meschke; Ann Barnes; Scott Kamarainen; Christopher Oines; Greg Opsal; Hilary Mouhael; Cameron Krake and Jeff Ibinger. I. Call To Order Chair Oswald called the meeting to order at 6:00 p.m. Quorum was present. II. Approval of Agenda. Motion by Ruth, seconded by Buringa to approve the meeting agenda as amended to move Letter B under New Business Discussion on New Arena Scoreboard and move the Meadowview Park Master Plan presentation back until 6:15 p.m. in order to accommodate Johnson's late arrival. APIF. III. Approval of Minutes. Motion by Buringa, seconded by Ruth to approve the minutes from the July 9, 2003 meeting. APIF'. VI.. New Business B. Discussion on New Arena Scoreboard Parks and Recreation Director Distad provided an update to Commission members about the new scoreboard that was purchased for the Arena. Distad stated that originally the idea was to secure an exclusive beverage vending agreement with Coke. However, the City's current beverage vending contractor negotiated a better deal than what Coke was able to offer. Dahlco Music and Vending offered a five-year agreement with better guaranteed money over the five years of the agreement than Coke offered and also committed to purchasing advertising annually at the Arena for the five years of the agreement. The City Council approved the Agreement and staff then moved forward with ordering a new scoreboard. Dwight Bjerke, Facility Maintenance Supervisor approached Premier Banks about their interest in purchasing exclusive advertising on the scoreboard in exchange for a certain number of years. Premier Banks made a counter offer that provided up to $10,000.00 towards the new scoreboard in exchange for exclusive advertising on the scoreboard for the life of the scoreboard and two years of free advertising on the resurfacer with the first option of purchasing advertisement on the resurfacer after the two years of free advertising expires. The City Council adopted a resolution approving the donation with the conditions identified by Premier Banks. IV. Presentations A. Meadowview Park Master Plan Paul Paige from Hoisington Koegler Group, Inc. presented information about a park design plan that was prepared with input from residents for Meadowview Park. Paige explained to the Commission that two public meetings were held. The first meeting was to gather initial input and then develop a draft plan based on the initial input and then hold a second meeting to get feedback and additional input from residents on the draft plan. Paige commented on things in the plan that were favored and not favored. Paige then went through the master plan and identified the amenities that residents seemed to favor. Paige stated that at the second public meeting that there appeared to be some opposition to the boardwalk that was shown to be constructed along the backs of properties and along the edge of the wetland that would provide a trail connection from the park amenities to the trail on 200 Street West. He stated that he took this input into consideration and so in the revised master plan he is showing tonight, the boardwalk and trails have been moved from directly behind the properties to going through the wetland about 250-300 feet further east of the properties and connecting to the peninsula where the boardwalk would connect to a proposed paved trail on the peninsula which would then connect back to the park amenities. Paige stated that he thought that the opposition to the boardwalk was more of an issue of adjacent property owners not wanting the boardwalk in their backyards. Paige then asked if the Commission members had any questions in regards to the park master plan. Chair Oswald asked what the Minnesota Department of Natural Resources (DNR) policy is on boardwalks through wetlands. Paige stated that he felt that the DNR encourages boardwalks and does not prohibit them from being built in wetlands. Buringa asked Paige what he thought the main issue is with the park plan. Paige answered that he thought it was a case of the property owners being NIMBYs (Not in My Backyard). He stated that he thought that the adjacent property owners perceive the wetland as an extension of their backyard when in reality it is not and that it is really there for the entire community to experience and enjoy. Chair Oswald stated that since there were a number of residents in the audience who wanted to speak on the park master plan for Meadowview Park that he would allow it but only under certain conditions: identify who they are and where they live, hold comments to three minutes or less and in the interest of saving some time when possible have one person speak on behalf of the group. Michelle Meschke, 19984 Evensong Avenue, provided the following comments: . park is a welcomed addition to the development . she agrees that additional trails are good but that the trail should not go through the wetland . they have a wetland buffer that extends into their yard that restricts what they can build in their yard . thinks that the trail is redundant and that a trail along the north side of the wetland connecting to the future trail along Pilot Knob Road would be a better trail connection than building a boardwalk in the wetland . she is concerned about wildlife going away and that they currently see a lot of wildlife . feels that the $80,000.00 identified for the boardwalk could be better spent on additional playground equipment . stated that she was told by City staff when they were looking at buying their lot that there would never be anything "built" behind their lot because of the wetland . said that she was surprised by the trail being shown behind her property as she didn't think that anything could be built there . doesn't think that it is necessary and thinks that if people were polled that they would support the money going towards more equipment . thinks that wildlife will go away and be replaced by garbage Buringa asked Meschke who and when the promise was made by City staff. Meschke stated that she said it was about 2 Y2 -3 years ago and that it was by an employee in the City Engineering Department and/or by the City Planner. Ruth asked how long ago the current paved trail was constructed in the park. Meschke said that it has been a couple of years. Meschke says that she uses the current paved trail in the park. Tim Edmonson, 19961 Langford Lane, provided the following comments: . likes the trail locations and the boardwalks that are shown in both the first and second park master plans . he doesn't like the idea of having his kids walk along Pilot Knob Road with traffic and pollution . thinks that the trail system should go through . stated that he has used the trails system in the past and is concerned about the existing trails not being connected Michelle Schmidt, 19969 Evensong Avenue, offered the following comments: . she has a safety concern about the boardwalk and the safety for kids if they use it and that it might result in a drowning. 2 Cameron Krake, 200th Street West, provided the following thoughts: . concerned about not receiving notification of meetings . concerned about wildlife being driven away . spoke with the plat coordinator at City Hall and was told that it could not be "built" on . said he paid a premium for the lot that he bought because it provided security, wildlife and nature . raised the question about whether or not a wetland is protected Director Distad stated that while wetlands are protected and if they are filled, the parties who fill them are generally required by the DNR to create twice as many new wetlands as what was filled. He stated that in this case there is no proposal to fill any of the wetland only to build a boardwalk over the wetland. Kathy Seitzinger, 5778 200th Street West, gave the following comments: . she received notification of first meeting but didn't receive notification of the second public meeting and was appalled that the plan showed the trail crossing over 200th Street West and going south next to her property . believes that wetlands should not be disturbed . stated that she sees a lot of wildlife . she comes from a background that the ground is precious to her . stated that she has a 42 foot wetland buffer setback requirement in her backyard . thinks that cleaning up island (peninsula) is a good idea but doesn't see a need for a trail on it . has an issue with cars parked along 200th Street West in the driveways because it blocks the path when her daughter rides bike to school and her daughter has to ride around the back of these cars . concerned about pollution in the wetland and who is going to clean up the wetland of trash . concerned with pets and animal waste and feels that nobody picks up after their pets . feels that the economic impact of building the wetland should be looked at . questioned what kind of park this would be classified as Director Distad stated that based on size and including the wetland to the south and storm water ponds to the north, it would be classified as a community park. However if you only look at the area where the ballfield, playground equipment and shelter are located, it would be classified more as a neighborhood park. Distad stated that neighborhood parks are not just for only neighbors of the park to use but rather it is a park that is available to the community to use. He said that when the next Charleswood Addition is platted, that the City will be working with the developer to have more street frontage and will look to build a small parking lot so that people from other parts of the community could drive and park in order to gain access to the park. He noted that currently there are only two public accesses to the park and both are by narrow trail entrances. He said that additional street frontage is needed not only for visibility from the street but also for emergency vehicles to gain access to the park. Buringa asked if she was opposed to a future trail connection to the south. Seitzinger said that she is. Susan Edmonson, 19961 Langford Lane, provided the following comments about the park plan: . likes the access to the wetland for educational values . she doesn't think that the boardwalk will stop wildlife and that the wildlife will adapt to the boardwalk and will either go under, over or around the boardwalk . said that she is totally for the trail and thinks that it will be a good addition for the park . feels that people who oppose the boardwalk are clearly NIMBY s Cameron Krake, 5914 200th Street West, provided the following comments: . feels that there will be security issues with allowing people to come into the neighborhood . he is concerned about littering from users . says that he already has a trail in front of his home and doesn't like the idea of having a trail on the side of his home too 3 Tim Burke, 110 Elm Street, gave these thoughts: . his family will be moving to a townhome on the south side of 200th Street West and favors the trail for an access to people who live south of the park . he doesn't like the suggestion that just a trail from the park to Pilot Knob Road be the only acceptable connection due to his concern about the safety of kids who would use the trail . doesn't think that not building the boardwalk in order to preserve wildlife is fair because other people would not be allowed to have the same experience viewing wildlife that neighbors whose property abuts the wetland have · thinks that building a boardwalk over the wetland is okay and that building it is just a different way to build trails Carol Olson, 5691 200th Street West, provided her thoughts: . would like to see the Pilot Knob road access and thinks that it is the best option for a trail and would use it Jessie Yerama, 5900 200th Street West, offered her comments: . built their house a year ago and is a stay at home mom and they chose to build their home in this location because of the natural habitat . she is concerned about growth in Farmington and the loss of natural habitat . she doesn't think that the City has the right to go across the wetland . she is concerned about all the trash from construction . said that she didn't trust builder and so checked with City staff to see if anything was going to be built in the wetland and was told that nothing would be "built" in the wetland . stated that her neighbors are concerned with a boardwalk being built . she is upset with developer because he cleared out the lot next to their lot . said she received notification through Michelle and not through any other means Greg Opsal, 19791 Evensong Avenue, stated the following: . said that he lives next to the bike trail and it doesn't bother him · feels that people are overlooking the rest of the park plan . feels that in the future that park should be expanded Distad provided comments from emails received from other citizens. Tom and Brenda Sand, 5675 200th Street, Farmington, MN submitted the following points in his email: . Feels strongly that the wetland should be left undisturbed as much as possible . Area is a haven for wildlife of all types . Object most to putting trail on the island . Spring and Fall all of Charles wood addition get to enjoy watching migrating flocks of waterfowl even if they don't have viewing location of the wetland . Thinks developing the trail along the north side of the wetland is the best choice. George Custodio, 5699 200th St. West provided the following comments in his email: . The foremost goal of the park plan should be the safe and easy access of each homeowner to this park . Feels that the first plan drawn would be the best plan since it goes along the edge of the wetland and not through the wetland, which could be potentially dangerous in the spring with rising water level . Feels that this is a better route than along Pilot Knob Road and doesn't feel it is very safe to have a trail along Pilot Knob Road because of the speed of traffic . His main concern is in regards to the potential for pollution and the destruction of natural habitat and thinks that the management of these potential hazards should be the responsibility of the City especially during the construction of the park . The City should clearly state its plan on how it would assure preserving this beautiful and pristine area 4 John Matiska, 19992 Langford Lane submitted the following comments in his email: . Agrees that the trail drawn in both plans would lead to increased pollution and destruction to habitat . Concerned about the safety of trail users crossing the boardwalk when water is present and in isolated and unlit sections of the trail . Doesn't think lighting this trail would be appropriate . Thinks that the trail leading to Pilot Knob makes a lot of sense because it was already going to be built, the cost savings of not building the boardwalk and would be less intrusive to the wetland habitat Pati Cummings, 19987 McKendry Path, Farmington, MN provided the following comment in her email: . Strongly favors the trail not going through any wetlands Chair Oswald closed the meeting for public comments and asked for comments from Commission members. Buringa stated that he was frustrated with the public process because people spoke to long and it became more of a negative than a positive thing in his mind. He likes wildlife and said that there will be trash in the wetland whether there is a boardwalk built or not. Stated that safety is a concern but thought that it could be addressed in the design of the boardwalk through the use of railings. He said that his three main concerns with this plan are as follows: . previous promises that were made to residents and would like have some additional background information provided to him . concerned that there is currently no community access to this area . asked the question about if there would be opposition to creating an observation deck rather than a boardwalk Michelle Meschke was allowed to comment on Buringa's question. Meschke stated that she thought a observation deck was a good idea and thought that it should be built on the north side of the peninsula. Buringa stated that he also has some safety concerns with routing the trail only along Pilot Knob Road. Ruth stated that she appreciated the residents due diligence but that sometimes there is very little control over future developing areas and for what comes next. Johnson stated that she doesn't have a park in her neighborhood and that she realizes that the trail should have been put in prior to the homes being built. She thinks that all parks and trails should be accessible and feels that all parks are for all people in the community. Higgins stated that she would like to see if a compromise could be reached so that everyone can enjoy this park. Chair Oswald thanked everyone for their comments. He said that he lives in the Troy Hills development and often wonders when the property behind his house will be developed. He said that if the natural habitat is affected then he is concerned about that. Chair Oswald asked if the consultant had any final comments. Paige summarized his presentation by saying that he wanted to clear up the notion of public meetings. He said that in this situation that there was no legal requirement to notify the public about the park planning meetings. These meetings were not public hearings and so staff was under no legal requirement to notify anyone. However he likes the process that the City of Farmington used to invite residents in to participate in the process. He said that far too often either the City decides to do something without public input, which can get them into trouble with residents or that people are invited and no one shows up to help with the planning process. He said that while there is conflict with the proposed park plan, and that sometimes the public process has its perils, it is still a public process. He stated that it shows that Farmington has residents who are willing to get involved in the public process. Chair Oswald asked for a motion. Buringa made motion to postpone the vote on the park master plan until the October 8th meeting. Motion was seconded by Higgins. APIF 5 B. Snow Removal Priority Map presentation by Don Hayes, Parks Maintenance Snpervisor Hayes discussed the process that was followed in order to establish a snow removal priority map and policy. Commission members Ruth and Johnson and himself met a couple of times to work out a system of the order that snow is removed from sidewalks, trails and outdoor rinks. A map was shown identifying the order of snow removal priorities. Hayes commented that the local snowmobiling club was brought in to review the map and they seemed to be okay with the way that trails will be plowed because it will have minimum impact on snowmobile trails. Commission members seemed to be in agreement with the map and the way that snow removal was prioritized. Ruth moved and Higgins seconded to recommend to the City Council to adopt the policy on the snow removal priorities for sidewalks, trails and outdoor rinks. APIF. v. Old Business (None) VI. New Business A. Park Sign Proposal Director Distad reviewed the park signs that are being proposed. There was an option on the color of the lettering on the signs for the large park entrance signs. Higgins moved to use green lettering for the park entrance signs. Motion seconded by Ruth. Voting in favor of the green lettering were Higgins, Ruth and Oswald. Buringa and Johnson voted against. Motion carries by a 3-2 vote. Director Distad reviewed smaller signs that would be installed with a single post at the trail entrances into the parks. He said that this will help better identify to the community access points to parks. He noted that there were two designs either a shorter and wider sign or a taller and narrower sign. Consensus was made by Commissioners to use the shorter and wider signs at the trail entrances to the parks. C. Commission Retreat Discussion/Goal Setting for 2004 Chair Oswald stated that he would like to see some kind of training provided to Commission members on what their role is as an advisory commission. He said that there has been a change in the style of how the current director operates with the Commission versus the past director. He said that under the new director that the Commission has been more involved in giving more input on decisions being made and that this has challenged him to figure out exactly what his role is on the Commission. He said that it is neither good nor bad but that it is a change from what he has been used to doing at Commission meetings. Director Distad said that he thinks it is important to have the Commission involved in giving input on parks and recreation decisions impacting the community. Commission members suggested the evening of November 19th from 6:00-9:00 p.m. as being their preferred date and time for a retreat. Director Distad said that he will contact the Executive Director of the Minnesota Recreation and Park Association to see if he would be interested and available to attend and provide some training to Commission members. D. Discussion on Length of Term for Commission Members Chair Oswald stated that he would like to see the length of terms be extended from two years to three years. He feels that two years is not long enough because it generally takes at least the first year to get caught up with what is occurring at Commission meetings and also a year to feel comfortable being on the Commission. He thought that the community would be better served if the term were for three years. Commission members seemed to agree. Motion by Oswald and seconded by Higgins to request from the City Council to amend the City's Park and Recreation Commission Ordinance so that the length of term for a Commission member would be extended to a three year period rather than the current two year period. APIF. E. Update on the Rambling River Center Improvement Project Director Distad gave a brief update on the project and what has been completed to date. He provided the following list of items completed: . new staff offices built . computer lab moved to old staff office area 6 . former craft sales area opened up to the new office area . new storage closets built . wall extended between new fitness room and meeting space area . wall was removed in the older computer lab area in order to make the new fitness room larger Director Distad invited Commissioners to visit the Rambling River Center to see the improvements. F. Draft Trail Master Plan Director Distad explained the process thus far about how the draft trail master plan was drawn. He noted that the Planning and Engineering Departments were involved in providing input on existing and future proposed trails. Planning Department also provided the mapping of the new proposed trail locations. Distad stated that Commission members should review the plan prior to the next meeting and then come prepared to discuss the trail plan and make any revisions that they see fit to make. Distad said that he hopes that it can be brought to the Planning Commission's November meeting for a public hearing as an amendment to the Comprehensive Plan. From there it would go to the City Council for adoption and would become part of the Comprehensive Plan. He reminded Commission members of the new ordinance and that it contains language that requires the developer to pay for the construction of trails if they are shown on the trail master plan. Distad also stated that the next step after developing the trail plan is to begin identifying specific location for future parks on the City aerial map so that park land can be acquired in areas where there are natural features as well as connected by trails. VII. Addition to the Agenda. None VIll. Staff Report. None IX Agenda Items for November Meeting Following items were identified for the November meeting agenda: . Meadowview Park Master Plan Recommendation . Trail Master Plan Review and Discussion . Presentation about Dakota County Fairgrounds . Presentation about Summer Recreation Programs X. Adjournment Buringa moved and Ruth seconded to adjourn the meeting. APIF Meeting was adjourned at 8:40 p.m. ~tfully Sub~tt~d /:tf~~ d# Randy Distad Parks and Recreation Director and Recording Secretary 7 7-( City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us FROM: Mayor, Councilmembers and Interim City AdminiSII"fOY Kevin Carroll, Community Development Director TO: SUBJECT: Approve Cooperation Agreement for Dakota County Community Development Block Grant [CDBG] Program DATE: October 20, 2003 DISCUSSION The CDBG funds that Farmington receives annually are federal funds that are basically funneled through the Dakota County CDA. This federal funding is administered by the Department of Housing and Urban Development [HUD]. HUD has apparently required that Dakota County enter into a Cooperation Agreement with each city or township that receives CDBG funds. The form and content of the Cooperation Agreement is largely dictated by HUD. At some point in the past, the Dakota County Attorney's Office and HUD apparently began debating the wording of a draft of a "boilerplate" Cooperation Agreement for the period from October 1, 2001 through September 30, 2004. It further appears that whatever dispute(s) may have existed regarding the wording were only recently resolved. In any event, I have attached an explanatory Memo dated September 30, 2003 from Dan Rogness, Director of Community Revitalization for the Dakota County CDA [Community Development Agency]. He has asked that all CDBG "subrecipients" sign and return the recently-fmalized Cooperation Agreement by November 30, 2003. Although it is a bit out of the ordinary to be asked to sign a document more than 2/3 of the way through its three-year term, this does appear to be a fairly standard agreement that will not expose the City to any adverse consequences, and signing it will ensure our ability to continue to receive federal CDBG funds through the Dakota County CDA. ACTION REQUESTED Motion to approve the attached Cooperation Agreement for the Dakota County Community Developm~nt Block Grant Program . CD~ Dakota County Community Development Agency . . . . . . . . . . . . . . . . . . . . . . MEMORANDUM TO: CDBG Subrecipients FROM: Dan Rogness (651.675.4464) Department of Community Revitalization DATE: RE: September 30,2003 Cooperation Agreements, FY02-04 Please find attached a copy of your community's Cooperation Agreement for participation in Dakota County's CDBG Entitlement Program, which is a HUD requirement every three years. This agreement covers the period beginning October 1, 2001 and ending September 30, 2004. The CDA is asking you to execute this near the end of that time period due to some earlier legal and administrative delays with our HUD office. My hope is that you will not have to execute another 3-year document for .FY05-07. HUD has determined thatDakota County can carry out CDBG Program activities within jurisdictions of the county only if Cooperation Agreements are executed , between the county and governing body. The Cooperation Agreement will signify that your community is committed to participate in Dakota County's Entitlement Program. With that participation, you will be entitled to annual CDBG funds based on the county's Implementation Plan, which allocates funds to four districts as follows: District 1 - Rural towns and townships (3.6% of distributed funds). District 2 - Inver Grove Heights, Lilydale, Mendota, Mendota Heights, South S1. Paul, Sunfish Lake, West S1. Paul (26.3% of distributed funds). District 3 - Apple Valley, Burnsville, Eagan (48.2% of distributed funds). District 4 - Farmington, Hastings, Lakeville, Rosemount (21.9% of distributed funds). As noted previously, this Cooperation Agreement must be approved by the governing body (city councilor town board). Therefore, I will be available to represent the county at your councilor board meeting, if necessary. I would like to get all Cooperation Agreements completed by November 30, 2003. Please contact me if you have further questions or concerns. \X 1228 Town Centre Drive · Eagan, MN 55123-1066 tel 651-675-4400 · fax 651-675-4444 COOPERATON AGREEMENT FOR THE DAKOTA COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM THIS AGREEMENT made and entered into by and between the COUNTY OF DAKOTA. State of Minnesota, hereinafter referred to as "COUNTY" and the CITYffOWNSHIP ofFarminlrton. hereinafter referred to as "COOPERATING COMMtJNITI"', said parties to this Agreement each being governmental units of the State of Minnesota, and is made pursuant to Minnesota Statutes, Section 471.59. WIT N E SSE T H: WHEREAS, Title I of the Housing and Community Development Act of 1974, as amended, provides for a program of community development block grants; and, WHEREAS, Dakota County, Minnesota qualifies under said law as an "urban county" eligible to receive community development block grant funds; and, WHEREAS, the County's population, among other factors, is a determinant of the eligibility of the County and the amount of resources which may be made available to the County to undertake activities under the afore-referenced law; and, WHEREAS, part 570, Chapter V of the Title 24 of the Code of Federal Regulations set forth regulations governing the applicability and use of funds under Title I; and, WHEREAS, Section 570.105, titled "qualifications as urban county" provides that computation of the County's population may include persons residing in "unincorporated areas" and in "its included parts of general local government with which it has entered into cooperative agreements to undertake or to assist in the undertaking of essential activities pursuant to community development block grants;" and WHEREAS, it is in the interest of the Cityffownship ofFanninlrton, to have its population counted together with other municipalities of Dakota County who similarly agree; NOW, THEREFORE, in consideration of the mutual covenants and promises contained in this Agreement, the parties mutually agree to the following terms and conditions. I. DEFINITIONS For the purposes of this Agreement, the terms defined in this section have the meanings given to them: A. "The Act" means the Housing and Community Development Act of 1974, Title I. of Public Law 93-383, as amended (42 USC 5301 et seq.) B. "Regulations" means the rules and regulations promulgated pursuant to the Act, including but not limited to 24 CFR Part 570. C. "HUD" means the United States Department of Housing and Urban Development. D. "Cooperating Community" means any city or township in Dakota County which has entered into a cooperative agreement which is identical to this agreement. E. "Dakota County CDA" means the Dakota County Community Development Agency which will provide administrative services for the County under this program. F. "Essential Community Development and Housing Assistance Activities" means community renewal and lower income housing activities, specifically urban renewal and publicly assisted housing. The definitions contained in 42 USC 5302 of the Act and 24 CFR 570.3 of the Regulations are incorporated herein by reference and made a part hereof. n. PURPOSE The Cooperating Community and the County have determined that it is desirable and in the interests of its citizens that the County qualifies as an urban county within the provisions of the Act. This Agreement contemplates that identical agreements will be executed between the County and other cities and townships in Dakota County and such numbers will enable the County to so qualify under the Act. The purpose of this Agreement is to authorize the County to cooperate with the Cooperating Community in undertaking, or assist in undertaking, essential community development and housing assistance activities pursuant to community development block grants as authorized in the Act and the Regulations. ill. TERM OF AGREEMENT The term of this Agreement is for a period commencing on the effective day of October 1,2001, and terminating no sooner than the end of Federal Fiscal Year 2004. This Agreement is extended automatically for each subsequent three-year program period unless written notice of termination to be effective at the end of the current three year program is given by the County to the Cooperating Community or by the Cooperating Community to the County following the same schedule as the "opt out" notification requirements as established by HUD. A copy of such written notice of termination, if given by either party, shall be provided to the appropriate office of the U.S. Department of Housing and Urban Development (HUD). The County shall provide written notification to the Cooperating Community of the Community's right to "opt out" and terminate this Agreement at least thirty (30) days prior to the "opt out" date. This Agreement shall remain in effect until the Community Development Block Grant and HOME Investment Partnership Program funds and program income received with respect to activities carried out during the three-year qualification period (and any successive qualification periods) are expended and the funded activities completed, and that the County and Cooperating Community cannot tenninate or withdraw from the cooperation agreement while it remains in effect. Notwithstanding any other provision of this Agreement, this Agreement shall be terminated at the end of any program year during which HUD withdraws its designation of Dakota County as an Urban County under the Act. IV. METHOD The Cooperating Community hereby agrees that it will undertake, or assist in undertaking, essential community development and housing assistance activities as described in Section I of this Agreement. The County shall prepare and submit to HUD and appropriate reviewing agencies, all necessary applications for basic grant amount under the Act. In making the application, the County shall address the goals and needs of County as developed in meetings between the Cooperating Community, its citizens and the County, and also address the Act and other relevant Minnesota and/or Federal statutes and regulations. The parties agree to cooperate fully in establishing priorities and in preparation of the application for a basic grant amount. The Cooperating Community and the County agree that the County shall establish a reasonable time schedule for the development of the grant application. It is anticipated by the parties that the party ultimately implementing a project funded by monies received from the grant may be the Cooperating Community, its agent, or the Dakota County CDA. The determination of which party will implement the project will be made by the parties after consideration of the nature and scope of the project, and the ability of each party to 2 undertake the project, though it is understood by the Cooperating Community that the County shall have final responsibility for selecting projects and filing annual grant requests. The County is hereby authorized to distribute to the Cooperating Community such funds as are detennined appropriate for the Community to use in implementing a project. Contracts let and purchases made pursuant to a project under this Agreement shall conform to the requirements applicable to the entity undertaking the project. It is understood by the parties hereto that the County will be entering into an Administrative Services Contract with the Dakota County CDA under which the Dakota County CDA will provide those administrative services necessary to carry out obligations of the County under this Cooperation Agreement. The Cooperating Community agrees to cooperate with the Dakota County CDA to the extent necessary to achieve the purposes of this Agreement. V. SPECIAL PROVISIONS Nothing in this Agreement shall be construed to prevent or otherwise modify or abrogate the right of the Cooperating Community or the County to submit individual applications for discretionary funds in the event County does not receive designation as an urban county entity under the Act. The Cooperating Community and the County mutually agree to indemnify and hold harmless each other from any claims, losses, costs, expenses or damages resulting from the acts or omissions of their respective officers, agents and employees relating to activities conducted by either under this Agreement, the Act or the Regulations. In the event that there is a revision of the Act, Regulations, and/or the provisions of the Urban County Qualification Notice in effect at the time of renewal of this Agreement which would make this Agreement out of compliance with the Act, Regulations, or Urban County Qualification Notice, both parties will review this Agreement to renegotiate those items necessary to bring the Agreement into compliance. Both parties understand and agree that the refusal to renegotiate this Agreement will result in effective tennination of the Agreement as of the date it is no longer in compliance with the Act and/or Regulations as amended. All funds received by the County under the Act shall be deposited in the County treasury. The Cooperating Community and the County shall maintain financial and other records and accounts in accordance with requirements of the Act and Regulations. Such records and accounts will be in such form as to permit reports required of the County to be prepared and to permit the tracing of grant funds and program income to final expenditure. The Cooperating Community and the County agree to make available all records and accounts with respect to matters covered by this Agreement at all reasonable times to their respective personnel and duly authorized federal officials. Such records shall be retained as provided by law, but in no event for a period of less than three years from the date of completion of any activity funded under the Act or less than three years from the last receipt of program income resulting from activity implementation. The County shall perform all audits of the basic amounts and resulting program income as required under the Act and Regulations. The parties mutually agree to take all required actions to comply with the provisions of the National Environmental Policy Act of 1969, Title VI of the Civil Rights Act of 1964, Title vm of the Civil Rights Act of 1968, Executive Order 11988, Section 109 of the Housing and Community Development Act of 1974 and all other applicable requirements of the Act and Regulations in the use of basic grant amounts. Nothing in this Article shall be construed to lessen or abrogate the County's responsibility to assume all obligations of an applicant under the Act, including the development of applications pursuant to 24 CFR 570.300 et seq. The parties further agree to take all actions necessary to assure compliance with the County's certification required by Section 104 (b) ofTitle I of the Housing and Community Development Act of 1974, as amended the Fair Housing Act, The Americans with Disabilities 3 Act of 1990, and other applicable laws. They also agree that the County shall not fund activities in or in support of a unit of general local government that does not affirmatively further fair housing within its own jurisdictions or that impedes the County's actions to comply with its fair housing certification The parties further agree that pursuant to 24 CFR 570.501 (b), the Cooperating Community is subject to the same requirements applicable to subrecipients, including a written agreement as set forth in 24 CPR 570.503. Such agreements are only entered into when a Cooperating Community chooses to propose a project and actually will receive funds from the County's entitlement allocation. The parties further agree that the Cooperating Community has adopted and is enforcing: 1. A policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in non-violent civil rights demonstrations; and 2. A policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is the subject of such non-violent civil rights demonstrations within jurisdictions. 4 IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed. APPROVED AS TO FORM AND EXECUTION: COUNTY OF DAKOTA, STATE OF MINNESOTA By: Assistant County Attorney Its: County Board Chair Date: Date: Cityrrownship of By: Its: Date: And: Its: Date: 5 SUPPLEMENT TO THE COOPERATION AGREEMENT FOR THE DAKOTA COUNTY CO~DEVELOPMENTBLOCKGRANTPROGRAM THIS AGREEMENT, made and entered into and between the COUNTY OF DAKOTA, State of Minnesota, and the CITYrrOWNSHIP ofFarmimrton. (hereinafter referred to "COUNTY" and "COOPERATING COMMUNITY", respectively) said parties to this Agreement each being governmental units of the State of Minnesota, and is made pursuant to Minnesota Statutes Section 471.59. WITNESSTH: WHEREAS, Title IT of the Cranston - Gonzales National Affordable Housing Act of 1990 (42 U.S.C. 12701 et seq. as amended) provides for a program known as the HOME Investment Partnership Program; and, WHEREAS, Dakota County, Minnesota qualifies under said law as a member of the HOME Consortium formed by Anoka, Dakota, Ramsey, Washington Counties and the City of Coon Rapids in Anoka County; and, WHEREAS, part 92 of Title 24 of the Code of Federal Regulations sets forth regulations governing the applicability and use of funds under Title IT; and WHEREAS, the governing regulations require that units of local government enter into a Cooperation Agreement with the County for participation in the HOME Program, which shall be the same Cooperation Agreement participation in the Community Development Block Grant Program; NOW, THEREFORE, the parties mutually agree to the following terms and conditions. I. DEFINITIONS The following tenns defined in the Cooperation Agreement for the Dakota County Community Development Block Grant Program shall have the meaning contained herein, in addition to the meaning given in that Agreement: A. "The Act" means the HOME Investment Partnership Act, Title IT of the Cranston - Gonzales National Affordable Housing Act, 42 U.S.C. 12701 et seq., as amended. B. "Regulations" means those regulations found at 24 CPR Part 92, as amended. The Definitions contained in the Act and in the Regulations are incorporated herein by reference and are made a part hereof. IT. PURPOSE The purpose of this Agreement is to authorize the County to cooperate with the Cooperating Community in undertaking, or assisting in undertaking, the activity as authorized in the Act and in the Regulations. Ill. METHOD By executing this Agreement, the Cooperating Community understands that it: A. May not apply for grants from appropriations under the Small Cities or State Community Development Block Grant Programs for fiscal years during the period in which it participates in the County's Community Development Block Grant Program; and, B. May participate in a HOME Program only through the County, and cannot form a HOME Consortium for participation in the Program except through the County, during the period in which it participates in the County's Community Development Block Grant Program. The parties have caused this Agreement to be. duly executed. IN WITNESS WHEREOF, the parties hll-ve caused this Agreement to be duly executed. APPROVED AS TO FORM AND EXECUTION: COUNTY OF DAKOTA, STATE OF MINNESOTA Assistant County Attorney By: Its: County Board Chair Date: Date: Cityrrownship of By: Its: Date: And: Its: Date: JOeL- 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, Interim City Adnrinistrat~ FROM: Lisa Shadick, Administrative Services Director SUBJECT: Customer Service Response Report DATE: October 20,2003 INTRODUCTION In an effort to meet and understand our citizen's needs and concerns, the City has adopted a customer service satisfaction program. This program is designed to ascertain and measure the level of customer satisfaction during service-related interactions. All citizen contacts with the 'City are documented in terms of complaint type, referring department, priority of service request and service outcomes. Responses are typically anonymous ensuring that citizens with negative experiences are just as likely to respond as those with positive service experiences. Accordingly, it is the City's intent to use this information as a customer service tool to improve and promote the importance of excellence in customer service. DISCUSSION , The table below reflects summary statistics generated by Customer Action Request forms over the months of April, May and June, 2003. Summary response percentages are generated through the analysis of monthly reports and include response data from all operating City departments. # of Service # of Surveys Prompt Personally Courteous Month Requests Returned Response Satisfied & Helpful 14PxiJ 1;~....7a' ",; >=" -,AlA ,,4". r.l\id,e,. ,,~ 14i1ifua.w:'" I 38 46 38 122 19 18 11 48 88% 100% 90% 92% 77% 88% 100% 88% 100% 100% 90% 96% The percentages above reflect the number of actual surveys that indicated a response in any given category. Consequently calculations are based on the actual numbers of responses received which may differ from the number of surveys received as some respondents did not indicate answers to specific survey questions. On average, ninety eight percent (98%) of citizen requests for service are handled and addressed within a 1-3 day period. Typically, from that point it requires approximately 90 days or more to receive, process, compile and analyze the survey response data into monthly reports. In terms of how "promptly the City reacted to citizen requests," the degree of "how personally satisfied citizens were with service outcomes," and was City staff "courteous and helpful" in responding to citizen requests, response data suggests a very high level of customer satisfaction in all three categories. In terms of core customer service skills, City staff have achieved an impressive 96% rating in "courteous and helpful service" and 92% in "prompt service" regardless of how personally satisfied a resident was with service outcomes. This underscores the City's commitment to treat each resident contact as a highly valued customer service relations opportunity. In terms of how personally satisfied a resident is with a specific service outcome, staff responses are, in most cases, controlled by state statutes, City ordinances, available staff resources and/or service priorities. In some cases, responses are a function of a third party who must respond to a given situation. Overall, a summary rating of 88% over the three month period for how personally satisfied a resident was with a City service response is a very respectable response ratio given the wide range of resident concerns. Along with "thank you" and other comments regarding staff response, residents commented both negatively and positively on a variety of concerns such as sod damage, unkempt yards, tall weeds and grass, potholes, illegal dumping, a cracked sidewalk and requests to trim or remove boulevard trees. BUDGET IMPACT None. ACTION REQUESTED Acknowledge the Customer Service Satisfaction reports from April through June, 2003. Staff will continue to present customer service satisfaction data to Council as it becomes available. Monthly report data with department breakdowns are available for Council review upon request. Respectfully submitted, ~'-' 4 ~ v/llL1L~ Lisa Shadick Administrative Services Director City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.cLfarmington.mn.us /06 TO: Mayor, Councilmembers, Interim City AdminiSlraro# FROM: Lisa Shadick, Administrative Services Director SUBJECT: Appointments to Boards and Commissions DATE: October 20,2003 INTRODUCTION Each year a number of seats on various Boards and Commissions expire on January 31. Traditionally the City Council has interviewed incumbents and new applicants for these positions and ultimately appoints at the second meeting in January. DISCUSSION Articles will be published in the November 20 and December 4, 2003 issues of the Fannington Independent and the NovemberlDecember issue of the City Newsletter, informing residents of the availability of seats on Boards and Commissions. Information is also posted on the bulletin board on the Government Channel 16 and the City website. The deadline for applications is December 15,2003. Letters will be sent to incumbents notifying them of the expiration of their term and requesting them to reapply if they are interested. The following is a list of terms expiring on January 31,2004: ' Heritage Preservation Commission 2 - three-year terms Park and Recreation Advisory Commission 1 - two-year term 2 - three-year terms Planning Commission 3- two-year terms Rambling River Center Board 1 - two-year term 2 - three-year terms Water Board 1 - three-year term Housing & Redevelopment Authority 1 - ftve-year term The Council has traditionally interviewed on Saturday morning to accommodate the applicants' schedules. If it is Council's desire to do so again this year, it is recommended that a special meeting is set for Saturday, January 3, 2004 at 8:15 a.m. Interview periods comprised of 20- minute time slots will be scheduled, and information will be provided to you prior to the meeting. ACTION REQUIRED Set a special meeting of the City Council on Saturday, January 3,2004 at 8:15 a.m. at City Hall to interview incumbents and applicants. Respectfully submitted, ~!l4lcd~, Lisa Shadick Administrative Service Director City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us /Oe.. TO: Mayor, Councilmembers, Interim City Administrator ;:(' Lee M. Mann, P .E., Director of Public Works/City Engineer FROM: SUBJECT: Dakota County Draft 2004-2008 CIP DATE: October 20, 2003 INTRODUCTION Attached for Council's review is the draft 2004-2008 CIP for Dakota County for review and comment. DISCUSSION Of the projects Farmington requested (see attached resolution of August 18, 2003), two have been included in the County's draft CIP. Those projects are the Ash Street Project and the Preliminary Engineering for the reconstruction of Main Street. Both of these projects are programmed for 2005. A public hearing is scheduled on the proposed CIP at 9:00 a.m. on November 17,2003 in Hastings. Any comments for consideration prior to the public hearing need to be forwarded to the County by October 24,2003. BUDGET IMPACT None at this time. ACTION REQUESTED For information and discussion. Respectfully Submitted, ~h1/11~ Lee M. Mann, P.E., Director of Public Works/City Engineer cc: file Brandt Richardson County Administrator Dakota County Administration Center 1590 Highway 55 Hastings, MN 55033-2372 651.438.4528 Fax 651.438.4405 www.co.dakotamn.us brandt.richardson@co.dakota.mn.us ft ~J _ on cecyded p..,..- W'ith 30% post-consumer waste. AN EQUAL OPPORruNlTY EMPLOYER ~~ ~UN"- - September 23,2003 Dan Siebenaler, Acting City Administrator City of Farmington 325 Oak Street Farmington, MN 55024 Dear Dan: On September 9, 2003, the County Board of Commissioners authorized staff to distribute the enclosed draft 2004-2008 Capital Improvement Program (CIP) for review and comment. The County Board also scheduled a public hearing on the proposed CIP for 9:00 am on Tuesday, November 17,2003, in the Board Room at the County Administration Center in Hastings. 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R58 - 03 A RESOLUTION REQUESTING THE INCLUSION OF CONSTRUCTION PROJECTS IN THE DAKOTA COUNTY 2004 TO 2008 TRANSPORTATION CIP Pursuant to due call and notice thereof, a regular meeting of the City Council of Farmington, Minnesota, was held in the Council Chambers of said City on the 18th day of August, 2003 at 7:00 p.m. Members Present: Members Absent: Ristow, Cordes, Fitch, Soderberg Fogarty Member Soderberg introduced and Member Fitch seconded the following resolution: WHEREAS, Dakota County has asked cities and townships to request projects for inclusion in the Dakota County 2004 to 2008 Transportation ClP; and WHEREAS, the following transportation projects are important to the City of Farmington : ; and Year 2004* 2005 2005 or 2006 2005 2007 Future ClP Future ClP As warranted WHEREAS, the City of Farmington intends to participate in costs associated with these projects in accordance with applicable County cost sharing policies; NOW, THEREFORE, BE IT RESOLVED, that the City of Farmington hereby requests that these projects be included in the Dakota County 2004-2008 Transportation ClP for construction in the year indicated: Pro. ect CR 64, Pedestrian Trail, CSAH 31 to Akin Road CR 74, Ash Street, RR Tracks to Trunk Hi wa 3 CR 64, 195 Street from Autumn Glen to TH 3 CSAH 50, Division Street to TH 3 relimin Traffic Si als alon Pilot Knob Road *if not accomplished in 2003 Year 2004* 2005 2005 or 2006 2005 As warranted BE IT FURTHER RESOLVED, that the City of Farmington hereby requests the following projects be considered for inclusion in future Dakota County Transportation CIP's: This resolution adopted by recorded vote of the Farmington City Council in open session on the 18th day of August, 2003. Mayor Attested to the _ day of 2003. Interim City Administrator SEAL /od CITY OF FARMINGTON SUMMARY OF REVENUES AS OF SEPTEMBER 30, 2003 75.06 % Year Complete eer.meN1t:~\))IMI:::)))k :':J!IB'-e.Nll :.:..:::2ooif::~: ::j~:))))}t:m):r:::::::::: ::~)mr:::iijb.2r:::::~:): % $ % GENERAL FUND Property Taxes 3,188,070 1,538,724 48.27 1,188,515 45.71 Licenses/Permits 1,033,700 136,986 1,102,655 106.67 1,041,329 89.48 Fines 82,500 6,281 49,541 60.05 48,973 59.36 Intergovernment Revenue 414,975 240,231 464,357 111.90 404,067 49.45 Charges for Service 329,779 20,828 147,770 44.81 259,365 80.75 Miscellaneous 330,500 20,914 221,305 66.96 226,078 68.40 Transfers 225,000 18,685 167,629 74.50 258,375 75.00 Total General Fund 5,604,524 443,925 3,691,981 65.88 3,426,702 60.55 SPECIAL REVENUE HRA Operating Fund 27,000 837 9,187 34.03 11,240 46.37 Police Forfeitures Fund 8,050 4 7,893 98.05 3,755 46.65 Park Improvement Fund 152,500 2,099 46,345 30.39 127,734 32.67 Recreation Operating Fund 186,700 6,307 87,624 46.93 195,340 93.43 ENTERPRISE FUNDS Ice Arena 243,300 3,860 111,211 45.71 127,444 58.59 Liquor Operations 2,410,500 221,864 2,005,539 83.20 1,776,871 74.04 Sewer 1,298,000 71,092 889,695 68.54 1,074,167 69.50 Solid Waste 1,358,500 145,731 871,996 64.19 949,722 75.48 Storm Water 270,000 33,228 205,347 76.05 538,038 87.87 Water 1,790,000 198,408 1,090,075 60.90 1,222,193 69.44 Total Revenues 13,349,074 1,127,355 9,016,893 67.55 9,453,206 67.11 CITY OF FARMINGTON SUMMARY OF EXPENDITURES AS OF SEPTEMBER 30, 2003 PiROSl'il11f ..\:=i2o.0it..PiRCeN1f :::':'::::20d)::.i:.:\..yttF\( :::::::::::2o.oi.::i:::::::':: GENERAL FUND Legislative Administration Human Resources MIS Elections Communications Finance Planning/Zoning Building Inspection Community Development Police Administration Patrol Services Investigation Services School Liason Officer Emergency Management Fire Rescue Engineering G.I.S. Streets Snow Removal Signal Maint Fleet Maint Park Maint Forestry Building Maint Recreation Programs Outdoor Ice Transfers Out Total General Fund SPECIAL REVENUE HRA Operating Police Forfeitures Fund Park Improvement Fund Senior Center Swimming Pool ENTERPRISE FUNDS Ice Arena Liquor Operations Sewer Solid Waste Storm Water Water Utility Total Ex enditures 61,120 418,660 191,820 92,330 10,870 76,350 372,730 155,360 316,330 87,350 456,300 1,120,280 171,980 80,830 1,400 371,000 47,690 259,430 12,820 419,200 105,640 95,600 244,162 110,000 105,300 256,850 27,640 100,000 5,769,042 88,840 8,050 134,500 108,020 124,560 273,900 2,247,750 1,263,767 1,363,631 242,939 1 104503 12,729,502 2,975 31 ,431 11,835 7,297 2,258 29,299 10,442 33,570 19,317 31,902 95,047 13,505 6,396 10 52,840 5,379 23,733 26 40,377 185 7,845 27,610 7,109 12,437 24,599 (12) 497 412 3,374 74,116 17,718 7,601 29,560 223,644 68,613 80,470 34,650 68,680 1,105,838 55,402 386,711 103,867 60,268 32,247 279,984 104,455 263,412 131,393 379,743 864,890 124,043 56,136 673 232,706 27,970 217,419 3,103 369,688 49,197 62,081 286,113 20,775 90,695 283,596 3,790 4 490 357 60,107 4,575 126,450 101,464 122,457 190,471 1,887,342 844,170 973,203 139,140 807,130 9,746,866 % 90.64 92.37 54.15 65.27 0.00 42.24 75.12 67.23 83.27 150.42 83.22 77.20 72.13 69.45 48.07 62.72 58.65 83.81 24.20 88.19 46.57 64.94 0.00 117.18 18.89 86.13 110.41 13.71 0.00 77.84 67.66 56.83 94.01 93.93 98.31 69.54 83.97 66.80 71.37 57.27 73.08 76.57 $ 56,604 281,363 95,185 40,632 7,212 43,805 293,092 115,718 251,795 60,368 283,983 738,019 84,942 58,888 146 213,180 21 ,484 215,095 661 281.025 38,035 67,440 98,404 236,582 23,973 86,700 188,531 7,655 119,754 4010,271 37,302 8,350 92,335 81,233 115,130 171,825 1,763,753 758,173 951,283 139,628 486,593 8,615,876 % 79.97 79.45 73.37 71.57 31.83 66.10 77.26 82.78 92.81 69.81 72.80 76.81 56.35 87.82 10.43 63.85 57.22 87.87 6.34 76.40 44.75 78.79 83.37 114.85 23.30 82.17 66.00 29.58 92.12 75.86 71.53 103.73 79.05 74.82 95.69 72.28 80.10 64.21 78.26 58.82 32.25 70.19 /~ City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: . \I)'~.U' Mayor, CouncIl Members, VI Interim City Administrator FROM: Jim Atkinson Assistant City Planner SUBJECT: Discussion of MUSA Review Criteria, Timeline, and Application Process DATE: October 20,2003 INTRODUCTION Preparing for future meetings of the MUSA Review Committee is a multi-step process. Several steps have already been completed. The next step involves finalizing (1) the criteria that will be used and (2) administrative details such as the timetable for the process and the MUSA application procedure(s). DISCUSSION At its meeting on June 16, 2003, the City Council approved the reconvening of the MUSA Review Committee. The City Council and City staff subsequently met on July 28,2003 to further discuss various procedural aspects of the MUSA review process. At that meeting, the Council determined that the Planning Commission should discuss the composition of the committee, talk about the criteria used in the last MUSA review process, and discuss a timetable and a specific process for the review. MUSA Review Committee The Planning Commission discussed the composition of the MUSA Review Committee at its meeting on August 12,2003. The Commission's recommendations regarding the composition of the Committee were discussed and approved by the City Council at its meeting on September 2, 2003. The make-up of the Committee will be as follows: "Constituent Grou " Cit Elected Officials City Staff and/or Consultants A Cit Council Interim City Administrator ISD 192 ISD 192 Board of Directors ISD 192 Superintendent P1annin Commission Parks & Recreation Commission Interim City Administrator Cit A ointed Officials Parks & Recreation After a few unresolved details regarding the MUSA review process have been addressed, City staff will contact each "constituent group" to request that MUSA Review Committee members be appointed. MUSA Review Criteria At its meeting on October 14, 2003, the Planning Commission reviewed the criteria used by the last MUSA Review Committee and recommended some minor modifications. The revised criteria are attached to this memo. The Council should determine whether the proposed criteria are acceptable. MUSA Review Timetable The timetable included with this memo is meant to be a flexible schedule. Portions of the review process may take longer than expected, and some may take less time than expected. It is, however, important to generally predict when the City, and property owners, could expect additional MUSA to be designated. The Planning Commission reviewed the proposed timeline at its meeting on October 14, 2003 and unanimously recommended approval of the time1ine. MUSA Application The application form used in the last round of MUSA review is included with this memo. The Planning Commission discussed the application form at its meeting on October 14, 2003 and recommended adding the specific criteria, which the applicants could address based on their specific project. The revised application is attached to this memo. RECOMMENDED ACTION Approve the MUSA review criteria, time line, and application form. q:SU~ Jim Atkinson Assistant City Planner MUSA EXPANSION CRITERIA (Comparison of existing criteria and proposed criteria) 1. Proximity of property to transportation corridors (i.e. 195th Street between Akin Road and TH 3, 208th Street between CSAH 31 and TH 3, 220th Street west of Denmark Avenue, etc.) to promote construction of transportation corridors as identified in the City's 2020 Comprehensive Plan. 2. Proximity to existing infrastructure 1afl6 including an analysis of whether it is economically feasible to connect to existing and/or planned infrastructure identified in the 2020 Comprehensive Plan}. 3. Proximity to the central area of City (east of Akin Road and west of Trunk Highway 3 east of Pilot Knob Road, south of the 195th Street alignment, and within existing City boundaries) to promote the connection of the northern and southern portions of the City. 4. Feasibility of providing municipal services (police, fire, public works, or parks) to the proposed property. 5. Variety of Proposed land uses proposed by developer (i.e. Low, Low / Medium, Medium and High Density Residential, Business, Industrial, etc.) that support5 and are consistent with the City's 2020 Comprehensive Plan and/or are consistent with the Citv's current Zoning Map. 6. MUSA expansion areas should generally follow section lines, natural drainage ways and sanitary sewer districts. 7. Preference will be given to MUSA applications that could reasonably be expected to expedite or facilitate retail and commercial growth. 8. Other criteria that may be determined by the Planning Commission and City Council.l. including a requirement that Staff suggestion: development must occur within a 5 year time frame. five (5) years of the granting of MUSA. PROPOSED MUSA EXPANSION CRITERIA 1. Proximity of property to existing and planned transportation corridors (for example, 195th Street between Akin Road and TH 3, 208th Street between CSAH 31 and TH 3, 220th Street west of Denmark Avenue, etc.) to promote construction of the transportation system identified in the City's 2020 Comprehensive Plan and/or Dakota County's Transportation Plan. 2. Proximity to existing infrastructure (including an analysis of whether it is economically feasible to connect to existing and/or planned infrastructure identified in the 2020 Comprehensive Plan). 3. Proximity to the central area of City (east of Pilot Knob Road, south of the 195th Street alignment, and within existing City boundaries) to promote the connection of the northern and southern portions of the City. 4. Feasibility of providing municipal services (police, fire, public works, or parks) to the proposed property. 5. Proposed land uses (i.e. Low, Low/Medium, Medium and High Density Residential, Business, Industrial, etc.) that support and are consistent with the City's 2020 Comprehensive Plan and/or are consistent with the City's current Zoning Map. 6. MUSA expansion areas should generally follow section lines, natural drainage ways and sanitary sewer districts. 7. Preference will be given to MUSA applications that could reasonably be expected to expedite or facilitate retail and commercial growth. 8. Other criteria that may be determined by the Planning Commission and City Council, including a requirement that development occur within five (5) years of the granting of MUSA. Proposed MUSA Review Timeline October Planning Commission Review: 1. Timeline 2. Application Form 3. Amended Criteria City Council Review: 1. Timeline 2. Application Form 3. Criteria November MUSA Review Committee Review: 1. Timeline 2. Application Form 3. Criteria December 1. Distribute application form to property owners 2. Publicize commencement of MUSA review process January 1. Deadline for submission of applications 2. Initial review of applications by City Staff; preparation of staff comments F ebruarv. Consideration (by MUSA Review Committee) of applications and Staff comments March 1. MUSA Review Committee makes recommendations to Planning Commission 2. Planning Commission prepares comments April 1. City Council considers recommendations and comments of MUSA Review Committee and Planning Commission 2. City Council decides whether, when, and to whom MUSA extensions will be granted. 2005 MUS A DESIGNATION QUESTIONNAIRE (used for the last MUSA review in 2000) Applicant: Address: Phone: Property Location: Number of Acres requested for MUSA: The 2005 MUSA Review Committee will review your answers to the following questions in determining possible MUSA designation to your property. 1. Do you own the property that you are requesting for MUSA designation? Yes No 2. Are you familiar with the City's 2020 Land Use Plan and does your proposal follow the City's plan? Yes No 3. Do you have a use determined for the property? Yes No If yes, what is the use? 4. Do you have a schematic plan prepared for the property? Yes No 5. Do you have a Developer/Builder prepared to develop the property? Yes No If yes, who are they? 6. When are you planning to develop the property? 7. Are you willing to extend infrastructure (sewer, water, storm sewer, roadways, etc.) to your property? Yes No 8. If you received MUSA designation for your property, when would you start the platting process for the proposed project? 9. If you received MUSA designation for your property and were unable to develop the property within the prescribed five-year time frame, would you be willing to give up your MUSA designation until the next round of MUSA designation was available? Yes No Please expand. Signature of Applicant Date PROPOSED MUSA DESIGNATION QUESTIONNAIRE City of Farmington, Minnesota Applicant Name Phone: Address If you are not the property owner, what is your interest in the property? Property Owner(s) (if different than applicant): Name(s) Phone: Address Property Location (please provide map and/or legal description): Number of Acres requested for MUSA: The MUSA Review Committee, Planning Commission, City Council, and City Staff will review each application based on the following criteria. Please explain how your proposal meets these criteria: 1. Proximity of property to existing and planned transportation corridors (for example, 19Sth Street between Akin Road and TH 3, 20gth Street between CSAH 31 and TH 3, 220th Street west of Denmark Avenue, etc.) to promote construction of the transportation system identified in the City's 2020 Comprehensive Plan and/or Dakota County's Transportation Plan (see attached). 2. Proximity to existing infrastructure (including an analysis of whether it is economically feasible to connect to existing and/or planned infrastructure identified in the 2020 Comprehensive Plan). 3. Proximity to the central area of City (east of Pilot Knob Road, south of the 195th Street alignment, and within existing City boundaries) to promote the connection of the northern and southern portions of the City. 4. Feasibility of providing municipal services (police, fire, public works, or parks) to the proposed property. 5a. Proposed land uses (i.e. Low, Low/Medium, Medium and High Density Residential, Business, Industrial, etc.) that support and are consistent with the City's 2020 Comprehensive Plan and/or are consistent with the City's current Zoning Map (see attached). 5b. If your proposal is not consistent with the existing Comprehensive Plan designation and/or Zoning Map, what Comprehensive Plan designation and Zoning District would you request? 6. MUSA expansion areas should generally follow section lines, natural drainage ways and sanitary sewer districts. 7. Preference will be given to MUSA applications that could reasonably be expected to expedite or facilitate retail and commercial growth. 8. Other criteria that may be determined by the Planning Commission and City Council, including a requirement that development occur within five (5) years of the granting of MUSA. Signature of Applicant Date Signature of Property Owner(s) (if different than applicant) Date