HomeMy WebLinkAbout02.17.09 Council Packet
City of Fannington
430 Third Street
Fannington, 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 17, 2009
7:00 P.M.
CITY COUNCIL CHAMBERS
1. CALL TO ORDER 7:00 P.M.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
4. APPROVE AGENDA
5. ANNOUNCEMENTS/COMMENDATIONS
6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments)
7. CONSENT AGENDA
a) Approve Council Minutes (2/2/09 Regular) (2/9/09 Special) (2/9/09
Workshop)
b) Approve North Creek Rehabilitation Project Contract - Natural Resources
c) Approve Submittal of a Revised Application for Landfill Abatement Funds -
Municipal Services
d) School and Conference - Parks and Recreation
e) School and Conference - Parks and Recreation
f) School and Conference - Natural Resources
g) School and Conference - Municipal Services
h) Capital Outlay - Municipal Services
i) Approve Appointment to Parks and Recreation Commission - Administration
j) Appointment Recommendation Liquor Operations - Human Resources
k) Approve Temporary On-Sale Liquor License - Administration
1) Adopt Resolution - Approve Gambling Event Permit - Administration
m) Accept Grant Funding - Fire Department
n) Approve Bills
0) Appointment Recommendation Fire Department - Human Resources
8. PUBLIC HEARINGS
9. AWARDOFCONTRACT
Action Taken
Approved
Approved
R7-09
Approved
Approved
Approved
Information Received
Information Received
Approved
Approved
Approved
R8-09
Approved
Approved
Approved
10. PETITIONS, REQUESTS AND COMMUNICATIONS
a) Adopt Resolution - Approve Feasibility Report, Authorize Plans and
Specifications 2009 Trunk Utility Project - Engineering
b) Liquor Operations Analysis - Liquor Operations
c) Draft 2008 Financial Report - Finance
d) 2009 Financial Options - Finance
e) YMCA Proposal- Administration
R9-09
Information Received
Information Received
Authorized
Authorized
11. UNFINISHED BUSINESS
a) Old City Hall Improvement Project Update - Administration
Information Received
12. NEW BUSINESS
a) Item Removed
b) City Administrator Review Update - Administration
Approved
13. COUNCIL ROUNDTABLE
a) Council/Parks and Recreation Commission Workshop - Parks and
Recreation
April]3, 2009
14. ADJOURN
City of Fannington
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 17,2009
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 / COMMENDA TIONS
6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments)
CONSENT AGENDA
a) Approve Council Minutes (2/2/09 Regular) (2/9/09 Special) (2/9/09
Workshop) Page 1
b) Approve North Creek Rehabilitation Project Contract - Natural Resources Page 2
c) Approve Submittal of a Revised Application for Landfill Abatement Funds -
Municipal Services Page 3
d) School and Conference - Parks and Recreation Page 4
e) School and Conference - Parks and Recreation Page 5
f) School and Conference - Natural Resources Page 6
g) School and Conference - Municipal Services Page 7
h) Capital Outlay - Municipal Services Page 8
i) Approve Appointment to Parks and Recreation Commission - Administration Page 9
j) Appointment Recommendation Liquor Operations - Human Resources Page 10
k) Approve Temporary On-Sale Liquor License - Administration Page 11
1) Adopt Resolution - Approve Gambling Event Permit - Administration Page 12
m) Accept Grant Funding - Fire Department Page 13
n) Approve Bills Page 14
8. PUBLIC HEARINGS
n AWARD OF CONTRACT
.
.1 O. PETITIONS, REQUESTS AND COMMUNICA TIONS
a) Adopt Resolution - Approve Feasibility Report, Authorize Plans and
Specifications 2009 Trunk Utility Project - Engineering Page 15
b) Liquor Operations Analysis - Liquor Operations
c) Draft 2008 Financial Report - Finance
d) 2009 Financial Options - Finance
e) YMCA Proposal- Administration
Page 16
Page 17
Page 18
Page 19
11. UNFINISHED BUSINESS
a) Old City Hall Improvement Project Update - Administration
Page 20
12. NEW BUSINESS
a) Item Removed
b) City Administrator Review Update - Administration
Page 22
13. COUNCIL ROUNDTABLE
a) Council/Parks and Recreation Commission Workshop - Parks and
Recreation
14. ADJOURN
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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. flh
City Administrator \$
SUBJECT:
Supplemental Agenda
DATE:
February 17,2009
It is requested the February 17,2009 agenda be amended as follows:
CONSENT AGENDA
Add 70)
Appointment Recommendation Fire Department - Human Resources
Approve the appointment of Tyler Leppert as a volunteer firefighter.
.
70
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
FROM: Brenda Wendlandt, Human Resources Director
SUBJECT: Appointment Recommendation - Firefighter
DATE: February 17,2009
INTRODUCTION
The recruitment and selection process for the appointment of a volunteer firefighter in the Fire
Department has been completed.
DISCUSSION
After completing testing, a pre-employment physical, and a thorough review by the Fire Department
and the Human Resources Office, a contingent offer of employment has been made to Tyler Leppert,
subject to ratification by the City Council.
Mr. Leppert meets the qualifications for this position.
BUDGET IMPACT
Funding for this position is authorized in the 2009 budget.
ACTION REQUESTED
Approve the appointment of Tyler Leppert as a volunteer firefighter in the Fire Department effective
on or about February 17,2009.
Respectfully submitted,
J ~/;/ f-
l' ...../ /. j
, .;/ ; . ". ;<::;:;; u::,/
,;/ if? / A ;?'p/ ,t! i-/. ..' -,
:f-:!!./I.../ .....---'vt/ "-"L_-"-~ \.-.. ..-
; Brenda Wendlandt, SPHR
Human Resources Director
cc: personnel file
7a.
COUNCIL MINUTES
REGULAR
February 2, 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, Fogarty, May, Wilson
Donnelly
Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator;
Robin Roland, Finance Director; Randy Distad, Parks and
Recreation Director; Brenda Wendlandt, Human Resources
Director; Lee Smick, City Planner; Cynthia Muller, Executive
Assistant
Dawn Johnson, Allen Koss, Beve Preece, Ann Muzzy, Nancy
Akin, Lani Drill, Jay & Pat Christensen
4. APPROVE A GENDA
Councilmember May pulled item 7f) School and Conference - Finance for discussion.
Councilmember Fogarty had a question on 7c) School and Conference - Police
Department. She noticed every year we send officers to the MAAG school and asked if
this training was an update or new people attending. As budgets will have to change this
year, she asked if this was the right time to send these officers or if we already have
officers that can serve on the MAAG Team. Staff will review this item. Councilmember
Wilson pulled item 7k) Adopt Ordinance - Towers, Monopoles, Antennas - Planning.
City Administrator Herlofsky noted there is a revised memo for item 7g) School and
Conference - Planning.
MOTION by Wilson, second by Fogarty to approve the Agenda. APIF, MOTION
CARRIED.
5. ANNOUNCEMENTS
Ms. Beverly Preece, 300 Spruce Street, President of the DV AC, stated the DV AC is a
non-profit organization that encourages the talent and creativity of artists in our area. To
achieve that goal, the DV AC and the Rambling River Center have planned a meeting on
Friday, February 6, 2009, at 7:00 p.m. at the Rambling River Center. Ann Fredrickson is
speaking about the in's and out's of publishing a book. She will discuss how she worked
with the publisher and illustrator to achieve the finished product. She has published an
illustrated book about the Fredrickson brother's baseball team that played around the
1920's. She is a freelance writer and editor. Ms. Preece encouraged those to attend who
may have poems or stories they would like to have published, or documentation of a
family tree. Ms. Fredrickson will explain how to do this.
1-1
Council Minutes (Regular)
February 2, 2009
Page 2
6. CITIZEN COMMENTS
7. CONSENT AGENDA
MOTION by Fogarty, second by May to approve the Consent Agenda as follows:
a) Approved Council Minutes (1/20/09 Regular)
b) Received Information Quarterly Investment Report - Finance
c) Approved School and Conference - Police Department
d) Approved School and Conference - Natural Resources
e) Approved School and Conference - Administration
g) Approved School and Conference - Planning
h) Approved School and Conference - Fire Department
i) Acknowledged Resignation Finance - Human Resources
j) Approved Council By-laws - City Attorney
1) Approved Bills
APIF, MOTION CARRIED.
f) School and Conference - Finance
Councilmember May noted there was a resignation from liquor operations and
asked if this same person was involved with attending the conference. Staff noted
Randy Petrofsky and Dave Trihus will be attending the conference. MOTION by
Fogarty, second by Wilson to approve attendance by the Liquor Operations
Manager and the Liquor Store Manager at the 2009 MMBA Boot Camp. APIF,
MOTION CARRIED.
k) Adopt Ordinance - Towers, Monopoles, Antennas - Planning
Currently cell towers, 200 ft. tall, lattice type structures are allowed in the A-I
and I-I districts. With the new technology, people are using more cell phones in
their homes. The cell phone companies are losing the opportunity to provide this
service in the homes, because the towers are too tall. The cell phone companies
need towers that are shorter and closer to residential homes to provide service.
Staff is proposing new districts to locate these towers and monopoles. Towers
and monopoles 75 ft. in height are allowed in parks and open spaces. Engineers
need to make sure the 75 ft. is enough so that it will fall within 75 ft. Now if a
monopole falls, it will collapse on itself. Staff is proposing in the IP district they
be allowed along with Bland B3 districts, at 75ft. in height. Staff is also
allowing in residential districts monopoles, antennas, and towers. These are
subject to a conditional use. The maximum height will be 75 ft.
Councilmember Wilson asked if there will be an application fee. Staff noted there
will be an application fee and an agreement they cover the legal cost for review of
the document. The poles will have to be removed within 90 days. There is also a
permit fee for abandonment of the poles. MOTION by Wilson, second by
Fogarty to adopt ORDINANCE 009-599 repealing Title 4 Chapter 4 and the text
revisions in Section 10-6-14. APIF, MOTION CARRIED.
1-2
Council Minutes (Regular)
February 2, 2009
Page 3
8. PUBLIC HEARINGS
9. AWARD OF CONTRACT
10. PETITIONS, REQUESTS AND COMMUNICATIONS
11. UNFINISHED BUSINESS
12. NEW BUSINESS
a) Approve Old City Hall Improvement Project - Parks and Recreation
On November 3, 2008, Council approved moving the Rambling River Center to
the old City Hall building. Staff presented immediate and long-term
improvements that need to be made to the old City Hall prior to this move taking
place. Immediate improvements include meeting code requirements as well as
aesthetics. Because the building would be changed from a business use to an
assembly use, a sprinkler and fire alarm system needs to be installed. This is also
required because of the size of the building which is 11,000 sq. ft which exceeds
the threshold of 5,000 sq. ft. Improvements will accomplish the following:
- Improve the cooling of the building. The existing units are old and do not cool
the building adequately.
- Improve the flooring by removing the carpeting and install new carpet and
hardwood flooring to allow multi-purpose type use.
- Reconfigure the hallways and doorways to improve traffic flow.
- Increase and enhance spaces by removing temporary walls.
- Painting the walls.
- Remove a concrete block wall to allow parking of a bus used for senior
programs in the garage space.
The kitchen improvements are not included as CAP dining could not make a
commitment to using the kitchen. Construction management would be handled
in-house by Don Hayes, Park Maintenance Specialist. He will work with sub-
contractors and volunteers. Many people have called offering their time to work
on this project. The plan is to have improvements done by October 16,2009, with
the grand opening on October 19,2009.
There are a number of different costs associated with the project as well as
funding sources. Staff detailed the immediate improvements. Total cost is
$265,000. The project would be funded through:
1-3
Council Minutes (Regular)
February 2, 2009
Page 4
- A cell tower agreement with T-Mobile, where over 5 years, the City will receive
$75,000.
- Receive $85,000 over five years through fundraising.
- $100,000 - $200,000 from a property tax levy depending on the fundraising.
Suggested fundraising ideas include:
-Naming rights to rooms or building
- Fundraising events
- Bequeaths/wills/giving program
- Live or silent auctions
- Donations
Regarding the property tax levy, the impact on a $200,000 home would be an
increase of $5.00/year on the property taxes. The operating costs for a larger
building would increase. In 2007 the Rambling River Center budget was
$156,253. The 2007 building maintenance budget including City Hall and the
Central Maintenance Facility was $148,000. If the move had taken place in 2007,
the operating budget would have been $198,000; a $42,000 increase from the old
Rambling River Center. There will also be building permit fees. Current
maintenance staff would be used for some of the work at a cost of approximately
$3,000.
Councilmember May noted the information given was very thorough and well-
laid out. She did ask how the center will be used, who will be able to use it, what
will happen to the old center and how will the increased operating costs be
covered. She wanted to know what the plan is for moving to a bigger facility.
She felt this discussion should have taken place when the decision was made to
build a new City Hall. Staff stated moving to the old City Hall provides a lot of
opportunity to expand the programs and rental of spaces for community
organizations. Staff will also begin to offer teen programs where they can come
after school with the video gaming system and computer lab. Councilmember
May asked if this could be put on a spreadsheet with the income it will generate.
Staff will provide this. Councilmember May asked if there have been discussions
regarding the food shelf moving to the old City Hall. City Administrator
Herlofsky noted there was a request for Council to consider some space in the old
Rambling River Center. Councilmember May was concerned there has not been
good discussions on how the space would be used. Staff explained the floor plan
showing what the spaces would be used for. The plan does not include space for
the food shelf. Councilmember May noted space for the food shelf would not
have to be permanent. There is a huge need in the community right now. Staff
explained currently the City holds a Senior Food for Health program with the
Salvation Army where 30-50 Ibs of food is given to each person who registers.
Currently 80 people per month are served through this program. For those who
are unable to get there, volunteers deliver the food. The Salvation Army
purchases the food from Second Harvest food shelf. Staff noted the Rambling
River Center is also used for backup space for programs in case it rains. There is
1-4
Council Minutes (Regular)
February 2,2009
Page 5
a Middle School dance planned and due to occupancy requirements the number of
students allowed in at one time needs to be monitored. Staff had held a
conversation with the food shelf where they were looking at using the old
Rambling River Center.
Councilmember Wilson asked how often the expansion space in the new City Hall
is used. City Administrator Herlofsky explained staff is looking at options.
Councilmember Wilson asked about use of the various conference rooms. City
Administrator Herlofsky noted the rooms have been used a few times.
Councilmember Wilson noted in terms of using larger space, we should keep in
mind we have space at the new City Hall. He recalled when this was brought up
we went from discussing options to converting the building. He felt we missed a
step. We have not clearly delineated what will happen to the old building. He
does see the merit of the building being a future use. Since it was approved in
November, it is proposed the City will be losing $340,000 in state aid in 2009 and
also in 2010. This will put a strain on the budget that Council needs to prioritize.
Even though fund raising could exceed $85,000, he needs to look at the worst
case scenario that could be passed on to the taxpayers. Finance Director Roland
noted on a $300,000 home, the tax levy would be $7.50/year. If adding $40,000-
$50,000/year in operating costs, that is an additional $5.00/year on a $200,000
home. Councilmember Wilson noted with the position the City is in, he would be
uncomfortable with going forward when we do not have a fully developed plan,
knowing we have to discuss serious financial issues to keep the fund balance
stable. It is definitely a worthwhile project, but is still a tax increase. He would
be willing to table this until a future date for more discussion.
Councilmember Fogarty noted the economy changed from when we broke ground
for the new City Hall. At that time it was the intent to sell the old City Hall and
put that money towards the cost of the new City Hall. It would be a great value to
convert it to a community center for our seniors and teens. We asked for
numbers, we were given a general plan prior to the first of the year, staff has done
what we asked. She did not want the old City Hall to sit empty for six months
and next month is six months. She is ready to move forward. Staff has done a
remarkable job keeping the taxpayer liability as low as possible. We need to have
a building that involves seniors and teens, get them together, and let them come
up with the programming. Working out fees, etc. would be done in the nine
months the work is being done. As far as property taxes, $ 15/year on the high end
is a great investment in the community. The food shelf wants a street level entry
with adequate space. Between one of the two locations, we can find that for them.
Council member May felt there is a cost for the building to be sitting there. She
would like to move forward, but she is struggling with what will happen with the
current Rambling River Center. She would like to hear some ideas as to what will
happen with the current facility before moving forward. Staff stated the building
could be sold, lease it, or tear it down for green space. City Administrator
Herlofsky noted one of the issues with that building is the foundation is poor and
1-5
Council Minutes (Regular)
February 2, 2009
Page 6
ready to fall down. As Council considers this, he asked whatever additional
amount of taxing, please do not count it against the rest of the general fund budget
as we proceed to put together a budget for 2010. This last year was difficult
enough to get through. We have laid off people the last couple years. If it is
going to be added to the budget, keep it separate and understand that is over and
above what we would otherwise be doing. He asked that staff be given a couple
weeks to look at the current Rambling River Center and determine if there is
sufficient reason to sell the building, if it is falling down, or is it just the fayade on
the outside. Councilmember May noted if it will be sold, we should be putting up
a for sale sign while working on the old City Hall. City Administrator Herlofsky
stated the issue of what process will take place to sell a building or piece of
property for someone to make improvements to downtown, taking the building
down and selling the lot may have a longer term use rather than leaving a building
that has some questions. Councilmember Fogarty agreed with his comment on
the budget and felt it was fair to put that back on Council. As we go through the
budget process, she asked him to continue to remind Council.
Councilmember Wilson did not see the concern about getting more information
on our plan of action for the next building. At the workshop on Monday we can
set some general direction. At the December budget discussion, the difference
between $100,000 - $150,000 was the span of a yes vs. no vote. $100,000 is a
salary of a professional employee. He would not want to be in a position to
decide between a patrol officer and a City facility.
Mayor Larson asked how close are the estimates. Staff explained the numbers
have been reviewed by heating ventilation people and a construction manager and
said the numbers are right on. Mayor Larson noted between the two flooring
items it is $50,000. There are volunteers to remove the old carpet. He asked if
there were volunteers that could install the new flooring. Staff agreed that is an
opportunity through Rambling River Center members or contractors willing to
donate their time. People do not have to contribute dollars. Contributing time
and expertise will save money. Mayor Larson suggested there is a workshop
coming up or we can call another one. He asked staff to prepare the information
Councilmember May was asking for in order to discuss it at the workshop. Staff
should ask volunteers what they are capable of doing. He asked to have another
month for Council to discuss this at a workshop. Staff will provide a floor plan
for the different uses and rental information as to who is using the center. Staff
noted in 2007 there were 365 on-going rentals and 18 private rentals. There are
meetings every day along with wedding showers, birthday parties, reunions, etc.
With the larger space it will be more attractive for rentals. Staff will pull the
numbers from the annual report.
Councilmember May noted it sounds more like a community center than a senior
center. She would like to see the new Rambling River Center include the food
shelf. If we are asking the community to pay an increased tax, it would be dual to
help create the new facility, but also help fill a need. She asked about insurance
1-6
Council Minutes (Regular)
February 2, 2009
Page 7
issues with volunteers doing the work. Volunteers are covered under the City's
policy. MOTION by Wilson, second by May to table the approval of the old
City Hall improvement conversion to the senior center until a future date
undetermined. APIF, MOTION CARRIED.
b) Adopt Resolution - Approve Donation of Furniture to ISD 192 -Human
Resources
The school district is interested in acquiring some of the furniture from the old
City Hall. They are interested in a conference table, chairs, cubicles, two file
cabinets, and minute book covers. The school will be responsible for moving the
furniture. The Rambling River Center will also be using some of the furniture.
This will assist in cleaning out the building. The old phone system will be
inventoried for an estimate as to what it is worth. A couple companies will take
the old phone system and use the parts. The new Rambling River Center would
be part of the City's voiceover IP system. MOTION by Fogarty, second by
Wilson to adopt RESOLUTION R6-09 approving the transfer of property from
the City to ISD 192. APIF, MOTION CARRIED.
c) Update on Vermillion River Crossing -Administration
There have been discussions with the CDA to purchase property in Vermillion
River Crossing. As the CDA is also a governmental unit there is some issue
regarding the purchase of property and the assessments. Staff is working on an
arrangement for payment in lieu of taxes to help offset some of the assessment
costs. The CDA is committed to purchasing the property, but there is no
commitment as to when they would build. This is the parcel identified on the
master plan for senior housing.
13. COUNCIL ROUNDTABLE
Councilmember May: Attended the Community Expo and it was a great event.
There were a lot of businesses represented and a lot of residents attending.
Councilmember Wilson: Attended the Community Expo and thanked staff for
obtaining the shirts and those who put time and effort into the event.
City Administrator Herlofsky: Thanked the City employees who worked at the
Expo including Police, Fire, Community Development, Solid Waste. Also the YMCA
participated with the City.
Mayor Larson: Attended the Community Expo. 2500 people attended and
there were 110 exhibits. It was an incredible turnout.
He spoke with Annette Kuyper regarding the oral history museum exhibit that is coming
and it includes all five Farmington soldiers that were interviewed.
1-7
Council Minutes (Regular)
February 2, 2009
Page 8
14. ADJOURN
MOTION by Fogarty, second by Wilson to adjourn at 8:21 p.m. APIF, MOTION
CARRIED.
Respectfully submitted,
,-,/' _-Lh: /V1 - /};2
L::7"/i.-<--V~ . ~
c/
Cynthia Muller
Executive Assistant
1-8
Special Council Minutes
Parks & Recreation Interviews
February 9, 2009
Mayor Larson called the meeting to order at 6:30 p.m.
Present: Larson, Donnelly, Fogarty, May, Wilson
Also Present: Cynthia Muller, Executive Assistant
MOTION by Wilson, second by Fogarty to approve the agenda. APIF, MOTION
CARRIED.
Council interviewed two applicants for a seat on the Parks and Recreation Commission.
A recommendation for approval will be on the February 17,2009, Council agenda.
MOTION by Fogarty, second by Wilson to adjourn at 7:05 p.m. APIF, MOTION
CARRIED.
Respectfully submitted,
7.~d?*- P?~--<-/
Cynthia Muller
Executive Assistant
1-9
Council Workshop Minutes
Strategic Planning
February 9, 2009
Mayor Larson called the workshop to order at 7:08 p.m.
Present: Larson, Donnelly, Fogarty, May, Wilson
Also Present: Peter Herlofsky, City Administrator; Cynthia Muller, Executive Assistant
MOTION by Fogarty, second by Wilson to approve the agenda. APIF, MOTION CARRIED.
City Administrator Herlofsky asked Council to list five objectives that are important to them.
The Council's top priorities were:
- Maximize existing land for commerciallindustrial
- Improve economic development
- Commercial/industrial development
- Budget
- Eliminate crisis management and have short and long-range plan
Second priorities:
- Market City owned properties
- Budget 2009-2010 with reduced revenues
- Parks and Recreation - ice arena / pool/parks / senior center
- Economic development
- Economic development - City Sales Executive / staff capacity
Third priorities:
- Budget - no surprises
- Privatize waste management
- Improve parks and recreation with new development or re-development
- Bond rating improvement
- Transportation
Fourth priorities:
- Engineering
- Improve communication with residents and economic growth
- Improve communication with public - ongoing issue
- Street maintenance - dry pavement policy ($$)
- School partnerships
Fifth priorities:
- Park facilities - Veteran's Park
- Economic development - promote new school with ISD 192
- Develop senior community center
- City image
- Renting City space
1-11
Council Workshop Minutes
February 9, 2009
Page 2
City Administrator Herlofsky asked what economic development means to everyone. Some felt
it was marketing and promoting the City. They don't expect a Target, but to start small, such as
a hotel chain. It could be identified by the percentage of the tax base that is non-residential.
This would be a long-term measurement. It was noted the public has an unrealistic expectation
of what is going to happen. The market is the dictator. The foundation is the comprehensive
plan. Economic development is a lot of planning, setting the table, laying the ground work.
They asked who is doing that; who is selling the City? City Administrator Herlofsky stated on a
day-to-day basis it is not anyone individual. It is the entire organization from the reception
desk, to utility billing to maintenance workers. He felt we have enough people to do what needs
to be done as far as contacting and meeting with people. Staff met with Lakeville staff to
compare notes and Farmington is doing more than Lakeville. They are closer to 35W and have a
larger population which gives them an advantage in the short run. Our market study showed we
are in a good position to capture the next group of industrial because of the price of land. That
process is underway with the EDA. Councilmember Wilson felt the previous Council had a
number of great ideas, but never formulated a big picture that resonated down to staff. City .
Administrator Herlofsky noted within three years the economic development effort has changed
in title and 100% in participants. The comprehensive plan lists three issues we should be
working on:
- Promoting downtown
- Industrial
- Promoting outside of downtown - commercial development
This was based on the market study. Council agreed with the above list. Councilmember
Fogarty felt when we have completed the next phase of the industrial park, the EDA should
consider an EDA levy. Ifwe want to consider marketing, we cannot expect it to be done with
nothing. She felt randomly calling miscellaneous businesses is not the approach to take. Mayor
Larson felt we need to come up with a plan and put that plan in motion. They were willing to
invest in the economic development department. Mayor Larson noted rail service is huge in
industrial. He asked staff to look at the land south of St. Michael's Church. He spoke with
Progressive Rail and they liked the area and are exploring it. Mayor Larson wants staff to
explore everything. The area would have to be re-zoned.
Councilmember Wilson asked staff to check with Lakeville regarding a business that closed in
the Airlake Industrial Park.
City Administrator Herlofsky noted in the last year successes have been some grants given to
Buds and Bytes, the upstairs of the Exchange Bank building, Anna's Banana's, and staff has a
meeting scheduled with the CDA. The visits to the businesses by the Economic Development
department have worked well, as well as the Economic Update. Vinge Tile will be receiving a
grant to expand his business in the industrial park. A marketing plan will be coming to the EDA.
The plan is to meet with existing businesses once every three years. The number of grants we
have received is also something that can be measured. Mayor Larson suggested cold calling
outside businesses to let them know land is available. Councilmember Fogarty would like to
know how many businesses have come, how many have closed and why, was there anything we
could have done, and job creation especially head of household jobs.
City Administrator Herlofsky asked about budget issues. The State has cut $170,000 that affects
the 2008 budget, we had additional snow in December, and we will be short for 2009. Staffwill
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Council Workshop Minutes
February 9, 2009
Page 3
be coming back with not just ways to reduce the budget, as we have cut as much as we can, but
ways to generate other revenue. Staff is looking at a street light utility, and franchise fees for
utilities. Franchise fees would be related to use, but they are another way of taxing. Staff will be
bringing this to Council in the next 30-60 days. Councilmember Fogarty noted it is tough to wait
until March to hear how we are going to fix this. She felt waiting 60 days is too long. City
Administrator Herlofsky noted we will not be putting market value homestead money in the
general operating budget. That will go in the capital improvement fund. Councilmember Wilson
was not interested in passing franchise fees onto customers in this economic environment. The
biggest category he would like to look at is the salary information Council received suggesting
salaries employees received are different than the stated amounts. He agreed with the Governor
that we need to reduce merit pay. The only other option is to eliminate positions, which we do
not want to do. He would not be opposed to a salary freeze. City Administrator Herlofsky noted
Council can talk about wage freezes and shut down departments for a week in the summer.
Councilmember Fogarty was open to mandatory unpaid time off during the right time of year.
This would apply to salary and hourly. Councilmember Wilson noted Farmington is not
competitive in the tax environment. City Administrator Herlofsky stated with a salary freeze it
keeps us less competitive with other areas. If you do a layoff, you leave the salary rates the
same, but get some percentage difference. There is no right or wrong way, there just needs to be
some discussion about which way we are going to do it. Mayor Larson felt this is why it is so
important to push economic development now. City Administrator Herlofsky noted the
shopping centers along Pilot Knob and Tamarack are struggling to keep the spaces filled.
Businesses are rolling back rather than expanding. The environment does not allow economic
development to be a success. Mayor Larson noted we have to come up with a plan and execute
it. It will require cold calling whether it be real estate agents, hotel chains, etc. to get people
talking about Farmington. City Administrator Herlofsky stated in the next couple years we have
to pay attention to the businesses that are here. We want to retain the people we have so we do
not lose them. You do not want to lose your existing customers. You want to make sure they are
happy. In the short run we should put emphasis on keeping track of our local people and making
sure there are grants to help them expand their business such as Vinge Tile or Anna's Banana's,
and that encourage businesses like Buds and Bytes. The best people we have to get people to
come to the community are the current businesses. If they are having a good experience they
will tell others.
Back to the budget, City Administrator Herlofsky assumed Council still would like to increase
the fund balance. It will take a small hit in 2008. Staff will need Council consensus as quickly
as possible on franchise fees, personnel, or other issues in the next couple Council meetings. We
can use the fund balance to get us through the short term, but we need to be very careful with
that. The bond rating has not gone down.
Major improvements have been made in transportation the last couple years. Staff is close to
getting street lights at the intersection of CSAH 50 and Flagstaff Avenue.
City Administrator Herlofsky suggested we not privatize waste management because it is an
enterprise fund. It covers its own cost with the fees we currently have. The fees are very
competitive and a portion of the overhead goes to the general fund. Farmington is one of the few
cities that still do this, but it is efficient and very effective in the community. Councilmember
Fogarty recalled there was a comparison done showing it would cost the residents more to
privatize it. She asked this be updated for Council's information to make sure it is still a true
statement. She recalled it was a significant increase to the residents. City Administrator
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Council Workshop Minutes
February 9, 2009
Page 4
Herlofsky urged if it is not done by the City, that it be franchised to one or two companies that
would do different areas of the City. Ifleft to individuals, some will have garbage service and
some won't. Also there would be garbage trucks up and down the streets every day which is not
efficient. If we need something cleaned up downtown, we currently ask our employees to do it.
We have reduced the staffing in that area by one person and have still maintained service.
Councilmember May felt there was a huge amount of equipment and a lot of hidden costs where
we could save a tremendous amount of money. There has to be something if we are one of three
cities that are doing this. City Administrator Herlofsky stated a company still has to provide
equipment and training, everything we are doing, and on top of it they would have a profit. We
can compare the prices we are charged with companies and our prices are more reasonable.
There is only one hauler, employees do a good job of picking it up, and we do the billing in one
place. There are no hidden costs as we keep all activities for solid waste separate and they pay
for their own portion of the Maintenance Facility and their costs come from their own fees. Staff
will provide an update of the comparisons.
Mayor Larson stated one of the biggest complaints he has received over the years is when a
developer comes in with a plan and they have to keep changing it. He would like to see them
bring in a plan, it is reviewed with staff and changes are made together and in 30-45 days they
are ready to start digging. City Administrator Herlofsky replied we have tried to make the
information distributed more understandable and staff is continuing to work on the process.
With good developers, that should be easy to accomplish. Mayor Larson agreed and realized
some developers may need more hands on. He wanted developers to walk out the door saying
they had a great experience with the City. Councilmember Wilson also felt staff should set an
expectation of fees.
Council then went through a list of discussion items as follows:
East Farmington - Staff has met with the residents. There was a civil settlement between the
homeowner's association and the residents. The City Attorney has not been able to obtain any
information. It is still an issue. Staff will tell them the City is not interested in taking over
management of the parks and streets.
YMCA - They have been looking at coming to the community for the last 1 Y2 years. City
Administrator Herlofsky has received a proposal for the pool and for summer programs. He has
been doing this because Council gave the impression they were interested in having the YMCA
have a presence in Farmington, which may eventually lead to a facility. He wanted to make sure
Council wants a YMCA in the community before going further. If the YMCA wants to have a
presence, the pool is a good option and they will be offering programs for middle school kids
which both Community Ed and the Parks & Recreation Department says is not one of their
strengths. Mayor Larson stated he needs more information on the YMCA, what they are offering
for the pool, what programming they are talking about, etc. before he can make a decision.
Councilmember May asked what the negatives are. City Administrator Herlofsky explained
right now there are programs run by Community Ed and by Parks & Recreation. People are
afraid oflosing their jobs ifthings change. There are currently two agencies in Farmington that
are providing youth activities and also private ones such as the Farmington Youth Association.
If the community has programs available that the taxpayers do not have to pay for, where is the
down side? The corporate limits of the City of Farmington are different than the school district.
When you throw in a YMCA, their activities go regional rather than just the community.
Sharing of programs is not taking place like he would like. Councilmember Fogarty stated she
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Council Workshop Minutes
February 9, 2009
Page 5
does not care who does the programming for residents of the community as long as it is quality,
affordable, and has great access. The YMCA has a great national name recognition, it would be
good for our community. She wants what is best for the residents, which is good programming.
If someone else can provide it better, cheaper and more efficient than we can, then they can do it
better. Councilmember May stated if someone were worried about their job, maybe they could
work for the other organization. We do not want to purposefully eliminate positions, but
sometimes that happens in a competitive environment. City Administrator Herlofsky stated he
has been aggressively encouraging the YMCA to create a presence in the community based on
what the previous Council wanted. He wanted to make sure this Council was aware of it and he
will continue to pursue it if Council is comfortable with it. Councilmember Donnelly stated the
market will determine which service the residents find is the best. Mayor Larson stated he has
asked residents how they would feel about the YMCA coming, and they say the City and
Community Ed do such a great job, why bring in another entity. That is why he wants as much
information as possible from staff. He wants to be able to show them the cost. Councilmember
Wilson noted the YMCA is in Burnsville, Hastings, Eagan, Andover, etc. He did not think we
should be turning over the City to figure out every possible avenue for the YMCA. They are
also going through financial challenges. Their initial 3-5 year plan for going into a community
could now be 7-10 years. City Administrator Herlofsky stated if he was not working to invite the
YMCA in, they would not be here. He did not want to spend time doing something and then
have Council ask why. Mayor Larson stated it does not matter whether they are here or not, he
wants to make sure it is the right decision for the community. Mayor Larson asked for Council
to be provided with as much information as possible. Councilmember May noted this is an
opportunity for a business down the road that could build in our community. Mayor Larson
stated he would rather have a business build that pays taxes. City Administrator Herlofsky stated
he can give all kinds of information, but it will not help in making a determination whether to
have a YMCA here or not, because it is just paper. Unless you are familiar with the programs, it
creates a different situation. Here is an opportunity for some identity in the community. The
YMCA map stops in Eagan. If a map shows Farmington, that creates some branding, and some
marketing ability. Going to the community for a community center would be very difficult. The
idea of bringing in money from a third area, a regional YMCA with cooperation from the school
district and the City might offer some opportunities in the future. He will provide an update to
Council on their proposal, but we need to make a decision within 30 days. They are offering to
run the pool at almost the same price it would cost us to operate it. He would like them to try it
out. It eliminates payroll and a lot of extra work for our Parks & Recreation Department. They
can then spend their time doing other things. Councilmember Fogarty felt the majority of
Council would like him to continue to pursue it.
Senior Center - Council was given a copy of the report sent to Council in September 2008 which
contains the map of the layout and reports showing estimates from a construction manager and
Wold Architects. Councilmember Fogarty noted the food shelf has been discussed. City
Administrator Herlofsky stated the food shelf is currently located in a church where there is a
stairway to access it. At a previous Council meeting, they suggested moving into the old senior
center building. They are looking for free space where they can load and unload items from
vehicles easily. He cautioned this is not the only organization in the City that is looking for free
space. Once you give free space, it would be difficult to have them move out. Councilmember
Fogarty understood the concerns, but not every City has its own food shelf. This is run by one
volunteer. She would like consideration given to include them in the old City Hall building.
Councilmember Fogarty noted the issue of mold in the current senior center building has been
brought up. She wanted to know if there was really mold in the building and what that means.
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Council Workshop Minutes
February 9, 2009
Page 6
Staff will also have someone check on the structure of the building. Mayor Larson also wanted
information on the rentals, how often, how much we are charging, how many members are there,
what the dues are, how many members are from the townships. He wanted all the information so
they do not have to table it again. Council was provided with information on the cost of utilities
for the old City Hall. Councilmember Fogarty felt they were high. City Administrator
Herlofsky noted it costs about $ 1500/year for utilities. This information was based on previous
use. It would be less with the heat turned down. Council had asked for the difference in cost for
running the building between the old City Hall and the current senior center. The costs provided
are when it was being used. They are lower with the building being vacant. Councilmember
May noted the use of the existing senior center building will be a concern for her next week.
Councilmember Wilson stated he has noticed time and time again we are in crisis management
mode with the senior center. He is not beating up on the seniors, but is trying to do due diligence
to the taxpayers. He recalled in September/October we were discussing this, and then all of a
sudden we are doing it. This is a great option for the seniors, but it feels like we are in panic
mode. There are a lot of questions that need to be brought up, not the least of which is the
budget part. Councilmember Fogarty stated that is residents putting pressure on us and they have
a right to do that. Councilmember Wilson felt we do not have to put this on the agenda for the
next meeting. City Administrator Herlofsky stated we can see what information we have ready
for the next meeting. Councilmember Donnelly stated it sounds like a decision was made,
people were expecting it to be followed, and now it is not. Councilmember Fogarty stated the
decision was made that it would be converted to a senior center. City Administrator Herlofsky
stated staff has been wrapping up the budget from last year and now we are bringing this back
for funding. He reminded Council to not use this to subtract from taxes. The previous Council
did not raise City taxes in 2009. Staff has come up with a proposal to work out the options.
Councilmember Fogarty stated the senior center wanted an inclination if Council was willing to
let them move to the old City Hall. How to fund it and how to move forward was to be discussed
later. Councilmember Donnelly stated he was trying to determine if the City was going back on
a promise. Personalities change, but the City is the City. If the people got that impression, even
though the personalities change, the City has to be consistent. Mayor Larson again asked for all
the information so we do not drag this out and make a decision yes or no. Councilmember May
was asking for a more well-rounded plan that includes what will happen to the old space, more
detail on the fund raising such as this is what is planned for the fall 2009 with this goal. She was
concerned with the levy issue. Staff is still working on obtaining information.
Development Fees - Staff is working on this. Councilmember May noted we have to be
competitive.
Engineering Consultant - This will be discussed at an upcoming workshop.
Ice Arena - Councilmember Fogarty stated she and City Administrator Herlofsky will be
meeting with the hockey board regarding options, what they are looking for, what they think they
need and what they really need. Weare working hard on trying to establish the real need and
educating the hockey board as to what our costs are, what our challenges are, the fact the hockey
arena does not make any money, but is getting closer to breaking even. They do not understand
why we would not build a second sheet of ice. They will be laying down some ground work and
looking to future partnerships with the fairgrounds and the school board. If the hockey board
wants a second sheet of ice it will have to be a multi-jurisdictional partnership. The ice arena
may be in Farmington but it is the residents of the school district that use it. We need to have a
plan in place because if the arena needs millions of dollars in repair, a Council will not write a
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Council Workshop Minutes
February 9, 2009
Page 7
check to fix it if in two years we are going to partner with someone else and build two sheets of
Ice.
Deputy Registrar - Mayor Larson noted he would like to see the expansion space used for this.
City Administrator Herlofsky explained it needs special legislation. Senator Pariseau is willing
to carry this and is waiting to hear from the City Attorney.
Legislative Issues - City Administrator Herlofsky has not spent a lot of time on legislative issues
and asked if Council wanted more time spent on this or leave it as is. Mayor Larson stated if the
stimulus package does pass, he wants to stay ahead of the game and not miss out on any funds
that could come our way. The City is working with the league on this.
Senior Center - Mayor Larson stated he would like to receive the information requested and set a
meeting or workshop. City Administrator Herlofsky stated with the information requested it may
be better to bring this to the March 2 meeting. We can provide information that is already
available sooner. Councilmember May would like more specific information on the fund raising
because we are asking for an increase in taxes. Councilmember Donnelly noted staff mentioned
they would raise $85,000 from fund raising. Does Council think that is too little or unrealistic?
They can come up with all kinds of scenarios. Councilmember May would like to see that for
2009, they have this specific fund raiser in mind. City Administrator Herlofsky noted all the
seniors can provide is their best estimate and that is what they have already provided. Rambling
River Center Board members noted there is no guarantee with what they can raise. Their hands
are tied with fund raising because they are tied to the City and cannot get non-profit grants, etc.
Councilmember Fogarty suggested they get a church to sponsor them to get non-profit money.
Members noted it is not just a senior center it is a community center. All the responsibility is
being put on the seniors to do something. Councilmember Fogarty suggested they contact the
school before school is out to form a teen board to work with the seniors. Councilmember
Wilson asked if what was proposed is needed now such as flooring. Can some things be planned
out for 2-3 years? City Administrator Herlofsky noted what was proposed was reasonable.
Council has been given an estimate and it is up to Council to decide. Councilmember May
would like to see the seniors move to the old City Hall. Because there is a tax levy, we owe it to
the taxpayers to have more details on the plan.
Breakfast with Bunny, Rambling River Days, Community Expo - The last Council wanted staff
to work with these events for whatever they needed. Unless Council wants to change, staffwill
continue to cooperate with these events. Some of the activities such as Breakfast with Bunny,
Party on the Knoll, etc. that do not generate revenue, but do create an expense need to be looked
at for the budget. Staff did participate with the Expo and we will be cooperating with Dew Days.
Mayor Larson confirmed that the senior center will be brought back to the March 2 meeting.
Council agreed.
Councilmember May asked to meet with City Administrator Herlofsky and Finance Director
Roland to review the Business Subsidy Policy. She asked if the policy had anything to do with
how the property was purchased in the first place. Councilmember Fogarty would like to have
the Parks garage building back on the tax rolls, but it is a great location and do we want someone
to just use it for storage. None of the bids received were interested in improving the aesthetics of
the building. City Administrator Herlofsky noted the comprehensive plan states it is important to
improve downtown's attractiveness to the retail stores and services. The Parks garage is not
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Council Workshop Minutes
February 9, 2009
Page 8
attractive. Looking long-term, getting rid of the building and having something else there is
much more positive. Councilmember Wilson noted the property is being offered according to
the value set by Dakota County. City Administrator Herlofsky stated staff contacted the County
to confirm the number, but they would not send someone out to look at the property as there is a
3-year rotation when this is done. If someone came with an appraiser and wanted to buy it for
that amount, we would sit down with them. But if someone comes in with a low price with the
idea to sell it in a couple years, why shouldn't we get the profit and why should they? Unless
there is some business issue they would meet to take care of us based on our own plan.
Councilmember May stated we cannot take the stand we will hang onto everything until things
turn around because we want to make all the profit. Maybe someone else will make the profit, as
long as we move forward on the priorities we set. City Administrator Herlofsky stated the
objective is to improve the appearance and the value ofthe whole downtown area. Selling it as
bare land is a better opportunity for something to be built there than having the old building stay.
The two offers received were for storage. Mayor Larson asked staff to call Frontier to determine
the cost for them to abandon that building and see how marketable that property is.
MOTION by Fogarty, second by Wilson to adjourn at 9:35 p.m. APIF, MOTION CARRIED.
Respectfully submitted,
~,~ ;h?~r:L,
d
Cynthia Muller
Executive Assistant
1-18
)6
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 (fJ;
,y
Jennifer Dullum, Natural Resource Specialist ,?:l~~"
/
FROM:
SUBJECT:
North Creek Rehabilitation Project Contract
DATE:
February 17, 2009
INTRODUCTIONIDISCUSSION
On December 20th, 2007 the Vermillion River Watershed Joint Powers Board (VRWJPB)
approved its 2008 final budget, which included $100,000 to cost share with the City's North
Creek remeander project. The remeander involved channel restoration, stream bank
stabilization, seeding, and planting with native vegetation, all of which will improve stormwater
management, improve water quality, and prevent erosion. This work is part of the 19Sth Street
project. This portion of the project was substantially completed in December 2008. At their
January 22, 2009 meeting the VRWJPB authorized the execution of a joint powers agreement
with the City to cost share the remeander project in the amount of$100,000.
BUDGET IMPACT
This contract would result in a $100,000 reduction in North Creek Rehabilitation cost.
ACTION REQUESTED
Approve the attached contract between the City of Farmington and the Vermillion River
Watershed Joint Powers Board.
Respectfully Submitted,
#~
Jennifer Dullum
Natural Resource Specialist
2-1
JOiNT POWERS AGREEMENT
BETWEEN THE VERMILLION RIVER WATERSHED JOINT POWERS BOARD
AND
THE CITY OF FARMINGTON
FOR COST SHARE RELATED TO THE
NORTH CREEK CHANNEL REHABILITATION PROJECT
WHEREAS, Minn. Stat. S 471.59 authorizes local governmental units to jointly or cooperatively exercise any power
common to the contracting parties; and
WHEREAS, the Vermillion River Watershed Joint Powers Organization is a watershed management body
consisting of Dakota and Scott Counties (VRWJPO) governed by the Vermillion River Watershed Joint Powers Board
(VRWJPB) and is charged with carrying out the duties set forth in Minn. Stat. SS 1 03B.211 to 103B.255 and as otherwise
provided by law; and
WHEREAS, the City of Farmington (CITY) is a governmental and political subdivision of the State of Minnesota; and
WHEREAS, the CITY undertook and completed a capital improvement project commonly referred to as the North
Creek Channel Rehabilitation Project (PROJECT) at a cost of $322,492.00 and is seeking cost share funds from the
VRWJPO in the amount of $100,000.00; and
WHEREAS, the purpose of the PROJECT was to remeander a portion of North Creek, which involved channel
restor~tion, stream bank stabilization, and seeding and planting of native vegetation; and
WHEREAS, staff of the VRWJPO, the Dakota County Soil & Water Conservation District, the CITY, and the CITY's
PROJECT consultant worked together to design, review, and alter the design of the PROJECT to ensure the beneficial
management of water quality, water quantity, and aesthetics; and
WHEREAS, the VRWJPO adopted its Watershed Plan on November 3, 2005, and said Watershed Plan contains a
Cost Sharing Policy that provides guidal')ce to the VRWJPB regarding the cost sharing between the VRWJPO and .
potential partners for various watershed .itlanagement efforts affecting the Vermillion River Watershed; and
WHEREAS, the Cost Sharing Policy sets forth priorities for improvements affecting the Vermillion River Watershed
and the PROJECT constructed by the CITY qualifies for cost share; and
NOW, THEREFORE, in consideration of the mutual promises and benefits that the VRWJPO and the CITY shall
derive from this Agreement, the VRWJPO, through the VRWJPB, and the CITY hereby enter into this Agreement for the
purposes stated herein.
ARTICLE 1
PURPOSE
The purpose of this Agreement is to define the responsibilities and cost sharing obligations of the VRWJPO and the CITY
for the PROJECT.
ARTICLE 2
PARTIES
The parties to this Agreement are the Vermillion River Watershed Joint Powers Organization (VRWJPO) acting through its
Joint Powers Board (VRWJPB) and the City of Farmington, Minnesota (CITY).
ARTICLE 3
TERM
This Agreement shall be effective the date of the signatures of the parties to this Agreement and shall remain in effect
until April 30, 2009, or until completion by the parties of their respective obligations under this Agreement, whichever
occurs first, unless earlier terminated by law or according to the provisions of this Agreement.
2-2
ARTICLE 4
COOPERATION
he VRWJPO and the CITY agree to cooperate and use their reasonable efforts to ensure prompt implementation of the
various provisions of this Agreement and to, in good faith, undertake resolution of any dispute in an equitable and timely
manner.
ARTiCLE 5
PAYMENT
5.1 The VRWJPO shall cost share with the CITY in an amount not to exceed One Hundred Thousand and No/100
Dollars ($100,000.00) for the costs related to the CITY's construction of the PROJECT.
5.2 The VRWJPO shall make payment to the CITY after construction of the PROJECT has been completed and the
VRWJPO has verified that the PROJECT has been constructed in accordance with the design plans for said
PROJECT.
5.3 The VRWJPO may refuse to pay any claim that is not specifically authorized by this Agreement. Payment of a
claim shall not preclude the VRWJPO from questioning the propriety of the claim. The VRWJPO reserves the
right to offset any overpayment or disallowance of claim by reducing future payments.
ARTICLE 6
CITY'S OBLIGATIONS
6.1 The CITY shall provide copies of or allow inspection of any records, papers, or documents related to the
PROJECT, in whatever form, to the VRWJPO as requested by the VRWJPB or VRWJPO staff.
6.2 In all publications, press releases, or presentations to the public related to the PROJECT, the CITY shall
acknowledge funding by the VRWJPO for all or part of the construction costs of the PROJECT:
ARTICLE 7
INDEMNIFICATION
Each party to this Agreement shall be liable for the acts of its officers, employees or agents and the results thereof to the
extent authorized by law and shall not be responsible for the acts of the other party, its officers, employees or agents.
The provisions of the Municipal Tort Claims Act, Minn. Stat. ch. 466 and other applicable laws govern liability of the
VRWJPO and the CITY.
ARTICLE 8
AUTHORIZED REPRESENTATIVES AND LIAISONS
8.1 AUTHORIZED REPRESENTATIVES. The following named persons are designated the Authorized
Representatives of the parties for purposes of this Agreement. These persons have authority to bind the party
they represent and to consent to modifications, except that the authorized representative shall have only the
authority specifically or generally granted by their respective governing boards. Notice required to be provided
pursuant to this Agreement shall be provided to the following named persons and addresses unless otherwise
stated in this Agreement, or in a modification of this Agreement:
TO THE VRWJPB:
Joseph A. Harris or successor, Chair
Vermillion River Watershed Joint Powers Organization
14955 Galaxie Avenue
Apple Valley, MN 55124
TO THE CITY:
Todd Larson or successor, Mayor
City of Farmington
430 Third St.
Farmington, MN 55024
2
2-3
In addition, notification to the VRWJPB regarding termination of this Agreement by the other party shall be
provided to the Office of the Dakota County Attorney, 1560 Highway 55, Hastings, Minnesota 55033.
8.2 LIAISONS. To assist the parties in the day-to-day performance of this Agreement and to ensure compliance and
provide ongoing consultation, a liaison shall be designated by the VRWJPB and the CITY. The VRWJBP and th
CITY shall keep each other continually informed, in writing, of any change in the designated liaison. At the time of
execution of this Agreement, the following persons are the designated liaisons:
VRWJPB Liaison:
Mark Zabel
Telephone: (952) 891-7011
CITY Liaison:
, Jennifer Collova
Telephone: (651) 280-6845
ARTICLE 9
MODI FICA TIONS
Any alterations, variations, modifications, or waivers of the provisions of this Agreement shall only be valid when they
have been reduced to writing, approved by the parties respective Boards, and signed by the Authorized Representatives
of the VRWJPB and the CITY.
ARTICLE 10
TERMINATION
10.1 IN GENERAL. Either party may terminate this Agreement for cause by giving seven days' written notice
or without cause by giving thirty (30) days' written notice, of its intent to terminate, to the other party.
Such notice to terminate for cause shall specify the circumstances warranting termination of the
Agreement. Cause shall mean a material breach of this Agreement and 'any supplemental agreements or
amendments thereto. This Agreement may also be terminated by the VRWJPB in the event of a default
by the CITY. Notice of Termination shall be ma,de by certified mail or personal delivery to the authorized
representative of the other party. Termination oftt'!is Agreement shall not discharge any liability,
responsibility or right of any party, which arises from the performance of or failure to adequately perform
the terms of this Agreement prior to the effective date of termination.
10.2 TERMINATION BY VRWJPO FOR LACK OF FUNDING. Notwithstanding any provision of this
Agreement to the contrary, the VRWJPB may immediately terminate this Agreement if it does not obtain
funding from the Minnesota Legislature, Minnesota Agencies, or other funding source, or if it's funding
cannot be continued at a level sufficient to allow payment of the amounts due under this Agreement.
Written notice of termination sent by the VRWJPB to the CITY by facsimile is sufficient notice under this
section. The VRWJPB is not obligated to pay for any services that are provided after written notice of
termination for lack of funding. The VRWJPB will not be assessed any penalty or damages if the
Agreement is terminated due to lack of funding.
ARTICLE 11
MINNESOTA LAW TO GOVERN
This Agreement shall be governed by and construed in accordance with the substantive and procedural laws of the State
of Minnesota, without giving effect to the principles of conflict of laws. All proceedings related to this Agreement shall be
venued in the County of Dakota, State of Minnesota.
ARTICLE 12
MERGER
This Agreement is the final expression of the agreement of the parties and the complete and exclusive statement of the
terms agreed upon and shall supersede all prior negotiations, understandings, or agreements.
"
.J
2-4
ARTICLE 13
SEVERABILITY
he provisions of this Agreement shall be deemed severable. If any part of this Agreement is rendered void, invalid, or
nenforceable, such rendering shall not affect the validity and enforceability of the remainder of this Agreement unless the
part or parts that are void, invalid or otherwise unenforceable shall substantially impair the value of the entire Agreement
with respect to either party.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date(s) indicated below.
CITY OF FARMINGTON
By
Todd Larson, Mayor
Date of Signature:
VERMILLION RIVER WATERSHED
JOINT POWERS BOARD
APPROVED AS TO FORM:
I 7.3/09
Date
By
Joseph A. Harris, Chair
Date of Signature:
,:.' .
",' c,
Contract #10091
VRW Res. No. 09-05
K-09-30
',~ ,1..'
4
2-5
7c...
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800 . Fax 651.280.6899
www.ci.farmington.mn.us
Mayor, Councilmembers, and City Administrator (j
Lena Larson, Municipal Services Coordinator Y
TO:
FROM:
SUBJECT:
Approving Submittal of a Revised Application for Landfill Abatement Funds from
Dakota County
DATE:
February 17,2009
INTRODUCTION & DISCUSSION
At the October 20, 2008 City Council meeting, the Council approved the submittal of an Application for
Landfill Abatement Funds from Dakota County which provides $18,100 to assist the City in producing
and distributing literature, promotional items, and programs and events that promote waste reduction
and recycling programs in the Farmington.
In addition to funding for recycling implementation, an additional $6,300 has been negotiated through
Local Negotiated Initiative Funding to cover the cost of a contractor that will work with the City, Dakota
County, and LSI to measure the participation level and amount of recycling in Farmington's dual stream
recycling collection and compare it to the single stream collection method. The study will obtain
verifiable before and after numbers through direct observation and recycling sorts.
BUDGET IMPACT
The year 2009 reimbursement for Farmington is $18,100 and the amount of the Local Negotiated
Initiative Funding for the recycling study is $6,300. Labor and administration of this study will be done
by the contractor, Dakota County staff and volunteers from Farmington High School, and the study will
require minimal participation by City staff.
RECOMMENDATION
Approve the attached resolution approving submittal of a revised grant application to Dakota County.
~ectfullY ~mitted,
<if, /I,~~I ~
na Lars
.. unicipal Se ices Coordinator
3-1
RESOLUTION NO. R -09
APPROVING AN APPLICATION FOR
WASTE ABATEMENT FUNDING ASSISTANCE
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 1 ih day of
February 2009 at 7:00 p.m.
Members present:
Members absent:
Member
introduced and Member
seconded the following resolution:
WHEREAS, according to Dakota County Board Resolution No. 88-651, Dakota County
presently provides funding assistance for landfill abatement activities based on performance
based funding; and,
WHEREAS, the City presently has an integrated resource recovery system of which curbside
collection of yard waste and recyclables are major components, and would be eligible for
funding under the County program.
NOW THEREFORE, BE IT RESOLVED that the application for Dakota County Waste
Abatement Funding Assistance, a copy of which is on file in the office of the City Clerk, is
hereby approved.
BE IT FURTHER RESOLVED that the City Administrator is hereby authorized and directed
to execute and forward the 2009 Community Funding Application.
This resolution adopted by recorded vote of the Farmington City Council in open session on the
1 ih day of February 2009.
Mayor
Attested to the
day of February 2009.
City Administrator
SEAL
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Dakota County Contract # 9617
SEVENTEENTH AMENDMENT TO 1992 JOINT POW~RS AGREEMENT
BETWEEN THE COUNTY OF DAKOTA AND
THE CITY OF FARMINGTON
FOR 2009 WASTE ABATEMENT COMMUNITY FUNDING
This Agreement is between Dakota County (County) and the City of Farmington (Municipality).
WHEREAS, the Dakota County Board of Commissioners has provided a performance-based funding system for waste
abatement community programs since 1989; and
WHEREAS, the Dakota County Board of Commissioners has provided funding for a portion of the costs incurred by
County cities and the Rural Solid Waste Commission (RSWC) for operating local reduction, reuse, and recycling activities
through an annual application process; and
WHEREAS, effective January 1, 1992, the County and the Municipality entered into a Joint Powers Agreement
(Agreement) in order to provide for cooperation and funding between the County and the Municipality to implement and
operate a local comprehensive landfill abatement program; and
WHEREAS, each year the County revises funding amounts to reflect changes in the number of housing units and waste
management priorities; and
WHEREAS, waste abatement funds are divided into operation and education funds, recycling container funds, and Local
Negotiated Initiative Funds (LNIF); and
WHEREAS, the Metropolitan Council's published housing data, an allocation per household, and the threshold amount, an
allocation per community size, are used to determine the proposed fund allocations for County cities and the RSWC; and
WHEREAS, fund allocations are used to promote the Regional/Dakota County Solid Waste Master Plan (Master Plan)
utcomes; and
WHEREAS, fund allocations require community education and reduction, reuse, and recycling in government operations;
and
WHEREAS, the number of expected new housing units determines the recycling container fund amount for County cities
and the RSWC; and
WHEREAS, the LNIF provides funding for County cities or the RSWC to implement specific strategies that support Master
Plan outcomes, as part of a County and community work plan; and
WHEREAS, community funding amounts are approved by the County Board each year, as a part of the Environmental
Management Department budget; and
WHEREAS, the Dakota County Board of Commissioners approved 2009 community funding as presented to the Physical
Development Committee of the Whole on August 19, 2008, subject to funding levels approved by the Dakota County
Board of Commissioners as part of the 2009 budget, and with a Joint Powers Agreement subject to approval by the
County Attorney's Office as to form; and
WHEREAS, the parties wish to amend the Agreement to provide funding for the year 2009 and to enable both parties to
continue to enjoy the mutual benefits it provides; and
WHEREAS, Paragraph 18 of the Agreement provides that any amendments, alterations, variations, modifications, or
waivers shall be valid only when reduced to writing duly signed by the parties.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree that the Agreement is
ereby amended as follows:
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1. Paragraph 1 of the Agreement shall be amended to read as follows:
Purpose. The purpose of this Agreement is to provide for cooperation and funding between the County and the
Municipality for the implementation and operation of a local comprehensive landfill abatement program by the
Municipality in accordance with the Dakota County 2009 Community Funding Guidelines and the Community
Funding Application submitted by the Municipality, which are attached and incorporated herein as Exhibit 1.
2. Paragraph 2 of the Agreement shall be amended to read as follows:
Term. Notwithstanding the dates of the signatures of the parties, this Agreement shall be in effect from January 1,
2009, and shall continue in effect until terminated in accordance with the provisions herein. This Agreement may
be amended in accordance with paragraph 18 and incorporation of subsequent years' approved funding
applications.
3. Paragraph 3 of the Agreement shall be amended to read as follows:
a. General. The Municipality shall implement and operate a local comprehensive landfill abatement program
that substantially complies with the current program guidelines set forth in Exhibit 1. The Municipality is
responsible for maintaining the level of service outlined in the RegionallDakota County Solid Waste Master
Plan (as amended) and for maintaining a solid waste abatement program that includes at least bi-weekly
recyclables collection for single family and multi-family households using a recycling container. The solid
waste abatement program requires collection of the following recyclables: newspaper, corrugated
cardboard, residential office paper, magazines, cans (food and beverage), plastic containers with a neck,
and three colors of glass. If the Municipality fails to maintain the above levels of service, the County will
provide such service and assess the costs back to the residents of the Municipality. Other responsibilities
of the Municipality depend upon the size of the community and are divided into four areas (operations,
community education, government leadership, and local negotiated initiatives) that are set forth in Exhibit
1. The Municipality's program must be designed to attain a level of recycling of their residential waste
stream that supports Dakota County's 2009 recycling goal to increase residential recycling by two percent
. (2%) as part of the overall recycling goal of fifty percent (50%). The County will determine the residential
generation upon which this percentage is calculated, unless the Municipality is able to measure its
residential generation amount. Failure to achieve this percentage goal will result in the requirement that.
. plan to increase recycling be submitted by the Municipality for the County's approval within 90 days of the
submittal of the Municipality's 2009 Community Annual Report. The Municipality's performance will be
evaluated by its success in meeting its responsibilities and the criteria set forth in Exhibit 1.
b. Fundinq Source Acknowledqment and Reference. All internal and community public education materials
shall credit the Dakota County Board of Commissioners and the Minnesota Pollution Control Agency
(MPCA) as funding sources and the materials must include the Dakota County Environmental
Management Department in the distribution. Any use of the Dakota County logo and Dakota County
website references must use style guidelines as prescribed by the Dakota County Communications
Department.
c. Implementation of Abatement Activities. The Municipality shall implement the activities substantially as set
forth in Exhibit 1 with a focus on enhanced residential recycling. The Environmental Management
Department must be provided copies of public education materials prior to public distribution. The Dakota
County Physical Development Director or Acting Physical Development Director shall have the authority to
approve modifications to the Municipality's Community funding Application (Exhibit 1) as requested by the
Municipality, as long as the amount payable under this Agreement does not exceed the amount approved
by the Dakota County Board of Commissioners and so long as the proposed modifications are consistent
with the 2009 Community Funding Guidelines and Application.
4.. Paragraph 4 of the Agreement shall be amended to read as follows:
a. Fundinq Amount. The 2009 funding for the Municipality shall be in the total amount not to exceed
$24,400.00 which includes a County agreed amount of $6300.00 for a local negotiated fund project as set
forth in Exhibit 1, contingent upon available funds. Such funding must be expended by December 31,
2009. Any funding that is not expended by that date shall be returned to the County. The funding amoun
set forth in this paragraph does not include the containers requested in the Municipality's Application fo
Container Fund, which is part of Exhibit 1. Any containers purchased by the County for the Municipality,
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pursuant to the Municipality's application for the same, will be provided at the sole discretion of the County
and will only be provided if sufficient funding is available. The County will inform the Municipality in writing
of the number of containers to be provided pursuant to their application.
b. Sustainable Environmental Grant. The Sustainable Environmental Fund is not proposed to be available in
2009.
c. Payment upon Receipt of Annual Report for Grant Year 2008. Contingent upon receipt of the Annual
Report (by February 15, 2009) and approval by the County of the Municipality's Annual Report for the
funding year 2008, the County will pay the Municipality the funding amount set forth at paragraph 4.a.
above. Payment will be made in one installment on February 28, 2009, or within 30 days of this fully signed
Amendment to the 1992 Joint Powers Agreement, whichever occurs later.
d. Annual Report for the Grant Year 2009. By February 15, 2010, the Municipality shall submit its Annual
Report for the year 2009, on the form prescribed by the County. The County will evaluate the
Municipality's performance pursuant to the criteria set forth in Exhibit 1.
5. Paragraph 6.A. of the Agreement shall be amended by adding the following as its last sentence: "Such certified
resolution or minutes is attached and incorporated herein as Exhibit 2."
6. Except as previously amended and as amended herein, the 1992 Joint Powers Agreement shall remain in full
force and effect until terminated in accordance with the provisions herein.
7. The Seventeenth Amendment joint powers agreement executed by the parties on November 21, 2008 did not
include an LNFP application and is superseded and replaced by this Agreement that changes the funding amount
in paragraph 4a to include LNFP funds, inserts the LNFP application into Exhibit 1, and replaces Base Funding
Budget 2009 form in Exhibit 1.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed.
^ pproved by Dakota County
oard Resolution No.08-381...
COUNTY OF DAKOTA
By .
Lynn Thompson, Director
Physical Development Division
Date of Signature
CITY OF FARMINGTON
(I represent and certify that I am authorized by Municipality to
execute this agreement and legally bind the Municipality)
By
Signature
(Print name)
(Print title)
Date of Signature
Attest
(Title)
Date of Signature
K08-232.002
3
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EXHIBIT 1 (Guidelines and Application)
Dakota County
2009 Community
Funding Guidelines
Dakota County
Environmental Management
14955 Galaxie Avenue
Apple Valley, MN 55124
Contact Information
Mike Trdan: Guidelines, Application, or Annual Report
952-891-7021 or mike.trdan@co.dakota.mn.us
Rebecca Kulas: Dakota County LSWS SharePoint Web Site.
952-891-7043 or rebecca.kulas@co.dakota.mn.us
Tammy Drummond: Joint Power Agreements
952-891-7003 or tammV.drummond@co.dakota.mn.us
Dakota County Community Funding Guidelines
August 19, 2008
The Community Funding Guidelines are consistent with Minnesota Statutes, Ordinance 110, the
Regional/Dakota County Solid Waste Master Plan, and the Dakota County Comprehensive
Plan. Funding assistance to communities for waste abatement is contingent upon available
State and County funds.
I. Funding Application
Communities must submit Community Funding Applications to the Dakota County Physical
Development Division by the due date specified by the Environmental Management Department
by uploading the Application onto the Dakota county Local Solid Waste Staff (LSWS)
SharePoint web site or by mailing a copy of the Application to the attention of Tammy
Drummond. Applications will consist of the following:
A. Base Funding Work Plan
Each community work plan shall include a description of annual activities and actions,
responsible parties, proposed timeline to accomplish the activities, the rationale to
support Master Plan/Comprehensive Plan outcomes, resources, and method of pre-and
post-activity/action measurement in the areas of operations, education, and government
leadership.
Communities are required to participate in work plan meeting(s) as part of the
application process. . Prior to Application submittal, communities will develop an annual
work plan in collaboration with Environmental Management Department staff that
identifies annual activities and actions that will be conducted towards achieving Master
Plan and Comprehensive Plan outcomes. Environmental Management Department staff
will coordinate the work plan meeting(s).
B. Itemized Budget
Each community must provide an itemized budget breakdown for each base funding
activity.
C. Certified Resolution or minutes of the Proceedings
D. Local Negotiated Initiative Fund (LNIF) activity, if selected
The lead community for LNIF projects must submit work plans for each Local Negotiated
Fund Initiative that includes a comprehensive description of the planned activity
including an itemized budget breakdown, objective(s), the rationale to support the
Master Plan/Comprehensive Plan outcomes, resources, projected start date and
duration, and a description of the proposed measurement method for the activity.
II. Annual Report
All communities must submit an Annual Report to the Environmental Management Department
by the due date specified by the Environmental Management Department. Changes in any
funding amounts submitted in the original Application must be highlighted in the Annual Report.
FUNDING ALLOCATIONS: Base Funding, Recycling Container, and Local
Negotiated Initiative Fund (LNIF)
I. Base Funding
All communities are eligible for Base Funding and the amount is determined by the number of
households in a community and by the funding formula. The housing count used to establish
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the Base Funding amount by community is based on data published by the Metropolitan Council
for the year indicated by the Environmental Management Department.
Communities are obligated to perform specified responsibilities to qualify for Base Funding and
the type of responsibilities depend on whether the community is categorized as a Large
Community or a Small Community. Eligible Expenses are identified below.
A. Large Communities: Base Funding Formula and Allocation
For the purposes of determining the Base Funding amount, Large Communities are
defined as the Rural Solid Waste Commission and communities with more than one
thousand (1000) households. Total Base Funding for Large Communities consists of a
combination of a Threshold Amount and a Per Housing Unit Amount.
1. Threshold Amount. $5,000 per community for communities with less than
17,500 housing units and $6,000 per community for communities with 17,500 or
more housing units.
2. Per Housing Unit Amount. Dollar per household as approved by the
County Board and based on Metropolitan Council Household and Population
estimates.
3. Base Funding totals are rounded up or down to the nearest hundred
dollars.
B. Small Communities: Base Funding Formula and Allocation
For the purposes of Base Funding, Small Communities are those with one thousand
(1000) households or less and are eligible for a flat amount of Base Funding consisting
only of a Threshold Amount. The Threshold Amount for Small Communities is $1,100
per community.
I. Re~ycling Container Funding and Distribution
Communities indicate the number of recycling containers antiCipated for residents in the
coming funding year. The amount allocated for containers in the coming funding year is
allocated based on available State and County funding and used to purchase:
A. Residential curbside recycling containers
For each container, educational materials that support reuse/reduction/recycling must be
provided.
B. Multi-family recycling containers
Communities will provide multi-family recycling containers only to units upon agreement
between building owners or managers and the City. Communities will distribute multi-
family containers in coordination with informational meetings for residents.
The Environmental Department is responsible for approving, purchasing and arranging
for container distribution to cities. Communities are required to arrange for storage and
distribution to residents and multifamily homes. The Environmental Department will
purchase containers after determining the total number required in the coming funding
year and available funding.
II. Local Negotiated Initiative Fund (LNIF)
A Community that takes a leadership role for a Local Negotiated Initiative Fund is eligible
for increased funding based on the negotiated initiative(s) it chooses to perform (see
Table I), and available funding.
ELIGIBLE FUNDING EXPENSES
Net eligible costs are project costs after deducting other grants received for the project, and any
other revenues, including the sale of recyclable materials, or cost savings. Eligible expenses
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3-8
are: operations, community education, government leadership, and Local Negotiated Initiative
Funds. Questions about an eligible expense should be directed to the Environmental
Management Department.
I. Eligible Operations Expenses
Eligible operations exp~nses include, but are not limited to, the following items:
· Salary and benefits of personnel only while working directly, part-time or full-time, on the
planning, implementing, and promoting of eligible activities and include mileage for
reasonable use of personal vehicles.
· Salaries, benefits, and mileage for consultant seNices/temporary help with prior
approval from the Environmental Management Department and must be related to
eligible activities.
· Matching funds for other related grants, such as the MPCA grant program.
· Computer software, subscriptions, memberships, dues, and training (not including out-
of-state travel or lodging) are eligible expenses if related to eligible activities.
· Evaluations of the effectiveness, efficiency, and responsiven~ss of landfill abatement
activities.
· Other operations expenses with prior written approval of the Environmental Management
Department.
II. Eligible Community Education Expenses
Eligible promotional/educational/capital expenses are the costs of design, production and
distribution for flyers, brochures, newsletter articles, posters, advertisements, videos, billboards,
audio (e.g., radio), video (e.g., television, theater), electronic (e.g., websites, E-news) and
promotional items (pencils, magnets, etc.) necessary to promote eligible activities. The
percentage of the cost of a municipal newsletter or ads devoted to landfill abatement information
is eligible. Cost of capital and operational expenses for items currently banned from the landfill
are not eligible.
Eligible community education expenses include, but are not limited to the following topics:
· Commercialllndustrial - reuselreductionlrecycling education.
· Residential - single family and multi-family - reuse/reduction/recycling education.
· Residential education and promotion for community clean up days and events.
. Residential backyard composting education.
. Residential HHW - reuse/recycling/disposal education.
· Residential and business organics separation education and related needs.
. Eco -Yard and yard waste education.
. Business HHW reuse/recycling/disposal education.
· Community workshops supporting Master Plan and Comprehensive Plan strategies
(e.g., Environmentally Preferable Purchasing).
. Community organization education and projects.
. School/community/parks recycling containers.
. Special events (e.g., displays, performance fees).
. Other activity expenses with prior written approval of the Environmental Management
Department.
PLEASE NOTE: All community public education materials shall provide credit as
follows: Sponsored by the Dakota County Board of Commissioners and the
Minnesota Pollution Control Agency. The Environmental Management Department
must be provided copies of public education materials prior to public distribution.
Any use of the Dakota County logo and Dakota County website references must use
style guidelines as prescribed by the Dakota County Communications Department.
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III. Eligible Government Leadership Expenses
Eligible government leadership expenses include, but are not limited to, the following items:
. Special events (e.g., displays).
. In-house reuse/reduction/recycling education and related needs.
. In-house efforts to support Master Plan/Comprehensive Plan strategies (e.g.,
Environmentally Preferable Purchasing), education, operation, and government
leadership expenses supporting and promoting activities related to the lead community's
chosen Local Negotiated Fund.
. Local professional development workshops, conferences or similar events (e.g., RAM
ARM, SWANA, MPCA, etc...).
IV. Eligible Local Negotiated Initiative Fund Expenses
Eligible Local Negotiated Initiative Fund expenses include, but are not limited to, the activities in
Table I. Local Negotiated Initiative Fund activities shall be new community activities, not pre-
existing or completed activities at the time of the Funding Application. These activities are
specifically identified because they support the Master Plan and/or Comprehensive Plan.
Table I Description of Potential Local Negotiated Initiative Fund Leadership Activity
A Community agrees to work with educational institutions and other entities to promote food and organic
waste diversion, with a preference for waste reduction, food-to-people programs, and recycling.
B Community agrees to undertake community-wide activities to evaluate current conditions and increase
residential recycling, including community residents who are underserved.
C Community agrees to institute reduction, reuse, and recycling at community-sponsored events, such as
parades, city or township celebrations, public entity celebrations, and other short duration events.
Community agrees to undertake activities to upgrade and improve reduction, reuse, and recycling
D opportunities for residents of multi-family buildings, with a preference for government-sponsored.
buildings.
E Community agrees to facilitate and promote a coml)1unity service project that promotes waste
reduction, reuse, and recycling (e.g., It's In The Bag Program).
F OTHER activity that enhances residential recycling in support of the Master Plan and Comprehensive
Plan as negotiated with the Environmental Management Department during the work planning process.
FUNDING PAYMENT and PAYMENT ADJUSTMENTS
Community performance will be evaluated based on information from each community's Annual
Report (a measure of community's performance of the indicated activities from either the Large
Community or Small Community Application, and a measure of the performance of the indicated
activities for a Local Negotiated Fund application). The County may adjust payments to a
community in the following year based on the evaluation of a community's performance for the
current year. Dakota County reserves the right to request documentation for information
submitted.
I. Funding Payment to Communities
Communities may spend community funds on eligible items only (see Eligible Funding
Expenses above). Communities with an approved Application receive 100% of net eligible costs
that will be distributed in one installment. Net eligible costs are project costs after deducting
other grants received for the project, and any other revenues, including the sale of recyclable
materials, or cost savings. If the above conditions are met, Dakota County will make payment
to the community. Communities receive funding for chosen Local Negotiated Initiative(s) at the
time of community's Base Funding payment.
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3-10
II. Funding Payment Adjustments
Communities must expend the base fund allocation by the end of the calendar year, unless
prior written approval is received from the Environmental Management Department If a
community has changes to the original request for funding, a community shall submit its
revisions in writing for Environmental Management Department approval prior to
implementation. Amended Applications may be submitted no later than the date indicated by
the Environmental Management Department
The per-initiative activity fund may be adjusted with prior written approval from the
Environmental Management Department Communities must expend the Local Negotiated
Initiative Fund allocation by the end of the calendar year.
Communities will be asked to return to Dakota County unspent grantfunds (the difference
between the amount of County Funds provided and the amount a city reports as expended) or
return funds if expenditures or activities were not consistent with the Application and Work Plan.
Adjustments to community payments for expenditures or activities that were not consistent will
be based on a point scale and upon the following Performance-Based Funding Schedule:
25 points or less = 25% of net eligible costs reimbursed
26 - 50 Points 50% of net eligible costs reimbursed
51 - 84 Points = 75% of net eligible costs reimbursed
85 - 92 Points = 95% of net eligible costs reimbursed
93 - 100 Points = 100% of net eligible costs reimbursed
O:\EMGMT\ABATE\Mike\Community Funding\Funding Plans & JPAs\2009 Funding Application\2009 Comm Fund Guidelines
(Exhibit 1 ).doc
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Dakota County
2009 Large Community
Funding Application
Funding Period: January 1, 2009 - December 31, 2009
Application Submittal Due Date: October 24, 2008
Dakota County, Physical Development Division
Environmental Management Department
August 19, 2008
Upload completed application onto the Dakota County LSWS SharePoint web site at
htto://shareooint.co.dakota.mn.us/LSWS/default.asox with your Board Resolution or minutes of the
proceedings or copies may be mailed to:
Dakota County Physical Development.Division
Tammy Drummond
14955 Galaxie Avenue
Apple Valley, MN 55124
2008 Annual Report Due Date: February 15, 2009
Contact Information
Mike Trdan: Guidelines, Application, or Annual Report
952-891-7021 or mike.trdan@co.dakota.mn.us
Rebecca Kulas: Dakota County LSWS SharePoint Web Site
952-891-7043 or rebecca.kulas@co.dakota.mn.us
Tammy Drummond: Joint Powers Agreements
952-891-7003 or tammy.drummond@co.dakota.mn.us
2
Program:
2009 LARGE COMMUNITY FUNDING APPLICATION
BASE FUNDING AND WORK PLAN
DUE DATE: October 24.2008
Januarv 1, 2009 throuQh December 31.2009
City/Township
(select):
Farmington
Population (2007 18,589
Est.):
Number of Households
(2007 Est.):
6,708
Date Submitted: 10/22/2008
Amount Applied for:
$18,100.00
Address: 19650 Municipal Drive, Farmington, MN 55024
E-mail Address:llarson@ciJarmington.mn.us
Phone
Contact: Lena Larson Number: 651-463-1622
Fax Number: 651-463-1644
1. Is your City Manager or Administrator interested in hosting a Household Hazardous Waste Event Collection in conjunction
with Dakota County in 2009?
~ Yes D No
2. If the answer to question 1 is "yes," then indicate the type of city support to be provided at the Event Collection - identify
location, equipment, amounUtype of city publicity and approximate number of staff assistance (city, volunteer, STS).
The event will be held at the Central Maintenance Facility, 19650 Municipal Drive,
preferably in conjunction with the City's tire drop-off. Publicity will be provided in the
City's newsletter, on the website, and in the Farmington Independent andThis week
newspapers.
An adequate amount of City staff and STS workers will be made available. The City also
has loaders and skidsters that will be made available with operators if necessary.
3. What percent of staff time (in Full Time Equivalents - F.T.E) is allocated to waste abatement activities?
0.25 F.T.E.
4. Does your City intend to host one or more "clean-up" days in 2009?
~Yes D No
5. If the answer to question 4 is "yes," then when will the "clean-up" day(s) be held?
Curbside Cleanup Days will begin on April 18, 2009 and run for 5 consecutive Saturdays.
Note: If the answer above is "yes," then be certain to obtain data on collection amounts because at the end of 2009, the Annual
Report due February 15, 2010 requires cities to report this data.
6. In 2009 does your city anticipate a community-sponsored event to collect residential electronic devices?
~Yes D No
Note: If the answer above is "yes," then be certain to obtain data on collection amounts because at the end of 2009, the Annual
Report due February 15, 2010 requires cities to report this data.
7. I certify that this document was prepared under my direction or supervision, and that the information is true, accurate, and
complete to the best of my knowledge.
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Name of person completinQ document
Lena Larson
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COMMUNITY PROGRAM DESCRIPTION
Identify and describe the proposed activities (mandated and optional) that your community will undertake
in the current application year in each of the following areas. Please Note: Program priorities include
a focus on reinvigorating residential recycling and education targeted at new residents and
unserved/underserved citizens.
Large Community (over 1000 Households) - Mandated Responsibilities
Check
Items a) Government Leadership Responsibilities (Mandated - 4 Points each)
~ Identify Contact Person - Each community must identify in its annual Application a responsible party
1 for eligible activities and inform Dakota County within thirty days of any changes in the
designated individual.
~ Ensure Recycling Programs - Ensure that recycling programs are established for facilities under its
2 control in accordance with MN Stat. 9 115A.151 (i.e., must assure program in place for recyclable
materials).
~ Manage Public Entity Waste - Manage waste from its facilities as outlined in the Regional/Dakota
3 County Solid Waste Master Plan (i.e., must assure program in accordance with public entities law - MN
Stat. 9115A.471).
~ Promote Sustainability Principles - Participate in workshop, training, resolution development,
4 ordinance changes, planning & zoning changes as coordinated by the County or lead community for a
Local Negotiated Initiative.
~ 5 Local Negotiated Initiative Fund - Participate as a Lead or provide support to the Lead Community.
Check b) Recycling Responsibilities (Mandated - 5 Points Each)
Items
~ Support Recycling Goal - Attain a level of waste reduction, reuse, and recycling that supports Dakota
1 County's 2009 recycling goal for the County to increase residential recycling by two percent (2%) as
part of the overall recycling goal of 50% focusing efforts on new and existing residences and drop-offs.
~ Curbside Recycling Materials - Continue the curbside recycling of the following materials: newspaper,
2 magazines, mixed mail, corrugated cardboard, steel/aluminum cans, glass containers, and plastic
containers with a neck.
~ 3 Multi-family Recycling - Assure recycling service in all multi-family buildings that includes all
recyclables collected through the curbside collection program.
~ 4 Waste Collection Service - Promote implementation activities that comply and enhance State law that
requires all residences to have waste collection service.
Check Items c) Solid Waste Education Checklist (Mandated - 4 Points for items 1 - 3 and 3 points for item 4)
Communication to Households - Produce at least one electronic (when applicable) and written media
~ communication and distribute to every new and existing household, including multi-family buildings with
1 recyclinQ as a top priority. Maintain environmental education website (if applicable), link to
http://www.co.dakota.mn.us/EnvironmentRoads/default.htm. Topic(s) must be consistent with the
annual work plan.
~ 2 LSWS Meetings - Actively participate and contribute to Local Solid Waste Staff meetings (one excused
absence).
~ 3 Program Messages - Support and promote Master Plan and Comprehensive Plan integrated solid
waste management program messages.
~ 4 Participate in Community Power Program - Promote local Community Power Program, by assisting
in educational activities or participating in application screening for projects within community.
4 Printed on 35% post-consumer recycled content paper
3-15
Check d) Solid Waste Community Education (9 Points each - Community chooses to complete any five
Items activities)
~ 1 Make presentation(s) to city employees (minimum of 10) regarding a government leadership activity.
Topic(s) must be consistent with the annual Work plan.
0 2 Provide environmental education to community group(s) (minimum of 10 people), with schools a top
priority. Topic(s) must be consistent with the annual work plan.
~ 3 Provide environmental education in schools or other public entities (minimum of 10 people), with
schools a top priority. Topic(s) must be consistent with the annual work plan.
0 4 Sponsor an Environmentally Preferable Purchasing Workshop in collaboration with the County.
~ 5 Sponsor a community event for Earth Day (if attended by over 100 people - counts as two).
0 6 Sponsor a community event for America Recycles Day (if attended by over 100 people - counts as
two).
~ 7 Sponsor a community event for Pollution Prevention Week (if attended by over 100 people - counts
as two).
0 8 Sponsor a community event for other County-approved campaign (if attended by over 100 people -
counts as two).
~ Produce electronic (when applicable) and written media communication and distribute to every
9 new and existing household, including multi-family buildings with n!cvclinQ as a top prioritv. Topic(s)
must be consistent with the annual work plan.
Promote and distribute environmental education materials - Provide environmental education
0 10 materials and information that pertain to solid waste and recycling issues in accordance with the Master
Plan and Comprehensive Plan priorities and strategies and, on an ongoing basis, provide Dakota
County with these materials prior to distribution.
D Regional Messages ~bireCtly incorporate eleCtronic arid/or printed malerials provided by the Solid
11 Waste Management Coordinating Board's (SWMCB) recycling campaign into communications
distributed in your city - provide Dakota County with these materials prior to distribution.
Include: A copy of the Official Resolution or minutes of the Proceedings (an official action from the
governing body requesting the funding allocation or a certified copy of the official proceedings).
5
Printed on 35% post-consumer recycled content paper
3-16
WORK PLAN, 2009
Work Plan, Large Community Base Funding - Describe your community's proposed plan for 2009
Base Funding. The work plan shall include a description of annual activities and actions, responsible
parties, proposed timeline to accomplish the activities, the rationale to support Master
Plan/Comprehensive Plan outcomes, resources, and method of pre-and post-activity/action
measurement.
Operations - Describe your community's proposed plan for expanding or enhancing waste
abatement operations in 2009.
Continue curbside recycling collection of targeted community program materials, utilizing single
stream method.
Continue to promote cardboard drop-off opportunities.
With County approval and assistance, offer a one-day Household Hazardous Waste drop-off in
Farmington.
Encourage proper disposal of difficult to dispose of items through Curbside Cleanup Days.
Offer a Christmas tree collection in January.
The Green Team will continue to research and promote opportunities to make environmentally
preferable purchases, reduce waste and toxicity, and conserve natural resources.
Community Education - Describe your community's proposed plan for 2009 public
educational/promotional activities.
2009 ComrTIunityc:;alel1(jar - including solictu\l\lastE!Clndrecycling information
Farmington Community Expo - information booth
Bi-monthly newsletter information
Earth & Arbor Day Celebration in May
Pond, Park & Trail Cleanup Day in May
Pollution Prevention Day in September
Information on the City's website, including links to the County's website
Government Leadership - Describe your community's proposed plan for expanding or enhancing
government leadership in 2009.
Utilize information from RETAP's 2008 analysis of Farmington's recycling program along with the
expertise of DSI/LSI to enhance and improve the program.
6 Printed on 35% post-consumer recycled content paper
3-17
Applying for Recycling Containers DYes [gJ No
Number of containers required in 2009
Single Family
Multi-family
Delivery Location - List address for container delivery
Distribution Method - Indicate the distribution method for the containers
. Communities must provide educational materials that support reuse/reduction/recycling
for each single family container.
. Multi-family apartment containers are provided only upon agreement between building owners
or managers and the City. Communities will distribute multi-family apartme"nt containers in
coordination with informational meetings for residents.
7 Printed on 35% post-consumer recycled content paper
3-18
Applying for Local Negotiated Funding As a Lead Community
xx Yes D No
(If no, do not complete)
Identify
Item
Letter 2009
from Brief Description of Leadership Activity Fund
Eligible Amount
Funding
Exnenses
This is a proposal to directly measure the participation level and amount of
recycling in Farmington's current recycling program and compare it to Farmington's new
program using the single stream collection method and large recycling carts. This study
will allow the County and Farmington to show leadership by providing data that allows the
analysis of the benefits of Farmington's switch to the single stream system and offer
B insights in how to expand recycling efforts in a practical and economic manner in future $ 6300
years.
The study will obtain verifiable before and after numbers through direct observation and
through recyclable sorting exercises on the level of resident participation, the amount
recyclables collected, the amount of garbage collected, and the amount of diversion from
the waste stream.
Indicate the Local Negotiated Initiative by alphabetic letter that your community chooses to undertake in 2009,
insert total funding amount into the space provided on your Base Funding Attachment A, and complete the
LEAD Community work plan below
LEAD COMMUNITY Local Negotiated Fund Work Plan, for each selected Initiative -- Describe your
community's proposed plan for 2009 Local Negotiated Fund Initiative.
1. Comprehensive Initiative Description
. 2. Activity Description
3. Budget Breakdown - Show how funds will be expended
4. Objective(s) to be met
5. Related Master Pla.n or Comprehensive Plan outcome
6. Proposed Start Date and Duration of Activity (or activities)
7. Resources
8. Proposed Measurement Method (Pre- and Post-Activity Measures)
NOTE: Final report must identify the opportunities and challenges encountered and how the
initiative can be replicated in other communities.
1. Comprehensive Initiative Description
The task would require a contractor to work with the City of Farmington, the County and the recyclable hauler
(Dick's Sanitation) to make certain existing garbage and recycling trucks start empty, obtain accurate tare
weights, collect only in the assigned areas, and get total weights only from the assigned areas.
The contractor would need to conduct about one-half dozen "windshield" surveys of the targeted collection
areas to get accurate pre-and post counts of resident participation. The contractor would be required to do at
least two (more than two if allowed by the budget) "recyclables" sorts, from samples - estimated five percent
sample size from a population of 740 homes. The sampling and sorting procedure would be similar, but a
limited version of, the 2006 Minneapolis - Hennepin County sort. Results and observations need to be collated
and compiled and presented in written form to Farmington and Dakota County. The final report would include
analysis and recommendations.
8
3-19
2.
r ask 1.
1.
2.
3.
4.
Task 2.
1.
2.
3.
4.
5.
Activity Description
Planninq & Communicatinq
Prepare.maps for tracking participation
Design method for collecting recyclable samples
Design sorting and analysis method for recycling sort
Communicate with County and City of Farmington staff weekly to coordinate and track progress
Operational Responsibility
Record observed participation on a route before and after the switch to single stream
Record the total weiqht of collected recyclables on a route before and after the switch to single
stream
Record the total weiqht of collected qarbaqe on a route before and after the switch to single sort
Transport sample to sorting location
Arrange for sort by type of material and obtain weights for type of material, record weights by type
of material
Task 3. Recyclina Sort Coordination and Responsibility
Coordinate and arrange for resources to:
1. Collect samples of recycling from residential units in test area
2. Transport sample to sorting location
3. Arrange for sort by type of material and obtain weights for type of material
4. Conduct Recycling analysis - Determine the amount of recyclables (by material type) collected
before the switch and after the switch and determine if there was a net gain in the amount of actual
material that gets recycled
Task 4. Recycling Sort Coordination and Responsibility
Write summary of project, compile data, analyze, and make recommendations by project deadline.
3. Budget Breakdown
The total contract amount not to exceed $ 6,300 - Total hours committed to project depend on contractors hourly rate. Estimate is between 90
and 135 hours will be required to complete tasks - anticipate contractor will need to arrange for assistance at times during project.
Est.
Cost
Planning, Project Design & Communication - cost of labor -16 hours
Contractor - windshield resident participant surveys -cost of labor (driver & recorder), mileage cost for vehicle. - 36 hours
Collect recyclable samples (pre- and post switch) -cost of labor, rental of appropriate collection equipment - 16 hours + equipment rental
Recycling sort (provide for follow-up waste sort, if allowed by budget) - Staff & equipment & space to conduct sort
- 36 hours + equipment rental
Final report - writing, analysis~ presentation - cost of labor - 16 hours
Total cost
$ 840
$ 1890
$ 840
$ 1890
$ 840
$ 6300
9
Printed on 35% post-consumer recycled content paper
3-20
4. Objective(s)
The goal is to obtain verifiable before and after numbers through direct observation and through
material sorting exercises on the level of resident participation, the amount recyclables collected and the
amount of diversion from the waste stream.
5. Related Master Plan or Comprehensive Plan Outcome
Outcome relates to Master Plan outcomes (waste management hierarchy) that emphasizes recycling
as preferred method to address residential waste. This also supports the Comprehensive Plan outcomes to
enhance County environmental quality. Finally, the 2009 Dakota County Board goals include a 2% increase
for residential recycling - this project will provide valuable data and implementable recommendations for
achieving this goal.
6. Proposed Start Date and Duration of Activity
Proposed start date is January 2, 2009 with observational and recycling sort activities continuing
through February 27,2009. The deadline for a completed report is March 20, 2009.
7. Resources
Skill, experience and knowledge of contractor and the contractor's ability to coordinate material and
human resources. Administrative support from Dakota County and City of Farmington staff. Operational
support from Lakeville Sanitary Service, and from Alpha Limited (provision of rental space for recycling sort).
Voluntary assistance anticipated from the School for Environmental Studies to assist in recyclables sort.
8. Proposed Measurement Method
Pre- and post collection system switch (in targeted study area) - direct measurement and recording of
resident household participation, measurement and recording of amount of recyclables collected and amount
of garbage collected, and pre- and postanalysis of the type of recyclables collected.
10
Printed on 35% post-consumer recycled content paper
3-21
BASE FUNDING BUDGET, 2009 (Note: to be considered a complete application, cities must enter
estimated costs in appropriate sections of both A.1. & A.2.)
A.t.
A' 'nistrative Costs County Share ** . TOTAL
(at $2.00 per HH) Community Share * (County/Community combined)
Direct Salaries 10900 I 9100 20000
Direct Mileage 75 75 150
Direct Membership & Training
& Subscriptions 100 100 200
Consultant Services
and/or Temporary Help 0
Software 0
Other (List & Describe 0
Admin Subtotal 11075 9275 20350
A.2.
Promotional/Educational Costs County Share TOTAL
(at $2.00 per HH) Community Share * (County/ Community combined)
Design/Printing Costs .1275 1750 3025 I
,ution Costs 1400 1750 3150 I
Advertisements 500 500 1000 I
Videos/Billboards 1300 775 2075 I
Promotional Items 1300 4000 5300 I
Special Events (Displays, I
Performance fees) 1250 4000 5250
Other (List & Describe) 0 I
Promo/Ed Subtotal 7025 . 12775 19800 I
B. Total Budgeted Amount 18100 22050 40150 I
G. 2009 Base Funding I
Requested from County *** 18100 18100
D. Total LNIF Amount
Requested From County 6300 6300
:ommunities list city contributions for program in this column, (contributions are not mandated)
ommunities must enter budget amounts per line item .
*** Base Funding Request may not exceed the amount authorized by Co.unty Board.
**** Unexpended 2009 Base Fund and LNIFamount may not be carried over to 2010
*
Total 2009 Amount Requested ****
24400
I
;:s-22
City of Fannington
430 Third Street
Fam1ington, MN 55024
. . Exhibit 2
MISSIOn Statement
Through teamwork and cooperation,
the City of Farmington provides quality
services that preserve our proud past and
foster a p;'omis ingfuture.
AGENDA
REGULAR CITY COUNCIL MEETING
OCTOBER 20, 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. APPROVE AGENDA
5. ANNOUNCEMENTS/COMMENDATIONS
6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments)
7. CONSENT AGENDA
a) Approve Council Minutes (10/6/08 Pre-Meeting & Regular) (10/13/08
Workshop)
b) Approve Submittal of Application for Landfill Abatement Funds from
Dakota County - Municipal Services
c) Set Special Council Meeting - Administration
d) Approve Temporary On-Sale Liquor License - Administration
e) Approve Temporary On-Sale LiquofLicense - Administration
f) Approve Currency Exchange Business Renewal - Administration
g) Third Quarter Building Permit Report - Building Inspections
h) Approve Change Order #1 195th Street ?roject - Engineering
i) Adopt Identity Theft Prevention Program - Finance
j) Snow Removal Policy - Municipal Services
k) Community Conservation Assistance Grant Program Application - Planning
I) Adopt Resolution - Dakota County Emergency Response Mitigation Plan -
Police
m) Adopt Ordinances - Removal of Elm Trees from a Property from 10 days to
60 days - Planning
- Removal of Ash Trees from the Overhead Utility Line Planting
Requirements List - Planning
- Revision of Street Trees to Boulevard Trees - Planning
n) Adopt Ordinance - Repeal Code Concerning Reforestation Advisory
Commission - Planning
0) Approve Bills
Approved
R68-08
November 5,2008
Approved
Approved
Approved
Information Received
Approved
Adopted
Information Received
Authorized
R69-08
Ord 008-588
Ord 008-589
Ord 008-590
Ord 008-591
Approved
3-24
8. PUBLIC HEARINGS
9. AWARD OF CONTRACT
10. PETITIONS, REQUESTS AND COMMUNICA TIONS
a) City's Financial Situation - Finance
b) Adopt Resolution - Dakota County CIP - Engineering
Information Received
R70-08
11. UNFINISHED BUSINESS
a) City Hall Change Orders - Administration
Approved
12. NEWBUSINESS
a) Meeting Room Guidelines - Administration
Information Received
13. COUNCIL ROUNDTABLE
14. ADJOURN
3-25
7e1
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 Administrator 11
Randy Distad, Parks and Recreation Director \J
FROM:
SUBJECT:
School and Conference
DATE:
February 17,2009
INTRODUCTION
The Minnesota Recreation and Park Association (MRP A) is offering an opportunity for Park and Recreation
professionals as well as professional from other industries to participate in a Disney Institute called the Disney's
Keys to Excellence that will be provided on Thursday, April 30, 2009 at the Plymouth Creek Center in
Plymouth, Minnesota.
DISCUSSION
Disney's Keys to Excellence is a national training seminar that is provided by the Disney Corporation. There
are four main components of the Disney Institute: leadership, management, service and loyalty. Attached is a
flyer for the Disney Institute along with a brief description of the four main components that will be presented.
Missie Kohlbeck, Senior Center Coordinator and Kellee Omlid, Recreation Specialist are interested in attending
the Disney Institute.
BUDGET IMPACT
The early registration fee for the Disney Institute, if registering on or before March 2nd, is $345.00 for each
person. After March 2nd the registration fee increases to $395.00. The registration fee covers the entire day of
training along with a lunch. Staff will be driving a City vehicle at a cost of $15.00 in gas to travel to and from
the training site. The following is the estimated cost for two staff members to attend the Disney Institute:
Disney Institute Item Total Amount
Travel (fuel) $15
Registration (2 staff members (a1$345 each) $690
Meal included
TOTAL $705
Funding is available in the Rambling River Center and Recreation Division budgets to cover the costs associated
with the Disney Institute.
ACTION REOUESTED
By motion, approve this request.
,~s!fctfq1ly~ubml~ed;
-- k-",~_~ tJ7J(.;..f)
R~dy Distad,
Parks and Recreation Director
cc: Missie Kohlbeck
Kellee Omlid
4-1
. ~
.:.... -{ . ..
;'A RECREATION AND PARK:!
PRESENTS
~.~
Page 1 of 1
Randy Distad
From: Michelle J. Snider [snider@mnrecpark.org]
Sent: Wednesday, February 04, 2009 9:41 AM
To: Randy Distad
Subject: Register Today - MRPA to Host Disney Institute
.
~_______"_____M________~'__'____~_'__'_____'__________--_.~.---~--,-,-'---'-'--~-----'._----
Dear MRPA Member:
Minnesota Recreation and Park Association welcomes Disney Institute: The Disney Keys to
Excellence program on Thursday, April 30 at the Plymouth Creek Center. Click here for program
information. Click here for a registration form.
Disney Institute programs provide a unique opportunity to "Experience the Business Behind the
Magic" of Disney's core business strengths: Leadership Development, Quality Service, Customer
Loyalty, Organizational Creativity, and People Management. This full-day program will consist of the
following four 90-minute sessions:
. Leadership, Disney Style
Discover how effective leadership has been the catalyst at Disney, driving
employee/customer satisfaction and bottom-line results from the company's inception to
today.
. Managerne(!t, pisney Style
Understand the importance of integrating your corporate culture into the selection, training,
communication and care of your employees.
.
. Service, Disney Style
Explore world-renowned Disney principles for service excellence.
. Loyalty, Disney Style
Learn key practices and principles in building and sustaining the kind of loyalty that has
made Disney a trusted and revered brand around the world for more than 75 years.
The program cost for MRPA members is $345 through March 2. The non-member rate is $395.
After March 2, the program cost for all registrants is $395.
The program curriculum applies to everyone. Please share this information with city and county
employees from other departments, as well as professionals from other business disciplines. Thank
you.
###
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.
Minnesota Recreation and Park Association I 200 Charles Street NE I Fridley I MN I 55432
4-3
2/4/2009
Je.,
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 Administrator
FROM:
Randy Distad, Parks and Recreation Director
(J
SUBJECT:
School and Conference
DATE:
February 17, 2009
INTRODUCTION
The Minnesota Recreation and Park Association (MRP A) is offering a National Playground Safety Institute
(NPSI) for Park and Recreation professional to attend. The NPSI will be held on April 15-17, 2009 at the
Bloomington Public Works building in Bloomington, Minnesota.
DISCUSSION
Don Hayes, Park Maintenance Specialist is one of the staff members responsible for the safety inspection of the
City's playground equipment. Since it is his responsibility to make sure that the City's playground equipment is
properly inspected and maintained, it is important that he continue to receive training on various areas that
pertain to playground equipment. The NPSI provides him with an excellent opportunity to receive the training
he needs to stay current with playground safety requirements and practices. Components of the NPSI includes:
identifying hazards, looking for specific safety concerns, reviewing and learning about safety standards and
guidelines, ensuring that playground equipment complies with accessibility laws, providing proper safety
surfacing under playground equipment, developing proper risk management tools and making sure the
playground equipment is designed in a safe manner.
BUDGET IMPACT
The early registration fee for the NPSI, if registering on or before March 11th, is $400.00. After March 11th the
registration fee increases to $450.00. The registration fee covers two days of training along with all meals during
the two days of training. Mr. Hayes will be driving a City vehicle at a cost of between $5.00- $10.00 in gas to
travel to and from the training site. The following is the estimated cost for Mr. Hayes to attend the NPSI:
NPSI Item Total Amount
Travel (fuel) $10
Registration $400
Meal included
TOTAL $410
Funding for attendance at the NPSI was approved in the 2009 Park Maintenance budget.
ACTION REOUESTED
By motion, approve this request.
~~. ectfully~u.lbnili.ted;
'~l<~~p.~-cP
R~dy Distad,
Parks and Recreation Director
cc: Don Hayes
5-1
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5-3
7.{
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www.ci.farmington.mn.us
SUBJECT:
Mayor, Councilmembers, City Administrator 0
Jennifer Dullum, Natural Resource Specialist ~
MN Shade Tree Short Course
TO:
FROM:
DATE:
February 17,2009
INTRODUCTIONillISCUSSION
The Annual Shade Tree Short Course is a two-day conference attended by professionals in the
tree care industry. Jeffery Olson and Jennifer Dullum must attend both days of this conference
to maintain their tree inspector certifications. The conference will take place on March 17 & 18,
2009 in Arden Hills, Minnesota.
BUDGET IMPACT
Money was budgeted for this conference in 2009. Funding would come from the Natural
Resources budget. The registration fee is $165.00 per attendee. The total cost of the conference
for both employees would be $330.00. Mileage will not be incurred for this conference.
ACTION REQUESTED
Approve the two-day conference for both employees.
ResP1fully Submitted,
~~
Jennifer Dullum
Natural Resource Specialist
6-1
City of Farmington
430 Third Street, Farmington, MN 55024
(651) 280-6800 Fax (651) 280-6899
www.ci.farmington.mn.us
~.
FROM:
Mayor, Council Members and City AdministratA.
Todd Reiten, Director of Municipal Services (:j
TO:
SUBJECT:
Sewer Camera Tour/Training
DATE:
February 17th, 2009
INTRODUCTION/ DISCUSSION
The 2008 budget included funding for the purchase of a sewer televising camera system. The camera
is near completion and the company has arranged to send Steve Arndt, Ben VanBlarcom and Ron
Ley down to Orlando, Florida for a training session and a tour of their plant. The employees will be
flying out on Sunday, March 1 st and return on the evening of Tuesday, March 3rd.
BUDGET IMPACT
The cost of the airfare, hotel and food is at no cost to the City of Farmington.
ACTION REQUESTED
This memo is for Council's information.
Respectfully Submitted,
~~~
Todd Reiten
Director of Municipal Services
cc: file
7-1
7~
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800 . Fax 651.280.6899
www.ci.farmington.mn.us
FROM:
Mayor, Councilmember's and City Administrato~
Todd Reiten, Director of Municipal Services \J
TO:
SUBJECT:
Tire Machine
DATE:
February 17, 2009
INTRODUCTION
The 2009 budget for the Fleet Maintenance Division includes the purchase of a Tire Machine.
DISCUSSION
The current tire machine is well over due for replacement. The replacement of some tires has gotten
extremely time consuming and somewhat of a safety hazard with this out dated tire machine. This tire
machine will allow us to do many other size tires we could not do before and also allow us to replace
stiff side wall tires.
BUDGET IMPACT
The cost of the tire machine is $6,709.50w/tax, which is $190.50 under the approved budget amount
of $6900.00w/tax.
ACTION REQUESTED
This memo is for Council's information.
R:spectfull.~mitted,
- f'j;7/7 C I~
~iten
Director of Municipal Services
cc: file
8-1
7/
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 ()
Cynthia Muller
Executive Assistant
FROM:
SUBJECT:
Approve Appointment to Parks & Recreation Commission
DATE:
February 17,2009
INTRODUCTION / DISCUSSION
At a special meeting on February 9, 2009, the City Council interviewed two applicants for
appointment to the Parks and Recreation Commission. A recommendation was made to appoint
Patti Norman to the Parks and Recreation Commission. Upon approval, the applicant will be
notified by letter and will receive an Oath of Office and Certificate of Appointment.
ACTION REQUESTED
Approve the appointment of Patti Norman to the Parks and Recreation Commission for the term
of 2/17/09 - 1/31/2012.
Respectfully submitted,
{~~r~~ /Y1~
C;
Cynthia Muller
Executive Assistant
9-1
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 Administrat(?
(@
Brenda Wendlandt, Human Resources Director \.Y
FROM:
SUBJECT:
Appointment Recommendation - Finance
DATE:
February 17, 2009
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 C. J. Adelmann, subject to ratification by the City Council.
Mr. Adelmann previously worked for the City as a liquor clerk. He meets the qualifications for this
position.
BUDGET IMPACT
Funding for this position is authorized in the 2009 budget.
ACTION REQUESTED
Approve the appointment of C. J. Adelmann as a part-time liquor store clerk in the Finance
Department effective on February 18,2009.
Respectfully submitted,
-'I,' /~.
/, // ,$ '"
" . -~ ,. ,/~ ,:. /'
::3,1 J / --1/: /Jl:"'///:>(j,"y,tl
-, U.I"'(.-t:-.c,...\..~"./ . ,,-.," c.,v
Brenda Wendlandt, SPHR
Human Resources Director
cc: personnel file
10-1
7k
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 if
FROM: Cynthia Muller
Executive Assistant
SUBJECT: Temporary On-Sale Liquor License - St. Michael's Catholic Church
DATE: February 17,2009
INTRODUCTION
St. Michael's Catholic Church is requesting a Temporary On-Sale Liquor License for a fish fry.
DISCUSSION
St. Michael's Catholic Church is requesting a Temporary On-Sale Liquor License for a fish fry
to be held on March 6,2009, at 22120 Denmark Avenue. Per State Statute, a Temporary On-
Sale Liquor License must first be approved by the City and then forwarded to the State for
approval.
BUDGET IMPACT
The State of Minnesota waives all fees for Temporary Liquor Licenses for non-profit
organizations. Therefore, the City has not established a fee for a Temporary On-Sale Liquor
License.
ACTION REQUESTED
Approve the attached application for a Temporary Liquor License for St. Michael's Catholic
Church for a fish fry on March 6, 2009.
Respectfully submitted,
/} ~?, ../.#
Lr.~~ /?-7~<2J...7
r'J""
r7 .
CynthIa Muller
Executive Assistant
11-1
Minnesota Department of Public Safety
Alcohol and Gambling Enforcement Division
444 Cedar St-Suite 133
S1. Paul, MN 55101-5133
(651)296-6439 TDD (651)282-6555
APPLICATION AND PERMIT
FOR A TEMPORARY ON-SALE LIQUOR LICENSE
DATE ORGANIZED
TAX EXEMPT NUMBER
ES2if\ 3
S~TEN
HOME PHONE
(fo51)'1fo3-33C:,0 ()
TYPE OF ORGANIZATION
o CLUB OCHARITABLE ~ELlGIOUS OOTHER NONPROFIT
ADDRESS
~o-S
tt-bo U'L
ADDRESS
I'
"
ADDRESS
, r
Location where license will be used. . If an outdoor area, describe
.:2.2/.20
--- I. --
r ," 5 vl . I- ~j
DeYl ~- K
'{ (u/ c.h
A v-e. .
&.. ;;lOOC)
Will the applicant contract for intoxicating liquor services? If so, give the name and address of the liquor licensee providing the service.
"/0
~ 5GO 000
APPROVAL
APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMI'ITlNG TO ALCOHOL & GAMBLING ENFORCEMENT
CITY/COUNTY DATE APPROVED
CITY FEE AMOUNT LICENSE DATES
DATE FEE PAID
SIGNATURE CITY CLERK OR COUNTY OFFICIAL
APPROVED Alcohol & Gambling Enforcement Director
Note: Do not separate these two parts, send both parts to the address above and the original signed by this division
wilI be returned as the license. Submit to the city or County at least 30 days before the event.
PS-09079 (6/98)
7i
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800 . Fax 651.280.6899
www.ci.farmington.mn.us
FROM:
Mayor, Councilmembers and City Administrator 0'
Cynthia Muller
Executive Assistant
TO:
SUBJECT:
Gambling Event Permit - Vermillion River Longbeards
DATE:
February 17,2009
INTRODUCTION
The Vermillion River Longbeards are requesting a Gambling Event Permit for a raffle/silent
auction event.
DISCUSSION
Per State Statute 349.166 and pertinent City Code, a Gambling Event Permit must be issued by
the City for this type of event. An application has been received, along with the appropriate fees.
The City Attorney has reviewed the application and the attached resolution approving the
request.
BUDGET IMP ACT
Gambling fees are included in the revenue portion of the 2009 budget.
ACTION REQUESTED
Consider the attached Resolution granting a Gambling Event Permit to the Vermillion River
Longbeards, at 200 Third Street, on March 26,2009.
Respectfully submitted,
~c-L~/Y7~
(:ynthia Muller
Executive Assistant
12-1
RESOLUTION NO. R -09
APPROVING A MINNESOT A LAWFUL
GAMBLING EVENT PERMIT APPLICATION FOR
VERMILLION RIVER LONGBEARDS
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 1 th day of
February 2009 at 7:00 p.m.
Members Present:
Members Absent:
Member
introduced and Member
seconded the following:
WHEREAS, pursuant to,M.S. 349.166, the State of Minnesota Gambling Board may not issue
or renew a Gambling Event Permit unless the City Council adopts a Resolution approving said
permit; and,
WHEREAS, the Vermillion River Longbeards have submitted an application for a Gambling
Event Permit to be conducted at the Eagle's Club, 200 3rd Street for Council consideration.
NOW, THEREFORE, BE IT RESOLVED by the Farmington City Council that the Gambling
Event Permit for the Vermillion River Longbeards to be conducted at the Eagle's Club, 200 3rd
Street, is hereby approved.
This resolution adopted by recorded vote of the Farmington City Council in open session on the
17th day of February 2009.
Mayor
Attested to the
day of February 2009.
City Administrator
SEAL
12-2
rlllll&TOI rlRI DEPARTIIIT
]/YJ
ISr.llllS81J 1880
430 Third Street
Farmington, MN 55024
(651) 480-6940
Memorandum
Date: February 6, 2009
To: Mayor Todd Larson, Council members Christy Jo Fogarty, Steve Wilson, Julie May and Terry
Donnelly, City Administrator Peter Herlofsky Jr., Director of Finance Robin ROland(}
From: Troy Corrigan
Subject: 2008 Assistance to Firefighters Grant Award.
We have been notified by FEMA that our 2008 Assistance to Firefighters Grant application has been
approved. This application was for the purchase of six mobile data terminals along with docking
stations and installation hardware to be installed in the fire apparatus. These terminals will be used to
access mapping software and our records management system from the apparatus.
The approved total project cost is $23,370. This grant program requires that matching funds be paid by
the recipient. The Federal share is 95% or $22,202 of the approved amount and our share of the cost is
5% or $1,168. After a discussion with the Farmington Fire Department Relief Association, the
Association elected to cover the cost of the matching funds with funds raised through the Relief
Association. As a result, there will be no cost to the City.
I have enclosed a copy of the award package for your review. Please feel free to contact John Powers or
myself if you have any questions regarding this.
Action Request: Approve acceptance of the grant.
13-1
U.S Department of ,'-Iome/anc!
~Vashington! D.C. 20472
FEMA
Mr. Troy Corrigan
Farmington Fire Department
325 Oak Street
Farmington, Minnesota 55024-1374
Re: Grant No.EMW-2008-FO-03990
Dear Mr. Corrigan:
On behalf of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security (DHS), I
am pleased to inform you that your grant application submitted under the FY 2008 Assistance to Firefighters Grant has
been approved. FEMA's Grant Programs Directorate, in consultation with the U.S. Fire Administration, carries out the
Federal responsibilities of administering your grant. The approved project costs total to $23,370.00. The Federal share is
95 percent or $22,202.00 of the approved amount and your share of the costs is 5 percent or $1,168.00.
As part of your award package, you will find Grant Agreement Articles. Please make sure you read and understand the
Articles as they outline the terms and conditions of your Grant award. Maintain a copy of these documents for your
official file. You establish acceptance of the Grant and Grant Agreement Articles when you request and receive
any of the Federal Grant funds awarded to you. By accepting the grant, you agree not to deviate from the approved
scope of work without prior written approval from DHS.
If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should
basically request funds when you have an immediate cash need (Le. you have a bill in-hand that is due within 30 days).
If you have any questions or concerns regarding the awards process or how to request your grant funds, please call the
helpdesk at 1-866-274-0960.
Sincerely,
/ft/~
W. Ross Ashley, III, Assistant Administrator
Grant Programs Directorate
13-2
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Agreement Articles
U.S. Department of Homeland Security
Washington, D.C. 20531
AGREEMENT ARTICLES
ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program
GRANTEE: Farmington Fire Department
PROGRAM: Operations and Safety
AGREEMENT NUMBER: EMW-2008-FO-03990
AMENDMENT NUMBER:
Article I
Article II
Article III
Article IV
Article V
Article VI
Article VII
Article VIII
Article IX
Article X
Article XI
Article XII
Article XIII
Article I - Project Description
TABLE OF CONTENTS
Project Description
Grantee Concurrence
Period of Performance
Amount Awarded
Requests for Advances or Reimbursements
Budget Changes
Financial Reporting
Performance Reports
DHS Officials
Other Terms and Conditions
General Provisions
Audit Requirements
Additional Requirements
The purpose of the Assistance to Firefighters Program is to protect the health and safety of the public and firefighting
personnel against fire and fire-related hazards. After careful consideration, DHS has determined that the grantee's
project submitted as part of the grantee's application, and detailed in the project narrative as well as the request details
section of the application - including budget information - was consistent with the program's purpose and worthy of
award. Therefore, the grantee shall perform the work described in the approved grant application as itemized in the
request details section of the application and further described in the grant application's narrative. These sections of the
application are made a part of these grant agreement articles by reference. The grantee may not change or make any
material deviations from the approved scope of work outlined in the above referenced sections of the application without
~rior written approval from DHS.
. .owever, in keeping with this year's program guidance, grantees that have grant funds left over after completing the
approved scope of work prior to the end of the period of performance have three options for the use of the excess funds:
1) they may return the unused funds to the Federal government, 2) they may use a maximum of $5,000 to expand the
13-3
activities for which they were awarded, or 3) create or expand an existing fire prevention program. Grantees are
encouraged to review the program guidance for more information on this topic.
Article II - Grantee Concurrence
By requesting and receiving Federal grant funds provided by this grant program, the grantee accepts and agrees to
abide by the terms and conditions of the grant as set forth in this document and the documents identified below. By
receiving funds under this grant, grantees agree that they will use the funds provided through the Fiscal Year 2008
Assistance to Firefighters Grant Program in accordance with these Articles of Agreement and the program guidelines
provided in the Fiscal Year 2008 Assistance to Firefighters Grants program guidance. The grantee agrees that Federal
funds under this award will be used to supplement, but not supplant, State or local funds for first responder
preparedness. All documents submitted as part of the application are made a part of this agreement by reference.
Article III - Period of Performance
The period of performance shall be from 30-JAN-09 to 29-JAN-l0.
The grant funds are available to the grantee for obligation only during the period of performance of the grant award. The
grantee is not authorized to incur new obligations after the expiration date unless the grantee has requested, and DHS
has approved, a new expiration date. The grantee has 90 days after period of performance to incur costs associated with
closeout or to pay for obligations incurred during period of performance. Award expenditures are for the purposes
detailed in the approved grant application only. The grantee cannot transfer funds or assets purchased with grant funds
to other agencies or departments without prior written approval from DHS.
Article IV - Amount Awarded
The amount of the award is detailed on the Obligating Document for Award attached to these articles. Following are the
budgeted estimates for each object classes of this grant (including Federal share plus grantee match):
Personnel $0.00
Fringe Benefits $0.00
Travel $0.00
Equipment $23,370.00
Supplies $0.00
Contractual $0.00
Construction $0.00
Other $0.00
Indirect Charges $0.00
Total $23,370.00
Article V - Requests for Advances or Reimbursements
Grant payments under the Assistance to Firefighters Grant Program are made on an advance or reimbursable basis for
immediate cash needs. In order to request funds, the grantee must logon to the Fire Grant System using their user
id/password (used to submit the application) the grantee fills out the on-line Request for Advance or Reimbursement. If
an authorized user needs access to the application but does not have the user id or password, they may be obtained by
calling the help desk at 1-866-274-0960.
Article VI - Budget Changes
With prior DHS approval, grantees may make changes in funding levels between the object classes (as detailed in
Article IV above), in order to accomplish the grant's scope of work. The grant's scope of work is outlined in the project
narrative and in the request details of the grant application. The provisions of this article are not applicable to changes in
13-4
the budgeted line-items listed in the request details section of the application as the line-items in the request details
ection (Le., scope of work) cannot be changed.
Article VII - Financial Reporting
The Request for Advance or Reimbursement mentioned above will also be used for interim financial reporting purposes.
At the end of the performance period, or upon completion of the grantee's program narrative, the grantee must complete,
on-line, a final financial report that is required to close out the grant. The Financial Status Report is due within 90 days
after the end of the performance period.
Article VIII - Performance Reports
The grantee must submit a semi-annual and a final performance report to DHS. The final performance report should
provide a short narrative on what the grantee accomplished with the grant funds and any benefits derived there from. If a
grantee's performance period is extended beyond the initial 12-month period, a periodic performance report is due every
six month increment until closeout.
Article IX - DHS Officials
Program Officer: Tom Harrington, Deputy Director of the Grants Program Office, is the Program Officer for this grant
program. The Program Officer is responsible for the technical monitoring of the stages of work and technical
performance of the activities described in the approved grant application.
Grants Assistance Officer: Marketa Graham is the Assistance Officer for this grant program. The Assistance Officer is
the Federal official responsible for negotiating, administering, and executing all grant business matters.
Grants Management Branch POC: Christine Torres is the point of contact for this grant award and shall be contacted
r all financial and administrative grant business matters. If you have any questions regarding your grant please call
02-786-9512.
Article X - Other Terms and Conditions
A. Pre-award costs directly applicable to the awarded grant are allowable if approved in writing by the DHS program
office. In order to be reimbursed for items purchased prior to award, grantees must submit a payment request and
provide rationale for incurring the costs prior to award. All pre-award expenses should have been disclosed during the
award negotiation process. Failure to disclose pre-award expenses during the award negotiation process may affect the
costs' eligibility.
S. Quotes obtained prior to submittal of the application - for the purposes of applying for this grant - are not considered
to be sufficient to satisfy the requirements for competition as outlined in OMS Circular A-110 below. All bidding activities
implemented for competition must be sought and obtained after award, Le., during the period of performance. Grantees
may be jeopardizing their awards if the requirements set forth are not adhered to.
Article XI - General Provisions
The following are hereby incorporated into this agreement by reference:
The program's annual Program Guidance.
44 CFR, Emergency Management and Assistance
Part 7
Nondiscrimination in Federally-Assisted Programs
Uniform administrative requirements for grants and cooperative
agreements to state and local governments
Part 13
13-5
Part 17
Government-wide Debarment and Suspension (Non-procurement) and
Government-wide Requirements for Drug-free Workplace (Grants)
New Restrictions on Lobbying
Part 18
31 CFR 205.6 Funding Techniques
OMS Circular A-21 Cost Principles for Educational Institutions
OMS Circular A-87 Cost Principles for State/local Governments, Indian tribes
OMS Circular A-122 Cost Principles for Non-Profit Organizations
OMS Circular A-
102
Uniform Administrative Requirements for Grants and Agreements With State and Local
Governments Assistance to Firefighters Grant Application and Assurances contained therein.
Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher
Education, Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant
Application and Assurances contained therein.
OMS Circular A-
110
Article XII- Audit Requirements
All grantees must follow the audit requirements of OMS Circular A-133, Audits of States, Local Governments, and Non-
Profit Organizations. The main requirement of this OMS Circular is that grantees that expend $500,000.00 or more in
Federal funds (from all Federal sources) must have a single audit performed in accordance with the circular.
As a condition of receiving funding under this grant program, you must agree to maintain grant files and supporting
documentation for three years upon the official closeout of your grant. You must also agree to make your grant files,
books, and records available for an audit by DHS, the General Accounting Office (GAO), or their duly authorized
representatives to assess the accomplishments of the grant program or to ensure compliance with any requirement of
the grant program.
Article XIII- Additional Requirements (if applicable)
Vehicle Awardees:
Vehicle awardees for FY 2008 will be required to include an advance payment bond as part of the contract with their
vehicle manufacturer. An advance payment bond is like an insurance policy that protects you in the event that the
manufacturer with whom you contracted to build your vehicle cannot fulfill the contract, Le., cannot finish building your
vehicle for any reason. An advance payment bond is a financial tool used to guarantee that, in the event of
manufacturer/contractor default, funds will be available to finish the construction of your vehicle and ensure its proper
operation. From the vehicle grantee's point of view, the insolvency of a contractor during the construction of a vehicle will
most likely result in delayed completion of the vehicle, additional expenses for a different manufacturer/contractor to
finish the work, or even loss of grant funds. For this reason, we now require manufacturers/contractors to provide a bond
from an independent bank, insurance company or bonding agency so that the vehicle grantees can recover damages
they may sustain if the manufacturer/contractors default during the construction of a vehicle. The amount of the bond
should be equal to, or greater than, the sum of any payments, compensation and/or consideration provided prior to the
delivery of the vehicle. If no down payment is required in the purchase contract, an advance payment bond is not
required.
Regardless of whether a performance bond is obtained, each vehicle purchase contract must include a performance
clause. The performance clause stipulates a certain date when the vehicle will be delivered by the vendor. If the vendor
does not deliver the vehicle by the date stipulated in the performance clause, penalties are administered to the vendor.
These penalties should be of a severity sufficient to provide the vendor with incentive to deliver the vehicle at the earliest
possible date but no less than $100 per day.
Regional Hosts:
13-6
Grantees that are the hosts of regional projects as provided for in the annual program guidance are accountable for the
-quipment purchased with grant funds and disbursed to other first-responder organizations under a memorandum of
derstanding. Responsibility for maintenance of the equipment may be placed in the hands of the recipient if
. ecifically delineated in the memorandum of understanding between the host and the recipient.
Modification to Facilities Requirements:
Modification to facility.projects (including renovations associated with equipment installations) are subject to all
applicable environmental and historic preservation requirements. Applicants seeking assistance to modify their facilities
or to install equipment requiring renovations may undergo additional screening. Specifically, DHS is required to ascertain
to what degree the proposed modifications and renovations might affect an applicant's facility relative to the National
Environmental Policy Act, National Historic Preservation Act of 1966, National Flood Insurance Program regulations, and
any other applicable laws and Executive Orders. No project that involves a modification to facility can proceed - except
for project planning - prior to formal written approval from DHS. If your award includes a modification to a facility, you
are responsible for contacting the Program Office so you can be given direction on how to proceed; your contact in the
AFG Program Office is Stephen.pezzetti@dhs.gov. Noncompliance with these provisions may jeopardize an applicant's
award and subsequent funding.
Grants Management Adjustments to Original Application (if applicable):
13-7
FEDERAL EMERGENCY MANAGEMENT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
6. RECIPIENT NAME AND
ADDRESS
Farmington Fire Department
21625 Denmark Avenue
Farmington
Minnesota, 55024-9468
9. NAME OF RECIPIENT
PROJECT OFFICER
Troy Corrigan
11. EFFECTIVE DATE OF THIS
ACTION
30-JAN-09
7. ISSUING OFFICE AND ADDRESS
Grants Management, Operations Directorate
245 Murray Lane - Building 410, SW
Washington DC, 20528-7000
POC: Christine Torres 202-786-9512
4. TYPE OF 5. CONTROL NO.
ACTION W462110N
AWARD
8. PAYMENT OFFICE AND ADDRESS
FEMA, Financial Services Branch
500 C Street, S.w., Room 723
Washington DC, 20472
1a. AGREEMENT NO.
EMW-2008-FO-03990
2. AMENDMENT NO.3. RECIPIENT NO.
o 41-6005151
PHONE NO.
6124924236
10. NAME OF PROJECT COORDINATOR
Tom Harrington
PHONE NO.
1-866-274-0960
12. METHOD OF
PAYMENT
SF-270
13. ASSISTANCE ARRANGEMENT
Cost Sharing
14. PERFORMANCE PERIOD
~~om:30-JAN- To:29-JAN-10
Budget Period
From:01-0CT- To:30-SEP-09
08
15. DESCRIPTION OF ACTION
a. (Indicate funding data for awards or financial changes)
PROGRAM NAME CFDA NO. ACCOUNTING DATA PRIOR AMOUNT AWARDED CURRENT CUMMULATIVE
ACRONYM (ACCS CODE) TOTAL THIS ACTION TOTAL AWARD NON-
XXXX-XXX-XXXXXX-XXXXX- AWARD +OR (-) FEDERAL
XXXX-XXXX-X COMMITMENT
AFG 97.044 2009-M8-0001 GF-25000000- $0.00 $22,202.00 $22,202.00 $1,168.00
4101-D
TOTALS $0.00 $22,202.00 $22,202.00 $1,168.00
b. To describe changes other than funding data or financial changes, attach schedule and check here.
N/A
16a. FOR NON-DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA
(See Block 7 for address)
Assistance to Firefighters Grant recipients are not required to sign and return copies of this document. However, recipients should print and keep a
copy of this document for their records.
16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN
This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited above.
17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE
N~ N~
18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE
Arlene Ramsey 21-JAN-09
13-8
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City of Farmington
430 Third Street
Farmington, Minnesota
651.463.7111 . Fax 651.463.2591
www.ci.fannington.mn.us
TO: Mayor, Councilmembers, City Administrator (i1
i.7
FROM: Kevin Schorzman, P.E., City Engineer
SUBJECT: Adopt Resolution-2009 Trunk Utility Improvement Project
DATE: February 17,2009
INTRODUCTION
Council authorized the preparation of feasibility reports for the Denmark Trunk Sanitary Sewer
Extension, the 5th Street Trunk Sanitary Sewer Extension, and the 4th Street Trunk Storm Sewer
Extension at the November 17th, 2008, Council meeting. In an effort to reduce the cost of the
aforementioned feasibility reports, staff has prepared one feasibility report that includes all three
projects. Submitted herewith for Council's consideration is the Feasibility Report for the 2009
Trunk Utility Improvement Project.
DISCUSSION
This report addresses the feasibility of improving the sanitary sewer on 5th Street and the storm
sewer on 4th Street from one-half block south of Elm Street to one-half block north of Walnut
Street. The proposed improvements will provide the capacity to handle both current and future
flows from the areas south and east of the downtown area. Both projects include water main
looping consistent with the City's Water Supply and Distribution Plan. This report also
addresses the feasibility of constructing a trunk sanitary sewer line west of Denmark Avenue
from Spruce Street to Ash Street.
The condition of Walnut Street from Trunk Highway 3 (TH-3) west has been steadily
deteriorating for many years. The sanitary sewer line has undergone numerous repairs over the
last several years, and the water line is over 60 years old. Storm sewer improvements are also
necessary in the near future. In the next year or two, it will be necessary to reconstruct Walnut
Street. The projects on 4th and 5th Street need to occur either prior to, or at the same time as the
reconstruction of Walnut Street.
The roads in the Westview neighborhood have been deteriorating. They were to be included in
the 2008 Seal Coat project, but a review of the condition of the road in the spring of 2008 led
staff to forgo the seal coating. It is staff s opinion that the roads will need to be reconstructed
prior to the full life of the seal coat being realized. The sanitary sewer in the neighborhood is
handled through the use of a lift station. There is also no storm sewer in the neighborhood.
15-1
2009 Trunk Sanitary and Storm Sewer Project
February 17,2009
Page 2 of2
The sanitary sewer extension down the west side of Denmark would allow the reconstructed
sanitary sewer in the area to be a gravity system rather than a lift station. It would also provide
an opportunity to eliminate the lift station located near St. Michael's Church on Ash Street. An
additional benefit would be providing sanitary sewer access for future development of the
property located west of Denmark between Spruce and Ash, and any development south of St.
Michael's Church. As development occurs in these areas, funds would be recovered to offset a
portion of the cost of this project.
BUDGET IMP ACT
The project costs are presented below, and are split out based on the three projects. The cost
estimate includes 10% for contingencies and 27% for engineering, legal and administration,
p . tT
4th St t
5th St
D
k
rOJec ota s ree ree enmar
Sanitary $ - $ 513,300 $1,238,500
Storm $ 716,200 $ 92,700
Water $ 170,300 $ 231,000
Total: $ 886,500 $ 837,000 $1,238,500
The improvements will be funded from the trunk utility funds, No special assessments will be
used to fund the project.
ACTION REOUESTED
Adopt the attached resolution accepting the feasibility report, and authorizing preparation of
plans and specifications, for the 2009 Trunk Utility Improvement Project.
~;~;;~bmi~
j!#'.~...
Kevin Schorzman, P ,E.,
City Engineer
15-2
RESOLUTION NO. R-09
ACCEPTING FEASIBILITY REPORT AND AUTHORIZING PREPARATION OF PLANS AND
SPECIFICATIONS FOR PROJECTS 09-02, 09-03, and 09-04
COLLECTIVELY KNOWN AS
THE 2009 TRUNK UTILITY IMPROVEMENT PROJECT
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 17th day of February, 2009 at 7:00 p.m.
Members present:
Members absent:
Member introduced and Member seconded the following resolution.
WHEREAS, The City's Capital Improvement Plan indicated funding for projects 09-02, 09-03, and 09-
04 in 2009; and,
WHEREAS, pursuant to the City Council's adoption of the 2009-2013 Capital Improvement Plan on
December 15,2008, a report has been made by the City's Consulting Engineer with reference to the following
improvements:
09-04
Description
Denmark Trunk Sanitary Sewer
Extension
th
4 Street Trunk Storm Sewer
Improvements
5th Street Trunk Sanitary Sewer
Improvements
Location
West side of Denmark Avenue from Spruce
Street to Ash Street
4th Street from ~ block south of Elm Street to ~
block north of Walnut Street
5th Street from ~ block south of Elm Street to ~
block north of Walnut Street
Prole No.
09-02
09-03
; and,
WHEREAS, this report was accepted by the City Council on February 17,2009: and,
WHEREAS, the report provides information regarding whether the proposed project is necessary, cost
effective, and feasible.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Farmington, Minnesota that:
1. The Council will consider such improvements in accordance with the report at an estimated total cost of
$2,962,000 for the 2009 Trunk Utility Improvement Project.
2. Nancy P. Hanzlik, P.E., is hereby designated as the engineer for this improvement. She shall prepare plans
for the making of such improvement.
This resolution adopted by recorded vote of the Farmington City Council in open session on the 17th day
of February, 2009.
Mayor
Attested to the
day of February, 2009.
City Administrator
15-3
SEAL
Feasibility Report
2009 Trunk Utility Improvements
City of Farmington
February 2009
Project Number 000141-08306-0
. Bonestroo
15-4
2335 Highway 36 W
St Paul, MN 55113
Tel 651-636-4600
Fax 651-636-1311
www.bonestroo.com
February 17, 2009
.. Bonestroo
Honorable Mayor and City Council
City of Farmington
430 Third Street
Farmington, MN 55204
Re: 2009 Trunk Utility Improvements
Client Project Nos.: 09-02, 09-03 and 09-04
Bonestroo File No.: 000141-08306-0
Dear Mayor and Council:
Enclosed for your review is the 2009 Trunk Utility Improvements Project Feasibility Report. The
proposed project includes trunk storm sewer along 4th Street and trunk sanitary sewer along 5th Street
and Denmark Avenue.
This Feasibility Report describes the improvements necessary to improve the storm sewer, sanitary
sewer, water main, and streets within the three project areas. Detailed cost estimates for the proposed
improvements for each of the three projects are presented in the appendices of the report.
We would be pleased to meet with City Council and Staff to discuss the improvements identified in this
Feasibility Report at any mutually convenient time.
Sincerely,
BO~:;V
Nancy Hanzlik, P.E.
Project Manager
I hereby certify that this plan, specification, or report was
prepared by me or under my direct supervision and that I
am a duly Licensed Professional Engineer under the laws of
the State of Minnesota.
p'ty~
Nancy Hanzlik
Date: Februarv 17. 2009
Reg. No.: 26134
15-5
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Table of Contents
Introduction..... II II II..... .... II II .... .1..................... .1...............................................1
4th Street TRUNK STORM SEWER..................................................................................... 1
5th Street TRUNK SANITARY SEWER............................................. ....................................1
Denmark Avenue TRUNK SANITARY SEWER............ ..........................................................1
Discussion ...................................................................................................... 2
Background................................................................................................................... 2
4th Street TRUNK STORM SEWER....... ..... .................. ........... ................ ............... .............2
5th Street TRUNK SANITARY SEWER.............. ..... ........................... ............. ................... ...3
Denmark Avenue TRUNK SANITARY SEWER............ ............. ............................. ................3
Permits....................................................................................... ,...................4
Estimated Project Cost ................................................................... .............. ...5
Proposed Project Schedule.. II........ ........ II II II ..... II ......... ...... II .,........ II ..... ........ 11.6
Conclusions and Recommendations.. .................................... ............................7
Appendix A - Proposed Improvement Figures...................................................8
Figure 1 - Location Map
Figure 2 - 4th Street Trunk Storm Sewer
Figure 3 - 5th Street Trunk Sanitary Sewer
Figure 4 - Denmark Avenue Trunk Sanitary Sewer
Appendix B - Preliminary Project Cost Estimates ......... .................... .............. ..13
15-6
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Introduction
The City of Farmington authorized the preparation of this Report on November 17, 2008 to
determine the feasibility of improving portions of the trunk utility system. The 2009 Trunk Utility
Improvements project consists of trunk storm sewer in 4th Street, trunk sanitary sewer in 5th
Street, and trunk sanitary sewer along Denmark Avenue. The purpose of this report is to detail
the proposed improvements and provide estimates of cost and method of financing for the City
to determine project feasibility. The individual project areas are identified as follows:
4TH STREET TRUNK STORM SEWER
The 4th Street trunk storm sewer improvements include the extension of trunk storm sewer from
mid-block between Oak Street and Elm Street to mid-block between Walnut Street and Spruce
Street. The proposed work includes construction of trunk storm sewer, water main and
restoration of City streets.
5TH STREET TRUNK SANITARY SEWER
The 5th Street trunk sanitary sewer improvements include the extension of trunk sanitary sewer
from mid-block between Oak Street and Elm Street to mid-block between Walnut Street and
Spruce Street. The proposed work includes construction of trunk sanitary sewer, water main and
restoration of City streets.
DENMARK AVENUE TRUNK SANITARY SEWER
The Denmark Avenue trunk sanitary sewer improvements include the construction of new trunk
sanitary sewer from the existing MCES south to 220th Street West (Ash Street) along the west
side of Denmark Avenue.
A location map of the proposed improvements for each of the three project areas is included on
Figure 1 in Appendix A of this Report.
Oty of Farmington
2009 Trunk Utility Improvements Project
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15-7
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Discussion
BACKGROUND
The proposed 2009 trunk utility improvements are located in three general areas in the City of
Farmington. The trunk utilities proposed herein are in accordance with the City's Capital
Improvement Plan (CIP), which includes plans for the extension of trunk utilities to better serve
existing and future development. Sanitary sewer improvements in 5th Street will replace utilities
that are in a deteriorated condition, reducing maintenance needs and inflOW/infiltration into the
Met Council's interceptor system. Sanitary sewer along Denmark Avenue will provide for future
elimination of lift stations near Denmark Avenue and will allow for future reconstruction of
neighboring areas. Storm sewer improvements will allow for more efficiency in removing storm
water runoff from City roads, provide capacity for the downtown drainage areas and allow for the
future reconstruction of neighboring areas. Proposed water main improvements are necessary to
bring the water system up to the City's standards for distribution, fire flow and hydrant spacing.
Dewatering associated with utility construction activities may encounter polluted groundwater,
warranting treatment prior to discharge. Costs for treatment have not been included in this
Report.
4TH STREET TRUNK STORM SEWER
The proposed improvements along 4th Street include removal of existing 12" to 18" storm sewer,
construction of 42" reinforced concrete pipe (RCP) and 54" RCP trunk storm sewer, and where
necessary, reconstruction of City streets and boulevards. Water main will also be extended in 4th
Street from mid-block between Oak Street and Elm Street to mid-block between Walnut Street
and Spruce Street to provide a completed water system loop. Street reconstruction includes
construction of 8618 concrete curb and gutter, bituminous street section, and restoration in areas
where removal of the existing curb and gutter is necessary due to construction. The project will
protect and preserve curb, sidewalk, and boulevards so as to minimize the amount of
reconstruction needed.
Trunk storm sewer construction is proposed in accordance with the City's 5-year CIP for
extending large diameter storm sewer south near Walnut Street. Future improvements to the
trunk system will extend storm sewer to the east in Walnut Street.
The proposed improvements are to be constructed within rights-of-way owned by the City of
Farmington. Acquisition of additional easements is not anticipated.
The proposed improvements are shown on Figure 2 in Appendix A of this Report.
15-8
City of Farmington
2009 Trunk Utility Improvements Project
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000141-08306-0
5TH STREET TRUNK SANITARY SEWER
The proposed improvements along 5th Street include removal of the existing 12" and 15" sanitary
sewer pipe, construction of new 12" polyvinyl chloride (PVC) trunk sanitary sewer, and
restoration of the bituminous street section. Water main is to be replaced in 5th Street from mid-
block between Oak Street and Elm Street to Oak Street, and new water main is to be constructed
from Oak Street to mid-block between Walnut Street and Spruce Street. Restoration of the street
consists of construction of 6618 concrete curb and gutter, bituminous street section, and
boulevard. It is proposed that there be minimal curb replacement on 5th Street, but due to the
depth of the proposed sanitary sewer and the corresponding trench width, it is likely that a
portion of it will be replaced.
The proposed improvements are to be constructed within rights-of-way owned by the City of
Farmington. Acquisition of additional easements is not anticipated.
The proposed improvements are shown on Figure 3 in Appendix A of this Report.
DENMARK AVENUE TRUNK SANITARY SEWER
Denmark Avenue improvements include extension of 21" PVC sanitary sewer from the MCES
interceptor sewer approximately 600 feet west of the intersection of Denmark Avenue and Spruce
Street to Ash Street. Lateral stubs will be provided for future sewer connections at Ash Street and
Hickory Street, and a service to the fire station will be constructed. The proposed improvement
requires pipe jacking under the river. Construction of sewer west of Denmark Avenue will not
impact the existing roadway, but will require the acquisition of easements from the adjacent
property owner.
Trunk sanitary sewer construction is proposed in accordance with the City's 5-year OP. The new
trunk sewer would accommodate the future Westview Acres reconstruction project, a sewer
connection to Fire Station No.1, and future development west of Denmark Avenue and south of
Spruce Street. The trunk sanitary sewer extension also allows for future elimination of the lift
station located on Hickory Street in the Westview Acres development and the lift station located
near St. Michael's Church along Ash Street.
The proposed improvements are to be constructed outside rights-of-way owned by the Oty of
Farmington. Acquisition of additional easements is anticipated. The proposed improvements are
shown on Figure 4 in AppendiX A of this Report.
City of Farmington
2009 Trunk Utility Improvements Project
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000141-08306-0
15-9
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Permits
The following permits are required for the proposed improvements:
· Minnesota Department of Health for water main construction.
· Minnesota Pollution Control Agency for General Storm-water Permit (NPDES) for discharging
to the Vermillion River.
· Vermillion River Watershed for temporary wetland impacts, restoration, and discharge to a
designated trout stream.
· Minnesota Pollution Control Agency (MPCA) and Metropolitan Council Environmental Services
(MCES) for the extension of sanitary sewer.
· Dakota County Transportation Permits Office Obstruction Permit.
· A Minnesota Department of Natural Resources (MDNR) permit for temporary water
appropriation associated with dewatering necessary to install utilities (Contractor application).
The following permits may be required for the proposed improvements:
· Minnesota Pollution Control Agency special NPDESjState Disposal System (SDS) for
monitoring for potential groundwater pollutants.
oty of Farmington
2009 Trunk Utility Improvements Project
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15-10
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Estimated Project Cost
The project costs for these improvements are outlined in this section. The itemized cost
estimates are provided in Appendix B of this report. Cost estimates for this report are based on
2009 construction cost data and can be related to the January, 2009 ENR National Construction
Cost Index of 8549. A summary of the estimated costs for the proposed improvements is
presented below. The estimated costs presented include 10% for contingencies and 27% for
engineering, legal and administration. The following estimated project costs do not include costs
for easements or right-of-way acquisition.
2009 Trunk Utility Improvements Project
COn~truction Area
4th Street Trunk Storm Sewer
5th Street Trunk$iu\itatY Sewer
Denmark Avenue Trunk Sanitary Sewer
torAL ESTIMATED PROJECT COST
Estimated <:9St
$886,500.00
$837,009.00
$1,238,500.00
. $2,962,000,00
The estimated project cost does not include potential costs for groundwater pollution mitigation
or easement acquisition.
City of Farmington
2009 Trunk Utility Improvements Project
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000141-08306-0
15-11
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Proposed Project Schedule
The proposed project schedule is as follows:
City Council receives feasibility report and authorizes
preparation plans and specifications
Neighborhood Meeting
City Council approves plans and specifications and
authorizes Advertisement for Bids
~._.'_. .0', "'0 ",,_,,', .. ....,_ "._. .__.._.._.__.... .... .."....,.....,.... "" _.,'__n ..__ __.~.._..._...._ _ "
Open Bids
.~City Cc>un~i1act:epts Bids ~nd ~ward~ Contract
Contractor begins construction
February 17/ 2009
March 2009
May 14/ 2009
June 1, 2009
15-12
City of Farmington
2009 Trunk Utility Improvements Project
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000141-08306-0
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Conclusions and Recommendations
The proposed improvements in this Report are feasible and cost effective as they relate to
general engineering principles and construction practices. The project feasibility is subject to a
financial review by the City. The proposed improvements are necessary to improve public
infrastructure to current City standards. Based on the information contained in this Report, it is
recommended that:
1. This report be adopted as a guide for the reconstruction of the streets and described utilities;
2. The City conduct a legal and fiscal review of the proposed project;
3. The trunk utility improvements be constructed as outlined in this report;
4. The proposed project schedule be implemented for the project.
City of Farmington
2009 Trunk Utility Improvements Project
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000141-08306-0
15-13
15-14
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Appendix A - Proposed Improvement Figures
City of Farmington
2009 Trunk Utility Improvements Project
#' Bonestroo
Page 8
000141-08306-0
Denmark Avenue Trunk Sanitary Sewer
CITY PROJECT #09-02
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. Lift Station
FIGURE 1 - LOCATION MAP
CITY OF FARMINGTON
2009 TRUNK UTILITY IMPROVEMENTS
FIGURE: 1
.-
Bonestroo
15-15
FIGURE 1 - LOCATION MAP.DWG
DATE: 01/27/2009
COMM: 000141-08306-0
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FIGURE 2 - 4TH STREET TRUNK STORM SEWER
FIGURE: 2
CITY OF FARMINGTON
2009 TRUNK UTILITY IMPROVEMENTS
15-16
FIGURE 2 - PROJECT l.DWG DATE: 01/16/2009
COMM: 000141-08306-0
EX. 6' DIP
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.-
Bonestroo
~ I
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LEGEND:
REMOVE & REPLACE STORM SEWER PIPE
->> - EXISTING STORM SEWER PIPE
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_ ,- EXISTING WATER MAIN
_ > - PROPOSED SANITARY SEWER
- >- EXISTING SANITARY SEWER
FIGURE 3 - 5TH STREET TRUNK SANITARY SEWER
CITY OF FARMINGTON
2009 TRUNK UTILITY IMPROVEMENTS
FIGURE:
3
..
Bonestroo
FIGURE 3 - PROJECT 2.DWG
DATE: 01/16/2009
COMM: 000141-08306-0
15-17
---..
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FIRE STATION NO.1
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LEGEND:
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- < - EXISTING SANITARY SEWER
. PROPOSED SANITARY MANHOLE
. UFT STATION
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FIGURE 4 - DENMARK AVENUE TRUNK SANITARY SEWER
CITY OF FARMINGTON
2009 TRUNK UTILITY IMPROVEMENTS
15-18
FIGURE 4 - PROJECT 3.DWG DATE: 01/27/2009
FIGURE: 4
.-
Bonestroo
COMM: 000141-08306-0
CITY OF FARMINGTON - 2009 TRUNK UTILITY IMPROVEMENTS
Appendix B - Preliminary Project Cost Estimates
City of Farmington
2009 Trunk utility Improvements Project
Page 13
000141-08306-0
#' Bonestroo
15-19
No. Item Units Qty EE Unit Price EE Total Price I
ENGINEER'S ESTIMATE - 4TH STREET TRUNK STORM SEWER
PART 1 - COMMON ITEMS:
1 MOBILIZATION LS 1 $60,000.00 $60,000.00
2 TRAFFIC CONTROL LS 1 $30,000.00 $30,000.00
3 WATER FOR DUST CONTROL 1000 GAL 15 $50.00 $750.00
4 CALCIUM CHLORIDE FOR DUST CONTROL GAL 1,580 $1.50 $2,370.00
5 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 4 $100.00 $400.00
6 SKIDSTEER (BOBCAT) WITH OPERATOR HR 4 $120.00 $480.00
7 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 2 $700.00 $1,400.00
TOTAL PART 1 - COMMON ITEMS $95,400.00
PART 2 - WATER MAIN:
8 CONNECT TO EXISTING 12" WATER MAIN EA 3 $1,500.00 $4,500.00
9 CONNECT TO EXISTING 8" WATER MAIN EA 2 $1,200.00 $2,400.00
10 CONNECT TO EXISTING 6" WATER MAIN EA 1 $1,200.00 $1,200.00
11 INSTALL HYDRANT EA 1 $2,000.00 $2,000.00
12 8" DIP WATER MAIN, CL. 52, INCL. POLY WRAP LF 850 $35.00 $29,750.00
13 8"GATEVALVEANDBOX EA 5 $1,200.00 $6,000.00
14 COPPER CLEANOUT EA 1 $500.00 $500.00
15 DUCTILE IRON FITTINGS LB 800 $5.00 $4,000.00
16 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 850 $2.00 $1,700.00
TOTAL PART 2 - WATER MAIN $52,050.00
PART 3 - STORM SEWER:
17 REMOVE MANHOLE OR CATCH BASIN EA 7 $350.00 $2,450.00
18 REMOVE STORM SEWER PIPE LF 880 $15.00 $13,200.00
19 CONNECT TO EXISTING STORM SEWER EA 5 $600.00 $3,000.00
20 CONNECT TO EXISTING CATCH BASIN OR MANHOLE EA 2 $1,000.00 $2,000.00
21 SALVAGE AND REINSTALL STORM MANHOLE EA 1 $2,000.00 $2,000.00
22 15" RCP STORM SEWER, CLASS 5 LF 275 $30.00 $8,250.00
23 24" RCP STORM SEWER, CLASS 4 LF 60 $50.00 $3,000.00
24 42" RCP STORM SEWER, CLASS 3 LF 240 $120.00 $28,800.00
25 54" RCP STORM SEWER, CLASS 3 LF 650 $150.00 $97,500.00
26 2' X 3' CB, INCL R-3067-V CSTG AND CONC ADJ RINGS EA 5 $1,400.00 $7,000.00
27 4' DIA STORM SEWER CBMH, INC R-3067-V, CSTG AND CONC ADJ RINGS EA 3 $2,000.00 $6,000.00
28 6' DIA STORM SEWER CBMH, INC R-3067-V, CSTG AND CONC ADJ RINGS EA 3 $3,500.00 $10,500.00
29 8' DIA STORM SEWER CBMH, INCL R-3067-V CSTG AND CONC ADJ RINGS EA 2 $6,000.00 $12,000.00
30 8' DIA STORM SEWER MH, INCL R-1642-B CSTG AND CONC ADJ RINGS EA 1 $6,000.00 $6,000.00
31 4" PERFORATED PVC DRAIN TILE, SCHEDULE SDR 26 LF 400 $15.00 $6,000.00
32 INLET PROTECTION PER DETAIL ERO-04 EA 18 $150.00 $2,700.00
33 INLET PROTECTION PER DETAIL ERO-12 EA 18 $200.00 $3,600.00
34 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 1,225 $2.00 $2,450.00
35 JET/ CLEAN STORM SEWER PIPE LF 1,225 $2.00 $2,450.00
TOTAL PART 3 - STORM SEWER $218,900.00
PART 4 - STREET RESTORATION:
36 CLEAR AND GRUB TREE 8 $600.00 $4,800.00
37 SALVAGE AND REINSTALL MAILBOX EA 2 $150.00 $300.00
38 SAWING BITUMINOUS PAVEMENT LF 450 $4.00 $1,800.00
39 REMOVE BITUMINOUS PAVEMENT SY 4,200 $2.00 $8,400.00
40 MILL BITUMINOUS PAVEMENT SY 210 $7.00 $1,470.00
41 SAWING CONCRETE PAVEMENT LF 300 $5.00 $1,500.00
42 REMOVE CURB AND GUTTER LF 1,710 $3.00 $5,130.00
43 REMOVE CONCRETE SIDEWALK SF 720 $1.00 $720.00
4th Street Trunk Storm Sewer
000141-08306-1
15-20
No. Item Units Qty EE Unit Price EE Total Price I
44 REMOVE CONCRETE PAVEMENT SY 520 $10.00 $5,200.00
45 SUBGRADE EXCAVATION (EV) C( 260 $8.00 $2,080.00
46 COMMON EXCAVATION (EV) C( 3,130 $7.00 $21,910.00
47 GEOTEXTILE FABRIC, TYPE V SY 4,500 $2.00 $9,000.00
48 SELECT GRANULAR BORROW - MODIFIED C( 1,550 $10.00 $15,500.00
49 AGGREGATE BASE, CLASS 5, 100% CRUSHED TN 2,100 $12.00 $25,200.00
50 TYPE LV 3 NON WEARING COURSE MIXTURE (C) TN 510 $65.00 $33,150.00
51 TYPE LV 3 WEARING COURSE MIXTURE (C) TN 520 $70.00 $36,400.00
52 BITUMINOUS MATERIAL FOR TACK COAT GAL 270 $3.50 $945.00
53 SAW AND SEAL LF 850 $2.50 $2,125.00
54 B618 CONCRETE CURB AND GUTTER LF 1,710 $12.00 $20,520.00
55 BITUMINOUS DRIVEWAY, TYPE LV 4 (BO SY 100 $30.00 $3,000.00
56 8" CONCRETE DRIVEWAY PAVEMENT SY 550 $50.00 $27,500.00
57 CONCRETE PEDESTRIAN RAMP SF 1,200 $6.00 $7,200.00
58 TRUNCATED DOME PANEL SF 96 $50.00 $4,800.00
59 4" CONCRETE SIDEWALK SF 850 $4.00 $3,400.00
60 PAVEMENT MESSAGE, PED XING - PAINT EA 7 $300.00 $2,100.00
61 PAVEMENT MESSAGE, PED XING - EPOXY EA 7 $400.00 $2,800.00
62 SALVAGE AND REINSTALL SIGN EA 8 $150.00 $1,200.00
63 SILT FENCE, MACHINE SliCED LF 400 $3.00 $1,200.00
64 TEMPORARY MULCH, TYPE 1 AC 0.9 $1,000.00 $900.00
65 TOPSOIL BORROW C( 700 $15.00 $10,500.00
66 MNDOT SEED MIX 260 LBS 90 $3.50 $315.00
67 SEEDING, BLOWN COMPOST AC 0.9 $8,000.00 $7,200.00
TOTAL PART 4 - STREET RESTORAnON $268,265.00
4TH STREET:
TOTAL PART 1 - COMMON ITEMS $95,400.00
TOTAL PART 2 - WATER MAIN $52,050.00
TOTAL PART 3 - STORM SEWER $218,900.00
TOTAL PART 4 - STREET RESTORATION $268,265.00
SUBTOTAL $634,615.00
10% CONSTRUCTION CONTINGENCIES $63,461.50
SUBTOTAL $698,076.50
27% ENGINEERING, LEGAL, ADMINISTRATION $188,480.66
TOTAL ESTIMATED 4TH STREET CONSTRUCTION $886,557.16
4th Street Trunk Storm Sewer
000141-08306-1
15-21
No. Item Units Qty EE Unit Price EE Total Price I
ENGINEER'S ESTIMATE - STH STREET TRUNK SANITARY SEWER
PART 1 - COMMON ITEMS:
1 MOBILIZATION LS 1 $60,000.00 $60,000.00
2 TRAFFIC CONTROL LS 1 $30,000.00 $30,000.00
3 WATER FOR DUST CONTROL 1000 GAL 15 $50.00 $750.00
4 CALCIUM CHLORIDE FOR DUST CONTROL GAL 1,580 $1.50 $2,370.00
5 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 4 $100.00 $400.00
6 SKIDSTEER (BOBCAT) WITH OPERATOR HR 4 $120.00 $480.00
7 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 2 $700.00 $1,400.00
TOTAL PART 1 - COMMON ITEMS $95,400.00
PART 2 - SANITARY SEWER:
8 DEWATERING LS 1 $15,000.00 $15,000.00
9 BYPASS PUMPING LS 1 $15,000.00 $15,000.00
10 REMOVE 12" SANITARY SEWER PIPE LF 500 $5.00 $2,500.00
11 REMOVE 15" SANITARY SEWER PIPE LF 500 $5.00 $2,500.00
12 REMOVE SANITARY SEWER MANHOLE EA 5 $500.00 $2,500.00
13 CONNECT TO EXISTING SANITARY SEWER PIPE EA 5 $1,000.00 $5,000.00
14 CONNECT TO EXISTING MANHOLE EA 1 $1,000.00 $1,000.00
15 12" PVC SANITARY SEWER, SDR 35,5'-10' DEEP LF 30 $50.00 $1,500.00
16 12" PVC SANITARY SEWER, SDR 35, 10'-15' DEEP LF 210 $55.00 $11,550.00
17 12" PVC SANITARY SEWER, SDR 35, 15'-20' DEEP LF 750 $60.00 $45,000.00
18 4' DIAMETER SANITARY MH, 8' DEEP, INCL R-1642-B CSTG AND CONC ADJ RINGS EA 5 $2,000.00 $10,000.00
19 4' DIAMETER SANITARY MANHOLE OVERDEPTH LF 40 $150.00 $6,000.00
20 8" INSIDE DROP INLET PIPE LF 10 $300.00 $3,000.00
21 8" OUTSIDE DROP INLET PIPE LF 50 $300.00 $15,000.00
22 CONNECT TO EXISTING SEWER SERVICE EA 3 $150.00 $450.00
23 12" X 4" PVC WYE, SDR 35 EA 3 $350.00 $1,050.00
24 4" PVC, SCH. 40 SERVICE PIPE LF 90 $25.00 $2,250.00
25 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 990 $2.00 $1,980.00
26 JET! CLEAN SANITARY SEWER LF 990 $2.00 $1,980.00
27 CLOSED CIRCUIT lV INSPECTION LF 990 $1.50 $1,485.00
TOTAL PART 2 - SANITARY SEWER $144,745.00
PART 3 - WATER MAIN:
28 REMOVE GATE VALVE AND BOX EA 1 $150.00 $150.00
29 REMOVE WATER MAIN LF 350 $4.00 $1,400.00
30 CONNECT TO EXISTING 6" WATER MAIN EA 2 $1,200.00 $2,400.00
31 CONNECT TO EXISTING 8" WATER MAIN EA 1 $1,200.00 $1,200.00
32 CONNECT TO EXISTING 12" WATER MAIN EA 2 $1,500.00 $3,000.00
33 6" DIP WATER MAIN, CL. 52, INCL. POLY WRAP LF 60 $30.00 $1,800.00
34 8" DIP WATER MAIN, CL. 52, INCL. POLY WRAP LF 950 $35.00 $33,250.00
35 12" DIP WATER MAIN, CLASS 52, INCL. POLY WRAP LF 60 $40.00 $2,400.00
36 DUCTILE IRON FITTINGS LB 500 $5.00 $2,500.00
37 6" GATE VALVE AND BOX EA 2 $1,000.00 $2,000.00
38 8" GATE VALVE AND BOX EA 4 $1,200.00 $4,800.00
39 INSTALL HYDRANT EA 2 $2,000.00 $4,000.00
40 INSULATION, 4" THICK SY 20 $30.00 $600.00
41 COPPER CLEANOUT EA 1 $500.00 $500.00
42 CONNECT TO EXISTING WATER SERVICE EA 3 $250.00 $750.00
43 1" TYPE "K" COPPER WATER SERVICE LF 90 $25.00 $2,250.00
44 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 1,070 $2.00 $2,140.00
TOTAL PART 3 - WATER MAIN $65,140.00
Sth Street Trunk Sanitary Sewer
000141-08306-2
15-22
No. Item Units Qty EE Unit Price EE Total Price I
PART 4 - STORM SEWER:
45 REMOVE MANHOLE OR CATCH BASIN EA 3 $350.00 $1,050.00
46 REMOVE STORM SEWER PIPE LF 220 $15.00 $3,300.00
47 CONNECT TO EXISTING STORM SEWER EA 1 $600.00 $600.00
48 CONNECT TO EXISTING CATCH BASIN OR MANHOLE EA 7 $1,000.00 $7,000.00
49 15" RCP STORM SEWER, CLASS 5 LF 140 $30.00 $4,200.00
50 21" RCP STORM 5EWER, CLASS 5 LF 80 $40.00 $3,200.00
51 4' DIA STORM SEWER MH, 8' DEEP, INCL R-1642-B CSTG AND CONC ADJ RINGS EA 1 $2,000.00 $2,000.00
52 INLET PROTECTION PER DETAIL ERO-04 EA 11 $150.00 $1,650.00
53 INLET PROTECTION PER DETAIL ERO-12 EA 11 $200.00 $2,200.00
54 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 220 $2.00 $440.00
55 JETI CLEAN STORM SEWER PIPE LF 220 $2.00 $440.00
TOTAL PART 4 - STORM SEWER $26,080.00
PART 5 - STREET RESTORATION:
56 SAWING BITUMINOUS PAVEMENT LF 280 $4.00 $1,120.00
57 REMOVE BITUMINOUS PAVEMENT SY 4,500 $2.00 $9,000.00
58 MILL BITUMINOUS PAVEMENT SY 160 $7.00 $1,120.00
59 SAWING CONCRETE PAVEMENT LF 330 $5.00 $1,650.00
60 REMOVE CURB AND GUTTER LF 2,170 $3.00 $6,510.00
61 REMOVE CONCRETE SIDEWALK SF 130 $1.00 $130.00
62 REMOVE CONCRETE PAVEMENT SY 370 $10.00 $3,700.00
63 SUBGRADE EXCAVATION (EV) Cf 270 $8.00 $2,160.00
64 COMMON EXCAVATION (EV) Cf 3,200 $7.00 $22,400.00
65 GEOTEXTILE FABRIC, TYPE V SY 4,850 $2.00 $9,700.00
66 SELECT GRANULAR BORROW - MODIFIED Cf 1,600 $10.00 $16,000.00
67 AGGREGATE BASE, CLASS 5, 100% CRUSHED TN 2,200 $12.00 $26,400.00
68 TYPE LV 3 NON WEARING COURSE MIXTURE (C) TN 530 $65.00 $34,450.00
69 TYPE LV 3 WEARING COURSE MIXTURE (C) TN 530 $70.00 $37,100.00
70 BITUMINOUS MATERIAL FOR TACK COAT GAL 275 $3.50 $962.50
71 SAW AND SEAL LF 850 $2.50 $2,125.00
72 B618 CONCRETE CURB AND GUTTER LF 2,300 $12.00 $27,600.00
73 BITUMINOUS DRIVEWAY, TYPE LV 4 (BO SY 60 $30.00 $1,800.00
74 8" CONCRETE DRIVEWAY PAVEMENT SY 370 $50.00 $18,500.00
75 CONCRETE PEDESTRIAN RAMP SF 1,680 $6.00 $10,080.00
76 TRUNCATED DOME PANEL SF 136 $50.00 $6,800.00
77 4" CONCRETE SIDEWALK SF 1,230 $4.00 $4,920.00
78 PAVEMENT MESSAGE, PED XING - PAINT EA 8 $300.00 $2,400.00
79 PAVEMENT MESSAGE, PED XING - EPOXY EA 8 $400.00 $3,200.00
80 SALVAGE AND REINSTALL SIGN EA 12 $150.00 $1,800.00
81 SILT FENCE, MACHINE SUCED LF 400 $3.00 $1,200.00
82 TEMPORARY MULCH, TYPE 1 AC 0.7 $1,000.00 $700.00
83 TOPSOIL BORROW Cf 550 $15.00 $8,250.00
84 MNDOT SEED MIX 260 LBS 70 $3.50 $245.00
85 SEEDING, BLOWN COMPOST AC 0.7 $8,000.00 $5,600.00
TOTAL PART 5 - STREET RESTORATION $267,622.50
5TH STREET:
TOTAL PART 1 - COMMON ITEMS $95,400.00
TOTAL PART 2 - SANITARY SEWER $144,745.00
TOTAL PART 3 - WATER MAIN $65,140.00
TOTAL PART 4 - STORM SEWER $26,080.00
TOTAL PART 5 - STREET RESTORATION $267,622.50
SUBTOTAL $598,987.50
5th Street Trunk Sanitary Sewer
000141-08306-2
15-23
No. Item
10% CONSTRUCTION CONTINGENCIES
SUBTOTAL
27% ENGINEERING, LEGAL, ADMINISTRATION
TOTAL ESTIMATED STH STREET CONSTRUCTION
Sth Street Trunk Sanitary Sewer
000141-08306-2
15-24
Units Qty EE Unit Price EE Total Price I
$59,898.75
$658,886.25
$177,899.29
$836,785.54
No. Item Units Ow EE Unit Price EE Total Price
ENGINEER'S ESTIMATE - DENMARK AVENUE TRUNK SANITARY SEWER
PART 1 - COMMON ITEMS:
1 MOBIUZATION LS 1 $80,000.00 $80,000.00
2 TRAFFIC CONTROL LS 1 $40,000.00 $40,000.00
3 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 8 $100.00 $800.00
4 SKIDSTEER (BOBCAT) WITH OPERATOR HR 8 $120.00 $960.00
5 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 2 $700.00 $1,400.00
TOTAL PART 1 - COMMON ITEMS $123,160.00
PART 2 - SANITARY SEWER:
6 DEWATERING LS 1 $30,000.00 $30,000.00
7 CONNECT TO EXISTING MANHOLE EA 1 $1,000.00 $1,000.00
8 8" PVC SANITARY SEWER, SDR 26, 15'-20' DEEP LF 275 $45.00 $12,375.00
9 21" PVC SANITARY SEWER, PS 115, 15'-20' DEEP LF 900 $100.00 $90,000.00
10 21" PVC SANITARY SEWER, PS 115, 20'-25' DEEP LF 1,820 $115.00 $209,300.00
11 21" PVC SANITARY SEWER, PS 115, 25'-30' DEEP LF 250 $130.00 $32,500.00
12 21" PVC SANITARY SEWER, PS 115, IN CASING LF 150 $300.00 $45,000.00
13 34" STEEL CASING PIPE LF 150 $500.00 $75,000.00
14 4' DIAMETER SANITARY MH, 8' DEEP, INCL R-1642-B CSTG AND CONC ADJ RINGS EA 13 $2,000.00 $26,000.00
15 4' DIAMETER SANITARY MANHOLE OVERDEPTH LF 150 $150.00 $22,500.00
16 8" PVC PLUG EA 4 $60.00 $240.00
17 4" PVC, SCH. 40 SERVICE PIPE LF 200 $25.00 $5,000.00
18 REMOVE SEPTIC SYSTEM LS 1 $3,000.00 $3,000.00
19 MUCK EXCAVATION Co( 2,500 $3.00 $7,500.00
20 GRANULAR BACKFILL (01) Co( 2,500 $9.00 $22,500.00
21 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 2,980 $2.00 $5,960.00
22 JET/ CLEAN SANITARY SEWER LF 3,130 $2.00 $6,260.00
23 CLOSED CIRCUIT TV INSPECTION LF 3,130 $1.50 $4,695.00
TOTAL PART 2- SANITARY SEWER $598,830.00
PART 3 - STREET RESTORATION:
24 CLEAR AND GRUB TREE 50 $600.00 $30,000.00
25 SALVAGE AND REINSTALL SIGN EA 5 $150.00 $750.00
26 SALVAGE AND REINSTALL BARB WIRE FENCE LF 2,200 $8.00 $17,600.00
27 SALVAGE AND REINSTALL WOODEN FENCE LF 200 $25.00 $5,000.00
28 SALVAGE AND REINSTALL CMP CULVERT LF 170 $55.00 $9,350.00
29 AGGREGATE DRNEWAY, CLASS 2,100% CRUSHED - UMESTONE TN 300 20.00 $6,000.00
30 SILT FENCE, MACHINE SUCED LF 3,200 $3.00 $9,600.00
31 TEMPORARY MULCH, TYPE 1 AC 5 $1,000.00 $5,000.00
32 TOPSOIL BORROW Co( 4,075 $15.00 $61,125.00
33 SEEDING, INCL. SEED MIX 260 AND EROSION CONTROL BLANKET CATEGORY 1 AC 5 $4,000.00 $20,000.00
TOTAL PART 3 - STREET RESTORATION $164,425.00
DENMARK AVENUE:
TOTAL PART 1 - COMMON ITEMS $123,160.00
TOTAL PART 2 - SANITARY SEWER $598,830.00
TOTAL PART 3 - STREET RESTORATION $164,425.00
SUBTOTAL $886,415.00
10% CONSTRUCTION CONTINGENOES $88,641.50
SUBTOTAL $975,056.50
27% ENGINEERING, LEGAL, ADMINISTRATION $263,265.26
TOTAL ESTIMATED DENMARK AVENUE CONSTRUCTION $1,238,321.76
Denmark Avenue Trunk Sewer
000141-08306-3
15-25
lOb
City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800 . Fax 651.280.6899
www.ci.farmington.mn.us
TO:
Mayor, counci~embers and City Administrator;0
Robm Roland, Fmance DIrector l~
FROM:
SUBJECT:
Liquor Operations Analysis - Liquor Operations
DATE:
February 17,2009
INRODUCTION
The City's two liquor stores make significant contributions to the community: liquor control and
fmancial contributions.
DISCUSSION
Randy Petrofske (Liquor Operations Manager) will be at the Council meeting to present a variety
of information about the City's Liquor operations. Information on sales, gross profit margin,
average customer sale and product mix will be included.
Attached with this memo is a historical analysis of liquor operations for both stores from 2005 -
2008.
BUDGET IMPACT
Since 2005, Liquor Operations have contributed (through transfers) a total of $190,250 to the
General Fund, $105,400 to each the Park Improvement fund and the Arena fund, and $50,000 to
the Swimming Pool. In all, these transfers total $451,050 over the four year period.
ACTION REOUESTED
None. For City Council's information only.
Respectfully submitted,
e&
Finance Director
16-1
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City of Farmington
325 Oak Street
Farmington, Minnesota
651.463.7111 . Fax 651.463.2591
www.ci.farmington.mn.us
TO:
Peter Herlofsky, City Administrator (j
Randy Petrofske, Liquor Operations Manage~
FROM:
SUBJECT:
Liquor Operations Analysis
DATE:
January 30, 2009
This memo will respond to your requests from January 20, 2009 for information on Total Sales,
Sales by store and Sales per square foot in addition to Liquor operation accomplishments and
goals. .
To review, the following chart shows sales growth from 2004 to 2008 by store and in total:
Downtown % Pilot Knob % Total %
2004 $ 1,297,831 $ 1,691,098 $ 2,988,929
2005 $ 1,361,080 4.9% $ 2,080,228 23.0% $ 3,441,308 15.1%
2006 $ 1,697,040 24.7% $ 2,292,238 10.2% $ 3,989,278 15.9%
2007 $ 1,734,783 2.2% $ 2,528,615 10.3% $ 4,263,398 6.9%
2008 $ 1,925,050 11.0% $ 2,509,416 -0.8% $ 4,434,466 4.0%
From this analysis we conclude that the strong economy influenced sales in 2005 and 2006.
2007 saw a smaller increase in sales due to the Elm Street project which adversely impacted the
Downtown Store and the downturn in the economy. Sales downtown for 2008 are up
significantly due to the lack of construction. Pilot Knob sales are in effect flat from 2007
resulting in a total sales increase for both stores of 4%.
As a comparison, Lakeville's sales from 2005 to 2006 increased by 5.4% while our sales
increased 15.9% due to significant growth at our Downtown location which resulted from the
increased sales floor square footage. In 2008 Lakeville's overall increase in sales for three stores
was 10.9%.
Sales per square foot for 2004-2008 looked like this:
Downtown % Pilot Knob %
2004 $ 207.65 $ 247.96
2005 $ 217.77 4.9%. $ 305.02 23.0%
2006 $ 271.53 24.7% $ 336.11 10.2%
2007 $ 277.57 2.2% $ 370.76 10.3%
2008 $ 308.01 11.0% $ 367.95 -0.8%
16-3
Sales per square foot flattened from 2006 to 2007 along with the economy. Both stores are
approximately the same size (Downtown - 6,280, Pilot Knob - 6,820) since 2005. In 2008, sales
at Pilot Knob were effectively flat over 2007 reflecting little if any impact from the opening of
the Apple Valley store 1 57th and Pilot Knob Road in November. Pilot Knob's sales in December
were down due to the Apple Valley grand opening sale in December. Lakeville's most
comparably sized store on Cedar Avenue during 2005 to 2006 showed sales per square foot of
$639 in 2005 and $674 in 2006. In 2007, this location was moved to Galaxie and County Road
46. The Galaxie location in December 2008 showed a decrease in sales of 8.94% which would
indicate that Lakeville saw a larger impact from the Apple Valley opening than we did.
Inventory turnover:
both stores
combined
2005 6.27
2006 6.41
2007 7.46
2008 8.74
Because we move inventory between store locations, inventory turnover by store would not be a
meaningful comparison.
We conclude that inventory turnover has increased from 2005 to 2007. This means we are
replenishing inventory more often as the years go by. This results in fresher product and the
ability to quickly determine non profitable items and move them out. Inventory turnover for
2008 increased to almost 9 times in 12 months. For 2009 our goal is to turn inventory 10 times
in 12 months. Lakeville in 2008 showed an inventory turn ratio for all stores of 11 times in 12
. months.
Average Sales per customer (ticket):
total avg sale total avg sale avg sale
customers per customers per total per
Downtown customer Pilot Knob customer customers customer
2006 90,828 $ 18.68 117,432 $ 19.52 208,260 $ 19.16
2007 90,113 $ 19.25 125,254 $ 20.19 215,367 $ 19.80
2008 97,132 $ 19.82 121,248 $ 20.70 218,380 $ 20.31
To put this in perspective, Lakeville in 2006 had an overall sales per customer (ticket) of $22.74
compared to ours of$19.16. As Lakeville's customer count for all three of their stores that year
totaled 531,894. Lakeville's 2008 overall sales per ticket was $24 with almost triple the number
of customers between three stores (595,425 versus 218,380)
Due to the economy, we saw flattened sales in 2008 and an increase in per ticket sales amount.
Total customer count was up in 2008 over 2007 by 3,000 customers or 2%. In August we had
16-4
anticipated the number of customers would decline by 6%. It appears that our emphasis on
getting customers into our stores in the second half of 2008 was successful. We will continue
this effort in 2009.
Labor costs per dollar of gross profit (earned) (Total both stores):
Gross Labor Profit per
Profit Costs $1 labor
2005 $ 911,447 $ 332,808 $ 2.74
2006 $ 846,179 $ 382,284 $ 2.21
2007 $ 1,041,025 $ 397,812 $ 2.62
2008 $ 1,072,120 $ 447,912 $ 2.40
. Labor costs include full and part time salaries and all benefits.
In 2008, we had more full time employees (and subsequent benefits) than any of the previous
three years. This resulted in a decline in profit per $1 oflabor. In early 2009 we have taken
appropriate steps to reverse this trend and anticipate a return to 2007 levels within the first six
months of2009.
The wages we pay to both full time and part-time help are significantly higher than our
surrounding municipalities putting us at a significant disadvantage in this area.
2009 Goals
Implement the following marketing/sale programs:
a. summer wine and premium spirits sale
b. complete three wine club tasting events
c. fall wine and premium spirits sale
Continue to reach out to the public through advertising and through partnerships with the
Downtown businesses and chamber of commerce participation.
Conduct employee meetings covering a wide range of topics and training. Providing customer
service training and emphasizing staff ownership and pride in performance.
Coach and mentor all levels of staffing including store manager, lead sales associates and sales
associates by challenging their abilities and providing them with effective training tools.
Attend Minnesota Municipal Beverage Association (MMBA) functions including boot camp,
annual conference, and regional meetings. MMBA is an excellent source of ideas from other
liquor operations for increasing our market share.
Continue our City of Farmington website advertising and promotional opportunities.
16-5
Farmington Liquor
Downtown Store
Total Sales by Year
Location: 109 Elm Street (since November 2005)
Leased from: City Center Development LLC (Tom Wartman)
Square Footage: 6,250
Gross Sales % Increase
2004 $1,297,831.23
2005 $1,361,079.80 4.9%
2006 $1,697,039.74 24.7%
2007 $1,734,783.25 2.2%
2008 $1,925,049.55 11.0%
2007
Sales % Increase
Beer $1,068,067.33 11.6%
liquor $ 582,872.24 10.8%
Wine $ 211,763.86 8.9%
Other $ 62,346.12 9.0%
Total $1,925,049.55 11.0%
2008
Sales % Increase
Beer $ 956,981.74
Liquor $ 526,159.41
Wine $ 194,426.06
Other $ 57,216.04
Total $1,734,783.25
Customers
90,113
Customers
97,132
7.8%
2007 Sales by Product Type
Other
3.3%
2008 Sales by Product Type
Other
3.2%
Liquor
30.3%
Beer
55.2%
Liquor
30.3%
2007 -2008 Downtown Sales
$2,500,000
$-
$2,000,000
$1,500,000
$1,000,000
$500,000
-2008 Downtown Location
2007 Downtown Location
Farmington Liquor
Pilot Knob Store
-..:...- ji/f
Total Sales by Year
tfi/JRMI^.
.
dl'-~~
!;
Gross Sales % Increase
2004 $1,691,097.98
2005 $2,080,228.06 23.0%
2006 $2,292,237.95 10.2%
2007 $2,528,614.51 10.3%
2008 $2,509,416.29 -0.8%
Location: 18350 Pilot [(Ilob Road
(sillce November 2004)
Leased from: Sclzweilless LLC
Square Footage: 6,830
- .~
2007
2008
Sales % Increase
Beer $1,334,562.38
Liquor $ 715,954.21
Wine $ 386,919.05
Other $ 91,178.87
Total $2,528,614.51
Sales % Increase
Beer $1,317,152.34 -1.3%
Liquor $ 730.166.49 2.0%
Wine $ 373,471.42 -3.5%
Other $ 88,626.04 -2.8%
Total $2,509,416.29 -0.8%
Customers
125,254
Customers
121,248
-3.2%
2007 Sales by Product Type
Other
3.6%
2008 Sales by Product Type
Other
3.5%
Liquor
28.3%
$3,000,000.00
$2,500,000.00
$2,000,000.00
$1,500,000.00
$1,000,000.00
$500,000.00 -
Beer
52.8%
Beer
52.5%
Liquor
29.1%
2007 -2008 Pilot Knob Sales
$- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
-2008 Pilot Knob Location $149,109 $314,448 $498,626 $680,856 $920,934 $1,144,1 $1,386,3 $1,645,5 $1,852,8 $2,073,2 $2,271,0 $2,509,4
-2007 Pilol Knob Localion $153,494 $313.067 $511,670 $705,194 $931,574 $1.189,1 $1,427,5 $1.672,5 $1,884,9 $2,082,6 $2,278,8 $2,528,6
16-7
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/O~
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 (f
FROM:
SUBJECT:
Draft 2008 Financial Report - Finance
DATE:
February 17,2009
INRODUCTION
The December 31, 2008 preliminary financials are available for review. These numbers are pre-
audit and may change due to audit adjustments.
DISCUSSION
General Fund:
The City Council did a mid-year adjustment of revenues and expenditures. Budgeted revenues
were $8,887,809 and the City received $8,818,669 or 99.2%. However, this is without the
second half market value credit aid of $173,812 which the City levied for and which was
withheld by the state.
Budgeted expenditures were $8,879,736 and actual expenditures were $8,971,416 or 101.0% of
budget. The largest. impact item was the extreme expense for snow removal in December alone
- more than $100,000 for personnel and salt.
Snecial Revenue Funds:
Rambling River Center had revenues before transfers of $36,493 and expenditures of $159,378.
After a transfer of $100,000 from the General Fund, the Center had a loss of$22,885.
The Swimming Pool had revenues before transfers of $63,497 and expenditures of $149,148.
After a transfer of $50,000 from Liquor Operation, the Pool had a loss of $35,651.
The Arena had revenues of $270,686 and expenditures of $351,371. There were no transfers of
revenue to this fund. The Arena shows a loss of $80,685 for 2008.
Enternrise Funds:
Liquor Operations are discussed in a preceding agenda item.
17-1
The Sewer fund had revenues of$1,721,414 and expenses of $1,268,436 resulting in an increase
in net assets of $452,978 before depreciation costs. Expenses listed here include transfers out to
the General Fund of$61,000 and to debt service of $33,072.
The Solid Waste fund had revenues of $1,921,947 and expenses of $1,973,893 resulting in a
decrease to net assets of $51,946 before depreciation costs. Expenses here include $207,000 for
the purchase of a new truck, transfers out to the General Fund of $61,000 and to debt service of
$49,607.
The Storm Water Utility fund had revenues of$440,819 and expenses of $550,091 resulting in a
decrease to net assets of $109,272 before depreciation costs. Expenses include transfers out to
the General Fund of$61,000 and to debt service of$16,536.
The Water fund had revenues of $1,788,308 and expenses of $1,835,703 resulting in a decrease
to net assets of $47,395 before depreciation costs. Expenses include $893,050 for the water
meter replacement program, $61,000 transfers out to the General fund and debt service transfer
of $33,072.
Again, these financial results are not fmalized and may change before the final 2008
Comprehensive Annual Financial Report is issued.
ACTION REOUESTED
None. This item is for City Council's information only.
Respectfully submitted,
gg
Finance Director
17-2
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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:
Robin Roland, Finance Director
SUBJECT:
2009 Financial Options - Finance
DATE:
February 17,2009
INRODUCTION
Concern has been expressed regarding the 2009 budget and potential strategies for dealing with
potential revenue shortfall due to the State's budget deficit issues. Under Governor Pawlenty's
current proposal, the City would lose all its 2009 Market Value Homestead Credit Aid (MVHC).
Although no final legislation is expected until May, staff has been discussing options for a
"worst case" scenario.
DISCUSSION
The City council has several options for revenue enhancement: gas franchise fees, electric
franchise fees or a streetlight utility. Other communities have used these revenue sources to fund
ongoing operations supported by property taxes in the General Fund.
For example, a streetlight utility would generate enough revenue to cover the cost of streetlights
within the City. These expenses are currently separated into a separate division in the General
Fund budget and are not supported by a separate revenue source. Therefore, property taxes pay
for the streetlights. If the streetlights were removed from the general fund to a utility fund
(similar to storm water) and a quarterly charge were included to all utility customers, property
taxes could be reduced. In effect, this also spreads the cost of a public service to those who
benefit from the streetlights but who do not pay taxes (tax-exempt entities).
Gas and electric Franchise fees are another method of revenue enhancement which the City
could pursue. Franchises allowed to gas and electric companies within the city limits are
dictated by City Code and agreements with the companies. Part of these agreements may include
a fee for the entity doing business within the City owned right of way. Said fee is either set at a
percentage of gross revenue or as a t1at fee per meter (customer). Utility companies usually
request the ability to show a "pass through" of these charges on each customer bill - similar to
how we currently handle cable franchise fees.
In order to achieve receipt of these revenues in 2009, staff would need to begin to institute these
changes as soon as possible.
18-1
BUDGET IMP ACT
Revenues equal to the anticipated MVHC shortfall could be recovered from the suggested
methods for 2009 and for years beyond. Actual dollar amounts would be dependent on the
negotiated agreements.
ACTION REQUESTED
City Council discussion of the revenue enhancement options and authorization to staff to proceed
with implementation of said options.
?/:;?;;'
Robin Roland
Finance Director
18-2
JA-GUE OF
MINNESOTA
CITIES
CONNECfING & INNOVATING
SINCE 1913
Market Value Homestead Credit 101
This guide is intended to describe the basics of the Market Value Homestead Credit (MVHC) program. The
program was designed to provide state-paid property tax relief to owners of certain qualifYing homestead
property. The MVHC program is closely tied to the property tax system, a detailed description of which
can be found in the "Property Taxation ] 0] " guide.
Background
In the 200 I legislative session, state
lawmakers eliminated the Homestead and
Agricultural Credit Aid (HAC A) program,
which had provided $200 million in state aid
to cities for property tax relief. Of these
funds, $140 million were folded into the
Local Government Aid (LGA) program. The
2001 property tax reform bill eliminated the
general education property tax levy, bringing
tax relief to all property owners, including
homeowners, and replaced it with a new state
property tax on businesses. The Legislature
also created the Market Value Homestead
Credit (MVHC) program, giving most
homeowners additional tax relief.
How it works for homeowners:
"The credit"
The MVHC program reduces the property tax
owed on a homestead property by 0.4% of
the homestead's market value, up to a
maximum per property of $304.
Credit = market value x 0.4%
The maximum credit of $304 occurs at a
market value of$76,000. For homesteads
145 UNIVERSITY AVE. WEST
ST. PAUL, MN 55103-2044
with market values over $76,000, the credit is
reduced by 0.09% of the excess market value.
Credit = $304 - ((market value-$76000) x 0.09%)
Homesteads with market value of $413,778
and higher do not receive any credit. The
table below shows some sample market
values and corresponding credit amounts.
Homestead
Market Value
$50,000
$76,000
$100,000
$200,000
$350,000
$413,778
Market Value
Homestead Credit
$200
$304
$282
$192
$57
$0
On each homeowner's property tax bill, the
market value homestead credit is allocated to
the local taxing districts (city, county, school,
special districts) according to the share ofthe
total tax rate that each taxing district
represents. For example, if the city tax rate is
30% and the total tax rate is 120%, a fourth
of the market value credit is allocated to the
city portion of the homestead's property tax
bill.
PHONE; (651) 281-1200 fAX; (651) 281-1299
TOU fll.E.E: (BOO) ~ 1m 'WD: www.u.tC.OlW
18-3
How it works for cities:
"The reimbursement"
The MVHC reimbursement is not an aid; it
does not represent dollars in addition to what
the city has levied. The reimbursement
makes up part ofa city's levy. Cities do not
budget for it. The credit to homeowners
reduces a city's property tax receipts by the
amount of the credit allocated to the city.
This means the city will receive less than its
certified tax levy from taxpayers. The state
makes up the difference by reimbursing the
city for the city portion of the credit received
by property owners. The combination of
after-credit tax receipts and the MVHC
reimbursement should equal the city's
certified levy. For most cities, between five
and fifteen percent of the city's levy is paid
by the state through the MVHC
reimbursement.
An example helps to illustrate how the
program works. Assume a city certifies a
levy of $1 00. After taxpayers pay their tax
bills, $90 is generated for the city. The
difference between what is generated from
taxpayers ($90) and what the city certified
($100) is made up by the MVHC
reimbursement ($10). The city must still
certify $100 for its levy in order to realize the
full $100 from the combination of taxpayer
payments and the reimbursement.
The 2003 legislature balanced a major state
deficit by cutting state aids and credits to
cities. Under the cuts, some cities that receive
little or no Local Government Aid
experienced a reduction in the MVHC
reimbursement. The 2005 legislature
extended the MVHC reimbursement cuts for
103 cities for 2005 and 2006. The funding
for the city portion ofthe MVHC
reimbursement was reduced from
approximately $82 million to $65 million for
Revised August 2008
18-4
these years. While property owners continued
to receive the benefit of the fu 11 credit, cities
were not reimbursed for the full amount of
those credits. These cities therefore did not
collect their total certified levy amount. In
other words, for these cities, the gap between
the certified levy and what the taxpayers pay
was not filled completely (or at all). The
MVHC reimbursements were restored for
taxes payable in 2007.
Cities receive their market value credit
reimbursement in two installments from the
state, in October and in December.
Information on the amount of each city's
credit is usually available in late summer
each year.
MVHC and Tax Increment Financing (TIF)
districts
TIF districts are eligible for the market value
credit when a property receiving the credit is
located within the TIF district. The portion
of the credit allocated to the TIF district is
based on the percentage of the parcel's value
that is captured in the TIF district. The
market value credits for a TIF district are sent
to the city in each December. Cities with TIF
districts can determine the amount of the
market value credit the districts will receive
by consulting the Department of Revenue.
Agricultural Market Value Credit
The 2001 legislature also created the
Agricultural Market Value Credit program,
which reduces the property tax of agricultural
homestead property up to $345, based upon a
percentage of market value. This credit
program, like the MVHC, results in a portion
of the city's certified levy paid by the state
instead of local taxpayers. Most cities receive
very little, ifany, of this credit
reimbursement.
IDe
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. /7}
City Administrator \!!j
SUBJECT:
YMCA
DATE:
February 17,2009
INTRODUCTION / DISCUSSION
Attached for Council's review are two items:
1. A Memorandum of Understanding regarding Programs
2. A Memorandum of Understanding for Pool Operation
These documents were presented to City staff on Thursday, February 5, 2009, for discussion
purposes. They provide an outline in both cases of activities that the YMCA would like to
include in the Farmington area. Initial discussions have taken place and before we go any
further, we would appreciate the concept approval by the Council to proceed.
ACTION REQUESTED
Approve concept and authorize staff to negotiate summer activities.
R~ec
cc: Randy Distad
Cmuller/Herlofsky/Coullcil Memos/YMCA
19-1
Discussion Outline
YMCA of Greater Saint Paul
District 192 Community Education
And
City of Farmington
The following is intended to outline various discussion points between the YMCA of Greater Saint Paul
(the "Association"), District 192 Community Education and the City of Farmington. Nothing is intended
or is binding until a mutually acceptable definitive document is negotiated and executed by all required
parties.
1. Operation of YMCA Summer Programs. The City of Farmington, District 192 Community
Education and the Association will work collaboratively to further the mission of each party and
work together on an ongoing basis to jointly provide quality recreational programs that engage and
support youth, teens and families in the Farmington community.
. i
/ \\ ~
/ 'y,1f 'Y,v! \)' /
~ ~ ~ I
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A. The YMCA will provide the following supplemental programs with the intent to, it:} aU
enhance existing City and 9, ~ul),ity Education recreajion programming. I 0 1.V'
1. Summer Uproar ("r-i('Jt{I 1>-1 2::.-.~d!..e2) . '(' !dq - ~. J.-f G~\/
2. Summer Extreme ~vJl\ d.co 1-,-- i fVv,~\"') .~. (.ueC'.Z. . //,{'
3. Summer Sports. U - (, iryfl~~ \ "j' { C C (jr-I 44. f<?6cJA, fc'} J,,-r;-{':./TJ,~Vf (? "( f<.> /
4. Day Camp SacaJawea Bus Stop ~ L~ c6\ ~ .+lo ~
C l{ - ( l\ w-.\ )
B. YMCA Summer Pregrams'Will run from May 29th thru August 21 S\ 2009.
2. Accommodations for YMCA Summer Programs. The Association is requesting the City and
Community Education to make the following accommodations to support the Association's operation of
Summer Programs.
A. Term. The YMCA requests the opportunity to operate programs for an initial one (1)
year term. Parties shall meet to review collaboration goals to detennine whether, in
the event of renewal, any revisions are necessary to the term agreements.
B. Scope. Parties agree that the purpose of the collaboration is as follows:
1. To provide successful and consistent YMCA programs as part of a community
outreach effort, to youth, teens, families and the citizens ofthe City of
Farmington.
2. To provide YMCA progranuning that will supplement City of Farmington
Parks and Recreation and District 192 Community Education Programming.
3. To encourage youth, teens and families involved with the YMCA, City of
Farmington and District 192 programs to recognize and understand the value of
each organization with the goal of an increased variety of safe, high quality
programs for the residents of the City of Farmington.
4. The YMCA reserves the right to cancel any program or activity if the program
minimums, based on program costs, are not met.
C. Registration. Registration for all programs will be on-line and available at the
YMCA website as well as available in paper form. We ask that ~he City of
Farmington and District 192 Community Education provide a local drop box for
residents.
1
19-3
D. Communications. The Association, the City of Farmington, and District 192
Community Education will cooperate with one another in their communications to
employees, members and the community.
E. Marketing. The City of Farmington and District 192 Community Education will
publish and include the YMCA information relative to Summer Programs in all
appropriate brochures and websites. The parties will work collaboratively to promote
each program to provide the community with a comprehensive look at summer
opportunities for youth, teens and families.
F. Facilities. The City of Farmington and District 192 Community Education will
ensure the Association has adequate space to implement suIllil1er programs.
Adequate space will be defined as, at the minimum; one half gymnasium, indoor
program space (cafeteria or classrooms), and outdoor field space conducive to
recreational play and sport activities.
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2
19-4
,Discussion OUJIdine
YMCA of Greater Saint PaUJII
Anul
City of Farmington
The following is intended to oUJIdine varioUJIs discUlssion points between the YMCA of Greater Saint PaUJII
(the "Association"), and the City of Farmington. Nothing is intended! or is binding UJIutil a mutUlaUy
acceptable dlefinitive dowment is negotiated ami executed by all required parties.
1. Operation of Outdoor Pool. The City of Farmington and Association will execute a mutually
acceptable agreement for the outdoor pool. The paIties will work together to accommodate the City
Council's meeting schedule and the need to have an agreement to operate by March 1, 2009.
a. The YMCA will provide swimming lessons according to its CUlTent operating regime of Swim
Academy and will charge $98/participant for all 8 week swim session, $51.50 for St. Paul
YMCA Family members, and $29 for Twin City YMCA Family members. Red Cross lessons
will not be offered.
b. Resident rates will be subsidized by the City and will be offered at $40 for the 8 week lesson.
c. YMCA members will have use of the pool at no charge as a privilege of YMCA membership.
d. Day passes and season passes would be offered at 2008 rates as published
e. The hours of open swim operation for will be 1 :00 pm ~ 8:00 pm with the exception of the frrst
and last two weeks of the season which will operate 1:00 pm -7:00 pm.
f. The pool will open June 6th and close August 23rd.
g. The City and Park and Rec Department will be helpful in providing information about the
YMCA pool operations, lesson costs, and pass costs through their trained staff.
h. Registration for activities at the outdoor pool will be on-line and available at the YMCA
website as well as available in paper form. The Association asks that the City provide a local
drop box for residents.
2. Operational and Financial Accommodations. The Association is requesting the City to make the
following accommodations to support the Association's operation ofthe Outdoor pool:
a. Employees. The City will aid the Association in providing previous employee contact
information for the outdoor pool to facilitate hiring for the summer of 2009 including CUlTent
employees who work at the indoor pool. The Association will hire the personnel as it deems
appropriate for successful operations.
b. Communications. The Association and the City will cooperate with one another in their
communications to employees, members and the community.
c. 2 year term. The YMCA requests the opportunity to operate the outdoor pool for an initial two
year term with the right of frrst refusal to continue to operate in subsequent millua1 renewals.
d. Brochure. The City will publish and include the YMCA information relative to operating the
outdoor pool in all appropriate summer brochures and website. .
e. Input from the City. The Association will allow the City to provide input on key strategic
decisions leading up to operating the outdoor pool.
f. Due Diligence. It is understood that the Association will need to ensure it understands all
aspects of operating the outdoor pool and asks the City to provide appropriate and reasonable
accommodations to allow the Association to receive necessary information.
g. Facilities, pool supplies, and equipment. The City would ensure the outdoor pool has all
necessary maintenance, pool supplies, equipment, and fumishings necessalY to operate the
outdoor pool available and in place at least 1 week prior to opening the outdoor pool. The City
also agrees to provide the services of a Celtified Pool Operator to be compliant with regulations
to operate pools.
h. Outdoor pool temperature. The YMCA requests the pool be heated to a temperature of 82
degrees Falu"enheit.
1
19-5
i. Farmington bus route. The YMCA requests that the City continue to provide a stop at the
outdoor pool as part of its ongoing sunU11er bus schedule.
j. Concession equipment & licensing. The City will ensure the concession stand is fully
operational and will ensure that the appropriate permits/licenses are provided for summer use at
its own cost.
Jk. Compliance with Fedleralt/State/Local Raws. The City will ensure that the outdoor pool is
equipped with the proper drains and other necessary requirements to comply with all federal,
state, and local laws and statutes including, but not limited to, the Virginia Graeme Baker Pool
and Safety Act and the Abigail Taylor Pool Safety Act.
t Insurance walk through. The YMCA will provide appropriate insurance for operating the
pool and will have its insurance carrier evaluate the outdoor pool for safety. If the insurance
carrier requests any improvements and modifications that are not complied with by the City, the
YMCA will have the light to not operate the outdoor pool. We will schedule this walk through
as soon as possible if the City wishes to move forward.
ID. Access to Program Materials and Past participants. The Association will need all relevant
program matelials, policies and procedures as well as past participant contact information so
that it may work to provide quality service.
n. Signage. The City will allow the YMCA to display appropriate signage at the outdoor pool.
o. Use of Evergreen Knoll Park. In order to provide high quality programming and community
engagement, the YMCA requests 12 special use opp0l1unities to use the park at no additional
cost. These events will be pre-alTanged and provide for opportunities to engage participants and
community members in fun and active activities. A schedule will be provided in advance to the
City.
p. Middle School Jam. The YMCA will operate and staffthe Middle School Jam events at the
outdoor pool. The YMCA requests assistance from the appropriate constituents in helping
understand and promote the event.
q. Utility Payments. The YMCA will assume responsibility for the cost of phones, natural gas,
and electricity.
r. Pool Chemical. The YMCA will assume responsibility for the cost of pool chemicals.
s. Financial Accommodations. In exchange for taking over operations responsibility for the
City, the Association will require financial accommodations from the City. The Association
will ask the City provide the following.
i. Maintenance, property upkeep, pool maintenance, and federal/state code and law
requirements. The City will continue to provide the maintenance for the pool,
required testing and adjustments of pool chemicals and ensure its viable for
programming, provide property upkeep, and pay for appropliate city/federal/state code
and law required payments related to the outdoor pool.
ii. Operating loss. The City has operated the outdoor pool at a loss of approximately
$75,000 per summer. hllieu of charging YMCA Swim Academy rates as well as
providing assistance to operate the pool, the Association requests the City provide three
installments on the first of the month in June, July, and August in the amount of
$24,000 per installment to reimburse the Association for the anticipated operating loss
that the YMCA will experience in operating the outdoor pool.
2
19-6
I/CL
City of Farmington
430 Third Street
Farmington, Minnesota
651.463.7111 . Fax 651.463.2591
www.ci.fannington.mn.us
TO:
Mayor, Councilmembers and City Administrator('1J
1/
Randy Distad, Parks and Recreation Director v
FROM:
SUBJECT:
Approve Old City Hall Improvement Project
DATE:
February 17,2009
INTRODUCTION
At its February 2,2009 meeting the City Council postponed the decision to approve the Old City Hall
Improvement Project.
DISCUSSION
Previously the City Council had received information about the types of improvements needed at old City
Hall. These improvements are shown in Exhibit A. Three funding sources were previously identified to
provide the funding needed to complete the project and are shown as Exhibit B.
Staff would like to propose that there would be a change to the funding sources. It is being proposed that a
range in funding through a tax levy not be identified but instead this amount be set at $105,000. This
$105,000 combined with the $75,000 received from the future cell tower lease agreement would provide
money to begin the project and complete the larger items necessary to bring the building into compliance
with the Minnesota State Building Code. Then the remaining amount needed to complete the project would
be paid through the fundraising efforts. It seems to make sense to have specific projects to raise money for
such as the flooring, big screen televisions and video gaming system that will be completed after the code
requirements are fmished. These items would not be completed until after the money was raised. Because
these items are more tangible in nature and people can visualize what their donations are going to pay for, it
would seem to makes sense to solicit donations and raise money to cover these specific building
improvement items. Iffundraising is included as part of the larger project, people won't know specifically
how the donated money was applied towards the construction costs. Exhibit C shows the new proposed
funding sources and the amounts provided.
Information about the 2007 and 2008 fundraising events and donation amounts that were received at the
Rambling River Center has been included and is shown as Exhibit D. Shown also in Exhibit D is an organ
donation project that occurred in 2006. As you can see in this example when there is a specific project to
donate money towards the money was raised quite quickly from donations. Another example of a specific
project that money was raised for was the replacement ofthe chairs at the Rambling River Center in 2005.
The Dakota Dreamcatchers 4H Club solicited donations from the community and was able to raise a total of
justover $13,000 in less than 3 months time. At this time there hasn't been a fundraising plan developed,
but once the project is approved a fundraising committee would be created to develop a fundraising plan and
strategies to implement in order to achieve the fundraising goal. This fundraising plan would be provided to
the City Council once it was developed.
A list shown in Exhibit E has been started that identifies names of people who have expressed an interest in
helping with the project. This is by no means a complete list and names will be added to the list as volunteers
are solicited and a commitment is given. The list of volunteers would then be further broken down to
20-1
identify who would work in specific building improvement areas along with developing a schedule of when
the volunteers would work.
A list of activities/events and rentals that occurred at the Rambling River Center during the months of
December 2008 and January 2009 are provided in Exhibit E. This provides a general idea about the amount
of use that the Rambling River Center has during the year.
Contact has been made with Bonestroo to have them submit a proposal on what the cost would be to have
one of their structural engineers complete an assessment of the condition that the current Rambling River
Center is in. Bonestroo was contacted because they have had previous experience with the structural aspect
of the building. The City previously used one of their structural engineers when the Rambling River Center's
east wall was damaged from a vehicle that drove into it back in 2004. Bonestroo also provided a structural
engineer back in the mid 1980's when the current Rambling River Center was remodeled into a senior center.
In regards to the food shelf being given space at the old City Hall, there would be space available in the back
area of where the Park and Recreation Department staff members were previously located. This space has
good access from the parking lot through a door that is at street level. This area of the building would also
provide a good amount of storage space for the food shelf.
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.
~..e. ctfully su~. itttteedd,,' n !
,. k,-~ ~
Randy Distad,
Parks and Recreation Director
20-2
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20-5
Exhibit D
2007 Rambling River Center Fundraiser and Donations
Name Amount cash/check Date Reason
VFW Steak Fry $759 check 1/29/2007 Steak Support
Community Expo $100 check 2/14/2007 Expo
Cellular Recycler $169.88 check 4/1/2008 Cell Phone Recyle
Bike Auction/Peddler $690 check/cash 5/12/2007 Bike Auction
Kiss the Pig $869 check/cash 6/26/2007 Kiss the Pig
Bingo At Eagles $640 check 11/27/2007 Bingo
MDC Cards $630 check/cash 12/7/2007 MDC Cards
Santa Calls $60 check 12/14/2007 Santa Calls
Cellular Recycle $117.25 Check 12/7/2007 Cell Phone Recyle
Total $4,035
2008 Donations
Name Amount cash/check Date Reason
Lena Corley $20 cash 1/29/2007 Donarion
Neilson Family $200 check 1/31/2007 Memoriaal
Phylis Kirchner $30 Check 2/21/2007 Taxes
Vern Page $50 check 2/21/2007 Taxes
June Ehlers $50.00 check 8/6/2007 Memorial
Total $350
2007 Misc.
Organ Fund Separate Sheet
Totals
$4,385
20-6
Exhibit D
2008 Rambling River Center Fundraisers and Donations
Fundraisers
Name Amount cash/check Date Reason
VFW Steak Fry $523 check 1/22/2008 Steak Support
Maxine Justin $5 cash 1/22/2008 Steak Support
Community Expo $100 check 2/22/2008 Expo
Cellular Recycler $169.88 check 4/1/2008 Cell Phone Recyle
Bingo At Eagles $700 check 5/12/2008 Bingo
Bike Auction $979 check/cash 6/21/2008 Bike Auction
Kiss the Pig $1,100 check/cash 6/21/2008 Kiss the Pig
Trains $32.65 cash 6/24/2008 Train Show
Cellular Recycle $141.53 check 9/15/2008 Cellular Recyle
Organ Fashion Show $324 check/cash 9/25/2008 Organ Fashion Show
MDC Cards $700 check/cash 11/30/2008 MDC Cards
Santa Calls $82 check 12/14/2008 Santa Calls
Cellular Recycle $127.00 Check 12/22/2008 Cell Phone Recyle
Total $4,984
Donations
Name Amount cash/check Date Reason
Marschall Family $30 cash 1/2/2008 rental above fees
Halvorson $50 check 3/14/2008 taxes
Phylis Kirchner $25 Check 3/25/2008 taxes
Marvalene James $100 check 5/19/2008 Memorial
J Enyart $250.00 check 12/1/2008 Memorial
Total $455
Misc.
Name Amount cash/check Date Reason
Empire Township $250 Check 3/3/2008 resident rates
Castle Rock Township $250 Check 3/24/2008 resident rates
Total $500
Totals
$5,939
20-7
Exhibit D
2007 Organ Donations
Organ Club Upgrade to Current Organ
Who:
Steege
Harmer
Mulvihill
Slavick
Espino
Guildner
Halverson
Espino
Halvorson
Galle
Schreiner
Bjerke
Curry
Members Organ Club
McKinnon
Andersen
Members Bake sale
Bohn
Members Bake dale
Marschall
Lace
Members Organ Club
Millard
Sypal-Lundgren VFW Ladies
Gene Clay
Gene Clay
Beve Preece
20-8
When: Cash/Ck
12/6/2007 #11100
12/6/2007 #10707
12/8/2007 #6665
12/6/2007 #5186
12/6/2007 #1004
12/6/2007 #8614
12/8/2007 #2176
12/6/2007 #1003
12/8/2007 #2177
12/6/2007 #3062
12/6/2007 #7792
12/3/2007 #21614
11/6/2007 #2365
12/6/2007 CASH
12/6/2007 #390
12/6/2007 #6227
12/6/2007 CASH
12/7/2007 #5278
12/7/2007 CASH
1217/2007 #13918
12/9/2007 #6305
12/10/2007 CASH
12/11/2007 CASH
12/12/2007 #2812
12/18/2007 #2830
12/21/2007 #2862
CASH
Total
Amount
$20.00
$10.00
$10.00
$10.00
$15.00
$5.00
$10.00
$5.00
$7.00
$5.00
$5.00
$25.00
$25.00
$45.00
$30.00
$25.00
$117.55
$20.00
$17.35
$25.00
$25.00
$15.00
$10.00
$200.00
$100.00
$1,076.53
$20.00
$1,878.43
EXHIBIT E
OLD CITY HALL IMPROVEMENT PROJECT VOLUNTEER LIST
The people below have indicated their interest in volunteering to help with renovating the old
City Hall into a new Senior Center. As we actively solicit volunteers for specific tasks we expect
this list to grow.
VOLUNTEERS
1. Charlie Weber
3. Allan Koss
5. Sarah Miller
7. Marilyn Briesacher
9. Nancy Anderson
11. Gil Anderson
13. Jason Kohlbeck
15. Mike Carey
17. Tracey Nehls
19 . Jay Christenson
21. Al Andrzejewski
23. Karen Fortman
25. David McKnight
27. Herb Carson
29. Jim Steege
31. Morris Haverland
33. Roger Pederson
35. Todd Larson
37. Nancy Akin
39. Lloyd Halverson
41. Imelda Becker
2. Joanne Weber
4. Marion Koss
6. Beverly Preece
8. Wayne Briesacher
10. Earl Anderson
12. Pat Anderson
14. Tim Carey
16. Cory Nehls
18. Nate Carey
20. Pat Christenson
22. Charlie Cook
24. David McMillen
26. David Pritzloff
28. Fred Schmitke
30. Betty Steege
32. Roger Wood
34. Carl Holman
36. Blanche Reichert
38. John Enyart
40. Carolyn Halverson
42. Alleen Wicktor
GROUPS
1. Dakota County Sentence to Service crew
20-9
Exhibit F
2008 Proarams. Rentals and Events
Current and Brainstormed Proarams
. Computer lab and class
. Organ class
. Dances
. Battle of Bands
. WII and Playstations games
. Fitness Class, yoga, weights,
pilates, dancing, noridc walking
. Classes: 55 Alive, Babysitting,
Firearms, Fishing
. Arts: woodcarving, painting,
Sewing
. Health Services: Flu Clinic,
Sr Food for Health, Happy Ft,
Coffee Chats
. Legal Sevices: Tax Aid,
Sr. Law Project
. Leisure: Card playing, pool,
Foosball, ping pong, puzzles
. Sports Events on Big Screen TV
. Coffee Club
. Special Events
Teen and Seniors
Seniors
Teens and Seniors
Teens
Teens and Seniors
Teens and Seniors
Teens and Seniors
Teens and Seniors
Seniors
Seniors
Teens and Seniors
Teens and Seniors
Teens and Seniors
Teens and Seniors
2008 Annual Report Info.
. 1,524 participants used the fitness room
· 335 regularly scheduled meetings of non-profit organizations and 13
private rentals.
. 36 different bus trips to destinations in the metro area
· In 2008 the Center membership was 554 members up from 531 members
in 2007.
. 13,279 participants in 62 different programs. Highlights include: 115
participants in Driving Classes, 164 participants in bus tours, 1199
particpants for inhouse specialty events, and 221 people had their taxes
done at the RRC.
. 2,400 hours of volunteer time was donated to the RRC in 2008.
Other Non Senior Proarams Occurrina at the RRC in 2008
. Breakfast with the Bunnies
. American Red Cross Babysitting Classes
. Firearms Classes
20-10
. Rainout for Pooh's Playground, Summer Park Adventures
. Kids in the Kitchen
. Softball Managers Meetings
. T -Ball Coaches Meetings
. Volleyball Managers Meetings
. Summer Staff Orientation
. Secret Holiday Shop
. Youth Art Classes
. 2009 all the same programs are planned in addition to Middle School
Mardi Grad (dance), Once Upon a Star programs,
20-11
)cJb
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. /J.
City Administrator \J
SUBJECT:
City Administrator's Evaluation
DATE:
February 17,2009
INTRODUCTION / DISCUSSION
Attached is information I have received from the International City/County Management
Association (lCMA). This explains the 360 review which Council has discussed in the past.
This information is provided to Council at your request.
ACTION REQUESTED
If the information is appropriate, I would suggest that the City Attorney be asked to contact
ICMA to obtain the appropriate materials.
d~PeGt.ful.. ISu...l?m. jL'tte.d.,
-/ ) ?
.~' ?
.. . 'V-~/
Peter J. ~erl/fsky, Jr. - / iC
City Admin strator (/.,
Cmuller/Herlofsky/Council Memos/ICMA Review
22-1
leMA Web Site
Page 1 of2
leMA
Leaders at the Core of Better Communities
ICMA > Professional Development> Voluntary Credentialing
Assessments
Qyerview. I Ba_ckground I Assessments I Resources I Credentialed Managers and.J&wdi!taLes. I 8P-Qlk:.i:!tiQn &.JJ.p_date
The first gUideline to Tenet 8 of the ICMA Code of Ethics commits members to routinely assess their professional skills and abilities.
To help members fulfill this responsibility, ICMA partnered with the Andrew Young School of Policy Studies at Georgia State
University to develop the Applied Knowledge Assessment and the Performance-Based Assessment. Both instruments were developed
for the local government management profession and are based on ICMA's Practices for Effective Local Government Management.
They are designed to identify professional strengths and pinpoint opportunities for professional development.
What Are the Applied Knowledge and Performance-Based Assessments?
1) The Applied Knowledge Assessment is made up of multiple-choice questions that tap members' knowledge of local government
principles and practices and their ability to apply them to management situations. The assessment is not a test. There is no passing
or failing score. It simply provides feedback to guide members as they structure their continuing profeSSional development
programs. An individual completes the assessment online and receives immediate results showing the overall score, the score for
each core content area, and, for comparison, the mean scores of a large number of individuals who have completed the instrument.
You can access the Applied Knowledge Assessment at www.webassessor.com/aka.
2) The Performance-Based Assessment is a professional development tool in a multi-rater ("360-degree") format; that is, it relies on
the feedback of the participant and up to 20 others who can help the participant identify managerial strengths and areas for
development by rating his or her performance. Raters may include the supervisor and staff of the participant as well as elected
officials or citizens. The participant and his or her raters complete the instrument online, and the participant receives confidential
feedback from CCi Assessment Group International after the raters have submitted their responses. Please click here for a full page
of credentialina resources, including frequently asked questions regarding the Performance-Based Assessment (PBA), a PBA
Powerpoint presentation, and a PBA preview. You can order the Performance-Based Assessment at http://icma.orq/360.
How Do the Two Assessments Relate to the Voluntary Credentialing Program?
The first step in the voluntgIY- credentialing process is to complete the Applied Knowleilile Assessment. Note that you will be asked
to create a profile and establish an Assessment login and password, which are different from your leMA login and password.
To maintain the ICMA credential, members must complete the Performance-Based Assessment or an alternative multi-rater
assessment at least once every five years. If you cannot complete a multi-rater assessment for political reasons, please email
credentialing(cj)icma.org. The Credentialing Advisory Board will work with you to devise another method of external feedback.
How Much Do They Cost?
The Applied Knowledge Assessment costs $75 and the Performance-Based Assessment costs $245. Almost all of the revenue from
the sales goes to Georgia State University to reimburse its substantial investment in developing the assessments, and to the
providers of the online administration and scoring programs.
How Were the Assessments Developed?
The assessments were developed by ICMA and the Andrew Young School of Policy Studies at Georgia State University, with
extensive involvement of members. During the year-long development period, ICMA members in several parts of the country
participated in a series of focus groups to help craft questions for the Applied Knowledge Assessment. In addition, 250 members
parti~f2l!.~ in the validation of that assessment by mail or in person at the Orlando annual conference.
http://icma.org/main/bc.asp?bcid=125&ssidl =308&ssid2=313&ssid3=319 1/21/2009
leMA Web Site
Page 2 of2
How Many Members Have Taken these Assessments?
Sin. - the assessments became available in the summer of 1999, more than 3,000 members and others have purchased one or both
o
How Can State Associations Sponsor AKA Sessions for Members?
To ensure the confidentiality of scoring information in an online environment, each individual must purchase his or her own copy of
the Applied Knowledge Assessment. Because state associations can no longer buy the assessment in bulk, they may want to find
another way to add value for members. This can be accomplished by hosting a professional development plan-drafting session for
members who have already received Applied Knowledge Assessment (AKA) results.
State associations can set aside an hour for a session that focuses on drafting a professional development plan for the coming year.
In advance of the state association meeting, state association staff should download sample professional development plans and
other resources as found on the ICMA Voluntary Credentialing Program Resources Web page.
Also, each year, state associations receive a summary of AKA results for their state. This summary provides the states with a
useful tool for planning professional development activities for members.
Members should complete the assessment before the state meeting so that they can take their printed results with them to the AKA
session.
If you have further questions concerning the assessment instruments, contact Amanda Relyea at arelyea(1i)icma.org.
@ 2009 International City/County Management Association
ICfV' ^ is the leading organization for information on professional local government management. Its membership includes city
lers, county managers, and other chief appointed officials and assistants in local governments throughout the world.
I s mission is to create excellence in local government by developing and fostering professional local government
management worldwide.
http://icma.org/mainlbc.asp?bcid= 125&ssidl =308&ssid2=313&ssid3=319
22-3
1/21/2009
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Performance-Bas.ed Assessment FreQuentlv Asked Questions (PBA FAQs)
Q: What is the Performance-Based Assessment (PBA)?
A: It is a Web-based multi-rater or "360-degree" assessment that is designed to be a tool for
professional development. It gathers feedback on your managerial strengths and areas for
development from your supervisor(s), elected officials, and other raters that you select. The
assessment is based on 17 of the 18 Practices for Effective Local Government Management (all
except Personal Development). Raters are asked to rate the importance of each Practice, indicate
the level of performance they expect from you, and then rate your current performance. You
complete a self-assessment as well.
Q: Is the Performance-Based Assessment the same as a performance evaluation?
A: No. The assessment is a professional development tool designed to help you identify your
professional strengths and developmental needs. It should not be used as a substitute for a
performance evaluation.
Q: What are the benefits?
A: A multi-rater assessment gives you important feedback that helps to focus your professional
development and lifelong learning efforts. The feedback tells how others perceive your
performance so that you can maintain strength in areas that are already strong and design a
professional development plan for areas in need of improvement. The assessment process can
lead to better communication between you and your raters.
Q: How does the PBA relate to ICMA's Voluntary Credentialing Program?
A: To maintain the ICMA credential, you must complete the PBA or an alternative multi-rater
assessment process at least once every five years. You must receive the assessment results by
your 5-year deadline, which is posted on your personal, password-protected credentialing Web
page and is em ailed to you periodically along with your credentialing annual update reminder. If
you cannot complete a multi-rater assessment for political reasons, please email
credentialing@icma.org. The Credentialing Advisory Board will work with you to devise
another method of external feedback.
Q: Does the process of taking a multi-rater assessment and gaining feedback count toward
the 40-hour annual professional development requirement?
A: No. The multi-rater assessment process does not count toward the 40 hours; rather, it is an
assessment designed to allow you to "update" your professional development needs in regard to
the Voluntary Credentialing Program or your own, personal professional development plan.
Q: Why does the ICMA Voluntary Credentialing Program require participants to
complete a multi-rater assessment?
A: A multi-rater assessment provides multiple perspectives on your professional strengths and
areas for improvement. The Applied Knowledge Assessment, which you took before applying for
the credentialing program, is a useful start, but it does not incorporate any feedback from others.
This requirement is waived for retired members and can be postponed, upon request, for ICMA
Members in Transition.
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Q: How does the online PBA work?
A: Upon purchase, you gain access to the online instrument. Your first step is to choose your
raters and organize them into groups that are meaningful to you (e.g., elected officials who were
in office when you were hired, elected officials who were elected later, department heads, etc.).
Using the online form, you submit their em ail addresses to CCi Assessment Group International,
the organization that administers the assessment for ICMA. You and your raters will receive
emails from CCL This part of the process is manual, so sometimes it takes an hour to receive the
emails and sometimes it can take up to 3 business days. If no emails are received after 3 business
days, please check your spam filter. The emails will provide links to the online assessment
forms. All rater forms, including your self-assessment form, are the same.
Q: How many raters can I have, excluding myself!
A: Anywhere from 4 to 20.
Q: How many raters should be in each group?
A: Each group of raters must include at least 4 individuals. For data confidentiality
reasons, results are provided only for rater groups with at least 3 completed forms. Therefore, we
require you to choose at least 4 raters for each group so you can still get group results if one of
your raters does not respond in a timely manner.
Q: Who should my raters be?
A: Raters may include anyone whose perceptions of your performance are important to you (e.g.,
elected officials, staft). We do not, however, recommend choosing raters who do not work in
your organization. Additionally, you must designate your supervisor as one of the raters (if
available), and you must complete a self-rating.
Q: How long does it take to complete the rater form?
A: It will take each rater at least 30 minutes to complete his or her portion of the PBA. Some
raters indicate that it takes an hour or longer.
Q: How do I explain to my raters what this is all about?
A: ICMA has developed a model communication that you can adapt to help your raters
understand the Performance-Based Assessment. The communication explains that the assessment
is designed to gather feedback that will help you fulfill your ongoing commitment to professional
development. It also explains what the raters will be expected to do. As a courtesy, please contact
your raters before purchasing and initiating the assessment process.
Q: How long will I have to wait to get the results?
A: Raters are asked by CCi to complete their forms within seven days, but sometimes follow-up
reminders are required. Results are usually sent within 30 days of assessment initiation, but if
CCi does not receive at least 3 responses for each rater group, they will wait up to 60 days. If
necessary, at 60 days, we will send you notice of what group(s) is outstanding so you can decide
whether to follow up with your raters or score as is. (Please note: Reminders are sent by CCi to
raters every three days, so if any of your raters do not receive the original email or the
reminders, they should check their spam/bulk mail filter and/or they should add
jcipolla@cci4360.com to their list of approved senders.)
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Q: Are my results confidential?
A: Yes. Ratings are analyzed confidentially and provided as feedback directly to you by CCi
Assessment Group International.
Q: How are the results reported?
A: You will receive a set of comprehensive feedback reports and a Participant's Guide to help
you interpret them. For each rater group, you'll learn which behaviors or practices are most
important, which are perceived as your greatest strengths, and which are viewed as areas for
development. The reports also show you where a "gap" exists between your raters' expectations
and their perceptions of your current performance-and the size and direction of the gap. Please
note: These results are exhaustive, so a summary is also available at the beginning of the results
document. Many participants choose to only use the summary when/if sharing feedback with
others.
Q: Can I tell who said what?
A: If you designate just one supervisor, you will be able to see your supervisor's ratings.
Feedback from other raters is reported by group, not by individual, and it is not reported at all if
fewer than 3 individuals in a group respond. So, you cannot tell who said what for most groups.
Q: How much does the online PBA cost?
A: $245
Q: How do I begin?
A: You can purchase the PBA now by going to http://icma.org/360.
Q: What if I want to complete an alternative multi-rater assessment?
A: Please provide us with a description of your assessment process, including information on
how many groups participated (was it a true 360 with a self-rating, a supervisor rating, a staff
rating, and an elected officials rating, etc. ?). How does it match up with the ICMA Practices for
Effective Local Government Management? You may send this information to
credentialing@icma.org for evaluation. If you cannot complete a multi-rater assessment for
political reasons, please email credentialing@icma.org. The Credentialing Advisory Board will
work with you to devise another method of external feedback.
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leMA Performance-Based Assessment
Model Communication from the Participant to the Raters
(You can adapt the following language to explain the Performance-Based Assessment to
elected officials, staff, and/or others who will participate as your raters.)
As part of my ongoing commitment to professional development, I have decided to
complete the leMA Performance-Based Assessment in order to get feedback on my
professional strengths and the areas where I need to improve. The assessment is a 360-
degree instrument, which means that it collects feedback from a number of individuals
who are familiar with my performance.
I would like to ask you to participate as one of my raters. If you believe you will be
unable to participate for some reason, please let me know.
You'll be asked to consider a series of statements about job-related behaviors and then
indicate my current level of performance and the level of performance you expect from
me. The entire assessment is Web-based, so you'll simply click your response choices.
You will receive an e-mail message that links you to the assessment, and you may receive
a reminder message if you are delayed in responding.
Except for my supervisor, each rater will be part of a group of at least three raters, and the
feedback I receive will be aggregated by group so that no individual rater's responses can
be identified. If fewer than three members of a group respond, I will not receive
feedback from that group, so your participation is important.
The assessment takes less than a half-hour to complete, and you can interrupt your work
if necessary without losing your responses. I hope you can complete it within seven
days after you receive the e-mail message from the administrator.
I will use the feedback I receive to develop a plan for professional development, and I
appreciate your willingness to make this contribution to my professional growth.
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leMA Performance-Based Assessment: Preview for Raters
What is the Performance-Based Assessment?
The Performance-Based Assessment is an online multi-rater or "360-degree" assessment
that is designed to be a tool for an individual's professional development. It gathers
feedback on the individual's job-related behaviors from elected officials, supervisor(s),
and other raters. The individual uses the feedback to identify his or her professional
strengths and areas in need of improvement. Although the assessment gathers feedback
about behavior on the iob, it is not designed to be used as the individual's performance
evaluation.
What is the assessment based on?
The assessment is based on 17 Practices that are essential for effective local government
management.
Why should I participate as a rater?
If someone has asked you to participate as a rater, it means that he or she values your
feedback. If the person is an leMA member, he or she has an ongoing commitment to
professional development, meaning that he or she is continuously improving the skills
and practices that he or she applies on the job. Your ratings will be an important source of
guidance about the person's strengths and areas for improvement.
If I'm a rater, what will I be asked to do?
If you accept an invitation to be a rater, you'll be contacted by email and sent a link to the
online assessment. First you'll be asked to rate the importance of each of the 17
Practices as it applies to the individual being rated. Then you'll look at a series of
questions about job-related behaviors, such as "How well does thi~ person prepare a
budget that is clear and understandable?" Then you'll indicate (1) the individual's current
level of performance and (2) the level of performance you expect from the individual
Since the entire assessment is conducted online, you simply click your response choices.
How long is the assessment and how long will it take me to complete it?
The assessment contains 136 items, plus one open-ended question, and the time it takes
varies. Some raters may complete it in 30 minutes; for others it may take longer. But
you can stop and save your responses at any point and come back later to finish.
Who receives the results of the assessment?
The results are sent to the individual being rated, along with a Participant's Guide that
explains what they mean and how to use them. The Guide also tells the individual how to
share the results with raters and get any additional feedback they may wish to offer.
Will the individual being rated see my responses?
In most cases, no. Each rater is part of a group of at least three (e.g., elected officials),
and the feedback to the person being rated will be aggregated by group so that a single
rater's responses cannot be identified. If you are the person's sole supervisor, however,
your ratings will be reported because your feedback is particularly important.
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Can you show me a preview of the assessment?
Examples of items that you'll be asked to address appear below. These are representative
of the items on the assessment.
Preview: Importance Ratings (17 items)
The rater is asked the following question about each of the 17 Practices (Policy
Facilitation is used as the example here):
How important is this practice in your working relationship with the person being
assessed?
Policy Facilitation-Helps elected officials and other community actors identify,
work toward, and achieve common goals and objectives.
(The rater selects: Not so important, Somewhat important, Important, Very
important, Extremely important, Not applicable)
Preview: Performance Ratings (118 items)
The rater is presented with a series of statements, leading with the question "How well
does this person. . ." For example:
Help elected officials and other community actors identify, work toward, and
achieve common goals and objectives
Promote the development and performance of staff and employees throughout the
organization
Resolve staff conflicts effectively
For each statement, the rater indicates the following:
Current level (very low, low, moderate, high, very high, n/a)
Expected level (rater selects: very low, low, moderate, high, very high, n/a)
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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.