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HomeMy WebLinkAbout02.02.09 Council Packet City of Fanning ton 430 Third Street rmington, 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 February 2, 2009 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS CITIZEN COMMENTS / RESPONSES TO COMMENTS (Openfor Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (1/20/09 Regular) b) Quarterly Investment Report - Finance c) School and Conference - Police Department d) School and Conference - Natural Resources e) School and Conference - Administration f) School and Conference - Finance g) School and Conference - Planning h) School and Conference - Fire Department i) Acknowledge Resignation Finance - Human Resources j) Council By-laws - City Attorney k) Adopt Ordinance - Towers, Monopoles, Antennas - Planning 1) Approve Bills Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS ~1. UNFINISHED BUSINESS 12. NEW BUSINESS a) Approve Old City Hall Improvement Project - Parks and Recreation Page 13 b) Adopt Resolution - Approve Donation of Furniture to ISD 192 - Human Resources c) Update on VermiUion River Crossing - Administration (Supplemental) 13. COUNCIL ROUNDTABLE 14. ADJOURN Page 14 City of Farmington 430 Third 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 February 2, 2009 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (1/20/09 Regular) b) Quarterly Investment Report - Finance c) School and Conference - Police Department d) School and Conference - Natural Resources e) School and Conference - Administration f) School and Conference - Finance g) School and Conference - Planning h) School and Conference - Fire Department i) Acknowledge Resignation Finance - Human Resources j) Council By-laws - City Attorney k) Adopt Ordinance - Towers, Monopoles, Antennas - Planning I) Approve Bills Approved Information Received InformationReceived Approved Approved Approved Approved Approved Acknowledged Approved Ord 009-599 Approved 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Approve Old City Hall Improvement Project - Parks and Recreation Tabledfor. Workshop b) Adopt Resolution - Approve Donation of Furniture to ISD 192 - Human Resources c) Update on Vermillion River Crossing -Administration (Supplemental) 13. COUNCIL ROUNDTABLE 14. ADJOURN R6~09 Information Received la.. COUNCIL MINUTES REGULAR January 20, 2009 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Larson, Donnelly, Fogarty, May, Wilson None Andrea Poehler, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Tim Pietsch, Fire Chief; Cynthia Muller, Executive Assistant Tim Nielsen, Nick Luchsinger, Dustin Dingman, James Oates, Matthew Donnelly 4. APPROVE A GENDA Mayor Larson pulled item 7n) Appointments to Boards and Commissions. Councilmember Fogarty pulled item 7g) Council By-laws for discussion. City Administrator Herlofsky switched items 5a) and 5b), and removed item 7j) Amend Ordinance Cell Phone Towers. Councilmember Fogarty pulled 7a) 1/12/09 Workshop Minutes to abstain. MOTION by Fogarty, second by Wilson to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Recognize Fire Chief Appointment Tim Pietsch has served as Fire Chief for three years. He has been re-appointed for another three years. b) Introduce New Fire Fighters Fire Chief Pietsch introduced new fire fighters, Dustin Dingman, Matthew Donnelly, Nicholas Luchsinger, Tim Nielsen, and James Oates. Rob Murphy was unable to attend the meeting. Councilmember Wilson thanked the Fire Department for the Annual Meeting Banquet last week. 1-1 Council Minutes (Regular) January 20, 2009 Page 2 6. CITIZEN COMMENTS Mr. David Pritzlaff, 20255 Akin Road, thanked the Fire Department for the wonderful banquet and presentation. He attended the Warrior to Citizen event at the American Legion and it was also very nice and thanked Annette and Steve Kuyper for organizing the event. Mr. Pritzlaff stated on December 3 I, 2008, there was a deadline to submit applications for the Planning Commission. He submitted his application before the deadline. On January 5, 2009, Councilmember Fogarty asked for an extension to the deadline as they were short on applications. At that time there were four or five applications for the Planning Commission. Mr. Pritzlaff felt the extension should have applied only to the other commissions that were short on applications. The deadline was extended to January 13,2009, the day before the interviews. The paper listed the deadline as January 12, but the Council had extended it to January 13,2009. His application still met the deadline. On Wednesday night he found out he was not appointed to the Planning Commission. He understood at least two applications came in on January 14, a day after the second deadline. Councilmember Fogarty's husband submitted an application late in the day on Wednesday. Mr. Pritzlafffelt there were deadlines set and there were enough applications, but Council was not happy with the ones submitted, so more were requested, and applications were accepted after the second deadline. He felt it was an unfair approach on how Council accepted the applications, and felt it was a conflict of interest for a Councilmember's spouse to be on a board or commission. He will not argue the qualifications, but does have a lot of experience with being on the Council. 7. CONSENT AGENDA MOTION by Fogarty, second by Wilson to approve the Consent Agenda as follows: a) Approved Council Minutes (1/5/09 Regular) (1/14/09 Special) b) Received Information 4th Quarter Building Permit Report - Building Inspections c) Approved Dakota County Sentence to Service Contract - Parks and Recreation and Engineering d) Adopted RESOLUTION R3-09 Accepting Donation Rambling River Center - Parks and Recreation e) Approved School and Conference - Administration f) Approved School and Conference - Finance h) Approved School and Conference - Engineering i) Approved Agreement for County Hauler Financial Incentive Payment Program - Municipal Services j) Tabled Ordinance Amendment - Cell Phone Towers - Planning k) Acknowledged Resignation Fire Department - Human Resources 1) Approved Appointment Recommendation Fire Department - Human Resources m) Received Information Annual Fire Department Report - Fire Department 0) Approved Bills APIF, MOTION CARRIED. 1-2 Council Minutes (Regular) January 20,2009 Page 3 g) Amend Council By-laws - City Attorney Councilmember Fogarty noted the reason for changing the by-laws was to eliminate the 6:30 p.m. pre-Council meeting. She noted the by-laws do not match some of the clerical things we do. She asked that the language for Section II, SUBD. 2 A be changed to read that issues can be discussed before a motion is made. Councilmember Wilson asked for a modification in Section VIII, SUBD. 1 regarding the City Administrator's review. During the review process in the past, Councilmember Wilson has contacted staff regarding the City Administrator's performance and feels uncomfortable with that practice. He suggested a 360 degree review be performed and the results forwarded to Council so they do not have to contact staff members. City Administrator Herlofsky stated as part of his membership with the ICMA a 360 degree review is required every seven years. He will contact ICMA and bring information back to Council. Councilmember Fogarty noted this year the City Administrator's contract needs to be discussed. As far as the review process, Councilmember Wilson stated the more insight he can receive from the City Administrator's peers and his own thoughts on the direction ofthe City, the better served Council will be. Councilmember Donnelly asked if the by-laws need to be changed to do this. Regarding the City Administrator's contract, it was determined that Councilmembers Fogarty and Donnelly will meet with the City Administrator to discuss his contract. The by-laws will not be changed regarding the review process. This item was tabled to the next meeting. a) MOTION by Wilson, second by Donnelly to approve 1/12/09 Workshop minutes. Voting for: Larson, Donnelly, May Wilson. Abstain: Fogarty. MOTION CARRIED. n) Approve Appointments to Boards and Commissions - Administration MOTION by Wilson, second by May to approve appointments to the Water Board, Heritage Preservation Commission, and Rambling River Center Advisory Board. APIF, MOTION CARRIED. MOTION by Wilson, second by Donnelly to appoint Dirk Ratty to the Planning Commission. Voting for: Larson, Donnelly, May, Wilson. Abstain: Fogarty. MOTION CARRIED. MOTION by Donnelly, second by May to appoint Doug Bonar to the Planning Commission. Voting for: Larson, Donnelly, May, Wilson. Abstain: Fogarty. MOTION CARRIED. MOTION by Donnelly, second by Larson to appoint Steve Fogarty to the Planning Commission. Voting for: Donnelly, Larson. Voting against: May, Wilson. Abstain: Fogarty. MOTION FAILED. 1-3 Council Minutes (Regular) January 20,2009 Page 4 MOTION by Larson, second by Wilson to appoint David Pritzlaffto the Planning Commission. Voting for: Larson, Wilson. Voting against: Donnelly, May. Abstain: Fogarty. MOTION FAILED. MOTION by Larson, second by May to appoint Joseph Vanderbeck to the Planning Commission. Voting for: Larson, Donnelly, May, Wilson. Abstain: Fogarty. MOTION CARRIED. Applications will be taken for a seat on the Parks and Recreation Commission until February 6,2009. Interviews will be conducted on February 9, prior to the workshop. Councilmember May noted there were some school and conference requests in the Consent Agenda. She asked that the memos include all costs such as mileage, etc. It was unclear if all costs were included. She also asked if Council receives any feedback from the conferences. This will be discussed by staff. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Park Master Plans - Parks and Recreation Master plans for Rambling River Park, Lake Julia Park and Pine Knoll Park were presented. The plans for Rambling River Park were designed by Hoisington Koegler Group and the plans for Lake Julia Park and Pine Knoll Park were designed by staff. Input was solicited from neighbors within 350 ft. of each park. The Parks and Recreation Commission has reviewed the plans and unanimously recommended approval of all three plans. Ms. Amy Bower, Hoisington Koegler Group, presented the plans for Rambling River Park. The park is divided into sections with a busy county road running through the park, and railroad tracks running through the eastern part. It is close to downtown and there is a school on the north side. There are ball fields and picnics along the river. The plans show adding another picnic shelter, adding additional restrooms and expanding the parking lot to make the picnic shelter, restroom and parking lot more cohesive. Also shown is an additional basketball court, improving the tennis courts, keeping the volleyball court, updating the play equipment, adding storm water improvements to any additional parking lots. If adjacent residential lots come up for sale, it was recommended to purchase them for expansion of the park. Regarding the existing Feely Fields, it was proposed to change them to three adult softball fields, after the Fairhill development youth complex is completed. This also includes expanding parking, concession stand, 1-4 Council Minutes (Regular) January 20,2009 Page 5 restrooms, and rain water gardens. The ice arena area is used for overflow parking. The plans show adding a paved outdoor rink that would be covered to extend the skating season and improved parking. Another improvement is to Kuchera's park. It would become a neighborhood park by adding play equipment, expanding the size of the parcel and improve the buffer along the river. Other improvements include improving the trail system, mileage markings, map markings, loops to trails by adding bridges across the Vermillion River, trail signs at park entrances, a bridge across the railroad tracks (this was not included in the park budget). The county sees the Vermillion River as a green corridor. A regional route may come through the park, so there will be a need to have a safe crossing over the railroad tracks whether it be on the north side near the school, or on the southern side towards downtown. With a regional trail, the consultant suggested the comer of Spruce and Denmark as a parking lot and trail head. In the flood plain near the school, a boardwalk, trails, cross country ski trails were proposed. Council discussed several items regarding this park. An outdoor rink was not envisioned by the ice arena, could the current building be used as a warming house, paper maps would be more efficient along the trails. Council would prefer to see pavers used rather than paved parking lots or environmentally friendly options for infiltration. There are grants available for some of these options. Regarding widening the trail, this would be due to it connecting with a regional trail and the cost should be paid by the county. There is a space identified in the park for a Veteran's Memorial. It was noted as a long-term plan, but Council did not consider 2013 long term. Perhaps some of the economic considerations should be directed toward neighborhood parks first to help residential growth. Staff explained that master plans are good for 20-25 years. Staff would start identifying priorities in 2013. Council preferred to table approval of the plans for Rambling River Park and have a workshop with the Park and Rec Commission to provide options and to obtain priorities for all parks. Pine Knoll Park is a 4-acre park with 525 ft. of bike trail on the west side, sidewalk along the front of the park, a play equipment area, a ball field, basketball court that is in poor shape, existing signs identifying park, and natural areas. It was determined to take out the old basketball court, increase the size, update play equipment to include a climbing boulder, add a shelter, and a looped trail through and around the park. It was also proposed to make the 204th Street entrance more visible, change the sidewalk along 203rd Street to an 8 ft. wide trail to be consistent with the trail that loops around the park. Lake Julia Park is 17.5 acres, with 8.4 acres being storm water pond. There are 1100 ft. of sidewalk along 18ih Street, 1700 ft. of paved bike trail, a 4,000 sq. ft. existing playground structure, existing fishing dock, and ball field. Updates would include new playground equipment, new shelter/warming house that would coincide with a paved outdoor pleasure rink in the winter, and use as a basketball court in the summer. Other items include a new off-street parking lot, a potential 1-5 Council Minutes (Regular) January 20, 2009 Page 6 soccer field, add a trail that would terminate at the street with a bike lane, to the east there is a trail connecting to the Lake Julia waterway and into the North Creek greenway, add lights along the trail and at the dock, and plant new trees. MOTION by Fogarty, second by Donnelly to approve the Pine Knoll Park and Lake Julia Park master plans. APIF, MOTION CARRIED. The master plan for Rambling River Park was tabled until after a workshop with the Council and Parks and Recreation Commission. b) Appoint MVTA and Cedar Group Representative -Administration MOTION by Wilson, second by May to appoint Councilmember Fogarty and City Administrator Herlofsky to the MVT A and Councilmember Donnelly and City Administrator Herlofsky to the Cedar Group. APIF, MOTION CARRIED. c) Approve Seal Coat Project Feasibility Report - Engineering The seal coat program was established in 1994. City Engineer Schorzman presented a map showing the routes. Most of the areas are on the northern end of Farmington, Akin Road, the north and south sides of downtown, and other scattered areas. Some streets will be covered through development funds for the first seal coating. The remaining areas would be assessed, which is a 50/50 cost sharing with the road and bridge fund carrying 50% of the cost and residents assessed 50%. The estimated assessment is $ 132.90/REU. It is higher than last year because of the difference in the make-up between single family, multi-family and commercial/industrial properties within the project area. Councilmember May asked how it is determined how the streets are grouped as it does not seem fair that some years have more multi-family or commercial that could be a bigger divider to spread the cost out. This year there is more single family. She asked how staff justifies the fairness when one homeowner is paying more than another for the same work. Staff explained when the program started, the City was broken up into seven equal pieces for each year. Seven years is the maximum life of a seal coat. Development has not happened evenly, but to readjust them every year would take streets off their normal schedule. Councilmember May noted some people pay double just because of the group they are in. Councilmember Wilson asked about the cost of the feasibility report. City Engineer Schorzman stated with staff time and work from Dave Sanocki it costs approximately $3,000. Councilmember Wilson did not see the need to have the need for a feasibility report as we know who we are partnering with and use the same map each time. City Administrator Herlofsky explained it is done as a staff document and the cost is for our own people doing the work. Councilmember Wilson noted the report was signed by Dave Sanocki, and did not see that the report needed to be done by a contracted service. City Engineer Schorzman explained Dave Sanocki signed the report under his direction. The information in the report was obtained by City staff and Dave inserted the numbers. City 1-6 Council Minutes (Regular) January 20,2009 Page 7 Attorney Poehler noted a feasibility report is required to be done by statute as a part of the assessment process. City Engineer Schorzman stated the estimate last year was $115. Councilmember Fogarty noted the majority ofthe difference comes down to the cost of the product. Over the years there have been groups of townhomes and other years single family homes. She was very comfortable with the program. Councilmember Donnelly felt some of the difference would be from the amount of frontage. Staff agreed, as that is the majority ofthe reason, also the density with the number of homes in the area. Councilmember May noted Main Street residents were assessed over $6,000. A difference of $50-$60 more from last year is a big difference. She also asked about the work on 4th Street north of Elm and if that was done because of the watermain. Staff clarified that was part of the Main Street project. There are certain restrictions under statute 429. The funding is not allowed to come from prior projects. The City is required to prove by appraisal that the project actually adds the amount of value to the property before the City can assess any amount. Under the assessment policy, the City is limited to the amount to be assessed by the appraisal. We need to confirm the assessment amount by an independent appraisal. Any amount not paid for by assessments is paid for by the road and bridge fund which is made up of MUSA funds, investment interest, and some tax levies from the past. If Council did not assess the residents, that difference would need to be made up. If the funds were not available in the road and bridge fund, it would require a separate tax levy. At one point, $50 was the set amount to assess residents, however, eventually that was not enough to cover the costs. City Engineer Schorzman noted any streets proposed for a reconstruction will not be seal coated. Councilmember May asked if the groupings of streets could be reviewed periodically and if there was a limit on assessments. Main Street was assessed for the new street and they were also assessed for Elm Street. Finance Director Roland replied all assessments are subject to Council approval, so it is up to Council as to how many assessments can be assessed against a property. There is no limit. Councilmember May asked how Council would know which streets have been assessed multiple times. Staff will identify recent projects. Councilmember Donnelly asked about MSA funds. Finance Director Roland explained those funds are used for MSA projects. Mayor Larson asked staff to look at the groupings to obtain a more equal amount of single family homes and townhomes. MOTION by Fogarty, second by Wilson to adopt RESOLUTION R4-09 accepting the feasibility report, scheduling the public hearing for March 16,2009, and authorizing preparation of plans and specifications. APIF, MOTION CARRIED. d) Adopt Resolution - Approve Joint Powers Agreement Seal Coat - Engineering The City of Farmington completes seal coat and crack sealing improvements through a Joint Powers Agreement with several other cities, and administered by 1-7 Council Minutes (Regular) January 20, 2009 Page 8 the City of Burnsville. MOTION by Fogarty, second by Wilson to adopt RESOLUTION RS-09 authorizing the City to enter into the Joint Powers Agreement administered by the City of Burnsville for the seal coat and crack sealing improvements for 2009. APIF, MOTION CARRIED. e) Project Updates - Engineering City Engineer Schorzman provided Council with an update on projects. The 195th Street extension project has the majority of the earth work done. They finished setting the beams on the bridge last week. Work will continue in March or April. It is anticipated to be finished in the fall. The lighting alternate will be re-bid soon and brought back to Council. The Spruce Street and 2nd Street project is complete except for the wear course. The Seal coat and crack seal project was discussed in the previous item. The annual curb and sidewalk replacement project will be done in the spring. Staff prioritizes damaged sidewalks and curbs. The Denmark Trunk Sanitary Sewer Extension, 4th Street Storm Sewer Improvements, and 5th Street Sanitary Sewer Improvements are undergoing feasibility reports now. The Denmark project will take the trunk sanitary sewer from Spruce Street to Ash Street in anticipation of the reconstruction of the Westview neighborhood and will eliminate the lift station by Dakota Electric. The 4th Street project will extend the storm sewer from lIz block south of Elm Street down to Walnut Street. The 5th Street project has the same area limits for the sanitary sewer trunk extension. Both are done in anticipation of a reconstruction project on Walnut Street. Funding for all three projects will come from the trunk funds and not assessed. The feasibility reports will be brought to Council on February 17, 2009. 11. UNFINISHED BUSINESS a) Rambling River Center Update -Administration Staff is looking at options for funding to remodel the old City Hall for the Rambling River Center. Staffwill bring a proposal to the Council that will suggest additional money be raised. Staff is working on how that will be accomplished. Construction management will be done in-house to minimize costs. Councilmember May asked if staff has identified a cost of having the old City Hall vacant as far as utilities. She felt that number should be considered when evaluating how to move forward. There are insurance costs and utilities. Staff will prepare those numbers. 1-8 Council Minutes (Regular) January 20, 2009 Page 9 b) City Hall Change Orders - Administration There have been approximately 65 change orders totaling $66,586. There was a deduction of $40,000 for the landscaping along the south side of City Hall. This was included with the street project. There was $16,000 received from other sources through negotiations, so the financial impact is $44,000 plus $40,000 for the street proj ect which is under .1 % of the proj ect. Council was asked to approve change orders 37-67 totaling $6,262. Councilmember Wilson noted the memo on the change orders is dated early December and asked why it was not taken up by the previous Council at the second meeting in December. City Administrator Herlofsky explained there were issues to be resolved and negotiations. They were on the agenda, but issues came up and they were removed from the agenda. Councilmember Wilson suggested something to consider for other municipal projects, is there was no contingency for the facility not being completed on time. The original completion date was around early November and there is still work to be done. He asked if any credit would be received for the timing of the completion. City Administrator Herlofsky agreed staff was not pleased with having to move in without the building being completed. This has been discussed with the architect and contractor. While work was being done after we moved in, utilities were paid for by the contractor. We did not suffer any negative impact other than inconvenience. Councilmember Wilson stated we have a nice building, low change orders, but the building was not done when it was supposed to be done. He did not see where the City has negatively impacted that scenario. Finance Director Roland noted that is referred to as liquidated damages which fall into place if we were significantly impaired from the enjoyment of this building from moving in on time. The proof is extraordinary to obtain these damages. The contractor is back and finishing the work. We are holding 10% of the contract as retainage until the final paperwork is received. Councilmember May asked when the inspection period starts. John McNamara, Wold Architects, stated the warranty period for any item not on the punch list starts as of the date of substantial completion of the project. An I I-month inspection is done and the warranty on those items starts when corrected. The substantial completion date was approximately November 12,2008. Councilmember Fogarty noted the building is beautiful, we occupied it ahead of schedule and under budget. That is due to the hard work of staff. MOTION by Fogarty, second by May to approve change orders 37-67 for a total of $6,262. APIF, MOTION CARRIED. 12. NEW BUSINESS 1-9 Council Minutes (Regular) January 20, 2009 Page 10 13. COUNCIL ROUNDTABLE a) Community Expo - Administration The Expo will be held January 31, 2009. The Y will be sharing a table with Parks and Recreation. b ) Workshop Schedule Discussion - Administration City Administrator Herlofsky suggested doing a strategic planning workshop on February 9, 2009. The Bonestroo contract will be discussed at the March 9 workshop. City Administrator Herlofsky noted the historic photos have been re- framed due to a grant and are now hanging in the new City Hall. Public Works and the Police Department handled the issue on Flagstaff. Maintenance staff has worked hard on managing the new Flagstaff Avenue. Councilmemher May: Thanked staff for their prompt answers to her questions. Friday night is senior night at the basketball game hosted by a youth development group, Community Ed, and the Rotary. Busses from Marschall Line are being provided for the seniors to attend. Councilmemher Fogarty: She would like to reschedule the date for the Council pictures. She suggested collecting information at the Expo for listing home base businesses in the Business Directory. Staff will discuss this. She and Mayor Larson have met with the hockey board regarding the need for a second sheet of ice. They have asked City Administrator Herlofsky and Jeremy Pire to attend the next meeting. Councilmemher Wilson: Attended the Fire Department banquet and thanked the members. It was one of the busiest years on record for the department. Saturday there was a great event with the Warrior to Citizen program. Councilmemher Donnelly: Also attended the Warrior to Citizen event and there was a nice showing by the community in support of the veterans coming home. City Administrator Herlo/sky: Regarding the Yellow Ribbon entrance signs at the borders, MnDOT was not aware of them. Staff has contacted Rep. Garofalo and the initial issues were the design and no money available. They are working on it with the state. Administrative Services Director Shadick: She and Mark Moore, Cable Coordinator are working with the audio-visual contractor to rectify issues with the audio in the Council Chambers. 1-10 Council Minutes (Regular) January 20, 2009 Page 11 Mayor Larson: was a nice event. Attended the ribbon cutting for Beans and Bakery and it He attended some of the Fire Department banquet and had a nice time. He attended the steak fry at the VFW for the Rambling River Center. They ran out of steaks by 20-30 meals. The Warrior to Citizen campaign is a wonderful event. He encouraged residents to attend these community events. 14. ADJOURN MOTION by Fogarty, second by Wilson to adjourn at 9:49 p.m. APIF, MOTION CARRIED. Respectfully submitted, /J-?J~ ynthia Muller Executive Assistant 1-11 CITY OF FARMINGTON INVESTMENT PORTFOLIO ANAL VSIS I/; Credit Risk Value Value Value 12/31/2006 12/31/2007 12/31/2008 PercentaQe PercentaQe PercentaQe Commercial Paper $ 4,566,578 29.0% $ 7,692,089 33.6% 1,496,250.00 7.3% Negotiated CD's 854,192 5.4% 1,532,283 6.7% $ 6,529,808 31.9% US Agencies 9,468,960 60.2% 11,456,267 50.0% 7,977,955 39.0% Municipal Obligations 300,413 1.9% 73,513 0.3% 56,036 0.3% Investment Pools 546,209 3.5% 2,172,948 9.5% 4,387,220 21.5% Total Investments $ 15,736,352 $ 22,927,100 $ 20,447,269 (\-r V'lL\-;;:: Interest Rate Risk Value Value Value 12/31/2006 12/31/2007 12/31/2008 Percentaae Percentage Percentage Less than One (1) year $ 7,230,042 45.9% $ 14,353,573 62.6% $ 11,857,622 58.0% One (1) to Five (5) years 5,998,033 38.1% 6,326,630 27.6% 6,280,568 30.7% More than Five (5) years 2,508,277 15.9% 2,246,897 9.8% 2,309,079 11.3% Total Investments $ 15,736,352 $ 22,927,100 $ 20,447,269 1/23/2009 2-1 CITY OF FARMINGTON SCHEDULE OF INVESTMENTS 31-Dec-08 RED = CASH FLOW FOR BOND PMTS PURPLE = CASH FLOW FOR 195TH DATE MARKET INSTITUTION TYPE YEILD PURCHASE MATURITY CALL DATE BALANCE VALUE 4M FUND MONEY MKT VARIES VARIES VARIES 764,249.74 764,249.74 SMITH BARNEY MONEY MKT VARIES VARIES VARIES 394,024.52 394,024.52 ANCHOR BANK MONEY MKT VARIES VARIES VARIES 3,228,945.68 3,228,945.68 ANCHOR BANK CD 3.50% 6/5/2008 7/5/2009 100,000.00 100,000.00 RBC CAPITAL FHLMC 1.94% 10/7/2008 1/30/2009 993,930.56 1,000,000.00 RBC CAPITAL FHLMC 5.25% 7/8/2008 2/24/2009 504,670.83 503,136.00 RBC CAPITAL FHLB 5.33% 7/8/2008 3/6/2009 504,246.39 503,743.00 RBC CAPITAL FNMA 5.63% 7/8/2008 5/19/2009 502,155.63 507,433.00 RBC CAPITAL CD 3.25% 8/27/2008 5/27/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.25% 8/27/2008 5/27/2009 96,000.00 96,472.32 RBC CAPITAL CD 3.15% 8/29/2008 5/29/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.35% 8/29/2008 5/29/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.35% 8/29/2008 5/29/2009 96;000.00 96,000.00 RBC CAPITAL FHLMC 5.00% 7/8/2008 6/17/2009 500,000.00 508,530.00 RBC CAPITAL CD 3.60% 8/15/2008 8/14/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.60% 8/20/2008 8/20/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.65% 8/21/2008 8/21/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.55% 8/21/2008 8/21/2009 99,000.00 99,000.00 RBC CAPITAL CD 3.55% 8/22/2008 8/21/2009 99,000.00 99,000.00 RBC CAPITAL CD 3.60% 8/22/2008 8/21/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.60% 8/22/2008 8/21/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.60% 8/25/2008 8/25/2009 96,000.00 96,000.00 RBC CAPITAL CD 3.50% 8/25/2008 8/25/2009 99,000.00 99,000.00 RBC CAPITAL CD 3.60% 8/27/2008 8/27/2009 99,000.00 99,000.00 RBC CAPITAL CD 3.40% 2/15/2008 2/15/2011 99,000.00 99,176.22 RBC CAPITAL CD 3.45% 2/15/2008 2/15/2011 99,000.00 99,277.20 RBC CAPITAL CD 5.10% 10/10/2008 3/13/2011 95,597.69 100,238.83 RBC CAPITAL CD 3.45% 2/13/2008 5/15/2012 97,423.76 96,858.30 RBC CAPITAL FNMA 5.13% 8/13/2008 11/2/2012 11/2/2009 505,471.68 515,576.00 RBC CAPITAL CD 3.75% 2/19/2008 2/19/2013 98,000.00 97,058.22 RBC CAPITAL CD 3.75% 2/20/2008 2/20/2013 99,000.00 98,039.70 RBC CAPITAL HL 5.80% 4/16/2008 7/23/2014 7/23/2010 523,786.33 528,125.00 RBC CAPITAL FNMA 4.00% 2/1/2008 7/28/2015 1/28/2009 500,000.00 500,470.00 RBC CAPITAL FNMA 5.00% 12/26/2007 12/26/2017 12/26/2008 350,000.00 352,296.00 SMITH BARNEY CD 3.60% 5/23/2008 11/23/2009 96,000.00 96,727.68 SMITH BARNEY CD 2.65% 12/31/2008 12/31/2009 240,000.00 239,788.80 SMITH BARNEY TI BOND 7.10% 8/4/1999 2/1/2010 30,000.00 30,784.20 SMITH BARNEY CD 3.65% 4/18/2008 4/19/2010 96,000.00 96,426.24 SMITH BARNEY CD 3.60% 4/18/2008 4/19/2010 96,000.00 96,487.68 SMITH BARNEY CD 4.20% 6/22/2005 6/22/2010 96,000.00 97,314.24 SMITH BARNEY CD 4.10% 9/17/2008 9/17/2010 96,000.00 96,950.40 SMITH BARNEY CD 4.15% 9/17/2008 9/17/2010 96,000.00 97,039.68 SMITH BARNEY CD 4.95% 9/19/2007 9/20/2010 96,000.00 98,324.16 SMITH BARNEY CD 4.80% 9/19/2007 9/20/2010 96,000.00 98,084.16 SMITH BARNEY CD 4.10% 9/24/2008 9/24/2010 96,000.00 96,960.96 SMITH BARNEY CD 3.60% 4/4/2008 10/4/2010 96,000.00 96,161.28 SMITH BARNEY CD 3.65% 4/15/2008 10/15/2010 96,000.00 96,246.72 SMITH BARNEY CD 3.85% 5/23/2008 11/23/2010 96,000.00 96,615.36 SMITH BARNEY CD 5.10% 6/6/2007 6/6/2011 96,000.00 98,434.56 SMITH BARNEY CD 4.15% 9/24/2008 9/26/2011 96,000.00 97,109.76 SMITH BARNEY CD 4.35% 9/24/2008 9/26/2011 96,000.00 96,614.40 SMITH BARNEY CD 3.50% 2/13/2008 2/13/2012 96,000.00 94,308.48 SMITH BARNEY CD 4.00% 4/9/2008 4/9/2012 96,000.00 95,704.32 SMITH BARNEY CD 4.00% 4/11/2008 4/11/2012 96,000.00 95,704.32 SMITH BARNEY CD 4.15% 5/21/2008 5/21/2012 96,000.00 96,150.72 SMITH BARNEY CD 4.35% 9/24/2008 9/24/2012 96,000.00 96,322.56 SMITH BARNEY CD 4.75% 12/5/2007 12/5/2012 96,000.00 97,723.20 SMITH BARNEY CD 4.60% 1/16/2008 1/16/2013 96,000.00 96,333.12 SMITH BARNEY CD 3.80% 2/13/2008 2/13/2013 96,000.00 93,475.20 SMITH BARNEY CD 4.30% 3/19/2008 3/19/2013 96,000.00 95,271.36 2-2 CITY OF FARMINGTON SCHEDULE OF INVESTMENTS 31-Dec-OB RED = CASH FLOW FOR BOND PMTS PURPLE = CASH FLOW FOR 195TH DATE MARKET INSTITUTION TYPE YEILD PURCHASE MATURITY CALL DATE BALANCE VALUE SMITH BARNEY CD 4.30% 3/19/200B 3/19/2013 96,000.00 95,271.36 SMITH BARNEY FHLMC 4.00% 7/15/2003 6/12/2013 6/12/2006 197,733.33 212,876.00 SMITH BARNEY FHLMC 4.63% 7/25/2003 7/9/2013 1/9/2004 494,465.28 500,335.00 SMITH BARNEY CD 4.95% 9/17/2008 9/17/2013 96,000.00 96,796.80 SMITH BARNEY CD 4.75% 12/24/2008 12/24/2013 96,000.00 95,999.04 SMITH BARNEY CD 4.75% 12/24/2008 12/24/2013 96,000.00 95,999.04 SMITH BARNEY CD 4.10% 12/31/2008 12/30/2013 96,000.00 94,940.16 SMITH BARNEY FHLMC 4.00% 1/31/2008 7/15/2014 1/15/2009 500,000.00 500,480.00 SMITH BARNEY CD 5.00% 12/5/2007 12/5/2014 96,000.00 95,510.40 SMITH BARNEY CD 5.50% 6/15/2007 12/15/2014 96,000.00 100,743.36 SMITH BARNEY CD 4.85% 1/16/2008 1/16/2015 96,000.00 95,234.88 SMITH BARNEY FC 4.20% 2/5/2008 2/5/2015 2/5/2009 600,000.00 592,686.00 SMITH BARNEY CD 4.00% 2/8/2008 2/9/2015 96,000.00 90,973.44 SMITH BARNEY CD 4.00% 2/8/2008 2/9/2015 96,000.00 90,973.44 SMITH BARNEY CD 4.00% 2/8/2008 2/9/2015 96,000.00 90,973.44 11TH BARNEY FNMA 4.75% 1/28/2008 7/28/2017 1/28/2009 145,000.00 145,362.50 11TH BARNEY CD 5.05% 3/29/2006 3/30/2009 96,000.00 96,633.60 ...MITH BARNEY GO BOND 6.75% 3/13/1997 6/1/2009 24,949.06 25,251.50 SMITH BARNEY CD 4.95% 9/19/2007 9/21/2009 96,000.00 97,707.84 SMITH BARNEY CD 4.90% 9/19/2007 9/18/2009 96,000.00 97,655.04 SMITH BARNEY CD 4.05% 10/20/2004 10/20/2009 96,000.00 96,998.40 SMITH BARNEY CD 4.00% 10/20/2004 10/20/2009 96,000.00 96,960.00 SMITH BARNEY FNMA 3.00% 6/20/2003 12/18/2009 6/18/2004 250,000.00 250,077.50 WELLS FARGO CP-AM EXP 2.93% 7/8/2008 2/1/2009 1,475,181.25 1,496,250.00 WELLS FARGO CD 2.50% 12/17/2008 12/17/2009 220,000.00 220,781.00 WELLS FARGO CD 2.60% 12/19/2008 12/18/2009 80,000.00 80,256.80 WELLS FARGO FC 3.59% 2/6/2008 2/6/2012 8/6/2009 500,000.00 506,720.00 WELLS FARGO HL 4.30% 2/12/2008 2/12/2015 8/12/2008 350,000.00 350,108.50 TOTAL INVESTMENTS 20,358,831.73 20,447,268.33 CD=Certificate of Deposit CP=Commercial Paper FHLMC, FNMA, HL = Federal "Agencies" GO BOND, TI BOND = Municipal investments 88,436.60 2-3 7e- City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor and Councilmembers ~. City Administrator \y FROM: Brian A. Lindquist, Police Chief SUBJECT: School and Conference DATE: February 2, 2009 INTRODUCTION The Farmington Police Department has appointed Sergeant Rutherford and Officers Scovill, Hendrickson, and Siem to the Dakota County Mutual Aid Assistance Group. It is necessary to provide training associated with this appointment. DISCUSSION Participation in the Dakota County MAAG Team requires special training and a high level of proficiency to achieve the desired goals of the team. The Special Operations Training Association of the Upper Midwest provides an opportunity for officers to receive that training. The training will be held March 22-24 in Duluth, Minnesota. Officers from the Farmington Police Department have attended this conference in the past and consider it an excellent source of training. The Police Department will be sending Sergeant Rutherford and Officers Scovill, Hendrickson, and Siem to the Conference. BUDGET IMPACT The cost is $250 per officer, or $1000 for all four to attend. The cost of this conference is included in the 2009 budget for the Patrol Division. ACTION REQUESTED Information only. R.ee~.s. ../~s~~. 1 ed, 65 y~~ -. Brian A. Lindq . t Chief of Police 3-1 lei City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrator ~ FROM: Jennifer Dullum, Natural Resource Specialist SUBJECT: Minnesota Erosion Control Association Annual Conference DATE: February 2,2009 INTRODUCTIONIDISCUSSION The Annual Erosion Control and Stormwater Management Conference is a two-day conference that will take place on March 5 & 6, 2009 in Minneapolis, Minnesota. This conference explores new rules and regulations, best management practices, new products, and low impact development techniques in both erosion control and stormwater management. BUDGET IMPACT Funding would come from the Stormwater budget. The registration fee is $275.00. Mileage costs will not be incurred. ACTION REQUESTED Approve the two-day conference for the employee. ~sV- Jennifer Dullum Natural Resource Specialist 4-1 7e City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator@' FROM: Lisa Shadick, Administrative Services Director SUBJECT: School and Conference - Administration DATE: February 2,2009 INTRODUCTIONIDISCUSSION Each year the Minnesota Clerks and Finance Officers Association, (MCFOA), holds an annual conference for its members and individuals with City Clerk responsibilities. This year the conference will be held March 17-20,2009 in St. Cloud. The conference offers training sessions on a variety of City Clerk functions. The Administrative Services Director is a member of the MCFOA and will be attending the conference. Attached is an agenda for the conference. BUDGET IMPACT The following are estimated costs for the MCFOA Conference: Registration: Mileage: Lodging: Meals: Total Cost: $200.00* $108.00 $300.00 $ 40.00 $648.00 * Actual Registration Fee The costs associated with the conference are included in the 2009 Budget. ACTION REOUESTED Approve attendance for Lisa Shadick, Administrative Services Director, at the MCFOA Conference on March 17-20, 2009. Respectfully submitted, ~_ # // / / ~ _/ r- / ~pt,~ Lisa Shadick Administrative Services Director 5-1 i 12:30-1 :OOPM Check-in for Half-Day Workshops I :00-4:30 PM HALF-DAY WORKSHOP (at St. Cloud State Univ.) Technology - Excel Training 1:00-4:30 5:00-8:00 7:00-9:00 7:30 HALF-DAY WORKSHOP Handling Personnel Problems - Practical and Legal Solutions On-Site Conference Check-In' CONFERENCE KICKOFF - Spirit of MCFOA - (hors d'oeuvres, cash bar) Formal greetings, introduction and "getting to know you" activities WEDNESDAY, MARCH 18, 2009 . Sessions with this symbol are especially for the one-person or small staff office. 8:00 AM 9:00 9:15 10:15 10:45 On-Site Conference Check-In Continental Breakfast Welcome and Presentation of Colors OPENING KEYNOTE ADDRESS: 4 Keys to Create, Build and Enjoy Lasting Momentum Break CONCURRENT SESSIONS I (CHOOSE ONE) . Five Critical Human Resource Policies 2. Annual Financial Report: Mastering the Balance Sheet 3. Strategies for Dealing with Problem Properties 4. Top Priority: Living Out What You Really Believe 12:00 NOON Luncheon and MCMC & CMC Recognition Awards I: 15 PM CONCURRENT SESSIONS II (CHOOSE ONE) . Finance 101: Accounting and Internal Controls 6. Knowledge Transfer: Passing the Torch 7. Foreclosures-The Impact on Cities 8. The Variance Dance 9. Data Practices: To Infinity & Beyond!! (Not) Break 2:30 2:45 4:15-5:15 4:00-8:00 8:00 -12:00 AM 5-2 CONCURRENT SESSIONS III (CHOOSE ONE) . The Job with Many Hats II. Document Imaging: The Next Era 12. Growing Pains: Changing City Boundaries with More New Law Changes 13. Communicating Clear, Positive Messages 14. Data Practices (repeat) 15. Roundtables for Small Cities Free Time to visit the City of St. Cloud (note: Dinner is NOT included in registration fee) Dance with DJ 8:30 AM 9:15 10:30 11:00 12:15 PM 1:45 3:00-4:00 4:00 4:00-6:00 6:00 7:00 9:00- 12:00 AM i 2009 Sit-Down Breakfast and MCFOA BUSINESS MEETING and Oath of Office GENERAL SESSION: Fall in a Mud Puddle, Get Up & Check Your Pockets for Fish EXHIBITS OPEN until 4:00 PM Refreshment Break (in Exhibit Area) Silent Auction Opens CONCURRENT SESSIONS IV (CHOOSE ONE) 16. Preparing for Retirement - PERA & More (Note: This session is 90 minutes) 17. Managing a Budget in Tough Economic Times 18. Social Media 101 19. Daniel Boone Knew About the Future and So Can You Lunch in Exhibit Area CONCURRENT ,SESSIONS V (CHOOSE ONE 20. Preparing for Retirement - Seven Tips for Healthy Aging 21. Career Development Strategies 22. Liquor Licensing 23. Future Technologies You Need to Kno 24. Daniel Boone Knew About the Futur So Can You (repeat) Last chance to visit Exhibits and bid on S items. Refreshments available! Exhibits Close/Silent Auction Closes Free Time Reception Banquet/Entertainment MCMC & CMC Recognition A Dance FRIDAY; MARCH 20, 2009 8:00 AM Light Refreshments 8:30 10:30-11 :30 Brunch, 11:30 IF City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator @ Robin Roland, Finance Director FROM: SUBJECT: School & Conference - Finance DATE: February 2,2009 INRODUCTION The Minnesota Municipal Beverage Association Boot Camp will take place February 24-25 at Breezy Point in Brainerd. DISCUSSION This conference will provide site specific training on improving liquor operations by the state association. A copy of the announcement and schedule are included. BUDGET IMPACT The cost of the two day conference for two attendees (including room and meals) is $330 which is included in the 2009 Liquor operations training budget. Mileage reimbursement of $165 is also budgeted. ACTION REOUESTED Approve attendance by the Liquor Operations manager and the Liquor Store manager at the 2009 MMBA Boot Camp Respectfully submitted, /~/a / Robin Roland Finance Director 6-1 2009 MMBA BOOT CAMP Tuesday. February 24 & Wednesday. February 25. 2009 Breezy Point Resort For New Municipal Liquor Managers, Assistant Managers, City Administrators, Council Members, and Seasoned Personnel Who Want To Brush Up On Their Knowledge The Boot Camp will cover the "basics" of municipal liquor operations (pricing, inventory control, merchandising, promotion etc.) and includes a Wine 101 tasting dinner. This event is designed to provide individual facility analysis and goal setting! ! !! All participants will leave with 12 specific items to improve facility operations!! ! Each attendee MUST bring: . Drawing of facility layout and photos to help describe configuration and general product placement. (I.E. A "top to bottom" photo of products on the shelf and in the cooler, displays, check-out area, on-sale area including general seating, bar area, pull tabs dispensing, kitchen etc., all sides of the external building and their relationship to streets and parking, storage area etc. In short, photos to help describe the facility to someone who has never been there.) . Completion of MMBA facility financial survey (MMBA will send the form after registration is received) . Written description of community and demographics . Written description of council makeup and general attitudes . Written analysis of competition Please call the MMBA Office if you have questions: 763-572-0222 or 866-938-3925 (SEE BACK) 6-2 2009 MMBA Boot earn" Schedule of Events Tuesdav. Februarv 24. 2009 8:00 AM - 8:45 AM (OPTIONAL) = Total Register System Q & A: This seminar will address common questions concerning system operations. (How to print certain reports, make accurate inventory adjustments, obtain certain data etc.) This is not a sales presentation. 9 AM - 9:30 AM = Welcome and Basics of Municipal Liquor General Session 9:40 AM - 10:40 AM = Review of Individual Facilities & Financial Statements Breakouts 10:50 AM - 11: 10 AM = Pricing & Inventory Control General Session 11: 20 AM - 12:20 PM = Pricing & Inventory Control & Setting of 3 Goals Breakouts 12:30 PM -1:20 PM = Lunch 1 :30 PM - 2:00 PM = Shelf Set, Traffic Flow, Specials, pas, Vendor Services General Session 2:10 PM - 3:10 PM = Shelf Set, Traffic Flow, Specials, pas, Vendor Services & Setting of 3 Goals Breakouts 3:20 PM - 3:50 PM = Personnel, Customer Service, Scheduling General Session 4:00 PM - 5:00 PM = Personnel, Customer Service, Scheduling & Setting of 3 Goals Breakouts 5:15 PM - 6:15 PM = Reception 6:15 PM - 8:15 PM = Wine 101 Dinner Wednesdav. Februarv 24. 2009 7 AM - 8:30 AM = Breakfast 8:00 AM - 8:45 AM = Griggs Cooper On-Line Ordering 9:00 AM - 9:25 AM = Review of I Questions From Previous Day General Session 9:25 AM - 9:55 AM = Security, Theft, Internal Controls General Session 10:00 AM - 11 :00 AM = Security, Theft, Internal Controls & Setting of 3 Goals Breakouts 11:15 AM -11:30 AM - Wrap Up I Home 6-3 ~ City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.famlington.mn.us TO: Mayor, Council Members and City Admilistratoq Lisa Shadick, Administrative Services Director . FROM: SUBJECT: School and Conference - Planning DATE: February 2, 2009 INTRODUCTION City Planner Lee Smick and Assistant City Planner Tony Wippler would like to attend the American' Planning Association's 2009 National Planning Conference in Minneapolis on Saturday, April 25th to Wednesday, April 29th. DISCUSSION The American Planning Association's National Convention brings in planners throughout the country and the world to learn and discuss current issues in planning. This is a wonderful opportunity for Farmington Planners as it is being held at the Minneapolis Convention Center. There will be an abundance of topics including sustainability, visioning, code review, and new urbanism issues. Ms. Smick and Mr. Wippler will utilize what they have learned by incorporating the information into the action steps in the 2030 Comprehensive Plan Work Plan. Attached is the flyer for the topics that are available. BUDGET IMPACT Costs for the AP A National Convention are included in the 2009 Budget and are estimated at: Registration (Tony): Registration (Lee): Mileage: Parking: Meals: Total Cost: $ 695.00* $ 150.00* $ 220.00 $ 50.00 $ 120.00 $1235.00 * Actual registration fees. The registration fee for Ms. Smick is reduced because she is a member of the convention planning committee. 7-1 ACTION REQUESTED Approve attendance for City Planner Lee Smick and Assistant Planner Tony Wippler at the 2009 National Planning Conference from April 25 - 29,2009. Respectfully submitted, ~/l~~ Lisa Shadick Administrative Services Director 7-2 Registration Page 1 of2 !+;';Dpe'l As a long time visitor of Minneapolis, the arts scene in the city astonishes me. I love the contemporary art, theater, and music. -Carolyn Torma ;fJIr'i II APA's National Planning Conference April 25-29, 2009 More than 5,000 planners, educators, officials, and students will come together in Minneapolis for the National Planning Conference in April. Will you be there? Register Online AP A's National Planning Conference is the world's largest educational event for planners and planning officials. You can make it your own by building a conference that's just right for you. Register now Register by mail or fax Registration form (n@ Join AP A and Save! You don't have to be an AP A member to attend the conference, but if you join APA before registering for the conference you'll save $150 or more on your conference registration fee. Join APA now Registration Fees REGISTER NOW APA Member . Regular NatIonal Life! Retired Conference Student New Professional . About Minneapolis ou:ide $495 $495 $495 · Accommodations NU.. b . PlanI~ingE?>l2Q onmem er . Sch~dule FebruaryMarch On- . Speakers (entire 26 26 site . Job Connection confe~ence) · Registrati~J! . $925 $955 $1 005 o ~lstratIon ' Poli~ies-- Saturday!SundayFebruaryMarch On- o Gen~~;J only 26 26 site Information RegU~ar AP A $285 $285 $285 o SCb91ar~bjp~mem er FebruaryMarch On- 26 26 site $695 $725 $775 $100 $120 $140 $100 $120 $140 $295 $295 $295 Join more than 6,000 planners, officials, and allied professionals at the worlds premier planning event. Get Started My AP A Welcome Mary Lee Smick, AICP Logout Your membership expires on June 30, 2009 . Go 1-Q_my~~ . C1tLn.75 http://www.planning.org/nationalconference/registration/index.htm 7-3 1/27/2009 Registration 1'1,11<1 Nonmember $385 $385 $385 Volul1teer~ Spea~er FebruaryMarch On- · Slle<!k~LResomc;e~ (entIre 26 26 site . News conference) . Pll~tCQl)Jeren~e;; $695 $695 $695 Planning .. FebruaryMarch On- CommlsslO.ners 26 26 site and Officials AP A Planning Board Member Entire $695 $725 $775 Conference Saturday/Sunday $285 $285 $285 Mond~y plus $195 $220 $240 receptIOn Nonmember (verification required) Entire Conference Saturday/Sunday Monday plus reception $695 $385 $195 $780 $830 $385 $385 $220 $240 *Includes one year of AP A and chapter membership to begin July 1, 2009. Does not include member privileges during the 2009 National Planning Conference. General Information Find registration hours, explore sustainability at the conference, and learn how AP A works for you. More Registration Policies Determine your registration category, and review important policies and procedures affecting your registration. More Scholarships Learn more about APA's scholarship program, and determine if you qualify. More Student Volunteers Students: Volunteer 8 hours at the conference and we'll reimburse you the Early Registration rate. More cg2009 AP A. All Rights Reserved . Contact Us . Privacy Statement . FA~ 7 - ~ttp:/ /www.planning.org/nationalconference/registration/index.htrn Page 2 of2 CertifjQ..a,1!pn Maj!lteI1ID1~e Irac;Js:_mV::redits CONFERENCE SPONSOR o TARGEt: . .... . "" . " . . . .'" JI/J ..-.-"'. ' , " . \.'''Jn~ It I . \ , .' , Become a conference sponsor 1/27/2009 2009 AP A National Planning Conference 1,.{::;.k,r'::iG{C3f CX:f1(n~il,t{'~ :-1:.:.:c,:;'", NATIONAL CONFERENCE About Minneapolis Accommodations Planning Expo Schedule Conference Activities My Conference Schedule Suggested Schedules Conference Experience Speakers Job Connection Registration Speaker Resouces News Past Conferences MINNEAPOLIS 09 Headwaters to the Delta Conference Activities Basic Search Conference Activities Advanced Search View-"di IKtiyiti!::s Search for Activities Enter keywords, name, topic, speaker, etc. [s~ My APA Browse by Type Meetings Mobile Workshops Training Workshops Neighborhood Planning in a Citywide Context Planning and Community Health and Activity Reclaiming the Waterfront (and the Mississippi River) Small Town and Rural Planning Sunday Monday GIS Gardens and Markets Growth Management Habitat Health and Human Services Historic Preservation History Housing Impact Fees Implementation Indigenous Planning Industrial Development Infill Information Technology http://www. planning.org/registration/search/ default.aspx Facilitated Discussions Technology Showcase Sessions Posters Browse by Track Bettman Symposium Climate Change and a Sustainable Future Green Urban Design Is Regional Planning Coordinated Planning? Browse by Day Friday Saturday Browse by Topic AICP Agricultural Preservation Agriculture Air rights Airports Annexation Arts Big Box Biodiversity Brownfields Business Improvement Districts Byways, Highways and Corridors Ca reers Census Child Care Orientation Tours Events Transportation Infrastructure: The Next Hundred Years Why Places Grow Youth Engagement in Planning Tuesday Wednesday Planning Practice Polley, Planning, and Politics Private Practice Professional Development Public Relations Publlc/Prlvate/Non-Profit Partnerships Regional Planning Revitalization and Redevelopment Signs Site Plans Small Town and Rural Smart Growth Stadiums State Planning Page 1 of2 Register Nowl Join more than 6,000 planners, officials, and allied profeSSionals at the worlds premier planning event. - Welcome Mary Lee Smick Your membership expires on June 30, 2009 Go to My APA My Conference Schedule Logout eM I 27.75 Track My Certification Maintenance Points See Some Sample Schedules Take a look at some examples of how a planning director, a new professional, and others might build their own conferences. Then use these sample schedules to start building your own. 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All Rights Reserved Privacy Statement -_._.._._._._~-_._----_. ._.__..._-----_.~ ......._-_._--_.__.__._._-_._-_.._..._~._-----~.._..~- FAQs Contact Us 7 - Rttp://www.planning.org/registration/search/default.aspx Site Map 1/27/2009 71; City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Mayor, Council, and City Administrator (j FROM: Tim Pietsch, Fire Chief SUBJECT: School and Conference DATE: February 2, 2009 INTRODUCTION The Minnesota Chapter IAAI 2009 Fire Investigation conference, Saint Cloud, MN. March 25th thru 27th, 2009. DISCUSSION John Powers, Farmington's Fire Marshal is signed up to attend this conference. Many of the speakers are from various parts of the country. Many of the classes are symposium. John has elected to attend "Flashover and the scientific method of investigation" class on Thursday. This course is required for certification to become a CFI (Certified Fire Investigator). BUDGET IMPACT The 2009 budget provides adequate funding for this proposal. Funding would come from budget category 1060-6470, training. The registration fee is $225.00. Hotel costs, mileage and meals should run around $425.00 for the course. ACTION REQUESTED Approve Fire Chief's request to send John to the conference. Respectful~~ed, ..,..-. '2: '~ f-' ,. 1 ' I . c> ,...A/I1, JvU ,i ,/ Tim Pietsch Fire Chief cc: file 8-1 1-1 ~ z ~ 0 0\ ...... 1-1 t-< 0 0 ~ -< 0 [/) ~ Cj ~ N ~ ...... U ~ Z ~ t-< Z r-- Z ~ [/) N ~ ~ ...... > ~ I ~ U Z ~ If) ~ ~ N Cl 1-1 Z ~ ::r:: ~ 0 0 u 0 [/) ...... U ~ ......:l ~ ~ ~ U Z C\ Z 0 ~ ...... 0 v:; ::;s N ~ ~. "\) ~ ~I - ..[ ~ ~ I~ .>< \J' - f;j~ '<I ~ ~\~ N 0) ~ ~ ~ !;: " ~~ ..... \C> ~ 0) <: g.. 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Z z 8-3 City of Farmington 430 Third Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us ~. TO: Mayor, Councilmembers, and City AdmilistratorG FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Acknowledge Resignation - Finance Department DATE: February 2, 2009 INTRODUCTION The City has received notice that Mr. John Arend has resigned from his position as Liquor Store Manager. DISCUSSION The Human Resources Office has received notification that Mr. John Arend has resigned from his position as Liquor Store Manager. Mr. Arend joined the City on October 22, 2007 and the City wishes him well in his future endeavors ACTION REQUESTED Acknowledge the resignation of Mr. John Arend as a Liquor Store Manager In the Finance Department effective January 26,2009. Respectfully submitted, 1.1 '4.' I Ii , (\ ') ,..;. 1/ .;/ '.. -. \1 /' , . .>././" ,,". '.-. ..'" , . /' , ~'-'{1-I-:i"I' ...... /L'f..."t1fL/'~ Brenda Wendlandt, SPHR Human Resources Director cc: Personnel file 9-1 MEMORANDUM TO: City Council n \\J FROM: Andrea Poehler DATE: January 27, 2009 SUBJECT: Changes to City Council Bylaws Background and Anavlsis At the last City Council meeting, the City council considered changes to the Council's bylaws. An additional change was suggested to clarify Section II, subd. 2B to allow for the Council's current practice of having initial discussion on a topic before a motion on the item is actually made. After reviewing the language ofthe Bylaws in greater detail, I do not believe that any change to Section II, subd. 2B is necessary for the City Council to continue its practice of having some initial discussion prior to a motion. The language of Section II, subd. 2B is specific to what process must occur for the council to consider/act upon a motion once it is made. Section II, subd. 2B does not apply to the Council's actions prior to the making of a motion. Recommendation I recommend that no additional changes be made to the Bylaws on this issue and that the Bylaws be adopted with the changes made to date. 6' 10-1 COUNCIL BY-LAWS SCOPE These by-laws are proposed pursuant to the provisions of Title I, Chapter 5, Section 2 of the Farmington City Code. These by-laws, when adopted, are intended to deal with matters not otherwise covered by State Law, City Ordinance or elsewhere. SECTION I - MEETINGS SUBD. 1 - Regular meetings of the City Council shall be held on the first (1st) and third (3rd) Monday of each month at 7:00 p.m. The Council ,,','ill COlr;cnc at 6:30 p.m. for informal discussions \T;ith staft~ citizens or other persons on eity issues prior to the regular meetings. Any regular meeting falling upon a holiday shall be held on the next following business day at the same time and place. All meetings, including special and adjourned meetings, shall be held in the City Hall unless otherwise designated. SUBD.2 - Special meetings of the Council may be called by the Mayor or by any two members of the Council by writing, filed with the Clerk. At least 3 days before the meeting, the Clerk shall notify each member of the time, place and purpose of the meeting by causing written notice thereof to be delivered to him/her personally if he/she can be found, or if he/she cannot be found, by leaving a copy at the home of the member with some person of suitable responsibility. At least 3 days prior to the meeting, the Clerk shall also post notice of the meeting and notify each person who has filed a written request for notice of special meetings. Emergency meetings may be held because of circumstances that, in the judgment of the Council, require immediate attention. Notification requirements shall be suspended for special meetings except that the Clerk must make a good faith effort to contact each Council member and persons filing a request for written notice. The notice of special meeting shall state the item(s) to be discussed and possibly acted upon. Items not stated in the notice may be discussed, but no action may be taken if any member objects. Any special meeting attended by a majority of the Council members shall be a valid meeting for the transaction of any business that may come before the meeting. SUBD.3 - At the first regular Council meeting in January of each year, the Council shall: (1) designate the depositories of City funds; (2) designate the official newspaper; (3) pursuant to this section, choose an Acting Mayor from the trustees, who shall perform the duties of the Mayor during the disability or absence of the Mayor from the City, or in case ofa vacancy in the office of Mayor, until a successor has been appointed and ~ualifies. The Acting Mayor shall be selected as follows: Odd Numbered Year - Member serving 3 year of term who received the most votes when elected; Even Numbered Year - Member serving 4th year of term who received the 2nd most votes when elected. SUBD. 4 - Commission appointments, boards and committees shall be made at the second (2nd) regular meeting of each year. All appointments will be made from applications that have been filed with the Clerk. All applications submitted shall be retained for a period of one year to serve as a file from which appointments can be made during the year if needed. SUBD. 5 - All Council meetings, as defined by State Law, including special and adjourned meetings shall be open to the public. The City Attorney shall advise the Council, in writing, as to his interpretations of the State "Open Meeting Law." All new members shall be provided such written interpretation and briefed on such by the City Attorney. The Attorney shall bring any changes in his interpretation to the attention of the Council, in writing, and have the subject placed on the agenda for 1 10-3 discussion. SUBD. 6 - Council shall adopt such policies that will ensure an orderly, mutually respectful and appropriate public meeting atmosphere conducive to the proper conduct of City affairs and business. Rules governing the conduct of the meeting shall be enforceable by the presiding officer, typically the Mayor, or any other such Council member in the absence of the Mayor. Council may adopt such rules as a separate Council Policy and may make such changes in policy as deemed appropriate. SECTION II - PRESIDING OFFICER; RULES OF ORDER SUBD. 1 - The Mayor shall preside at all meetings of the Council. In the absence of the Mayor, the Acting Mayor shall preside. In the absence of both, the Clerk shall call the meeting to order and shall preside until the Council members present at the meeting choose one of their members to act temporarily as presiding officer. SUBD. 2 - The presiding officer shall preserve order, enforce the rule of procedure herein prescribed, and determine all questions of procedure and order. Except as otherwise provided by statute or by these rules, the proceedings of the Council shall be conducted in accordance with the following rules of order. A. A motion must be seconded before being considered by the Council, and the mover, as well as the seconder, must be recognized by the presiding officer. B. Any motion may be withdrawn by its mover with the consent of his/her second. But a motion, once debated, cannot be withdrawn except by majority vote of the Council. C. A motion will not be subject to debate until it has been stated by the presiding officer and slhe has opened it to debate. D. Each member, while speaking, shall confine him/herself to the question at hand and avoid all personal, indecorous or sarcastic language. E. Whenever any member of the Council desires to speak on any question which affects him/her personally, slhe shall first vacate his chair and shall not resume his seat until the matter under consideration has been acted upon. He shall be allowed to make comments on the question as a private citizen. F. Whenever public hearings are held, the presiding officer, during the open hearing, shall allow any member of the public present, the privilege of speaking. A reasonable time shall be allowed to anyone as long as they are not repeating points already made. The public will conduct themselves in the same manner as would be expected from the Council. The presiding officer shall be responsible for the public's conduct and may rule anyone out of order. G. During times at any meeting, the presiding officer will allow the public to participate as long as there is reason to believe the input is beneficial. SUBD. 3 - Any member may appeal to the Council from a ruling of the presiding officer. If the appeal is seconded, the appealing member may speak first on the reason for his appeal. General discussion can then take place on the appeal before a vote. The appeal shall be sustained if it is approved by a majority of the members present. 10-4 2 SECTION HI - AGENDAS SURD. 1 - The agenda shall be prepared by the Clerk and shall be closed at noon on the Wednesday preceding the meeting for publication purposes. Items added after this time must be listed as supplemental and presented to council under the "Approve Agenda" section of the meeting. SURD. 2 - The Clerk shall submit a copy of the agenda to the official newspaper and other appropriate media outlets for publication immediately preceding the Council meeting. SUBD. 3 - The agenda packet shall be distributed to the Council by 6:00 p.m. on the Thursday preceding the Council meeting. SUBD. 4 - Any council member can place an item on the agenda by so instructing the Clerk. SUBD. :5 - No item shall be placed on the agenda unless the item is expressed in such a way as to clearly show the subject matter involved. SOOD. 6 - The agenda shall be subject to approval by a majority vote ofthe members present. Items not on the agenda may be discussed, but no action may be taken if any member objects. SUBD. 7 - A consent agenda may be included as part of the agenda, to be approved by a unanimous vote of the City Council. Items may be removed from the consent agenda by request of the Mayor or Council members. SECTION IV - ORDER OF BUSINESS SUBD. 1 - Each meeting of the Couneil shall convene at the time and place appointed therefore. Council business shall be conducted in the following order: Council COlr;cnes at 6:30 p.m. for informal discussions with staff, citizens or other pcrsons on city issues, then rccesses upon complction of those discussions until thc regular mceting is called to order at 7:00 p.m. (1) Call to Order (2) Pledge of Allegiance (3) Roll Call (4) Approve Agenda (5) Announcements (6) Citizen Comments (5-minute limit per person for items not on the agenda) (7) Consent Agenda (All items will be approved in 1 motion with no discussion unless anyone wishes an item removed for discussion). (8) Public Hearings (9) Award of Contracts (10) Petitions, Requests and COlllinunications 3 10-5 (11) Unfinished Business (12) New Business (13) Council Roundtable (14) Adjourn SURD. 2 - The order of business may be varied by the presiding officer, with the scheduled time of a public hearing publicly specified as concurrent with that of the time of the Council meeting. Public hearings scheduled shall then be opened by the presiding officer in the order they appear on the agenda, or may be varied to facilitate the efficient conduct of Council business. SUBD. 3 - Each person shall be allowed a maximum of 5 minutes to address the Council under Citizen Comments. SECTION V - MINUTES SUBD. 1 - Minutes of each Council meeting shall be kept by the Clerk, or, in his absence, his designee. In the absence of both, the presiding officer shall appoint a secretary pro tern. Ordinances, resolutions and claims need not be recorded in full in the minutes if they appear in other permanent records of the Clerk and can be accurately identified from the description given in the minutes. SUBD. 2 - The minutes of each meeting shall be reduced to typewritten form, shall be signed by the taker, and copies thereof shall be delivered to each Council member as soon as practicable after the meeting. At the next regular Council meeting following such delivery, approval of the minutes shall be considered by the Council. The minutes are placed under the consent agenda. The minutes need not be read aloud, but a member shall request the minutes be pulled from the consent agenda for separate vote if there are any additions or corrections or the member was absent from the meeting and would need to abstain from voting on said minutes. SUBD. 3 - In addition to typewritten minutes, each Council meeting held in the Council Chambers shall be tape recorded. Recordings shall be kept on file in the Clerk's Office in a secure location for a period of 18 months from the date of recording. The door to the recording equipment shall be kept locked except during Council meetings. Executive sessions recorded pursuant to State Law shall follow State guidelines. 4 10-6 SUBD. 4 - The minutes shall substantially follow the following format: MINUTES COUNCIL MEETING (REGULAR OR SPECIAL) MEETING DATE 1. Presiding officer, time and place of meeting. 2. Members Present and Absent, time any member arrives late or leaves early. The time shall also be recorded in the text of the minutes. 3. Summaries of all discussions, communications, decisions, including a copy of each motion exactly as stated, whether or not the motion had a second and, if so, whether or not it was adopted, and a record of the vote. (Complete copies of resolutions or ordinances are not required to be recorded as part of the minutes.) 4. Time of adjournment. SECTION VI - QUORUM AND VOTING SUBD. 1 - At all Council meetings a majority of all the Council members elected shall constitute a quorum for the transaction of business. SUBD. 2 - The votes of members on any question pending before the Council shall be by roll call, except for the following agenda items: approval of the agenda; approval of the minutes; approval of the consent agenda; and adjournment. The Clerk shall call the roll on a rotating basis. The names of those voting for and against the question shall be recorded in the minutes. If any member, being present, does not vote, the minutes shall be stated "Abstain: Name." SUBD. 3 - Except as otherwise provided by statute, a majority vote of a quorum shall prevail. SECTION VII - ORDINANCES, RESOLUTIONS, MOTIONS, PETITIONS AND. COMMUNICATIONS SUBD.l - Ifrequested by any member of the Council, every ordinance and resolution shall be presented in writing and shall be read in full before a vote is taken thereon. All motions shall be recorded in the minutes and stated in full before they are submitted to a vote by the presiding officer. All petitions and other communications addressed to the Council shall be in writing and shall be read in full upon presentation ofthe same to the Council. They shall then be recorded in the minutes by title and filed in the office of the Clerk. SUBD. 2 - Every ordinance and resolution passed by the Council shall be signed by the Mayor, attested by the Clerk, and filed by him/her in the ordinance or resolution book. Proof of publication of every ordinance shall be on file in the office of the Clerk. SUBD. 3 - Every ordinance and resolution repealing a previous ordinance or resolution or a section or subdivision thereof shall give the number, if any, and the title ofthe ordinance or resolution to be repealed in whole or in part. No ordinance or resolution or section or subdivision thereof, shall be amended by reference to title alone, but such an amending ordinance or resolution shall set forth in 5 10-7 full each section or subdivision to be amended. SECTION VIII - ADMINISTRATOR REVIEW SUBD. 1 - The City Council shall conduct an annual review of the City Administrator. The procedure shall be substantially as follows: A. The Administrator shall distribute a Council approved evaluation form on or before the anniversary of the Administrator's appointment. B. Council members shall complete the prescribed fornl and schedule a special meeting to evaluate the Administrator based upon the written evaluations submitted. C. The completed evaluation form shall be submitted to the City Attorney within 21 days from the date the evaluation document is received by Council. D. The City Attorney shall tabulate the results ofthe evaluation without any reference to individual Council members. E. The City Council shall consider the tabulated results during a regular meeting following the special meeting to evaluate the administrator and may take action accordingly. SECTION IX - BOARDS AND COMMISSIONS; MINIMUM PERFORMANCE SUBD. 1 - There shall be submitted to the Council at the first meeting of January of each year, a performance report of various Boards, Commissions and Councils. SUBD. 2 - Reports shall be submitted to the Council on the following citizen involvement Boards and Commissions: Water Board, Planning Commission, Zoning Board of Adjustment (which is the Planning Commission), Parks and Recreation Advisory Commission-, Rambling River Center Advisory Board, Heritage Preservation Commission and Housing und Rcdc';clopmcnt Economic Development Authority. Reports shall also be submitted to the Council on the following multi- jurisdictional boards: Apple Valley Lakeville Farmington (ALF) Ambulance Services Joint Powers Agreement, Vermillion River Joint Powers Organization Board, Metropolitan Urban Service Area (MUSA) Committee, Empire Farmington Planning Advisory Committee (EFP AC), Castle Rock Farmington Discussion Group and Castle Rock, Empire, Eureka, Farmington Enhancement Group (CEEF). SUBD. 3 - Reports shall state the number of regular and special meetings held and the total number of meetings attended by each member. SUBD. 4 - It shall be the goal of the Council to meet at least one time per year with each Board and Commission on an informal basis. Such meeting shall not be held in conjunction with a regularly scheduled meeting of the Council, Board or Commission. SECTION X - AUTHORIZED EXPENDITURES AND REIMBURSEMENTS SURD. 1 - Definitions For the purpose of this section, the following terms shall have these meanings given them. Authorized Person: The Mayor or any Council member. 10-8 6 Authorized Expenditure: Expenditures made on behalf of the City for a public purpose as determined by the City Council. Authorized expenditures shall include, but not be limited to, the following: Travel (except auto mileage within 25 miles), meals, registration, tuition, course materials. Official Function: Any function which is for a public purpose as detennined by the City Council. Official functions shall include, but not be limited to, the following: Council meetings outside of the City limits, League of Minnesota Cities functions, training sessions, education courses, official City business, legislative meetings, seminars, meetings where City representation is requested. SURD. 2 - An authorized person may be reimbursed for all authorized expenditures inculTed for attending an official function provided that the following conditions are met: A. The expenditures must be for a public purpose as determined by the City Council. B. The Council must be authorized to make the expenditure. C. The money must have actually been spent on the behalf of the City, except as provided under Subdivision 3(C)(2). D. The Council has approved the request to attend an official function except as provided under Subdivision 3(C)(1). SURD. 3 - Procedure: A. A request to attend an official function, or to request reimbursement for attending an official function shall be submitted to the City Council on an authorized form for consideration as soon as reasonably possible. B. The Council shall either approve the request provided that the conditions set forth under Subdivision 2(A)(B)(C) are met, or deny the request. C. The person may submit a list of itemized expenditures on an authorized form for Council action as follows: 1. Reimbursements for expenses may be submitted for Council consideration. 2. The Council may advance the estimated cost of traveling to and attending the function, provided the person submits a list of itemized authorized expenditures, and reimburse the City for any unused portion. SURD. 4 - The Mayor shall be reimbursed on a monthly basis as set forth in the annual operating budget, provided that the Mayor submit an affidavit of expenses for the allocated amount. SECTION XI - SUSPENSION OR AMENDMENT OF BY-LAWS SURD. 1- These by-laws may be temporarily suspended by a unanimous vote of the members present. SUBD.2 - These by-laws shall not be repealed or amended except by a majority vote of the whole Council after notice has been given at some preceding Council meeting. 7 10-9 SECTION XII - EFFECTIVE DATE SUBD. 1 - These by-laws have been adopted by the Council on the 6th day of September, 1983 and become effective on the first day following publication of the same in the official newspaper. Adopted: 9/6/83 Effective: 10/3/83 Amended: 8/03/87, 1/21/92,4/20/92,8/17/92,2/01/93, 7/18/94, 9/06/94, 1/17/95, 1/16/96,3/03/97, 11/03/97, 1/05/98,2/1/99, 1/18/05. 1/20/09 10-10 8 7k City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us FROM: Mayor, Council Members'(j' City Administrator ( Lee Smick, AICP I jp/ City Planner ';{6 TO: SUBJECT: Adopt an Ordinance to Repeal Title 4 Chapter 4 and Revise Section 10-6-14 concerning Towers, Monopoles, and Antennas DATE: February 2, 2009 INTRODUCTION The proposed Cell Tower Code Update is attached for review. Staff is proposing to repeal Title 4 Chapter 4 in order to include it in Section 10-6-14 of the Code. The Planning Commission recommended approval of the ordinance revisions at their meeting on December 12,2008 with a 5-0 vote after a number of months of review on the topic. DISCUSSION The Planning Commission began reviewing this topic in July 2008 because the cell tower industry has been evolving not only into cell phone use in the car but also to cell phone use in the home, which requires that the industry construct shorter towers and provide them in more locations near housing to offer the best service. The City Council approved the location of cell towers in the Park/Open Space zoning district on September 15, 2008 on the condition that additional language be added to the code for cell towers in other zoning districts in the near future. On December 12th, the Planning Commission added text providing a new purpose section to the code and including updated submittal requirements. The section concerning where the City proposes to locate towers, monopoles, and antennas is described below showing the underlined text as suggestions to the code: (B) Districts Allowed: 1. Towers or monopoles supporting commercial antennas and conforming to all applicable provisions of this code shall be allowed as a conditional use within the A-I, 1-1, IP. B-1. B-3 and P/OS districts (parks with facilities). 11-1 2. Towers. monopoles or antennas shall be allowed in the following residentially-zoned locations: Schools. Churches. Public Buildings. Hospitals. and Clinics and shall conform to all applicable provisions of this code and shall be allowed as a conditional use. The maximum height of the towers. monopoles or antennas is 75 feet for these residentially- zoned locations. Rationale: Staffwas concerned about allowing towers over 75 feet in residential areas because of the aesthetics of a lattice tower with guy wires near residences. This has become a real contentious issue in the first ring suburbs in recent months with towers being constructed at 200 feet tall in residential areas. 3. Antennas may be mounted on structures that serve other purposes such as light standards. emergency siren poles. or public utility poles provided they conform to all applicable provisions of this code and shall be allowed as a conditional use. Structure must be engineered to withstand the additional load of an antenna. 4. Abandoned Or Unused Towers. Monopoles. Antennas Or Portions OfTowers~ Monopoles. Antennas: 1. All abandonments or unused towers. monopoles. antennas and associated facilities shall be removed within t',:velve (12) months 90 days ofthe cessation of operations at the site unless a time extension is approved by the city planner. In the event that a tower is not removed within t'.ve1ve (12) mORths 90 days of the cessation of operations at the site, the tower and associated facilities may be removed by the city and the costs of removal assessed against the property. A permit fee for the abandonment of the tower. monopole. or antenna shall be set by the city council. 2. Unused portions of towers. monopoles. or antennas above a manufactured connection shall be removed within six (6) months 90 days of the time of antenna relocation. The replacement of portions of a tower previously removed requires the issuance of a new conditional use permit. 5. All setbacks from the tower and/or monopole shall be 75 feet from the property in the IP, B-1, and B3 zoning districts. ACTION REOUESTED Adopt the attached ordinances repealing Title 4 Chapter 4 and the text revisions in Section 10-6- 14. Respectfully submitted, (2fe~ Lee Smick, AICP City Planner 11-2 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA SUMMARY OF ORDINANCE NO. AN ORDINANCE AMENDING TITLE 10 OF THE FARMINGTON CITY CODE, THE ZONING ORDINANCE, CONCERNING TOWERS, MONOPOLES, AND ANTENNAS NOTICE IS HEREBY GIVEN that, on , Ordinance No. was adopted by the City Council ofthe City of Farmington, Minnesota. NOTICE IS FURTHER GIVEN that, because of the lengthy nature of Ordinance No. , the following summary of the ordinance has been prepared for publication. NOTICE IS FURTHER GIVEN that the Section 10-6-14 is amended concerning towers, monopoles, and antennas. The ordinance adopts a purpose statement section and permits towers, monopoles, and antennas, not to exceed 75 feet in height, on school, church, public building, hospital, and clinic property with a conditional use permit. The ordinance permits antennas to be mounted on structures that serve other purposes and requires applicants for new tower or monopole to demonstrate that the wireless communication service cannot be accommodated on an existing tower or monopole or building. The ordinance requires a tower or monopole to be designed to accommodate additional users and provides standards for setbacks, height, lighting, signage, and accessory buildings. The ordinance requires abandoned or unused portions of towers, monopoles or antennas to be removed within 90 days of the cessation of the operation and imposes a fee to abandon the same. The ordinance states that the building official may approve the installation of antennas on existing structures, requires a permit to erect, construct, place, replace, or repair any new tower or monopole, but does not require a permit for certain antenna adjustments or replacements. The ordinance also requires all towers, monopoles, and antennas to comply with specific construction standards, prohibits the structural alteration of nonconforming towers, monopoles and antennas without complying with the zoning ordinance, subjects all towers, monopoles and antennas to a City inspection, and requires towers, monopoles, and antennas to be maintained to specific standards. A printed copy of the whole ordinance is available for inspection by any person during the City's regular office hours. APPROVED for publication by the City Council of the City of Farmington this_ day of , 2009. CITY OF FARMINGTON 142593v2 I 11-3 By: Todd Larson, Mayor By: Peter J. Herlofsky, Jr., City Administrator Approved as to form this _ day of , 2009. By: Joel J. Jamnik, City Attorney Published in the Farmington Independent the _ day of , 2009. 142593v2 11-4 2 CITY OF FARMINGTON DAKOTA COUNTY, MINNESOTA ORDINANCE NO. AN ORDINANCE AMENDING TITLE 10 OF THE FARMINGTON CITY CODE, THE ZONING ORDINANCE, CONCERNING TOWERS, MONOPOLES, AND ANTENNAS THE CITY COUNCIL OF THE CITY OF FARMINGTON ORDAINS: SECTION 1. Section 10-6-14 of the Farmington City Code is amended by adding the underlined language and deleting the strikethrough language as follows: 10-6-14: TOWERS. MONOPOLES. AND ANTENNAS: Towers, monopoles. and antennas are necessary to facilitate and accommodate the communication needs of the residents and businesses of the city" , provided they comply v.ith the follo':ling minimum guidelines: The purposes of this section are: (A) Minimum Guidelines Pm:pose: 1. Minimize a<h'ersc visual effects through the use of eai"eful desigIl and siting standai"ds; 2. }..void potential damage to adjae0flt properties from tower failme by adhering to accepted structural standards and setback requirements; and 3. Maximize the use of existing and approved towers and buildings in order to reduce the number ofto'.vers needed to serve the eommumty. 1. To provide for wireless telecommunication services for the residents and businesses of the City; 2. To minimize adverse visual impacts oftelecommunication towers and facilities through design. siting. landscaping. and innovative camouflaging techniques; 3. To promote and encourage shared use and collocation of telecommunication towers and antenna support structures so as to reduce the number of towers needed to serve the area; 4. To avoid damage to adjacent properties caused by telecommunication towers and facilities by ensuring that those structures are soundly and carefully designed. 11-5 constructed. modified. maintained and promptly removed when no longer used or when determined to be structurally unsound. (B) Districts Allowed: 1. Towers supporting amateur radio antennas and conforming to all applicable provisions of this code shall be allowed only in the rear yard of residentially zoned parcels. 2. Towers or monopoles supporting commercial antennas and conforming to all applicable provisions of this code shall be allowed as a conditional use within the A-I, 1-1, {P. B-l. B-3 and P/OS districts (parks with facilities). 3. U so of existing t-O\vcrs is encouraged and '.vill be exempt from the conditional use process. Permitting v;ill inyoh"C the requirements listed in title 1, chapter 4 of this code Towers. monopoles or antennas shall be allowed in the following residentially-zoned locations: Schools. Churches. Public Buildings. Hospitals. and Clinics and shall conform to all applicable provisions of this code and shall be allowed as a conditional use. The maximum height of the towers. monopoles or antennas is 75 feet for these residentially-zoned locations. 4. Antennas may be mounted on structures that serve other purposes such as light standards. emergency siren poles. or public utility poles provided they conform to all applicable provisions of this code and shall be allowed as a conditional use. Structure must be engineered to withstand the additional load of an antenna. ;. 5.. Use of existing towers is encouraged and will be exempt from the conditional use process. Permitting will involve the requirements listed in title 1, ehapt-er 4 of this code this chapter. (C) Colocation Requirement: 1. A proposal for a new personal wireless communication service tower/monopole shall not be approved unless it can be documented by the applicant that the communications equipment planned for the proposed tower cannot be accommodated on an existing or approved tower/monopole or building within a one-half (1/2) mile radius of the proposed tower/monopole due to one or more of the following reasons: (a) The planned equipment would exceed the structural capacity of the existing or approved tower/monopole or building, as documented by a qualified and licensed professional engineer, and the existing or approved tower/monopole cannot be reinforced or modified to accommodate planned equipment at a reasonable cost. 2 11-6 (b) The planned equipment would cause interference with other existing or planned equipment at the tower/monopole or building as documented by a qualified and licensed professional engineer and the interference cannot be prevented at a reasonable cost. (c) No existing or approved tower/monopole or commercial/industrial buildings within a one-half (1/2) mile radius meet the radio frequency (RF) design criteria. (d) Existing or approved towers/monopoles and commerciaVindustrial buildings within a one-half (1/2) mile radius cannot accommodate the planned equipment at a height necessary to function reasonably as documented by a qualified and licensed professional engineer. (e) The applicant must demonstrate that a good faith effort to colocate on existing towers/monopoles and structures within a one-half (1/2) mile radius was made, but an agreement could not be reached. 2. Any proposed commercial wireless telecommunications service tower/monopole shall be designed in all respects to accommodate both the applicant's antennas and comparable antennas for at least two (2) additional users if the tower is over one hundred feet (100') in height or for at least one additional user if the tower/monopole is over sixty feet (60') seventy-five feet (75') in height. Towers/monopoles must be designed to allow for future rearrangement of antennas upon the tower/monopole and to accept antennas mounted at varying heights. (D) Tower/Monopole Construction Requirements: All towers/monopoles erected, constructed or located within the city, and all wiring therefore, shall comply with the requirements set f-orth in title 1, chapter 1 oftms eode of this chapter. (E) Tower, Monopole, And Antenna Design Requirements: Towers, monopoles, and antennas shall be designed to blend into the surrounding environment through the use of color except in instances where the color is dictated by federal or state authorities. One monopole allowed in parks with facilities. No crows nests, platforms, or guy wires allowed on monopole in any approved district. Antenna arms are to be separated by 10 feet. (P) Tower/Monopole Setbacks. Towers shall conform with each of the minimum setback requirements: 1. A tower/monopole in parks with facilities will be set back 75 feet from the property line except when qualified engineer report specifies that any collapse of pole will occur within a lesser distance. 2. Towers/monopoles in agricultural districts will be set back from the property line four feet (4') for every foot of height exceeding forty five feet (45'). 3 11-7 3. Towers/monopoles in industrial districts will be set back from the property line two feet (2') for every foot of height exceeding forty five feet (45'). 4. In the IP. B-1. B-3 zoning districts. a monopole will be set back 75 feet from the property line except when qualified engineer report specifies that any collapse of pole will occur within a lesser distance. (G) Tower and Monopole Height: Towers/monopoles, including all attached antennas, shall be limited to a maximum height of two hundred feet (200'). A monopole in parks with facilities shall be limited to a maximum height of seventy-five feet (75'). Towers. monopoles or antennas shall be limited to a maximum height of seventy-five feet (75') for residentially-zoned locations: Schools. Churches. Public Buildings. Hospitals. and Clinics. (H) Tower/Monopole Lighting: Towers. monopoles and their antennas shall not be illuminated by artificial means, except for camouflage purposes (designed as a lighted tower/monopole for a parking lot or a ball field) or the illumination is specifically required by the federal aviation administration or other authority. (I) Signs And Advertising: The use of any portion of a tower/monopole for signs other than warning or equipment information signs is prohibited. (1) Accessory Utility Buildings: All utility buildings and structures accessory to a tower/monopole shall be architecturally designed to blend with the surrounding environment and shall meet the minimum setback requirements of the zoning district in which they are located. Ground mounted equipment shall be screened from view by suitable vegetation, except where a design of nonvegetative screening better reflects and complements the architectural character of the adjoining neighborhood. (K) Abandoned Or Unused Towers. Monopoles. Antennas Or Portions OfTowers~ Monopoles. Antennas: 1. All abandonments or unused towers. monopoles. antennas and associated facilities shall be removed within t\veh'e (12) months 90 days of the cessation of operations at the site unless a time extension is approved by the city planner. In the event that a tower is not removed within tV/oboe (12) months 90 days of the cessation of operations at the site, the tower and associated facilities may be removed by the city and the costs of removal assessed against the property. A permit fee for the abandonment of the tower. monopole. or antenna shall be set by the city council. 2. Unused portions oftowers. monopoles. or antennas above a manufactured connection shall be removed within six (6) months 90 days of the time of antenna relocation. The replacement of portions of a tower previously removed requires the issuance of a new conditional use permit. 4 11-8 (L) Antennas Mounted On Roofs, Walls And Existing Towers/Monopoles: The placement of wireless telecommunications antennas on roofs, walls and existing towers/monopoles may be approved by the building official provided the antennas meet the requirements of this code, after submittal of: 1. A final site and building plan. 2. A report prepared by a qualified and licensed professional engineer indicating the existing structure or tower suitability to accept the antenna, and the proposed method of affixing the antenna to the structure. (M) Interference With Public Safety Telecommunications: All applications for new telecommunications service shall be accompanied by an intennodulation study prepared by a registered professional engineer which provides a technical evaluation of existing and proposed transmissions and indicates all potential interference problems. Before introduction of new service or changes in existing service, telecommunications providers shall notify the city at least ten (10) calendar days in advance of such changes and allow the city to monitor interference levels during the testing process. (N) Submittal Requirements: 1. ,A.. report from a qualified and licensed prof-cssioRftl engineer which: (a) Describes the tov;er/mollOpole height and design "lith cross seetion and elevation; (b) Documen.ts the hcight above grade for aU potential moooting positions for co10cated anteIlflfls and the minimum separation. between antcrnlaS; (c) Describes the n.umber and type of antennas that can be accommodated; (d) Doc1:lffients the steps the applicant will take to avoid intcrfcrence v.4.th public safcly t-elecommunications; (e) Includes the cngineer's stamp and registration number. 2. .A.. letter of int-ent committiag aU commercial v;ireless telecommunications service tmvers t-o ano':; the shared use of the t-o';/er if an additional user agt'ees, in '.vriting, to meet reasonable terms and conditions for struetures. 3. Proof that the proposed to'.ver complies v.ith regulation.s administered by the federal aviation administration. and a report from a qualified and licen.sed profcssioRftl engin.eer ';{hich demonstrates the t-o\yer's compliance v.ith the aforementioned struetm'a1 and eleetrical standards. 5 11-9 Construction and Maintenance of Supporting Towers. Monopoles. and Antennas 1. Permits: (a) Permit Required: It shall be unlawful for any person to erect. construct in place. place or re-erect. replace or repair any tower. monopole or antenna without first making application to the building official and securing a permit therefore as hereinafter provided. (b) Submittal Requirements for Permit: 1. Name. address. and telephone number of the applicant 2. Name. address. and telephone numbers of the owners of the property on which the tower is proposed to be located: 3. Legal description of the parcel on which the tower is proposed to be located: 4. Written consent of the property owner(s) to the application: 5. A scaled site plan indicating the location. type and height of the proposed tower. the existing land uses and zoning of the subiect parcel. adiacent land uses and zoning. adiacent roadways. proposed means of access. setbacks from property lines. drawings of the proposed tower showing elevation and other structures. topography. parking. and depicting the proposed tower design: 6. A landscape plan showing specific landscape materials. method of fencing. and finished color and. if applicable. the method of camouflage and lighting: 7. Documentation such as coverage maps showing the need for a tower at the proposed site in order to close a gap in the applicant's wireless telecommunications service. or a gap in the service provided by a person intending to place telecommunications facilities on the tower: 8. An inventory of existing towers. monopoles. antennas. or sites approved for towers. monopoles or antennas. that are either within the city or are sited in a location from which the applicant could provide service within the city. including specific information about the location. height and design of each tower. monopole or antenna and documentation showing that such existing facilities are unavailable or unsuitable to meet the applicant's need for a tower. monopole or antenna: 9. Separation distance of the proposed tower. monopole or antenna from the other towers. monopoles or antennas described in the inventory of existing sites: 6 11-10 10. A structural engineering report certifying the ability of the tower. monopole or antenna to accommodate co-location of additional wireless service provider facilities and a statement by the applicant regarding accommodation for co- location of additional antennas for future users; 11. The setback distance between the proposed tower. monopole or antenna and the nearest platted residential property. and unplatted residentially zoned properties; 12. Proof that all necessary consents or approvals have been applied for from appropriate federal. state or other local agencies; 13. An application fee established from time to time by resolution of the city council. In the event the city elects to consult with its attorney or a radio frequency (RF) engineer in review of the application. the applicant shall be required to fully reimburse the city for all such expenses; 14. Other information deemed by the zoning administrator to be necessary. (0) Permits Are Not Required For: 1. Adiustment or replacement of the elements of an antenna array affixed to a tower. monopole or antenna. provided that replacement does not reduce the safety factor. 2. Antennas. towers/monopoles erected temporarily for test purposes. for emergency communication. or for broadcast remote pick up operations. provided that all requirements of this chapter are met. (P) Fees: 1. The permit fee payable shall be such as may be set by the city council. (0) Construction Requirements: 1. All towers. monopoles. or antennas erected. constructed. or within the city. and all wiring therefore. shall comply with the following requirements: (a) All applicable provisions of this code. (b) Towers and monopoles shall be certified by a qualified and licensed professional engineer to conform to the latest structural standards and wind loading requirements of the Minnesota state building code. the National Electric Safety Code and all Federal Communications Commission and local regulations. 7 11-11 (c) With the exception of necessary electric and telephone service and connection lines approved by the issuing authority. no part of any tower. monopole. or antenna nor any lines. cable. equipment or wires or braces in connection with either shall at any time extend across or over any part of the right of way. public street. highway. sidewalk. or property line. (d) Towers and monopoles with associated antennas shall be designed to conform to accepted electrical engineering methods and practices and comply with the provisions of the national electrical code. (e) All signal and remote control conductors of low energy extending substantially horizontally above the ground between a tower. monopole. or antenna and a structure. shall be at least eight feet (8') above the ground at all points. unless buried underground. (D Every tower and monopole affixed to the ground shall be protected to discourage climbing of the tower by unauthorized persons. (g) All towers and monopoles shall be constructed to conform with the requirements of the occupational safety and health administration. (h) All towers and monopoles erected within the city must conform to the applicable standards in this chapter of this code. (R) Existing Towers. Monopoles and Antennas: 1. Towers. monopoles and antennas in existence as of date of adoption which do not conform to or comply with this chapter are subiect to the following provisions: (a) Towers. monopoles or antennas may continue in use for the purpose now used and as now existing. but may not be replaced or structurally altered without complying in all respects with this chapter. (b) If such towers, monopoles or antennas are hereafter damaged or destroyed due to any reason or cause whatsoever, the tower, monopole or antenna may be repaired and restored to its former use, location and physical dimensions upon obtaining a building permit therefore, but without otherwise complying with this chapter, provided, however, that if the cost of repairing the tower, monopole or antenna would be ten percent (10%) or more of the cost of a new tower, then the tower may not be repaired or restored except in full compliance with this chapter. (8) Other Attaclunents: 8 11-12 1. No tower, monopole or antenna shall have constructed thereon, or attached thereto, in any way, any platform, catwalk, crow's nest, or like structure, except during periods of construction or repair. (T) Inspections: 1. All towers. monopoles or antennas are subiect to inspection by the city building inspection department to determine compliance with construction standards. Any deviation from original construction standards for which the permit was obtained shall constitute a violation of this chapter. 2. Notice of violation will be sent by registered mail to the owner and the owner will have thirty (30) days from the date notification is issued to make repairs. The owner will notify the building inspection department that repairs have been made. and as soon as possible thereafter. another inspection will be made and the owner notified of the results. (U) Maintenance: Towers. monopoles. and antennas must be maintained in accordance with the following provisions: 1. Tower/monopole owners must employ ordinary and reasonable care in construction and use commonly accepted methods and devices for preventing failures and accidents that are likely to cause damage. iniuries. or nuisances to the public. 2. Tower/monopole owners must install and maintain towers/monopoles. telecommunications facilities. wires. cables. fixtures and other equipment in compliance with the requirements of the National Electric Safety Code and all Federal Communications Commission. state. and local regulations. and in such a manner that they will not interfere with the use of other property. 3. Towers. monopoles. and antenna support structures must be kept and maintained in good condition. order. and repair. 4. Maintenance or construction on a tower. monopole or antenna support structure must be performed by qualified maintenance and construction personnel. 5. 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I- :J ~ :5 u 0 ,~ J: UJ (3 U 0 .c UJ 0 ...J o > UJ UJ UJ u en z ..:: UJ z U UJ :> I- - a:: z '2 UJ <( :> en ...J ::;: ...J III ...J ...J ..:: gj 0 ..:: J: <:: a:: z ~ '0 ~ C> :J U; (3 al UJ u a:: i= ii: ...J I- U ~ ..:: u ~ UJ (3 ...J >- 0 a:: UJ z 0 UJ z ..:: M N ::;: c:: a. C> ::;: UJ ::;: 0 0 Z 0 ...J U Z U ::;: I- UJ ...J :> 0 J: 0 ~ 0 I- ::;: ~ I u. J: U o C> C> :> I() -g Z ~ U I() ~ ;:: 0 a:: >- Jd?Q.., City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Old City Hall Improvement Plans DATE: February 2, 2009 . The Council agenda includes a report by our Parks and Recreation Director with a plan for making improvements to the old City Hall for a Senior Center. The information is complete and the purpose of this attachment is to note to the Council again, as Randy as noted in his report, that the Council would be committing to levying at the most $40,000 per year over a five year period, which would increase property taxes on a $200,000 home by approximately $5.00 per year. Council is also approving an increase in our operating cost of approximately $40,000 - $50,000 per year which is the additional cost of utilities and other related activities on the use of the old CIty Hall. It will cost approximately $80,000 per year over the next five years and then the continued additional cost of the operation of that facility until it ceases to be funded by City funds. ~:~rrlltte~ L 0 ~)_____ '----" ~ J-;!/;/ I P~ter J. H~r~ fsk , Jr. /// . CIty Adml lstrator [.-/ Cmuller/Herlofsky/Council Memos/City Hall Imp 13-1 /07a... City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrat/2, Randy Distad, Parks and Recreation Director ~1J FROM: SUBJECT: Approve Old City Hall Improvement Project DATE: February 2, 2009 INTRODUCTION At its November 3,2008 meeting the City Council approved moving the Rambling River Center operations to the old City Hall building. DISCUSSION Improvements will need to be made before the Rambling River Center operations can move into the old City Hall. After discussion with the City's Fire Marshall and Building Official, sprinkler and fIre alarm system improvements have been identifIed to be installed that will meet the 2007 Minnesota State Building Code requirements. Sprinklers are required for the old City Hall because it is more than 5,000 square feet in size and because the building use will be changing from a business or office use to an assembly use. Additional improvements identifIed in Exhibit A will accomplish the following: . improve the cooling of the building . improve the flooring . improve the traffic flow . enhance/increase spaces needed for programs, events and rentals . provide aesthetic improvements to the interior and exterior of the building . provide additional space for parking a City owned bus in the garage Exhibit B in the City Council packet provides information about future improvements planned for this project that would not be included in the initial project. As you can see, kitchen improvements are not shown to be completed due to the fact that the CAP Dining program could not make a commitment to using the kitchen nor could it contribute money towards making the kitchen improvements. CAP has indicated to staff that they are more interested in being based out of a senior housing building than in a senior center. Farmington Senior Center is the last municipal building in Dakota County that CAP is based out of. Project management will be utilized in-house and will be provided by Don Hayes, Park Maintenance Specialist. Mr. Hayes will be responsible for coordinating both the volunteer and sub-contracted work on the project. Exhibit E identifIes a construction timeline for the improvements to be completed. The dates identified are not necessarily hard and fast but rather provides a general time frame for projects to be completed in order for the overall improvement project to be completed by October 16,2009. BUDGET IMPACT Exhibit A shows that the cost of all immediate improvements is estimated to be just under $265,000. In addition to the immediate improvements, there are also additional improvements shown in Exhibit B that 13-2 have been identified as long-term improvements and wouldn't be part ofthis initial old City Hall improvement project. Included in the City Council packet is Exhibit C, which provides information about how the improvement costs will be covered. The funding sources proposed contain three elements including: 1. $75,000 over a five year period from a cell tower agreement that the City Council will be asked to approve in the near future. 2. $100,000-200,000 from a capital building levy over a five year period. 3. Up to $85,000 from a community fundraising effort. Under the proposed funding scenario, there would be a need to raise property taxes in order to cover a portion ofthe cost of the improvements. It is being proposed that an inter-fund loan of up to $200,000 be used to pay for a portion of the project costs. This inter-fund loan would be paid back annually at a range of $20,000-$40,000 a year over a five year period. The impact on a $200,000 home for paying back $40,000 over a five-year period amounts to annual increase in property taxes of $5.00. The fmal amount to be paid back through a property tax increase will depend on how much money is fundraised in the community for the project. If this levy is approved as one of the funding sources, the City Council will be making a commitment over the next five years to increase taxes by $5.00 per year. Exhibit D identifies the costs associated with the Rambling River Center moving its operating costs to old City Hall. The net impact is a projected increase of$41,852 in the Rambling River Center's annual operating budget. A building permit will be required but the City only has to pay a permit surcharge fee that is paid to the State of Minnesota. The permit surcharge fee will cost an estimated $133.00. Additionally, the City mayor may not have to pay a Sewer Access Charge fee to the Metropolitan Council and it won't be known until after the improvement plans are reviewed by the Metropolitan Council. Up to 100 hours of Park Maintenance and/or Facilities Maintenance staff time at a cost of approximately $3,000 will be utilized for the following tasks to be completed: . removal and disposal of unusable equipment, furniture and miscellaneous items that remain from when the building was used as a City Hall . demolition work of a block wall in the garage area including the operation of equipment . patching and repairing of the roof after alc units are installed if needed . installation of televisions, sound system and video gaming systems ACTION REOUESTED Approve by motion the authorization to begin the construction of improvements at old City Hall shown in Exhibit A and to pay for these improvements through the funding sources that have been identified in Exhibit C. ~qJf~ ' ~ Distad, Parks and Recreation Director 13-3 o o " 0 .s .... ri ftS fI) E 0 +:3() fI) W ~ ..... ~ Q. e o u .s rI.l e c o !i ..... u == 0 ~..J e ~ > o So ! ~ ... 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II) VI ;::l o ..<:: c: ... 0. o 'eb c: '8 ... 0. o City of Farmington 430 Third Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us 11) TO: Mayor, Councilmembers, and City Admi~istrator (ill Brenda Wendlandt, Human Resources DIrector ,-'JJ FROM: SUBJECT: Transfer of Furniture to ISD #192 DATE: February 2,2009 INTRODUCTION AND DISCUSSION The City of Farmington is not utilizing the furniture still remaining in the old City Hall building at 325 Oak Street. Independent School District 192 (ISD #192) has a use for a variety of these furniture items and has expressed interest in obtaining it from the City. Therefore, since the City may transfer property from one governmental entity to another without any formal protocol or procedure, staff is recommending that the following list of items be transferred to ISD #192. Engineering Area - 325 Oak Street Conference Table and beige chairs (chairs are currently located in the Old Council Chambers) Systems Furniture (cubicle walls, desk tops, shelves, drawers, storage) Two lateral file cabinets Administrator's Area - 325 Oak Street City Administrator's Office - All Furniture (desk, file cabinets and drawers, table) "Minute" Book Covers ISD #192 will be responsible for moving this furniture. ACTION REQUESTED Approve the attached resolution for the transfer of property from the City to Independent School District 192. Respectfully Submitted, /J /1 /l d..J' /~ if / ial "f-- ('" ,// " '. ,/! f ,//i /~~A'/C/(t""&?L-IY" _~L/'&l, .' ( . Brenda Wendlandt, SPHR Human Resources Director cc: file 14-1 RESOLUTION NO. R TRANSFER OF PROPERTY TO INDEPENDENT SCHOOL DISTRICT 192 Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 2nd day of February 2009 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, The City of Farmington may transfer property among and between government entities without protocol or procedures of a formal bid process and WHEREAS, The City of Farmington will transfer furniture items no longer being used by the City to Independent School District 192. An inventory list of all furniture being transferred will be maintained by City staff. NOW, THEREFORE, BE IT RESOLVED that the City Council of Farmington, Minnesota, hereby approves the transfer of unused furniture to Independent School District 192. This resolution adopted by recorded vote of the Farmington City Council in open session on the 2nd day February 2009. Mayor Attested to the day of February 2009. City Administrator SEAL 14-2 Values Statement Excellence and Quality in the Delivery of Services We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional and cost-effective manner. Fiscal Responsibility We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Ethics and Integrity We believe that ethics and integrity are the foundation blocks of public trust and confidence and that all meaningful relationships are built on these values. Open and Honest Communication We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. Cooperation and Teamwork We believe that the public is best served when departments and employees work cooperatively as a team rather than at cross purposes. Visionary Leadership and Planning We believe that the very essence of leadership is to be visionary and to plan for the future. Positive Relations with the Community We believe that positive relations with the community and public we serve leads to positive, involved, and active citizens. Professionalism We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees.