HomeMy WebLinkAbout11.03.08 Work Session Packet
City of Farmington
430 3rd 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
PRE-CITY COUNCIL MEETING
November 3, 2008
6:30 P.M.
CITY COUNCIL CHAMBERS
1. CALL TO ORDER
2. APPROVE AGENDA
3. CITIZEN COMMENTS
4. COUNCIL REVIEW OF AGENDA
5. STAFF COMMENTS
6. ADJOURN
PUBLIC INFORMATION STATEMENT
Council workshops are conducted as an informal work session, all discussions shall be consideredfact-finding, hypothetical and unofficial critical thinking exercises,
which do not reflect an official public position.
Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of aformal City policy position. Only
official Council action normally taken at a regularly scheduled Council meeting should be considered as aformal expression of the City's position on any given matter.
November 3, 2008
Mayor and City Council
The Executive Management Committee, since June 2008, has pursued a path of preparing
an Operations Analysis to evaluate various organizational models and practices relative
to providing quality emergency services to our communities. Parallel to the analysis
process, the Executive Management Committee; a) held discussions with the ALF
employee unions to determine the feasibility of implementing alternatives to the current
model and b) solicited proposals from other ambulance associations to provide
contractual ambulance services.
Based on the conclusions of the Final Operations Analysis dated November 2008, the
discussions with ALF unions, and an extensive review process involving five prospective
emergency medical service providers, the Executive Management Committee
recommends approval of a Memorandum of Understanding with Allina Medical
Transportation.
The recommendation is based on our sincere belief that Allina Medical Transportation
can provide top quality service to ALF Ambulance for the following reasons:
. Quality patient care . Education programs
. Management and operations . Technology
structure . Patient billings
. Medical direction . Economics of scale
. Recruitment of ALF staff . Community involvement
. Ambulance staffing capabilities . Reputation of providing quality
. Employee relations service
. Experience with shift schedule . Fiscal management objectives
implementation
. Management expertise
In addition to ensuring quality patient care, the Board and EMC have placed a high
priority on ensuring that our employees are provided with market competitive wages and
1
benefits while recognizing the need to adjust operations to meet the changing needs of the
communities.
It has been an objective of the EMC to ensure that ALF Ambulance paramedics are
ensured employment opportunities with the selected contractor. It has also been our
objective to ensure that the compensation and benefits are comparable to that of other
metro area ambulance services. In addition, the Executive Management Committee has
endeavored to negotiate an agreement whereby the seniority of ALF Ambulance
paramedics are recognized in the contractor's compensation and employment systems.
Allina Medical Transportation paramedics are members of the International Association
of EMT's and Paramedics Affiliated with Service Employees International Union AFL-
CIO Local 167. The terms of employment as outlined in the EMC's recommendations are
subject to approval by Allina Medical Transportation and its collective bargaining unit. It
is our expectation that agreement and approval of the EMC's terms will be received from
Allina Medical Transportation prior to the Board meeting on November 10.
The Proposed Memorandum of Understanding will be presented to the ALF Board at
7:00 p.m. November 10,2008 at the Lakeville City Hall. Assuming the Memorandum of
Understanding is approved by the Board; contracts will be developed and forwarded to
the Board for final approval. Allina Medical Transportation will commence operations
shortly thereafter.
The documentation relating to the Operations Analysis, Contract Analysis and Proposed
Memorandum of Understanding are on the ALF web-site located at
www.alfambulance.net.
ALF was created more than two decades ago in response to the desire to improve the
quality of care related to emergency management services for our communities. As the
communities have grown and the demographics have changed, ALF responded by
properly allocating staffing, technology enhancements and equipment resources to best
meet service needs.
The evaluation process that ALF Ambulance has pursued during the last five months is
part of its continuing effort to ensure that our community's residents continue to receive
the optimum of quality patient care.
Respectfully submitted,
(Peter 1ferfofs~
Peter Herlofsky
Executive Management Committee Chair
2
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 promising future.
AGENDA
REGULAR CITY COUNCIL MEETING
NOVEMBER 3,2008
7:00 P.M.
CITY COUNCIL CHAMBERS
1. CALL TO ORDER 7:00 P.M.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
4. APPROVEAGENDA
5. ANNOUNCEMENTS/COMMENDATIONS
a) National Partnership Award - Parks and Recreation
6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Openfor Audience Comments)
7. CONSENT AGENDA
a) Approve Council Minutes (10/20108 Pre-meeting & Regular)
b) Set Public Hearing Various Licenses and Permits - Administration
c) School and Conference - Municipal Services
d) 225th Street Speed Limit - Engineering
e) Approve Safe Route to Schools Grant Application - Parks and Recreation
f) Appointment Recommendation Liquor Operations - Human Resources
g) Appointment Recommendation Liquor Operations - Human Resources
h) Appointment Recommendation Police - Human Resources
i) Approve Bills
8. PUBLIC HEARINGS
9. AWARDOFCONTRACT
10. PETITIONS, REQUESTS AND COMMUNICATIONS
11. UNFINISHED BUSINESS
a) Old City Hall Site RFP - Administration
12. NEW BUSINESS
13. COUNCIL ROUNDTABLE
Action Taken
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 promising future.
AGENDA
REGULAR CITY COUNCIL MEETING
NOVEMBER 3, 2008
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
a) National Partnership Award - Parks and Recreation
Information Received
6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open/or Audience Comments)
7. CONSENT AGENDA
a) Approve Council Minutes (10/20108 Regular)
b) Set Public Hearing Various Licenses and Permits - Administration
c) School and Conference - Municipal Services
d) 225th Street Speed Limit - Engineering
e) Approve Safe Route to Schools Grant Application - Parks and Recreation
f) Appointment Recommendation Liquor Operations - Human Resources
g) Appointment Recommendation Liquor Operations - Human Resources
h) Appointment Recommendation Police - Human Resources
i) Approve Bills
Approved
Nov 17, 2008
Approved
Approved
Approved
Approved
Approved
Approved
Approved
8. PUBLIC HEARINGS
9. AWARDOFCONTRACT
10. PETITIONS, REQUESTS AND COMMUNICA TIONS
11. UNFINISHED BUSINESS
a) Old City Hall Site RFP - Administration
Information Received
12. NEW BUSINESS
13. COUNCIL ROUNDTABLE
14. ADJOURN
SCL
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 Administral@
FROM: Randy Distad, Parks and Recreation Director
SUBJECT: National Recreation and Park Association's Great Lake Region Partnership
Award for Depot Way Arts Park
DATE: November 3,2008
INTRODUCTION
Staff submitted a nomination this past spring to the National Recreation and Park Association
(NRPA) for a Great Lakes Region Partnership Award (the Partnership Award). The project
nominated for the Partnership Award was Depot Way Arts Park. Eight states are represented in
the Great Lakes Region and include the following: Minnesota, Iowa, Missouri, Illinois,
Wisconsin, Michigan, Indiana and Ohio. The Great Lakes Region contains the highest number
of members of any region within the NRP A.
DISCUSSION
Staff received word in late summer that the Farmington Parks and Recreation Department was
selected to receive the Partnership Award and was further informed that the award would be
presented at an awards breakfast at the NRP A Convention held in Baltimore, Maryland. Staff
attended and received the Partnership Award at the October 17th award breakfast. I have attached
the program from the awards reception.
Staffhas invited the Dakota Valley Arts Council (DV AC) members to attend the November 3rd
City Council meeting when the Partnership A ward will be presented to the City Council. This
award would not have been possible without the partnership that was formed between the Parks
and Recreation Department and the DV AC many years ago.
ACTION REOUESTED
The only action needed is to publicly recognize and thank the Dakota Valley Arts Council's
members for the Depot Way Arts Park partnership that they have been involved in with the Parks
and Recreation Department.
~fullY Submitted,
" n":A fili}
Randy Distad,
Parks and Recreation Director
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COUNCIL MINUTES
PRE-MEETING
OCTOBER 20, 2008
1. CALL TO ORDER
The meeting was called to order by Acting Mayor Pritzlaff at 6:30 p.m.
Members Present:
Members Absent:
Also Present:
Pritzlaff, Fogarty, McKnight, Wilson
Soderberg
Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator;
Robin Roland, Finance Director; Kevin Schorzman, City Engineer;
Todd Reiten, Municipal Services Director; Lisa Shadick,
Administrative Services Director; Tony Wippler, Assistant City
Planner; Cynthia Muller, Executive Assistant
2. APPROVE A GENDA
MOTION by Fogarty, second by McKnight to approve the Agenda. APIF, MOTION
CARRIED.
3. CITIZEN COMMENTS
4. COUNCIL REVIEW OF AGENDA
Councilmembers McKnight and Wilson had questions on the snow plow policy such as
the amount of snow required in the cul-de-sacs before it is removed. This depends on the
size of the cul-de-sacs and how much it is melting. The downtown is plowed at 3 a.m.
which is the same as in the past. If it stops snowing by noon they will go back out. They
try to avoid overtime. Sand is placed on gravel roads only. Salt is used on City streets.
Acting Mayor Pritzlaff noticed last year the trail along Akin Road was plowed three
times and he does not want to see trucks plowing trails that often. He would prefer they
wait to plow trails until it stops snowing even if it is a connection to a school.
Councilmember Fogarty did not want to lose focus on trails to schools. They are a high
priority.
Acting Mayor Pritzlaff received a call regarding concrete being placed around the park
sign at the Kuchera entrance. He did not recall this being brought to Council and asked if
this is being done with other signs. Staff will respond.
Council Minutes (Pre-Meeting)
October 20, 2008
Page 2
5. STAFF COMMENTS
City Administrator Herlofsky gave an update on some community events coming up.
Buds and Bytes will have a ribbon cutting this week. The Flagstaff ribbon cutting will be
October 30, at 5:30 p.m. The YMCA will have an event in Eagan on October 25. The
City needs eight people to attend to reserve a table.
Council has been provided with fobs for access to City Hall.
Staff is working with a resident regarding a broken window on Elm Street.
6. ADJOURN
MOTION by Fogarty, second by McKnight to adjourn at 6:47 p.m. APIF, MOTION
CARRIED.
Respectfully submitted,
~' .--J./-:' - .' /:;::/,l
I, ~(....?cv lJ~~(:t:'-<./
/7/
(//
Cynthia Muller
Executive Assistant
COUNCIL MINUTES
REGULAR
OCTOBER 20, 2008
1. CALL TO ORDER
The meeting was called to order by Acting Mayor Pritzlaff at 7:00 p.m.
2. PLEDGE OF ALLEGIANCE
Acting Mayor Pritzlaff led the audience and Council in the Pledge of Allegiance.
3.
ROLL CALL
Members Present:
Members Absent:
Also Present:
Audience:
Pritzlaff, Fogarty, McKnight, Wilson
Soderberg
Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator;
Robin Roland, Finance Director; Kevin Schorzman, City Engineer;
Lisa Shadick, Administrative Services Director; Cynthia Muller,
Executive Assistant
Ed Samuelson, Abel Miranda, Julie May
4. APPROVE A GENDA
MOTION by McKnight, second by Wilson to approve the Agenda. APIF, MOTION
CARRIED.
5. ANNOUNCEMENTS
6. CITIZEN COMMENTS
7. CONSENT AGENDA
MOTION by Fogarty, second by Wilson to approve the Consent Agenda as follows:
a) Approved Council Minutes (1016108 Pre-Meeting & Regular) (10/13/08
Workshop)
b) Adopted RESOLUTION R68-08 Approving Submittal of Application for
Landfill Abatement Funds from Dakota County - Municipal Services
c) Set November 5, 2008 Special Council Meeting - Administration
d) Approved Temporary On-Sale Liquor License - Administration
e) Approved Temporary On-Sale Liquor License - Administration
f) Approved Currency Exchange Business Renewal - Administration
g) Received Information Third Quarter Building Permit Report - Building
Inspections
h) Approved Change Order #1 195th Street Project - Engineering
i) Adopted Identity Theft Prevention Program - Finance
j) Received Information Snow Removal Policy - Municipal Services
k) Authorized Community Conservation Assistance Grant Program Application -
Planning
Council Minutes (Regular)
October 20, 2008
Page 2
I) Adopted RESOLUTION R69-08 Dakota County Emergency Response
Mitigation Plan - Police
m) Adopted ORDINANCES 008-588 Removal of Elm Trees from a Property from
10 days to 60 days, 008-589 Removal of Ash Trees from the Overhead Utility
Line Planting Requirements List, 008-590 Revision of Street Trees to Boulevard
Trees - Planning
n) Adopted ORDINANCE 008-591 Repeal Code Concerning Reforestation
Advisory Commission - Planning
0) Approved Bills
APIF, MOTION CARRIED.
8. PUBLIC HEARINGS
9. AWARD OF CONTRACT
10. PETITIONS, REQUESTS AND COMMUNICATIONS
a) City's Financial Situation - Finance
Finance Director Roland gave an update on the City's financial situation as of
September 30, 2008. The City is on track for the year after the June budget
adjustment. We are at or above the revenue levels for this time of year. The City
has not received the second half tax payment yet. We should be at 75% of
expenditures and all divisions are well within that at a total of73%. Expenditures
include overtime for the Police for working the Republican National Convention
and will be reimbursed in October or November. Expenditures should come in
under budget. Vehicles for the Fire Department and the Parks Department arrived
later this year and were paid for at that time.
Councilmember Wilson noted snow removal was higher than projected due to late
spring snows. If we have a normal winter snowfall he felt we would be over in
this budget category and asked if the City is planning for that now. Finance
Director Roland replied staff is planning for a normal snow season in November
and December. Between snow plowing, streets, street lights there will be
adequate funding to pick up any overage in expenditures.
Councilmember McKnight noted the legislative budget had a big September.
This was due to League dues being paid in September. Councilmember
McKnight asked about the liquor operations fund and if this is a typical year
where we are just coming into the black. Staff noted the biggest quarter is
OctoberlNovember/December. In September things naturally decline.
Councilmember Fogarty noted the recreation programs are at 75% and asked if
we were done with programs. Finance Director Roland stated the brochure for
2009 will be coming out shortly. There are revenues the City has not received yet
as there is a 1-1 ~ month lag with the computer program. Revenues have been
Council Minutes (Regular)
October 20, 2008
Page 3
received through July. Councilmember Fogarty noted the Police Chief is doing a
great job with keeping his budget in line.
Acting Mayor Pritzlaff noted we are using 2008 funds for snow removal for
November and December. He asked where we are normally at this time of year.
Finance Director Roland noted a majority of costs in all divisions is personnel
cost. If snow falls at the right time and we do not have to pay over time, we will
be fine. If there is over time, then the streets would not have as big a hit on
expenses and the snow plowing budget would take that expense. Everyone who
plows snow comes out of the streets budget.
Finance Director Roland was asked how foreclosures affect property tax receipts.
Even though we have foreclosures, the City is still collecting 95 - 96% of
property tax revenues. Over the last five years we have had a delinquency rate for
property taxes of less than 2%. The City does not anticipate that changing in
2008 even with the economic difficulties. This will help balance the budget.
The City's investment policy identifies those investments the City can invest in.
There has been a shift in where the best interest rates are available. Cities are not
allowed to invest in the stock market. Weare in bonds, treasuries, some
commercial paper, CD's and money market funds. Through September the City's
average investment balance for the first nine months was over $18.8 million. We
have gone as high as $22 million in a month in investment and gone as low as $15
million. Over the first nine months we have seen an annual return of 4.26%. This
compares to a money market rate of 1.45%, and a ten year treasury bond at
3.88%. The City owns 60 CD's, compared to last year when the City owned 15.
The oldest is six years out. At the end of2007 CD's were 6.7% of the portfolio,
at the end of September it is 28.5% of the portfolio.
The liquor stores are in the black. There has been a significant increase in all
items sold at the downtown store. There has been a 9-13% increase at the
downtown store compared to last year which was during the Elm Street project.
The Pilot Knob store is relatively flat compared to last year.
Expenses in the water fund are significantly higher than budgeted. This has to do
with the water meter replacement project. Meters have been replaced in 2200
households in the City so far.
The pool is consistent with 2007. The subsidy necessary for operation of the pool
is $69,000 compared to $63,000 in 2007. There is a transfer that comes out of the
general fund to cover expenditures in both the Rambling River Center and the
pool.
Councilmember Wilson noted there is $2 million in liquid investments to allow
for bond payments in February. He asked if all bond payments are made in
February. Finance Director Roland noted there are also other months where we
Council Minutes (Regular)
October 20, 2008
Page 4
have bond obligation payments. Interest only payments are made August 1, and
there are two bond payments due on June I and December I. The December 1
payment is $240,000.
Acting Mayor Pritzlaff asked what other cities do regarding snow removal on
foreclosed properties. Finance Director Roland stated it has not been a problem in
Farmington. Staff has encouraged people to help out their neighbors. If a
property owner is cited and the City has to clear the sidewalk, the owner is billed
and if not paid it is assessed to the property taxes. Acting Mayor Pritzlaff noted
with the weed ordinance, by the time the notices are sent, the weeds are taller. He
asked what we do with snow removal and when it is enforced. Finance Director
Roland stated we want to enforce consistently, but it is a matter of priorities.
Staff does not look for places where the sidewalk is not shoveled. There is not
enough budget dollars to pro actively look for every spot in the City where the
snow has not been shoveled.
Acting Mayor Pritzlaff asked when the new liquor store opens on Pilot Knob,
what will happen with Farmington's north liquor store. Staff stated we will do
everything in our power to retain our current customer base. We will encourage
return visits by our residents, have in-store specials, etc. There is a significant
impact when other cities' open new liquor stores.
b) Adopt Resolution - Dakota County CIP - Engineering
Staff has received Dakota County's 2009-2013 draft CIP. Staff asked for funding
to be included for 190/195th Street over the next three years which is consistent
with the agreement with the County. Staff also asked them to include the
extension of Pilot Knob to Ash Street and to extend Ash Street to Pilot Knob,
traffic control at Flagstaff and CSAH 50, and traffic signals along Pilot Knob
Road. Staff also discussed with the County funding for 208th Street as this would
be a City project that would relieve traffic from a County road.
Of these projects, the County's draft CIP includes funding for the 195th Street
project. The County's policy is that they pay 55% and the City pays 45%. Staff
is asking the County to include traffic control at Flagstaff and CSAH 50 in their
CIP. This will also be discussed with the County at the November workshop.
MOTION by Fogarty, second by Wilson to adopt RESOLUTION R70-08
requesting inclusion of construction projects in the Dakota County 2009-2013
CIP. APIF, MOTION CARRIED.
11. UNFINISHED BUSINESS
a) City Hall Change Orders - Administration
Change orders 20, and 22-36 reduce the amount of the contingency by $9,781.
Total change orders for the City Hall project amount to $39,844. The total of the
contingency budget for construction was $320,000. We have used a small percent
for that. Councilmember Fogarty noted for change order 20 regarding surveying
Council Minutes (Regular)
October 20, 2008
Page 5
work City Administrator Herlofsky fought hard for the contractor to pay a portion
ofthat change order. MOTION by Fogary, second by McKnight to approve
change orders 20 and 22-36. APIF, MOTION CARRIED.
12. NEW BUSINESS
a) Meeting Room Guidelines - Administration
Staff was asking for comments from Council regarding guidelines to regulate the
use of the new City Hall by other organizations. Evening use is not included.
The rates are based on what is charged at the Rambling River Center.
Councilmember McKnight proposed for youth groups, and local civic and
resident groups for 2009 not charging Farmington residents. Non-resident or
profit making groups should be charged.
Councilmember Fogarty asked about the expansion space and felt it is an option
to rent that space. She also suggested including parking space in the back.
Acting Mayor Pritzlaff agreed with not charging residents for now. As far as
parking, he suggested we look at parking City vehicles at the Maintenance
Facility and employees pick them up there in the morning. City Administrator
Herlofsky noted with the parking in the front and along Spruce Street that has not
been an issue, but staff will keep an eye on it. There will be block heaters for City
vehicles in the parking lot. Some vehicles are parked at the old City Hall.
Councilmember Fogarty noted we do charge fees at the Rambling River Center
and residents are subsidizing that facility. With no fees there may be a small
number of groups using the City Hall at high volume and Council may face a lot
of opposition when we do decide to charge fees.
13. COUNCIL ROUNDTABLE
Councilmember Fogarty: At the last workshop, Acting Mayor Pritzlaffbrought
forward a letter he had staff send to Wal-Mart. She asked that a copy be placed in the
EDA packet for a discussion item. It was not sitting well with her that that letter went
out. A resident called her asking what is the City's marketing plan, how are we
approaching businesses and what policies are we following that this letter went out. She
felt Council should not be in a position to pick and choose which businesses we would
like to solicit into the community versus having an overall marketing plan that draws in
multiple types of businesses. Sending a specific letter to a specific business to a specific
person is going beyond the policies that Council has set. She was not sure she wanted to
see those types ofletters going out signed by one member of the EDA or the Council.
Councilor the EDA did not discuss it or authorize it. We do not want five
Councilmembers or EDA members sending letters to businesses we would specifically
like without an overall policy or marketing plan. We do not have any of that in place
right now. Acting Mayor Pritzlaff stated he brought it to City Administrator Herlofsky as
a request. Staff wrote it, he signed it and staff sent out the information. Councilmember
Council Minutes (Regular)
October 20, 2008
Page 6
Fogarty stated it was not something that was sent out as the Councilor the EDA. Acting
Mayor Pritlzaffs name was on it as the Chair of the EDA. We do not want each member
sending out letters. She would like to discuss it and rein it in. It was inappropriate that
that letter went out with no over riding policy.
The Farmington girls U12 C2 soccer team played in the Fall Harvest Fest and won the
championship.
Councilmember Wilson:
He wished the football team well in the playoffs.
He thanked Acting Mayor Pritzlafffor taking the initiative with Wal-Mart.
He received a number of comments from residents regarding campaign sign placement.
These are regulated by the City code and all candidates received sign information in the
candidate packets. Signs should not be placed on the right-of-way or public property. He
looked forward to working with the new Council and new School Board.
Acting Mayor Pritzlaff: Regarding the water meter replacements he has asked staff
to inform the company to tell residents they can snip off the loose wire from the water
meter and the meter is no longer needed on the outside of the house. Finance Director
Roland noted they received correspondence from the company today and residents will
have an opportunity to respond to a survey. Staff is receiving excellent comments from
residents. The company has been informed of his comments and they will be informing
residents regarding the wire. She noted the reader is the item that can be removed from
the outside of the house.
14. ADJOURN
MOTION by Fogarty, second by McKnight to adjourn at 8:02 p.m. APIF, MOTION
CARRIED.
Respectfully submitted,
r;]r.~~ 7v?~~
(,/
Cynthia Muller
Executive Assistant
76
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 (jl
FROM: Lisa Shadick, Administrative Services Director
SUBJECT: Set Public Hearing - Various Licenses and Permits
DATE: November 3,2008
INTRODUCTION
A public hearing is required for the renewal of various licenses and permits for the 2009 calendar
year.
DISCUSSION
Each year the following licenses expire December 31, and are required by ordinance, to be
reviewed at a public hearing prior to renewal:
On-Sale Liquor Licenses
Sunday Liquor Licenses
Club Licenses
On-Sale Wine Licenses
Therapeutic Massage Licenses
ACTION REQUIRED
Set a public hearing for 7:00 p.m., November 17,2008, to review license renewal applications.
Respectfully submitted,
~j).
Lisa Shadick
Administrative Services Director
7~
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800 . Fax 651.280.6899
www.ci.farmington.mn.us
FROM:
Mayor, Councilmembers, City AdministratoO'
Todd Reiten, Director of Municipal Services --;t t
TO:
SUBJECT:
School & Conference Request
DATE:
November 3,2008
INTRODUCTION
The Recycling Association of Minnesota (RAM) and the Solid Waste Association of North
America (SWANA) 13th Annual Conference will be held on November 5th and November 6th.
DISCUSSION
The RAM/SW ANA Conference is being held this year at the McNamara Alumni Center on the
University of Minnesota - Minneapolis Campus. The conference provides an opportunity for
staff to keep up to date on a variety of issues related to solid waste and recycling. The conference
offers several concurrent sessions and each session has a variety of topics to choose from.
BUDGET IMPACT
Registration for the RAM/SW ANA Conference is $210.00 per person. Funding for this
conference was included in the 2008 budget.
ACTION REQUESTED
Approve Lena Larson's attendance at the RAM/SW ANA Conference.
Respectfully Submitted,
~~
Director of Municipal Services
Jd
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www.ci.farmington.mn.us
TO: Mayor, Councihnembers, City AdmiIDstrator;j,
FROM: Kevin Schorzman, P.E., City Engineer
SUBJECT: 225th Street Speed Limit
DATE: November 3, 2008
INTRODUCTION
At their May 13, 2008 meeting, Castle Rock Township requested that MnDOT conduct a speed
study on 225th Street east of Trunk Highway 3. A copy of the Township's request was
forwarded to the City.
DISCUSSION
On July 31, 2008, MnDOT completed the speed study and issued a speed limit authorization for
225th Street. That authorization set the speed limit on 225th Street from TH-3 east to Beaumont
Avenue at 40 miles per hour. Staff agrees with this recommendation. In mid-September, staff
received a letter from the Township requesting that we discuss our options as to implementing
the change in speed limit. Over the next few weeks, staff will be working with the Township to
install the appropriate signage for this speed limit change.
BUDGET IMPACT
Funds exist in the Street Maintenance budget to cover the cost of the signage required within the
corporate limits of the City.
ACTION REQUESTED
For Council's information.
Respectfully Submitted,
~~.
Kevin Schorzman, P.E.,
City Engineer
cc: file
City of Farmington
430 Third Street
Farmington, Minnesota
651.463.7111 . Fax 651.463.2591
www.ci.farmington.mn.us
October 22, 2008
Mr. Michael Kiefer
Castle Rock Township
22320 Albatross Circle
Farmington, MN 55024
Mr. Kiefer,
This letter is being written to confirm that the City of Farmington has received a copy of
the speed limit authorization for 225th Street from TH-3 to Beaumont Avenue. The City concurs
with MnDOT's recommendation that the speed limit for the portion of 225th lying within the
corporate limits of the City should be 40 miles per hour. Please let me know what the
Township's schedule is for placing appropriate signage indicating the new speed limit. Once we
know your schedule, the City will coordinate with the Township so that the signs within the City
are installed as near as possible to the same time.
On a similar note, when MnDOT was discussing this speed limit change with me, they
suggested that a "Stop Ahead" (W3-1) sign be placed for westbound traffic approaching TH-3. I
looked in the Minnesota Manual on Uniform Traffic Control Devices, to see where this sign
should be placed in reference to the Stop sign on TH-3. The recommended minimum distance
east ofthe Stop sign is 200 feet. I believe that this would put it in the Township's jurisdiction. If
this is incorrect, let me know so the City can make arrangements to place this sign as well.
Again, let me know when the Township is planning on installing the new speed limit
signs, and the City will coordinate with the Township to accomplish our work in the same time
frame. If you have any questions or comments, I can be reached at (651) 463-1607. As the City
may be changing our phone numbers in the near future, I can also be reached on my cell phone at
(651) 775-1356, or bye-mail atkschorzman@ci.farmington.mn.us.
Sincerely,
Kevin Schorzman, P .E.
City of Farmington
City Engineer
cc: file
'\.
CASTLE ROCK TOWNSHIP
2537 240TH STREET WEST
FARMINGTON, MN 55024
PHONE 651-460-2221 - - FAX 651-463-3569
BOARD OF SUPERVISORS
Gary Pipho, Chair, 507-645-4379
Michael Monroe Kiefer M.S., Vice-Chair, 651-460-8205
Russell Zellmer, Supervisor, 651- 463-4064
Arlyn Lamb, Supervisor, 651-460-4927
Pete Schaffer, Supervisor, 651-460-8293
September 18, 2008
Peter Herlofsky
City of Farmington
430 3m Street
Farmington, MN 55024
Dear Peter,
At the September 9th 2008 regular Board of Supervisors meeting the Clerk was
directed to forward a copy of the letter and authorization received from Mn-Dot
regarding the reduced speed limit on 22Sth.Street.
As this is a town line road and shared between Castle Rock Township and the
City of Farmington, we would like to discuss our options regarding engineering and cost
sharing on this project.
Please contact Gary Pipho, Chair or Michael Kiefer, Road Steward and Vice-
Chair to discuss at your earliest convenience.
Thank you. \
<- )~ ~~
Jane B'~o'deau, Clerk
Castle Rock Township
OJ
~ OF TRft-\i'
Minnesota Department of Transportation
Office of Traffic, Safety and Operations
Regional Transportation Management Center
1500 West County Road 82, Mail Stop 725
Roseville, MN 55113
Office Tel:
Fax:
651/234-7000
651/234-7006
July 31,2008
Jane Bistodeau
Castle Rock Township Clerk
2537 240th Street West
Farmington, MN 55024
Dear Ms. Bistodeau,
As requested by a resolution dated June 19.2QQ~, attached is authorization to erect the
appropriate signs designating the ,reasonable and safe speeds' on 225~h Street.
Please keep this authorization in your permanent files; we have our necessary copies.
Erection of signs shall be in conformance with the current MiImesota Manual on Uniform
Traffic Control Devices.
Please note the contingency on the authorization. This must be met before the regulatory
speed limit signs' are erected or changed..
Sincerely,
~ j~~ ~...,
\ ~s~ M. Gro~~E~n;E
Assistant State Traffic Engineer
'.
An equal opportunity employer
TE4A.doc
Mn/DOT 29213 (12-78)
Ill)
~O'TfI~~
STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION Page 10f1 Page(s)
LOCAL STREET OR HIGHWAY SPEED LIMIT AUTHORIZATION
Road Authority Castle Rock Township (Dakota County) I Date '
July 31,2008
Road Name or No. 225m Street
Termini of Zone: From Trunk Highway 3 (Chippendale Avenue)
To Beaumont Avenue I, Date of Request
'June 19,2008
As authorized in Minnesota Statutes, Section 169.14, it is hereby ordered thatthe following speed limits are
approved and shall be put into effect on the described roadway or sections thereof.
40 miles per hour between the intersection with Trunk Highway 3 (Chippendale Avenue)and the intersection
with Beaumont Avenue
NOTE:
The speed limits, described in this authorization, are authorized contingent upon curves and hazards being
signed with the appropriate advance curve or warning signs, including appropriate speed advisory plates.
The roadway described shall be reviewed for traffic control devices impacted by the authorized speed
limit.s before posting the signs. Warning signs and speed limit signs shall be in accordance with the
MiImesota Manual on Uniform Traffic Control Devices. The speed limits, described in this authorization,
are based on roadway conditions on the date ofthis authorization. Changes in roadway alignment,
grade, or paving the gravel surface shall void this authorization.
(1) White - Road Authority
( 1 ) Pink - Central Office Traffic
(1) Blue - District Traffic Engineer
I f .
for Road Authority use only
Date traffic control devices chan ed i
Month-Day- Y ear
h"~7YJ'~~
, Mn/DOT Authorized Signature
Title
TE4.doc
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 Adrninistrato<2
Randy Distad, Parks and Recreation Director
FROM:
SUBJECT:
Safe Routes to School Grant Application
DATE:
November 3, 2008
INTRODUCTION
City staff members have been working with Farmington School District staff members on the
submittal of a Safe Routes to Schools Grant (SRTS) application.
DISCUSSION
The SRTS is a grant that requires no local matching funds. All projects selected are funded
100% by the grant. The City is taking the lead in applying for this SRTS grant because the grant
program requires the local jurisdiction responsible for streets and roads be identified as the
project lead.
City staff and Farmington School District staff have discussed several locations where new trails
should be constructed that would provide a safer route to school. The first location is on the
south side of 195th Street between English Avenue and Akin Road. Currently, there is no trail
connection from the trail on English Avenue to the 195th Street and Akin Road intersection.
When students come to the end of the trail on English Avenue they are forced to either cross
195th Street, which is midway between the 195th Street and Akin Road intersection and 195
Street and Pilot Knob Road intersection, or walk along the shoulder on the south side of 195th
Street to Akin Road where there is a controlled intersection. Staff feels that student safety would
be greatly improved by constructing a trail on the south side of 195th Street from English Avenue
to Akin Road. Since this is a Dakota County road a discussion has occurred with the Dakota
County Highway Department about a trail being constructed in this location and there were
favorable comments made in support of this trail location. A map has been included that
illustrates the general location of this trail.
The location of two other trail connections were identified that would provide a safer trail route
to the current high school building that will in 2009 be converted to a middle school. There
currently is a missing trail connection from the bridge that is adjacent to the Schmitz-Maki Arena
to the school building. The first trail connection would be constructed from just south of the
bridge around the west side of the Arena to Spruce Street and then alongside the east side of the
entry road to the school building. A second trail connection located south of the building would
be constructed to provide a connection from an existing trail in Westview Park to the building. A
map has been included that illustrates the general location of this trail.
Additionally, there will be a request in the grant application to receive money for signage and
street markings for these new trails.
Prior to submitting a SRTS grant application, the public entities affected by the trails must
endorse or support the submittal of the grant application. Dakota County will be submitting a
letter stating that they are in support of a trail being constructed on the south side of 195th Street.
The Superintendent of the Farmington School District has been asked to also provide a letter in
support of the submittal of this grant application for these trail projects.
The SRTS grant application is due on or before November 21,2008. It is projected that $1.3
million will be available during this round of grant applications. This is the final year grant
funding will be provided by the Federal Government for the SRTS grant program.
ACTION REOUESTED
By motion approve the submittal of a Safe Routes to Schools grant application.
~11i(J
Randy DIstad,
Parks and Recreation Director
I q 6~ S'1-r~+ 'Tr-a"\ \ Loco--h 0 ~
_ P\~O~O~E.\) S R -rS -rf.PI\L E>~.. --re:tJSIDN
r:-V'~re. (Ylt&&!0' SJwo f --u;i;/ [be",}'" ,,:;5
-
P~OPo<:.E.D S R-rS -r'R.AI L- f )<:-n::IJS\ ot-J
City of Farmington
430 Third Street, Farmington, MN 55024
(651) 280-6800 Fax (651) 280-6899
www.ci.farmington.mn.us
7F
TO: Mayor, Councilmembers, and City AdmillistratO(]
FROM: Brenda Wendlandt, Human Resources Director
SUBJECT: Appointment Recommendation - Finance
DATE: November 3,2008
INTRODUCTION
The recruitment and selection process for the appointment of a part-time liquor store clerk to fill a
vacant position in the Finance Department has been completed.
DISCUSSION
After a thorough review by the Finance Department and the Human Resources Office, a contingent
offer of employment has been made to Ryan Cecchini, subject to ratification by the City Council.
Mr. Cecchini has previous experience in the liquor industry and meets the qualifications for this
position.
BUDGET IMPACT
Funding for this position is authorized in the 2008 budget.
ACTION REQUESTED
Approve the appointment of Ryan Cecchini as a part-time liquor store clerk In the Finance
Department effective on November 3, 2008.
Respectfully submitted,
~4J!~tf~
/-~:enda Wendlandt, SPHR
Human Resources Director
cc: personnel file
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 Administrator (j
Brenda Wendlandt, Human Resources Director
FROM:
SUBJECT:
Appointment Recommendation - Finance
DATE:
November 3, 2008
INTRODUCTION
The recruitment and selection process for the appointment of a part-time liquor store clerk to fill a
vacant position in the Finance Department has been completed.
DISCUSSION
After a thorough review by the Finance Department and the Human Resources Office, a contingent
offer of employment has been made to Toni Zitek, subject to ratification by the City Council.
Ms. Zitek has previous experience in the liquor industry and meets the qualifications for this position.
BUDGET IMPACT
Funding for this position is authorized in the 2008 budget.
ACTION REQUESTED
Approve the appointment of Toni Zitek as a part-time liquor store clerk in the Finance Department
effective on November 3,2008.
Respectfully submitted,
~~d'~
. Brenda Wendlandt, SPHR
Human Resources Director
cc: personnel file
City of Farmington
430 Third Street, Farmington, MN 55024
(651) 280-6800 Fax (651) 280-6899
www.ci.farmington.mn.us
7A
TO: Mayor, Councilmembers, and City Administrator ~
FROM: Brenda Wendlandt, Human Resources Director
SUBJECT: Appointment Recommendation - Police
DATE: November 3,2008
INTRODUCTION
The recruitment and selection process for the appointment of a full-time patrol officer to fill a vacant
position in the Police Department has been completed.
DISCUSSION
After a thorough review by the Police Department and the Human Resources Office, a contingent
offer of employment has been made to Christopher Lutz, subject to ratification by the City Council.
Mr. Lutz has previous experience as a patrol officer and meets the qualifications for this position.
BUDGET IMPACT
Funding for this position is authorized in the 2008 budget.
ACTION REQUESTED
Approve the appointment of Christopher Lutz as a full time patrol officer in the Police Department
effective on or about November 4,2008.
Respectfully submitted,
.~ /1/ /
~_u~€/Jtt;~/dc-
/-;enda Wendlandt, SPHR
Human Resources Director
cc: personnel file
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City of Farmington
430 Third Street
Farmington, Minnesota
651.463.7111 . Fax 651.463.2591
www.ci.farmington.mn.us
TO: Mayor and Councilmembers
FROM: Peter J. Herlofsky, Jr.
City Administrator
SUBJECT: Old City Hall Site RFP Update
DATE: November 3,2008
INTRODUCTION
At the October 13,2008 Council Workshop, Council discussed the old City Hall site and
remodeling it for use by the Rambling River Center.
DISCUSSION
Attached is an RFP for a Construction Manager which will be advertised this week, with a due
date of November 14,2008.
BUDGET IMPACT
Financing options will be discussed at a future meeting.
ACTION REQUESTED
For your information.
Respr~. ~tte.dl( //_
\...) L/%;?" 'I'd ~{k(;
Peter J. Herlofs , 1r. /
City Administ ator
Cmuller/Herlofsky/Council Memos/City Hall-RRC
REQUEST FOR PROPOSAL
CONSTRUCTION MANAGER SERVICES
CITY OF FARMINGTON, MINNESOTA
The City seeks to select an experienced qualified project Construction Manager
for remodeling of a 12,000 sq. ft. former City Hall facility within a defined time
schedule, within a prescribed budget, and within specific quality and program
guidelines. A copy of the formal RFP can be obtained on-line at
www.cLfarmington.mn.us or by contacting City Hall offices at 651.280.6803.
Submittals must be received in accordance with RFP requirements no later than
4:30 p.m. on November 14, 2008. Proposals not meeting City RFP requirements
will be automatically disqualified from further consideration.
REQUEST FOR PROPOSAL
CONSTRUCTION MANAGER SERVICES
CITY OF FARMINGTON, MINNESOTA
The City of Farmington is considering remodeling a 12,000 sq. ft. Ci~ Hall facility on a site
owned by the City. The building site is located at the intersection of 4t Street and Oak Street.
The City seeks to obtain the services of an experienced construction management firm to help
with this effort.
The City seeks to employ a firm that exhibits the following characteristics:
1. Strong public project experience with recent examples.
2. An ability to demonstrate value, attractiveness and quality in design, and remain within
project budget limitations.
3. A willingness to participate as a part of a project team that will include the owner.
The following information is provided to assist you in preparing your proposal:
1. Number of copies needed: 3
2. Due date: 4:30 p.m., November 14, 2008. Any postmarked proposals received after this
date will be automatically disqualified from the selection process.
3. Estimated building budget:
Old City Hall
$500,000
Building improvements include: Installation of fire suppression system including
sprinklers and alarms, HV AC improvements, removal of existing walls,
reconfiguration of several walls and doorways, flooring removal and installation,
installation of new security system.
5. Mail proposals to: Peter 1. Herlofsky, Jr., City Administrator, 430 Third Street,
Farmington, MN 55024, with each proposal clearly marked PROPOSAL FOR
CONSTRUCTION MANAGER SERVICES - OLD CITY HALL.
6. If there are questions about the preparation of your proposal contact: Peter J. Herlofsky,
Jr., City Administrator at 651.280.6801 or Joel Jamnik, City Attorney at 651.452.5000.
DISCLAIMER: This request for proposal is only a solicitation for information. The City of
Farmington is not obligated to enter into a contract nor is it responsible for any costs associated
with the proposals and interviews. The City of Farmington reserves the right to reject any and all
proposals submitted.
FORMAT
Interested firms should submit a proposal that contains the following:
1. FIRM BACKGROUND
In this section present any information about your firm that you feel is appropriate.
Include the size of firm, number of employees by job category, the areas of specialization
for which your firm is recognized, and any key features that might set your firm apart.
2. EXPERIENCE
List all municipal buildings, and in particular public buildings, completed by your firm
over the last five years. For each of these projects, list the date of completion, the total
square footage, total overall costs, the construction time frame, the project designer, and
project manager.
3. DESIGN EXAMPLES
Attached is a sketch of project expectations.
4. REFERENCES
Include at least five references for recent (within the last 5 years) projects. Include
contact persons, titles, telephone numbers and what their role in the process was.
5. ADDITIONAL REQUIRED INFORMATION
a. Does your firm carry insurance to protect clients from errors and omissions? In
what amount? Does your firm carry professional liability insurance? Provide
evidence in your proposal.
b. Has your firm been the subject of litigation, mediation, or arbitration during the
last five years? If so, give details of the issues and its resolution. Provide names
of clients involved and contact names and telephone numbers. Involvement in
litigation will not necessarily disqualify a proposer, however failure to provide
accurate information will render the submittal as disqualified from further
consideration.
c. Has your firm ever been requested by a client to retire from a project? If so,
present details.
d. Each proposal must be signed by an authorized representative of your firm who
can be held accountable for all representations. The Applicant Assurances Form
attached hereto as Exhibit A must also be provided with the Proposal.
e. Describe your work plan including process and timeline for completion of the
project.
f. Preparation of plans and specifications description.
g. Project management (how it will occur).
h. What will the City need to provide and what will the construction management
firm provide.
1. Describe staff involvement with the project.
J. Summarize how you will communicate information to staff, City Council and
other Boards and Commissions.
6. FEES
In a separate sealed envelope, provide the following information. Assuming a total
project cost as presented above, provide an estimate of your fee and the method of fee
calculation for the project. List basic services included, list additional services and costs,
and list reimbursables with applicable rates. Provide a "best guess" estimate of what the
reimbursable costs would be.
Exhibit A
Applicant Assurances
The applicant hereby assures and certifies:
1. That the individual signing the assurance form on behalf of the
individual, partnership, company or corporation named in the proposal
possesses the legal authority to execute a contract for the proposed work.
2. That the firm agrees to comply with all applicable federal,
state and local compliance requirements.
3. That the firm is adequately insured to do business and
perform the services proposed.
OFFICIAL ADDRESS:
(Name of Firm)
(Authorized Signature)
(Title)
(Date)
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.