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Home My WebLink About05.04.09 Council Packet City of Farmington 430 Third Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation. the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA REGULAR CITY COUNCIL MEETING MAY 4, 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 a) Proclaim Historic Preservation Month - Administration b) Heritage Preservation Award - Administration c) Preservation Alliance Presentation - Administration d) Acknowledge Receipt of Combat Flag - Police Department Proclaimed Feely Elevator Information Received Acknowledged 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (4/20/09 Regular) b) School and Conference - Police Department c) Appointment Recommendation Liquor Operations - Human Resources d) Parking Solution 20gth Street and Akin Road - Police Department e) Acknowledge Retirement Fire Department - Human Resources f) Approve Certified Local Government Grant - Farmington Heritage Landmark Designations - Administration g) Approve Bills h) Approve Flagstaff A venue Project Change Order - Engineering Approved Information Received Approved Approved Acknowledged Approved Approved Approved 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Traffic Control - Flagstaff A venue School Speed Zone - Engineering b) Consider Assessment Reduction Request - Finance Approved Approved 11. UNFINISHED BUSINESS a) Vermillion River Crossings Update - Finance Approved 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) 2010 Census - Administration Information Received 14. ADJOURN City of Farmington 430 Third Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA REGULAR CITY COUNCIL MEETING MAY 4, 2009 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS / COMMENDATIONS a) Proclaim Historic Preservation Month - Administration b) Heritage Preservation A ward - Administration c) Preservation Alliance Presentation - Administration d) Acknowledge Receipt of Combat Flag - Police Department Page 1 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open/or Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (4/20/09 Regular) b) School and Conference - Police Department c) Appointment Recommendation Liquor Operations - Human Resources d) Parking Solution 20gth Street and Akin Road - Police Department e) Acknowledge Retirement Fire Department - Human Resources f) Approve Certified Local Government Grant - Farmington Heritage Landmark Designations - Administration g) Approve Bills Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 8. PUBLIC HEARINGS 9. AWARDOFCONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Flagstaff Avenue Project Change Order - Engineering b) Approve Traffic Control - Flagstaff Avenue School Speed Zone - Engineering c) Consider Assessment Reduction Request - Finance Page 9 Page 1 ~ Page 11 11. UNFINISHED BUSINESS a) Vermillion River Crossings Update - Finance Page 12 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) 2010 Census - Administration 14. EXECUTIVE SESSION a) City Administrator Review 15. ADJOURN '~ ,) dVationaf f"J7,U1-t (07, dl-i1-to7,ic P7,E1-E7,fJation . !OJ ~ :"I lii Bl-'i~ OJ ~ !'it, ~~ it :1 4 Preservation Month Proclalllation I '.i It . '.. ~. I , ,. oi ;;.. '\ .. WHEREAS, historic preservation is art'. effectiv~ toot for managing growth,. revitalizing neighborho.~a~; fosteringfsloc;alRride, "and main,taiping co~munity ~character while enhancing,Jivabilibr?-~l1d '" J ~ 0, \~,\. -ill ~. ~t ,V~~!i 5.~ 0 ~ 1?'. ~ ,~ II '-, J:' flli ..: ~ 1O'\;'1I:Y ,~ WHEREAS, historic ~ pres~rvJ1t!onti~,,'rele~a~t~?r~pmmunities !~cross the natio~ both urban and rural,:,and'{or Ame~\~ans l!;rges, all W~lf% of hfe and qll "ethnic backgrounds; and" ~.._' 'Ie ,y ,,~,~W'f " ~\.~"\i , 11 .;' JUl!. ~\\" , t\ .' 7 - ~~''fi; !'J!!j,;\1' \. "." Q", " "'L~ ~ ~, ~ 'r\\ WHEREAS, it is importaw~~o cel~ ate;:the .. ie of history)n ,Our lives and the contributions made by deai~atedii\.f" i41~,~l~~~helping to \J preserve the ,tangible aspects of the heritage that !la's sha,pe5~t~s21~'~:~1;eople; and l~ -.or' [J n'k' ~ ,'\ , C' ,," WHEREAS, "This Place Matte;s" ig t1a,eifltHe~e:for National PreservatioJl.~@nth +>. 2009, cospon~9red by tpeG!ty ofFarrni~gtqi1~l'an&tlteJ\~'g!ion~1 Trust fgrHis;t0~itc Preserva tt5'n'.1~f' ;' 1 . P:li ~ ", ~'" tl\1 ' "I ,...;'t',-,. ~-::: ".." \1 :1" ".j, '\~. .'\'\."'" ..,,,...., ..';, . .~'-'~. '1....".... r.;;; . ,,#o~. ~t \' 't -A 'j, ,;;f:, t-_~. ~~. 1 ,i\..~, 011 i: ," ~ "" "'l. ~"t:, ,: :t, j,t, l i1 ,I , \0 ~- ...~, \:~, ~ !if Tlh NOW,~\1t~~EFOR~}"I,"Mayor Todd Larson, do proclaim M~:f...:7009 as National Preserv,;~eS}\:Month,~~.nq call upon the people of Farmington to join their fellow citizens!::~iI',&:ss the linited ilates in recognizing and participating in this special observanee. ~ ." ~ ii .~.>j' foo' t~ ~ ,n i'.,.~ ..,V" " It ~~,~ ,~,' .gf .j /Y7a.,.. :( <ROC? .,;../) :bate 7~ COUNCIL MINUTES REGULAR APRIL 20, 2009 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7 :00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Larson, Donnelly, Fogarty, Wilson May Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Randy Distad, Parks and Recreation Director; Lee Smick, City Planner; Tony Wippler, Assistant City Planner; Randy Petrofske, Liquor Operations Manager; Cynthia Muller, Executive Assistant Justine Jacobson, Ann Anderson, Jody Dion, Brandon Dion, Tim Thompson, Beve Preece, Steve Fenlon 4. APPROVE AGENDA Councilmember Fogarty moved item 12a) Ice Arena Update to Roundtable. Councilmember Wilson moved item 12b) Approve Broadband Participation to the Consent Agenda, he also wanted to make a comment on item 7f) Accept Resignation Planning Commission, he pulled item 7g) Authorize Signature of CD A's Redevelopment Incentive Grant Agreement for discussion. City Administrator Herlofsky moved item 7d) Accept Donation Fire Department to 5a), he also added a supplemental item 7i) Out of State Conferences Policy Amendment. MOTION by Fogarty, second by Wilson to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Adopt Resolution - Accept Donation - Fire Department Minnesota Energy Resources Company and the Fire Relief Association donated four gas detectors to the Fire Department. Ann Carlon, Minnesota Energy Resources Company and Jay Clinkscales, Fire Relief Association presented the donation. MOTION by Fogarty, second by Wilson to adopt RESOLUTION R18-09 accepting donation. APIF, MOTION CARRIED. 6. CITIZEN COMMENTS Ms. Annette Kuyper, 20530 Dyers Pass, had several announcements regarding the Warrior to Citizen campaign. Last Saturday they hosted their first military mother and grandmother luncheon at the Church of the Advent. They honored 40 mothers and grandmothers. This Saturday they are partnering with the Minnesota National Guard to Council Minutes (Regular) April 20, 2009 Page 2 host a Congregational Care Conference. Warrior to Citizen is bringing together all the churches in the southern metro area at the Shepherd of the Valley Church in Apple Valley from 9:00 - 2:00. They will learn how to develop military ministries and support military families within their community. Cost is $10 including lunch. May 9 is the military family picnic at the Dakota County Fairgrounds. This will be hosted by Frontier and the VFW with a luncheon. There will be 50 gopher athletes coming to host a sports camp, University of Minnesota art students will help the children make sports pendants, there will be 30 resource tables from the deployment cycle support team, there will be an obstacle course and climbing wall. All military families are invited and they should register through the website. The event is free to military families. On June 13, Minnesota will be honoring Vietnam veterans at the State Capital. The Warrior to Citizen campaign will be taking local veterans by bus to the State Capital to be honored at a welcome home ceremony. They are asking all Farmington residents to line the streets of Farmington when the bus comes home and have a huge community parade to welcome our veterans home. There will be more to come on this event. Vietnam veterans should contact the Warrior to Citizen campaign and register to be on the bus. A route will be posted and there will be a police escort and patriot guard escort. She gave Council a copy ofthe 2008 AnnualReport from the Minnesota National Guard. Farmington is highlighted as the first Yellow Ribbon City in Minnesota. City Administrator Herlofsky noted we are getting closer to getting the Yellow Ribbon signs on the entrances to the City. Ms. Justin Jacobson, 3319 213th Street W, and Ann Anderson, 2688 200th Street E, stated the National Day of Prayer was established by federal law in 1952. It was amended in 1988 designating the first Thursday in Mayas the official National Day of Prayer. An event will be held at Rambling River Park on May 7, and invited Council to attend. There will be representatives from various local churches. Mr. Bruce Matzdorff, 5393 203rd Street W, invited everyone to the 2009 Mayoral Ball. It will be a black and white ball held at the Grand Hall, on April 25. There will be food, photos taken by Heikkila Studios and entertainment. The black and white theme is casual to formal. Tickets are $50 and proceeds go to CEEF. 7. CONSENT AGENDA MOTION by Fogarty, second by Wilson to approve the Consent Agenda as follows: a) Approved Council Minutes (4/6/09 Regular) (4/8/09 Workshop) (4/13/09 Workshop) b) Received Information Quarterly Building Permit Report - Building Inspections c) Approved License for Utility to Cross Protected Waters - Natural Resources d) Received Information March 2009 Financial Report - Finance e) Accepted Resignation Planning Commission - Administration Councilmember Wilson noted a long standing commission member, Ben Barker is resigning from the Planning Commission. He has provided a tremendous amount of time and service to the community and it is appreciated. Mayor Larson also worked with Mr. Barker on the Planning Commission and noted he is a team player and appreciated working with him. Council Minutes (Regular) April 20, 2009 Page 3 g) Approved Bills h) Approved Broadband Participation - Administration i) Received Information Out of State Conferences Policy Amendment - Administration APIF, MOTION CARRIED. t) Authorize Signature of CDA's Redevelopment Incentive Grant Agreement - Planning The CDA awarded the City a grant for $7,500 for a Natural Resources Inventory and Management Plan. It is a matching grant. This inventory will provide field study information on habitat, plant species, groves of trees, anything with natural resources. In the past when development has occurred the City has been reactionary to our natural resources and we have lost significant groves of trees. This will allow staff to benchmark and provide policies so when development does occur we have policies in place that will protect those natural resources so they remain vital to our community. The matching funding has not been identified, but staff is continuing to look for outside funds. The source of matching funds will need to be identified at the time staff requests a reimbursement from the CDA. Councilmember Wilson noted this inventory will not dictate what we decide to do. Staff stated the information from this inventory would only be a recommendation. It would be up to the Planning Commission and Council whether they feel those recommendations are reasonable. This could help developers make their projects more efficient. MOTION by Wilson, second by Fogarty to accept the Redevelopment Incentive Grant in the amount of $7,500 from the Dakota County Community Development Agency. APIF, MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Quarterly Liquor Operations Report - Liquor Operations Liquor Operations Manager Petrofske presented the first quarter sales report for the downtown and Pilot Knob stores. b) Approve 2030 Comprehensive Plan - 2008 Update - Planning The 2030 Comprehensive Plan has been approved by the Met Council with a few modifications. City Planner Smick gave an overview of when the process started in 2007. In the visioning sessions, the most common issues in the 2030 plan were similar to those in the 2020 plan. The results of the visioning sessions include: - Downtown development and redevelopment - Transportation system - Develop within the existing MUSA Council Minutes (Regular) April 20, 2009 Page 4 - Commercial and industrial growth - Pay attention to natural resources - Pay attention to quality control growth The Council agreed to a population in 2030 of 32,000 people, a household forecast of 12,500 and a net density of 3.5. In 2010 the City estimated the population would be 22,300, the Met Council wanted it changed to 20,500. As of Aprill, 2007, the Met Council's certified population for Farmington is 18,589. The comp plan will be reviewed every 2-3 years. There is a 3-4 year supply of vacant lots. The allocated MUSA is 914 acres. The City will meet the affordable housing requirement of 492 units by adding 210 acres of new medium and high density residential. This could be a potential of 1,260 affordable units. The City will request MUSA for 106 acres of commercial, 316 acres of industrial, and 1,053 acres for residential coming from Fairhill. Councilmember Fogarty was concerned with the difference in population with the Met Council. She asked if the City would miss out on any triggers at 25,000. Staff was also hesitant with this information, however, as long as the population is above 20,000 we would not miss out on anything. There would be a change in 2012 when the census results come out. MOTION by Wilson, second by Fogarty to adopt RESOLUTION R19-09 approving the final document of the 2030 Comprehensive Plan - 2008 update. APIF, MOTION CARRIED. c) Approve Agreements for Completing Rambling River Center Construction Project Work - Parks and Recreation Significant progress has been made on demolition and it is at the point where improvements can begin. Quotes have been received for the fire alarm and sprinkler system. The low quote was from Summit Fire for $40,745; the estimate was $98,000. This also includes an alternate for monitoring ofthe alarm system. A quote for electrical work was received from Helm Electric for $4,300 and the estimate was $5,000. Quotes for the card reader access system were also solicited. This would be the same system as other City buildings, but allows for a separate access for renting the facility. Alternates were for updating the existing doors, panic bars and hardware. The base quote for the card reader system was $14,917 and was estimated at $10,000. With the alternates, the quote was $27,791. Because ofthe AMAG system, there were only two companies who offered this system. The low quote was from VTI who also provided the system for other City buildings. For these three items the estimate was $115,000 and bid amounts came in at $72,836 which is $42,164 less than the estimate. Staff asked for approval for the agreements with Summit Fire in the amount of $40,745 for the fire alarm and sprinkler system and monitoring, Helm Electric for $4,300 for disconnection and relocation of outlets and switches, and with VTI Security in the amount of$27,791 for installation ofthe card reader access system, new entrance doors, electric auto handicap door operator, panic bars and hardware. Council Minutes (Regular) April 20, 2009 Page 5 Councilmember Wilson noted the card reader system was $18,000 over and asked if we budgeted too low and if we can go to other vendors. Parks and Recreation Director Distad explained we wanted to get alternates from VTI so they could tie their system into the doors. The doors are very old and for security of the building it makes sense to replace them at the same time as the card reader access system. Councilmember Wilson asked if we are using a type of card reader system that is so unique we cannot get a more competitive quote. Staff agreed the AMAG system is very unique, but that is what is used in our other buildings. Councilmember Fogarty asked if we could re-bid the doors. Staff suggested using VTI for the card reader access system and look elsewhere for the doors, panic bars and auto entry doors. If we cannot get a better price, then we still have this quote. Councilmember Fogarty asked if the monitoring system was part of the bid. Staff explained the fire alarm system is connected with the sprinkler system so the company has people on duty 24/7 for monitoring. It was one of the alternates, not part of the base bid. The monitoring is for ten years. MOTION by Wilson, second by Fogarty to approve the bids except the optional doors and direct staff to research this and bring back to Council. APIF, MOTION CARRIED. d) Set Public Hearing - Issuance of Bonds St. Francis Health Services of Morris - Finance St. Francis Health Services of Morris has asked the City to act as issuer of bonds for an expansion project at the Trinity Care Center. The bonds would not exceed $3.75 million. As a non-profit corporation, St. Francis is able to use the City to issue tax-exempt debt. The Council was asked to approve holding a public hearing on May 18,2009. There is no budget impact to the City. St. Francis Health Services is responsible for the payment and interest on the bonds. Councilmember Fogarty confirmed this does not count against the City's capacity to issue bonds. Finance Director Roland stated they do, but the City will not be issuing any other bonds this year and the debt limit has been raised, so this is not a problem. Mr. Steve Fenlon representing St. Francis, stated this debt does not appear on the financial statements of the City and does not apply to any debt limits imposed on the City. As far as the non-profit agency, it reduces the cost to borrow by a third. The original bonds approved six years ago are not being refinanced, just the improvement taxable debt from 2007. MOTION by Fogarty, second by Donnelly to adopt RESOLUTION R20-09 calling for a public hearing on and considering giving approval to the issuance of health care facilities revenue obligations under Minnesota Statutes Chapter 469. APIF, MOTION CARRIED. Council Minutes (Regular) April 20, 2009 Page 6 e) Approve City Administrator Employment Agreement - Councilmemhers Fogarty and Donnelly Councilmembers Fogarty and Donnelly negotiated an Employment Agreement with City Administrator Herlofsky. Councilmember Wilson noted the agreement does not have a defined time period with a conclusion date. Councilmember Fogarty stated they followed the same format as the previous contract. Counci1member Wilson asked if that component is normally in a City Employment Agreement for an at-will employee. City Attorney Jamnik stated there is generally not a termination date in the contracts. This is contract is consistent with that format. It would be the exception to have definite 2,3,4 year term at which point the Council did not renew it, the contract would expire and the employment relationship would end. It would be unusual to have this in the contract and he did not recommend it. Mayor Larson stated it was his understanding there would be a 360 review before the contract was issued. Councilmember Fogarty stated in the Weekly Update from the City Administrator here is a list of raters to be discussed under Roundtable. City Administrator contracts are dealt with separately from a performance review because a City Administrator position is very strongly influenced and controlled by local politics. If the contract was completely reliant on reviews, one or two people could completely submarine a review while everyone else is completely happy. City Administrator Herlofsky did ask Councilmembers Fogarty and Donnelly to enter into negotiations with him as early as last October; so Council has put this on hold for six months already. Because we have delayed doing our work, it has now come in conjunction with his review which is more of a coincidence. Mayor Larson asked when the review would be done and what would it affect. Councilmember Fogarty stated it dictates where and how Council wants the City Administrator performing. If he is not doing what Council would like, we need to redirect him or discuss whether to keep him on. This would not be an amendment to the Employment Agreement. The review is done at the annual anniversary of being hired. This is only his second contract and there has not been a City Administrator here long enough in recent history to re-negotiate a contract. Mayor Larson felt it seems with years two and three there should be some goals associated with that for the raise. With or without the review, if it is not an amendment to this agreement how does that take place? City Attorney Jamnik stated the initial agreement was drafted that salary range adjustments would occur at the same time as adjustments were made for other employees. As far as goals, the City is consistent with other cities in that the performance goals have never been integrated into the Employment Agreement with any of the Administrators. They have always been separate. When Council identifies goals for the short and long term, the Administrator is held to that standard of performance. If Council is unhappy with it, you can always sever the agreement to terminate the relationship. You can also give direction as far as change. The advantage to having a three year term is there is some certainty of what the outlay would be for the Council as well as the employee. That has been something the City has used with this relationship that Council Minutes (Regular) April 20, 2009 Page 7 is different from previous relationships and it has stabilized it. It has been easier for Council to deal with the evaluation separate from what we have done in the past where it was sometimes done at the same time. Mayor Larson stated if we do the 360 review and attach some goals, and they are or are not met then we look at the contract. City Attorney Jamnik replied you can say you are not happy with the situation and look at the contract again. You would not set goals for two or three years out; they would be reviewed annually either in a retreat or in a separate meeting with the Administrator. They would not be integrated into the agreement. Mayor Larson noted the accrual rate for personal leave days being increased from 16 to 24 hours per month seemed excessive. Councilmember Fogarty stated something the City Administrator does not have, that most do have, is a car allowance, deferred comp payments and he pays health insurance the same as any other employee. Traditionally these things are completely covered for City Administrators. They took into account that he is not compensated for and he was more interested in more leave time to spend with his family as that was more important to him than a car allowance or insurance benefits. Councilmember Donnelly stated it was a way to offset shortcomings in other areas. Councilmember Wilson noted the City Attorney referred to a three year term and asked ifthere was another term. City Attorney Jamnik stated that was a projected schedule of increases from 2010 through 2012. Councilmember Wilson stated Councilmember Fogarty is correct that this item was assigned to both of them last fall as neither one would be up for election. He felt it would be fair to have a new Councilmember involved in the discussions as there were divided opinions around the budget. In fairness to the City Administrator, Councilmember Wilson had strong disagreements with how the Park and Rec budget went last year and was not sure he would have been as objective with this agreement at that time. In the bigger picture it was better to wait until after the election and wait until this year. As it relates to timeframe, he was not so quick to blame the entire Council as we did talk about the goals and assigned Councilmembers Fogarty and Donnelly to look at this in February. We are coming up to a time period where we do not have another meeting until early May and that is around the time the current contract expires. He agrees with some of the points raised by Mayor Larson. For the benefit of the City Administrator, Councilmember Wilson felt they need to give him a good strategic plan for him to work with and carry that out. The agreement does say at least once annually in advance of the budget adoption we would do an evaluation. He could not approve a contract without at least doing a review so Council can give him feedback as to where we think he is at and provide some strategic structure for him. We need to have a strategic work plan; perhaps not a document, but a framework that gives him more freedom to work with and give him some tools. We have the ability to do that in the contract. He does not anticipate a negative review, but we do have to be honest. If the majority of Council has some concerns it would look silly for the Council to pass a contract and then go back and do a review before some things are identified. He Council Minutes (Regular) April 20, 2009 Page 8 does not anticipate any major concerns, but there could be issues out there. Councilmember Wilson suggested tabling this for a limited period of time, and do the review by mid-May and have this done by the first part of June. Mayor Larson noted the agreement stated a reduction of the Administrator's salary or other financial benefits shall be deemed to be a termination under the terms of the contract. He noted Council just reduced the hours and pay for City employees. Does this include the reduction for the budget? City Attorney Jamnik replied no, if you reduced the Administrator's salary or benefits, it would constitute a termination. Mayor Larson stated we just asked City employees to take a 3% reduction and the City Administrator is included in that. City Attorney Jamnik stated if it is contemplated in a reduction from what is in the agreement, you change and actually reduce the salary amount specified, it would constitute a reduction and that is a common provision in all contracts. Mayor Larson stated ultimately there is a reduction in pay this year and there could be next year. City Attorney Jamnik stated you would have to negotiate that at that time. Councilmember Fogarty stated to be technical if Council approves the contract tonight, it does not matter because the contract is not up until May 1. This contract says he will not take any pay increases in 2009, but he is taking a reduction the same as everyone else. Councilmember Donnelly stated it is odd the review and the contract are different, but if we are not happy with his job performance, the relationship will not continue. He did not see the need to tie approval of the contract to his performance. We will do the review, give recommendations, and come up with a strategic plan we want him to follow. Those are the guidelines as to how he should do his job. Mayor Larson would rather wait for the full Council to vote on this, so he would support tabling this until we have a full Council. Councilmember Fogarty stated ifthe majority of Council wants to table this, she wanted to pick a specific date. She had a long conversation with Counci1member May and went over the numbers. She had not reviewed the contract yet, but had no initial concerns. She knew this was coming to vote tonight and did not ask anyone to pull it and did not ask for any further information. Mayor Larson still wanted to table this so the full Council could vote on this. He did not mean to disrespect the City Administrator as he does a good job. Items like this that come to Council on Thursday with a meeting on Monday, he would like to table them for one meeting to think about it and collect our thoughts for more than three days. Councilmember Fogarty stated rather than tabling it, if you would like more time, it would be more appropriate to have it sent out ahead of time for review. Tabling items would make excessive meeting time. Mayor Larson recommended tabling this agreement. Councilmember Wilson stated it is standard that we receive different contracts for the union or Police Department and they will be on the agenda without a review period. If we are going to do this, we should not single out the City Administrator Council Minutes (Regular) April 20, 2009 Page 9 contract. Tabling items gets to be too many procedures. Mayor Larson was not only talking about employee agreements, but anything that has a substantial financial number to it. Councilmember Donnelly was not in favor of tabling it. There were three changes to the contract; the salary, personal leave accrual, and increasing the cell phone allowance from $25 to $45 per month. It is a four-page contract and there are three changes. If Councilmember May was opposed to this, she would have let us know. Mayor Larson asked if everyone was comfortable with the personal leave changing from 16 to 24 hours per month as we asked everyone to cut back and this seems like an added benefit in hard times. Councilmember Wilson stated in fairness to the work that Councilmembers Donnelly and Fogarty did, he did not want to get into discussing specific components. He supported the idea of tabling the agreement and liked the idea of having the full Council present. MOTION by Wilson, second by Larson to table approval of the agreement until the May 18, 2009, Council meeting and direct City Attorney Jamnik to expeditiously send the Council a 360 review consistent with previous discussion. Voting for: Larson, Fogarty, Wilson. Voting against: Donnelly. MOTION CARRIED. When voting, Councilmember Fogarty stated she did not want the motion to fail because it would be extremely insulting and she had the opinion that if she called this for a roll it would fail for lack of majority. She will vote yes, but wanted it understood she respected what other Councilmembers are saying, but knowing these two things are not related and cannot be tied together it is political to wait; it is not functional. This is a political move and not a functional move. We cannot build the review into the contract. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) Council Workshop Schedule -Administration The next workshop is May 11, 2009, to discuss design standards with other commissions. There is a budget strategy session in June and a park tour in August. b) Dew Days - Administration In prior years Council has authorized the City Administrator to work with various groups on this event to make sure things are accomplished. City Administrator Herlofsky wanted to confirm with Council that if there are some events that Council Minutes (Regular) April 20, 2009 Page 10 require assistance, that he be authorized to determine what they will be. Council agreed with staff supporting this community event. c) ADAAA, FMLA Training - Human Resources On Tuesday, May 5, from 9:00 - 11 :00 there will be training for FMLA, workers comp, etc. for supervisors and managers. Council is welcome to attend. This is a joint project with Apple Valley. It will be taped for Council ifthey want to see it at a different time. d) Highland Circle Information - Administration Council received historic information on Highland Circle. Staff has spent a great deal of time assisting the neighborhood. If Council would like something else, they should advise staff. Mayor Larson looked at the area and it seems some of the problems are created by the homeowners by driving off the end of the road, through the ditches, and parking in the center circle. The problems would not be near as bad if people stayed on the road. The City Administrator and City Engineer spent an evening with the residents and there has been some turnover in the neighborhood. All have different views of the situation. e) Ice Arena Update - Administration Councilmember Fogarty noted there is a request to contact architect and engineering firms for proposals on the ice arena. She and Mayor Larson have been meeting with the hockey association to discuss the future of the ice arena. Staff has provided more information and she has also met with Superintendent Meeks, John Summers the Athletic Director and Tim Burke, School Board member. Both Mr. Summers and Mr. Burke have agreed to come to the meetings at the request of the hockey association. She felt this request for proposals may be premature as the school representatives would like to be more up to date. She was not entirely sure about option 2 in the construction study guidelines because of the economic development Council has stressed. Someone was in recently who discussed commercial development and one thing they said was the location ofthe high school could be critical to commercial development in the community. When the high school was built on Flagstaff, the comment was made it was not the school district's responsibility to do economic development. While Councilmember Fogarty agreed the school's primary goal is to education the children, it is Council's necessity to create economic development and she would not like to expand that campus as a first option. It would be a further down option. She would like to keep the ice arena in the downtown area and continue to work on economic development through projects like this. She will request this be put back on the agenda at a future time. Councilmemher Fogarty: Regarding the review for the City Administrator, Council was provided with a list of raters and she was comfortable with those people. At one point she recalled having four or five community members on the list such as someone from the Downtown Business Association, the Rotary, someone who works with the City Administrator on a regular basis. Council agreed with adding three community members. Council Minutes (Regular) April 20, 2009 Page 11 The Met Council appointed Wendy Wulff to the vacant seat for District 16. Councilmember Fogarty suggested taking a new approach to looking at the budget and arrange a one-day retreat to firm up what the Council's goals are and as we work through the budget process being able to take from the budget and highlight how our budget is showing our goals. The first step starts at the dias and for the five Councilmembers to be able to come together and say these are our goals and we agree on them. They could start by reviewing the goals in the front of the agenda. It is incumbent on the Council to do their homework before they layout expectations for the City Administrator. Weare not being fair if we are vague or on different pages. Staff cannot meet five different expectations and be successful. We need to have a unanimous voice as we go into this budget. Councilmember Wilson: City Administrator Herlofsky and Finance Director Roland work very hard to present the budget to Council and when Council is asked for a number without some backing behind it, it creates a dynamic that could be improved. He noted Council was informed of the United States Air Force band coming next Monday and asked where they would be. City Administrator Herlofsky stated it is at the current high school and Council has been invited by the school district. Unfortunately it conflicts with the EDA meeting. Regarding the item in the City Administrator's Employment Agreement increasing annualleave from 16 to 24 hours per month, he suggested Councilmembers Fogarty and Donnelly discuss with the City Administrator specific to the salary numbers. He was hoping to the best of the City Administrator's understanding are the percentages of change in the agreement going to be consistent with what he might be thinking for the rest of staff for the next couple years, even though that may be a difficult thing to predict. Councilmember Fogarty replied the numbers reflect roughly 2.75% which is less than what management received. It is lower than contracts given to the rest of staff. Councilmember Donnelly: Regarding the City Administrator's agreement he asked what was done in the past and was told they have not done this for a long time so there is no precedent. Unfortunately, it is a political process. The performance and the whole thing has become political. Councilmember Fogarty thanked Councilmember Donnelly as he was the best person to work on this as he has been through re-negotiations with contracts and has a very good grasp on how to deal with them and how they function. Parks and Recreation Director Distad: Reminded Council of the Arbor Day celebration on April 24, at 10 a.m. at Evergreen Knoll Park. The Annual Park and Pond Clean-up Day is Saturday, May 2, from 9 - 11 a.m. with Earth and Arbor Day celebration to follow at Rambling River Park. Council Minutes (Regular) April 20, 2009 Page 12 Mayor Larson: He attended the 2009 Partners in Education celebration with the school district at the American Legion. It was a good event and encouraged everyone to participate next year. At last Friday's Mayor/Managers meeting, the Mayor of Eagan challenged all Dakota County Mayors to put teams together for their annual cancer event; ours being Ramble and Amble. He asked Council to join him and he will recruit City staff to put together a big team and raise a lot of money for the American Cancer Society and see if we can beat the other cities in Dakota County. He participated in the CEEF Easter Carnival last weekend. The turnout was incredible. Everyone had a good time and he was very impressed on how it was run. He thanked Maribeth Vanderbeck and Dolly Newberg for their hard work. The Dakota County Technical College is having a free job seekers training Tuesdays - Thursdays at the college from 2 - 4 p.m. Curbside clean-up days started last weekend. In the next few weekends, watch out for slow moving vehicles. 14. ADJOURN MOTION by Fogarty, second by Wilson to adjourn at 9:05 p.m. APIF, MOTION CARRIED. Respectfully submitted, c~~~ / (../ Cynthia Muller Executive Assistant 7b City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us FROM: Mayor and Councilmember's City Administrator 0" Brian A. Lindquist, Police Chief TO: SUBJECT: School and Conference Investigations/Drug Task Force DATE: May 4, 2009 INTRODUCTION / DISCUSSION The Farmington Police Department currently has a full-time officer assigned to the Dakota County Drug Task Force. This is a three year rotating position and Officer Scovill will be assigned to that position beginning May 2nd. Officer Scovill will be attending the annual Minnesota State Association of Narcotics Investigators Conference (CAN-AM) as part of required training to fill that position. The conference will be held May 20-22, 2009 and will cover 16 hours of training. Training will include the latest and advanced techniques to combating the illegal drug trafficking crimes in our area. This department has been very pleased with the past training that it has received by MSANI, CAN-AM Conferences. The MSANI conferences are very affordable for the training it provides. The only cost to the City of Farmington will be $100 for the conference and $315 plus tax for lodging and meals. BUDGET IMPACT Funding for this training is included in the 2009 Investigation Division Budget. ACTION REQUESTED Information only. zu~ My Brian A. Lindquist T Police Chief City of Farmington 430 Third Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us 7c TO: Mayor, Councilmembers, and City AdministratV FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation - Finance DATE: May 4, 2009 INTRODUCTION The recruitment and selection process for the appointment of a temporary part-time liquor store clerk 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 James Merle, subject to ratification by the City Council. Mr. Merle has several years of experience in the liquor and beverage industry, and he meets the qualifications for the position. BUDGET IMPACT Funding for this position is authorized in the 2009 budget. ACTION REQUESTED Approve the appointment of James Merle as a temporary part-time liquor store clerk in the Finance Department effective on May 5, 2009. Respectfully submitted, v6uJ-~W Brenda Wendlandt, SPHR Human Resources Director cc: personnel file ld City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us FROM: Mayor and councilmemb~", City Administrator \j Brian A. Lindquist, Police Chief TO: SUBJECT: No Parking, Akin Road, 208th Street, 20ih Street, 206th Street, Devonshire and Dallas Avenues DATE: May 4, 2009 INTRODUCTION / DISCUSSION Extracurricular activity has caused considerable traffic congestion and parking problems to the area of Akin Road and 208th Street. This congestion helped playa role in the injury sustained by a young athlete attempting to cross Akin Road last year. In an attempt to provide a temporary fix to the area most susceptible to the most traumatic injury, temporary no parking signs were placed along both north and south bound traffic on Akin Road between 208th Street and 21ih Street. The signage was successful in removing that threat but did not permanently correct the traffic issue in that area. An additional ongoing issue is the parking of vehicles along both sides of 208th Street and the spillover parking that happens in the residential area directly north of 208th Street. This bottle necking effect of traffic on 208th Street greatly effects safe traffic flow for the entire area. Emergency vehicles are unable to safely access the area. Slowed traffic on 208th causes north and south bound traffic on Akin Road to slow considerably, extending both turn lanes in either direction. In addition to Akin Road and 20Sth Street, vehicles are parking in the residential area immediately north. The same issues listed above qualify for all parking in the residential area. Attached you will find two maps. Map 1 indicates the affected area shaded in red. Map 2 shows the proposed placement of signage. The red dots will have signs stating "Resident Parking Only". The black dots will display a no parking allowed symbol. BUDGET IMPACT The project would consist of 21 signs and posts necessary to mount the signs. The total costs are approximately $1000.00 and would be shared with the school district. ACTION REQUESTED Approve no parking for the areas of Akin Road and 208th Street. Approve resident only parking for 207th and 206th Street, Devonshire and Dallas A venues. RespeC~UbmittedJ. ~~. 42gy Brian A. Lindquist 7- Chief of Police Print Preview Page 1 of 1 Ma-I'i Dakota County, MN Disclaimer: Map and parcel data are believed to be accurate, but accuracy is not guaranteed. This is not a legal document and should not be substituted for a title search, appraisal, survey, or for zoning verification. MaR Scale 1 inch = 504 feet mhtml:file://C:\Documents and Settings\cmuller\Local Settings\Temporary Internet Files\... 4/29/2009 Print Preview Page 1 of 1 t1a.,p :2 Dakota County, MN Disclaimer: Map and parcel data are believed to be accurate, but accuracy is not guaranteed. This is not a legal document and should not be substituted for a title search, appraisal, survey, or for zoning verification. Mag Scale 1 inch = 504 feet mhtml:file://C:\Documents and Settings\cmuller\Local Settings\Temporary Internet Files\... 4/29/2009 City of Farmington 430 Third Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us 7e. TO: Mayor, Councilmembers, and City Administrato(j FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Acknowledge Retirement - Fire Department DATE: May 6, 2009 INTRODUCTION The City received notice that Mr. Jay Clinkscales will retire from his position as a volunteer fire fighter. DISCUSSION The Human Resources Office received notification that Mr. Jay Clinkscales will retire on May 11, 2009 from his position as a volunteer firefighter. Mr. Clinkscales joined the department on April 10, 1989, has served as a Captain and is currently Vice President of the Fire Fighters Relief Association. He has been an active and respected member of the department. The City wishes him well in his future endeavors. ACTION REQUESTED Acknowledge the retirement ofMr. Jay Clinkscales, effective May 11,2009. Respectfully Submitted, &~~~Ldt- ./~;enda Wendlandt, SPHR Human Resources Director cc: Personnel file Letter of Resignation To: Tim Pietsch, Farmington Fire Chief Farmington Fire Department Board April 27, 2009 On May 1 1 5t 2009, I, Jay Michael Clinkscales, will be retiring from the Farmington Fire Department after twenty plus years of service. It has been an honor and a privilege to be a part of such an elite group of men dedicated to protecting the community. The trust and camaraderie that is developed within the fire service is second to none. While there have been differing ideas and opinions at times within the department, in a time of need there is no other team I would want responding to my own home. The cooperation and teamwork demonstrated during an emergency response situation is absolutely incredible. The growing time commitments at work and school have made it difficult to put forth the effort and enthusiasm I feel is needed to do the fire department justice. I will be continuing in my role as Vice President of the Fire Fighters Relief Association until July 14,2010, at which time I must step down per State Statue. I feel there is unfinished business that rm passionate about within the Relief Association, and the reduced time commitment of the fire department will enable me to focus my attention on this function. Thank you for the opportunity to give back to a community that I am proud to call home. Respectfully, J M Clinkscales qm(!J' ~. 7f City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ciJarmington.mn.us TO: Mayor, Councilmembers, City Administra~ FROM: Lisa Shadick, Administrative Services Director SUBJECT: Certified Local Government Grant - Farmington Heritage Landmark Designations DATE: May 4, 2009 INTRODUCTION The Heritage Preservation Commission respectfully requests Council's approval of a Certified Local Government Grant to begin a local designation project to designate Farmington Heritage Landmarks. DISCUSSION In January, a grant application was submitted to the Minnesota Historical Society by Robert Vogel, the City's Preservation Planning Consultant, to obtain a Certified Local Government Grant on behalf of the City of Farmington and the Heritage Preservation Commission. The grant is for a local designation project to prepare a minimum of five Farmington Heritage Landmark nomination studies between October 1,2009 and August 31, 2010. These studies, which the City uses as a registration document in lieu of a registration form, provide all of the information necessary to document locally significant historic properties for rezoning as heritage landmarks under the City Code. One nomination will be prepared for each property. Information in the nomination study identifies and locates the subject property, explains how it meets one or more of the Heritage Landmark criteria, and makes the case for historic significance and integrity. Once a property has been rezoned for heritage preservation by the City Council, the nomination study is also adopted as the official registration document. Attached is a copy of the approved grant application that was submitted to the state to begin the local designation project. BUDGET IMPACT This type of grant is a "matching" grant. The City of Farmington has been approved for $6000.00 in federal funds, to be matched by City funds. The matching funds consist of "in-kind" services from City staff equaling $5000.00 and $1,000.00 cash match to be appropriated as part of the 2010 Budget. ACTION REOUESTED The Heritage Preservation Commission is requesting Council to approve the Certified Local Government Grant to begin a local designation project designating Farmington Heritage Landmarks. Respectfully submitted, ~~Il~~ Lisa Shadick Administrative Services Director Cc: HPC Members Robert Vogel Appendix I MINNESOTA HISTORICAL SOCIETY' CERTIFIED LOCAL GOVERNMENT GRANT ApPLICATION Date Received: MHS Number: 'APPUCANt'1 1. Applicant: Name of City Farmington 430 3rd street Mailing Address City/State/Zip Farmington, MN 55024 CLG Certification Date: 2/1 6/94 CONT.6.CTINFORMATION) 2. Authorized :fficial: ~ ' ~4;1C /. td~;e ture Lt'sC'lc\11Cidt'clc) AdM, rt...SVC-S. Print Name and Title D "rechy 3. Fiscal Officer: Robin Roland, Financ~ Dir. Name 430 3rd street Street Address &5/-~gv-- hl?{);;A, Farmington, MN 55024 Telephone Number City/State/Zip 4. Project Director: 5. Heritage Preservation Commission Chair: Lisa Shadick, Admin. Servo Dir. Beverly Preece Name Name 430 3rd street 300 Spruce Street #204 Street Address Street Address Farmington, MN 55024 Farminqton, MN 55024 City/State/Zip City/State/~ip (651) 280-6802 Telephone Number (651) 462-8181 Telephone Number RRBiJEd~!,i'jN~ORM~tldN':: II 6. Brief Project Description: Preparation of five local 7. Budget Summary Grant Funds 6000 ~....... designation (Farmington Heritage 6000 Applicant Match Landmark) designation form,s 12,000 Total Project Budget 8. Project Duration 10/1/09-8/30/10 .... - .-.. .. I ..".,-.....,:... .,'''....:.... '".....,. ..,......:.", ,P'ROJECf;AREA'::;i;'.' 9. Project Area (please check) o A. Comprehensive Planning o B. Survey o C. Evaluation I!l D. Local Desgination Forms o E. National Register Nomination Forms o F. Public Education (please specify): 'i91"'t)ltt~itED:,:p~gj~~',.'Q'~cRIPi-Ic).~i-(lJS;E."ADD'rrl()N~L',;$,~~~~,'~~:':~~~g'~'~~f:;,';:' "'," . ".'.""'- ;'. ".":.'.;"',:,.,.:,;" ,',.. Applications must include ALL INFORMATION REQUESTED for the project area checked above as outlined in Part III-pages 2-5 of the Certified Local Government Grants Manual. Include a discussion of how this project reflects the goals and strategies outlined in the 2005-2010 statewide preservation plan. See attachment. '..' - I' "".. ".."" ,-.. . ",. .. ....... ..... ." ,]l,~:;~~~~EG"t.~'R~eM~~,,';:H ... .. . . , , . . " . . . ... ,...0 . . <,,"', -'" ......... .:. . ,,' .. ..,-', . , ... . ".' . - . "' .. ":'i::,.".:..'::.:.:"'<"::;' : .:.>';";:'::1,;>:. ,," '.I Provide a concise description of the products that will result from the project. See attachment. 1,.~:~sqi~,~H~IJ?t,:~gg~.Fif~i:.'.:~,:,,' ., ,',;, ":,', :>:.;' ,',,',, ' . ","""'.;., "'''''', ,'\., ,.H ".,' "",,' "-,'::\;"., .HI Provide a concise statement summarizing demonstrated community support for this project. Cash match is one measure of community support. See attachment. :l~i;,j,~~~R~~8f:'j~~~~},:::;,j':f::>"i,',,;.. Provide a concise statement describing the expected effect of the project on the community's awareness and under- 'standing of local government in addressing local preservation issues. Describe any plans for promoting the project. See attachment. :1~~'!:~ig~~~i:;~~9ij:~'~~,~\"~;j,:,,][~i,::.. List principal project personnel and their qualifications. See attachment. I '" ,,' . ,'" "'I ........,.,. ,.,.......... ............. ....,...........".....,. ...,..........--...........,.-....... . ......... ........m_.., .",...'. ....... h. d. .... _._.......,......._ ,.,______ . .......,... ._. ,.. ......,._ .,._._... ..... ,;J~;fg~AI~g~",ie~9~!g\:,~MR9,~.',::i:'.: Applicant Match Budget Item Grant Cash In-Kind Donated Total Project Manager 0 0 2000 0 2000 (Shadick) @ $40/hr Preservation Planning 6000 1000 3000 0 10,000 Consultant (Vogel) @ $75/hr A. B. C. D. E. TOTAL 6000 1000 5000 0 12,000 Column A must not exceed the total of Columns B + C + D 10. DETAILED PROJECT DESCRIPTION The proposed local designation project involves preparation of a minimum of five (5) Farmington Heritage Landmark Planning Reports for nominating individual historic properties under the city's preservation ordinance (City Code ~2-11-4). The following properties have been previously surveyed and determined eligible for landmark designation: . Old St. Michael's Catholic Church, 104 Elm St., vernacular frame church built in 1877 . Curry Farmhouse and Barn, 6040 212th St., vernacular foursquare type residence built ca. 1880, plank frame barn built in 1925 . Wurdeman House, 2827 210th St., Craftsman bungalow built in 1911 . P. H. Feely & Son Elevator, 420 2nd St., crib type elevator house built in 1895 . Wool Growers Association Building, 5th & Pine Sts., agricultural commodity warehouse built in 1912 . House, 521 Oak St., Italian Villa style residence built in 1880 . House, 600 Spruce St., vernacular foursquare type residence built ca. 1900 The properties to be documented in the local designation project will be selected from this list by the Farmington Heritage Preservation Commission (HPC) after meetings with the property owners and consultation with the SHPO. Property owners will be notified by mail and asked to attend an informal meeting with the project manager and preservation planner that will provide an opportunity for face-to-face discussion and exchange of ideas about the city's preservation program and their role as stewards of Farmington's heritage resources. Although the city code does not require owner approval for a property to be designated a Heritage Landmark, the city believes it is prudent that no property be included in the local registration project without the consent of the fee-simple owner in order to maintain community support and avoid misunderstandings. This same approach was very successful when used in a previous CLG grant-funded multiple property registration project. The proposed project timeline is as follows: October 1, 2009: Schedule meetings with the fee-simple owners of potential heritage landmarks to obtain their consent and identify important issues December 1, 2009: Select 5 properties for nomination (following consultation with SHPO) City of Farmington CLG Grant Application Attachment ~ page 1 May 1,2010: Submit draft nomination study documents for SHPO review and comment July 30, 2010: Deliver final products It is expected that the actual heritage landmark designations will be made after the project is completed, beginning in the fall of 2010. The local registration project reflects the goals and strategies presented in the 2005-2010 statewide preservation plan'. Specifically, the project will: 1) Add at least five properties to the inventory of significant historic resources that are designated Farmington Heritage Landmarks and protected under the city's heritage preservation overlay zoning (state plan goal/strategy #5); 2) Encourage appropriate management and treatment of historic properties through the development of site-level plans of treatment for each heritage landmark (state plan goal/strategy #6); and 3) Integrate historic preservation planning with other city initiatives for downtown economic development and community development planning (state plan goal/strategy #2). Project work will be guided by the Secretary of the Interior's standards and guidelines for registration (Federal Register, September 29, 1983~ pp. 44726- 44728) and the MN SHPO's Guidelines for Architecture/History Projects (July 2005). 11. PROJECT PRODUCTS The products to be delivered upon completion of the proposed local designation project are the five (5) Farmington Heritage Landmark Planning Reports, the document which the city uses to nominate and. register significant heritage resources. One planning report will be prepared for each property to be nominated. As described in 'the city's preservation ordinance, the landmark planning report contains information that' identifies and locates the subject property, explains how it meets the Farmington Heritage Landmark criteria for evaluation, and makes the case for historic significance and integrity; the report also recommends preferred management practices and property-specific guidelines for design review (Certificate of Appropriate) decisions. When a property is designated a Heritage Landmark by the City Council, the landmark planning report becomes part of the official record of designation. Like the National Register registration form, the information contained in the report can also be used in public education. City of Farmington CLG Grant Application Attachment - page 2 12. COMMUNITY SUPPORT The City of Farmington (population 18,697) is committed to historic preservation as an important function of municipal government. The city has an active HPC that is provided with paid professional staff support and the program's core functions are financed by annual general fund appropriations. This will be the city's fourth ClG grant-funded project and it has an established track record of completing projects on time and within the established budgets. 13. PROJECT IMPACT The proposed local designation project is linked directly to the long-term goals laid out in the heritage preservation chapter of the city's comprehensive plan, which recognizes historic preservation as an important objective in community development planning and assigns a high priority to designating significant 'properties as Farmington Heritage landmarks. Information about the local designation project will be disseminated through public notices, press releases, public meetings, meeting handouts, newspaper articles, postings on the city website, and announcements on the government access cable television channel. 14. PROJECT PERSONNEL The City of Farmington proposes to carry out the local designation project described in this application using city staff and members of the Farmington HPC. The project director, Lisa Shadick, is the city's Administrative Services Director and has administered previous ClG grant projects for the City of Farmington as project manager. 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Fax 651.280.6899 www.ciJarrnington.mn.us TO: Mayor, Councilmembers, City Administrator tJ; Kevin Schorzman, P .E., City Engineer FROM: SUBJECT: Change Order #3-Flagstaff Avenue Project DATE: May 4, 2009 INTRODUCTION Council awarded the Flagstaff Avenue Project at the August 6, 2007, City Council meeting. DISCUSSION This change order reflects changes that were necessary during construction of the project due to differences in field conditions. The Change Order is broken down into three parts. Part A deals with price reductions for failing materials tests on the project. When material is placed on the project, the material is tested. If the tests pass, the owner pays for the cost of the testing. However, if a test does not pass, the contractor is required to correct the problem and pay for the cost of the failing test. The total price reduction for costs associated with failing test results is $5,906.50. Part B deals with increases in quantities for subgrade excavation and common borrow. When plans are prepared, the quantities for these items are estimated based on soil borings. During actual excavation in the field, more unsuitable material was encountered than was estimated from the soil borings. This required the removal and replacement of the unsuitable material. The total additional cost associated with these two items is $332,006.30. Part C includes compensation for extra work that was performed on the project that was not included in the original bid. This extra work ranged from removals that were not anticipated on the original plan, to burying manholes in the field north of 200th Street, to adjustments that were made to the original plan. The total additional cost associated with the extra work is $20,358.12. During construction, the items included in this change order were discussed with and agreed to by representatives of the school district. The sum of Part A, Part B and Part C is $346,457.92. Including Change Orders #1 and #2, the total change order additions to this project is $439,752.71, or 5.2% of the original contract. However, due to underruns of existing bid items in the contract, the net effect is the addition of$65,719.57 to the original contract amount. Change Order 3 Flagstaff Avenue Project May 4, 2009 BUDGET IMPACT The budget impact of Change Order #3 is the addition of $346,457.92 to the contract. Including all field adjustments to original bid items and Change Orders #1 thru #3, the total payment to the contractor is $8,486,777.68. The original contract amount was $8,421,058.11. Therefore, the overall project is $65,719.57 or 0.78% over the original contract. ACTION REOUESTED Approve, by motion, Change Order #3 for the Flagstaff Avenue Project. Approve, by motion, final payment to the contractor in the amount of$133,534.87. Respectfully Submitted, :t:%?-- Kevin Schorzman, P .E. City Engineer cc: file CITY COpy .11- 1r Bonestroo Owner: Ci For Period: Contractor: Date: Re uest No: A ril 27, 2009 14 AND FINAL CONTRACTOR'S REQUEST FOR PAYMENT FLAGSTAFF AVENUE UTILITY AND STREET IMPROVEMENTS BONESTROO FILE NO 000141-04224-0 SUMMARY 1 Original Contract Amount $ 8.421/058.11 2 Change Order - Addition $ 439,752.71 3 Change Order - Deduction $ 0,00 4 Revised Contract Amount $ 8/860/810.82 5 Value Completed to Date $ 8.486,777,68 6 Material on Hand $ 0,00 7 Amount Earned $ 8.486/777,68 8 Less Retainage 0% $ 0.00 9 Subtotal $ 8.486,777.68 10 Less Amount Paid Previously $ 8/353,242,81 11 Liquidated damages - $ 0,00 12 AMOUNT DUE THIS REQUEST FOR PAYMENT NO, 14 AND FINAL $ 133,534,87 Recommended for Approval by: BONESTROO Approved by Owner: CITY OF FARMINGTON Specified Contract Completion Date: Date: 14104224-0REQ14FINAL Contract Unit Current Quantity Amount No, Item Unit Quantity Price Quantity to Date to Date PART 1 - SANITARY SEWER: 1 MOBILIZATION LS 1 195000,00 1 $195.00000 2 TRAFFIC CONTROL LS 1 28400,00 1 $28.40000 3 FIELD OFFICE LS 1 17500,00 1 $17.500,00 4 GRADING FOR TEMPORARY ACCESS ROAD HR 200 100,00 149 $14.90000 5 SALVAGE EXISTING ROADWAY AGGREGATE BASE CY 5650 2,50 8274 $20,68500 6 PLACE SALVAGED AGGREGATE BASE CY 1500 3,50 6104 $21,364,00 7 MAINTAIN TEMPORARY ACCESS ROAD HR 200 100,00 163.5 $16.35000 8 1-1/2" CLEAR ROCK TN 500 2800 854 $23.91200 9 CONNECT TO EXISTING MANHOLE EA 1 19000,00 1 $19,00000 10 CONSTRUCT 7' MANHOLE OVER EXISTING PIPE EA 1 150000,00 1 $150.00000 11 8" PVC SANITARY SEWER, SDR 26,10'-15' DEEP LF 15 90,00 4 $36000 12 8" PVC SANITARY SEWER, SDR 26,15'-20' DEEP LF 145 90,00 130 $11,70000 13 8" PVC SANITARY SEWER, SDR 26, 20'-25' DEEP LF 210 90,00 83 $7,47000 14 8" PVC SANITARY SEWER, SDR 26, 25'-30' DEEP LF 90 90,00 276 $24,84000 15 8" PVC SANITARY SEWER. SDR 26, 30'-35' DEEP LF 170 90,00 56 $5,04000 16 8" PVC SANITARY SEWER, SDR 26, 35'-40' DEEP LF 140 90,00 138 $12.42000 17 8" PVC SANITARY SEWER. SDR 26, 40'-45' DEEP LF 55 90,00 122 $10.980,00 18 8" PVC SANITARY SEWER. SDR 26, 45'-50' DEEP LF 10 90,00 10 $90000 19 10" DIP SANITARY SEWER. CLASS 52,15'.20' DEEP LF 60 85,00 60 $5,100,00 20 10" PVC SANITARY SEWER, SDR 26, 20'-25' DEEP LF 5 86,50 $0,00 21 10" PVC SANITARY SEWER, SDR 26, 25'-30' DEEP LF 120 86,50 122 $10.55300 22 24" PVC SANITARY SEWER, PS 46. 15'-20' DEEP LF 4 112,00 4 $448,00 23 27" PVC SANITARY SEWER, PS 46. 10'-15' DEEP - LF 125 120,00 123 $14,76000 24 27" PVC SANITARY SEWER, PS 46,15'-20' DEEP LF 475 120,00 468 $56,16000 25 27" PVC SANITARY SEWER. PS 46,20'-25' DEEP LF 65 120,00 70 $8,40000 26 27" PVC SANITARY SEWER, PS 115,10'-15' DEEP LF 40 156,00 30 $4.68000 27 27" PVC SANITARY SEWER. PS 115,15'.20' DEEP LF 70 156,00 105 $16.38000 28 27" PVC SANITARY SEWER, PS 115. 20'-25' DEEP LF 370 156,00 355 $55.38000 29 27" PVC SANITARY SEWER, PS 115, 25'-30' DEEP LF 1040 156,00 1003 $156.468,00 30 27" PVC SANITARY SEWER, PS 115, 30' -35' DEEP LF 1935 156,00 2385 $372.06000 31 27" PVC SANITARY SEWER, PS 115, 35'-40' DEEP LF 2340 156,00 2543 $396,708,00 32 27" PVC SANITARY SEWER, PS 115, 40'-45' DEEP LF 1665 156,00 1399 $218.24400 33 27" PVC SANITARY SEWER, PS 115,45'-50' DEEP LF 780 1 56,00 421 $65,67600 34 30" PVC SANITARY SEWER, PS 46, 10'-15' DEEP LF 35 92,00 $0,00 35 30" PVC SANITARY SEWER, PS 46, 15'-20' DEEP LF 1950 92,00 1951 $179.49200 36 30" PVC SANITARY SEWER, PS 46. 20'-25' DEEP LF 545 92,00 765 $70,380,00 37 30" PVC SANITARY SEWER, PS 115,20'-25' DEEP LF 480 142,00 237 $33,65400 38 30" PVC SANITARY SEWER, PS 115, 25'-30' DEEP LF 765 142,00 829 $117,71800 39 30" PVC SANITARY SEWER, PS 115, 30'-35' DEEP LF 75 142,00 61 $8,662,00 40 30" SANITARY SEWER, JACKED LF 190 800,00 188 $150,40000 41 48" STEEL CASING PIPE LF 190 0,01 188 $1,88 42 8" PVC PLUG EA 19 65,00 19 $1.23500 43 8" DIP PLUG EA 4 115,00 4 $460,00 44 10" PVC PLUG EA 2 100,00 2 $200,00 45 24" PVC PLUG EA 1 520,00 1 $520,00 46 27" PVC PLUG EA 1 1030,00 1 $1,03000 47 5' DIAMETER SANITARY MH W/ECCENTRIC CONE, 8' DEEP EA 29 5500,00 28 $154,00000 48 5' DIAMETER SANITARY MH WIOUTSIDE DROP, 8' DEEP EA 1 6950,00 1 $6.95000 49 5' DIAMETER SANITARY MH WI TWO OUTSIDE DROPS, 8' DEEP EA 2 7850,00 2 $15,70000 50 5' DIAMETER SANITARY MANHOLE OVERDEPTH LF 715 225,00 70509 $158,64525 51 7' DIAMETER SANITARY MANHOLE OVERDEPTH LF 5 350,00 8,8 $3.080,00 52 8" OUTSIDE DROP PIPE LF 37 145,00 36,22 $5,25190 53 10" OUTSIDE DROP PIPE LF 17 175,00 17 $2,975,00 54 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 6900 0,01 1532 3388 $33,88 55 TRENCH DAM EA 32 500,00 $0,00 56 JETI CLEAN SANITARY SEWER LF 13800 080 $000 57 CLOSED CIRCUIT TV INSPECTION LF 13900 0,60 14209 $8,52540 TOTAL PART 1 . SANITARY SEWER: $2,880,75231 14104224-0REQ14FINAL Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date PART 2 - WATER MAIN (FROM PILOT KNOB ROAD TO 195TH STREET): 58 CONNECTTO EXISTING 10" WATER MAIN EA 1 500,00 1 $500,00 59 CONNECTTO EXISTING 16" WATER MAIN EA 2 500,00 2 $1,00000 60 SALVAGE AND REINSTALL HYDRANT AND GATE VALVE EA 1 350,00 1 $350,00 61 6" DIP WATER MAIN, CL. 52, INCL, POLY WRAP LF 205 20,00 249 $4,98000 62 8" DIP WATER MAIN. CL, 52, INCL, POLY WRAP LF 945 24,00 864 $20,736,00 63 10" DIP WATER MAIN. CL, 52.INCL, POLY WRAP LF 100 28.50 100 $2.850,00 64 16" DIP WATER MAIN, CLASS 51, INCL, POLY WRAP LF 8950 48,50 9106 $441,641.00 65 18" DIP WATER MAIN. CL. 51, INCL, POLY WRAP LF 3950 52,20 3959 $206,65980 66 24" DIP WATER MAIN. CLASS 51, INCL, POLY WRAP LF 2550 7200 2558 $184.176,00 67 DUCTILE IRON FITTINGS LB 18000 7,50 15370 $115.27500 68 6" GATE VALVE AND BOX EA 17 865,00 17 $14,70500 69 8" GATE VALVE AND BOX EA 12 1180,00 12 $14,160,00 70 10" GATE VALVE AND BOX EA 1 1520,00 1 $1.520,00 71 16" GATE VALVE AND BOX EA 16 4840,00 16 $ 77 ,440 00 72 18" GATE VALVE AND BOX EA 7 8100,00 7 $56,70000 73 24" GATE VALVE AND BOX EA 5 15650,00 5 $78,25000 74 16" WATER MAIN, JACKED LF 285 395,00 285 $112,575,00 75 16" WATER MAIN, IN CASING LF 150 215,00 150 $32,25000 76 18" WATER MAIN, JACKED LF 160 375,00 156 $58,500,00 77 32" STEEL CASING PIPE LF 435 0,01 435 $4,35 78 34" STEEL CASING PIPE LF 160 0,01 156 $1.56 79 5" VALVE HYDRANT "- EA 17 2235,00 17 $37,99500 80 INSULATION, 4" THICK SY 45 20,00 4 $80,00 81 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 8600 0,01 $0,00 82 REMOVE 18" CMP STORM SEWER LF 160 12,00 407 $4.88400 83 REMOVE 24" CMP STORM SEWER LF 250 1200 $000 84 18" CMP STORM SEWER LF 160 24,00 407 $9.768,00 85 24" CMP STORM SEWER LF 250 27,00 75 $2.025,00 86 SALVAGE AND REINSTALL CMP APRON EA 18 200,00 18 $3,60000 87 SALVAGE AND REINSTALL 24" RCP STORM SEWER LF 75 25,00 75 $1.875,00 88 SALVAGE AND REINSTALL 36" RCP STORM SEWER LF 10 40,00 10 $400,00 89 SALVAGE AND REINSTALL 48" RCP STORM SEWER LF 40 65,00 30 $1,950,00 90 SALVAGE AND REINSTALL 24" RCP FLARED END SECTION EA 3 350,00 1 $350,00 91 SALVAGE AND REINSTALL 36" RCP FLARED END SECTION EA 1 400,00 1 $400,00 92 SALVAGE AND REINSTALL 48" RCP FLARED END SECTION EA 1 650,00 $0,00 93 SALVAGE AND REINSTALL SIGN EA 5 120,00 5 $600,00 94 SAWING BITUMINOUS DRIVEWAY LF 200 5,00 320 $1,60000 95 REMOVE AND REPLACE BITUMINOUS DRIVEWAY SY 670 15,00 418 $6,270,00 96 SALVAGE AND REINSTALL BARB WIRE FENCE LF 200 3,00 $0,00 97 SILT FENCE, MACHINE SLICED LF 1000 130 $0,00 98 TEMPORARY MULCH, TYPE 1 AC 4,5 225,00 $0,00 99 SEEDING, INCL SEED MIX 250 AND EROSION CONTROL BLANKET CATEGORn AC 3.5 4800,00 3,5 $16.800,00 100 SEEDING, INCL SEED MIX 270 AND EROSION CONTROL BLANKET CATEGORY 1 AC 4800,00 $4.800,00 101 SEEDING, INCL SEED MIX 328 AND EROSION CONTROL BLANKET CATEGORY 3 AC 0,2 5500,00 0,09 $495,00 102 BIOROLL LF 200 6,00 $0,00 103 SODDING. LAWN TYPE SY 2500 220 $0,00 TOTAL PART 2 - WATER MAIN (FROM PILOT KNOB ROAD TO 195TH STREET): $1,518,16571 PART 3 - STORM SEWER: 104 CONNECT TO EXISTING OUTLET CONTROL STRUCTURE EA 1 650,00 1 $650,00 105 CONNECT DRAIN TILE TO STRUCTURE EA 3 100,00 6 $600,00 106 REMOVE STORM SEWER MANHOLE EA 1 250,00 1 $250,00 107 REMOVE 15" CMP STORM SEWER LF 60 12,00 90 $1,08000 108 REMOVE 18" CMP STORM SEWER LF 260 12,00 150 $1,80000 14104224,OREQ14FINAL Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 109 REMOVE 24" CMP STORM SEWER LF 115 12,00 40 $480,00 110 REMOVE 30" CMP STORM SEWER LF 35 1200 $0,00 111 REMOVE 36" RCP STORM SEWER LF 50 12,00 50 $60000 112 REMOVE 48" CMP STORM SEWER LF 85 20,00 85 $1,70000 113 REMOVE 72" RCP STORM SEWER LF 50 35,00 50 $1,75000 114 15" RCP STORM SEWER, CLASS 5 LF 1050 21,90 1020 $22,33800 115 18" RCP STORM SEWER, CLASS 5 LF 460 23.70 640 $15.16800 116 24" RCP STORM SEWER. CLASS 5 LF 145 34,00 161 $5,47400 117 24" RCP STORM SEWER, CLASS 4 LF 205 30,00 319 $9.57000 118 30" RCP STORM SEWER, CLASS 3 LF 105 37,00 104 $3,84800 119 36" RCP STORM SEWER, CLASS 3 LF 55 53,50 63 $3,37050 120 48" RCP STORM SEWER, CLASS 3 LF 135 85,00 134 $11.39000 121 72" RCP STORM SEWER, CLASS 3 LF 110 167.00 106 $17,702 00 122 15" RCP FLARED END SECTION, INCL TRASH GUARD EA 10 700,00 10 $7,00000 123 18" RCP FLARED END SECTION, INCL TRASH GUARD EA 7 750,00 12 $9.000,00 124 24" RCP FLARED END SECTION. INCL TRASH GUARD EA 4 1070,00 2 $2,140,00 125 30" RCP FLARED END SECTION, INCL TRASH GUARD EA 2 1325,00 2 $2,650,00 126 36" RCP FLARED END SECTION. INCL TRASH GUARD EA 2 1725,00 2 $3,45000 127. 48" RCP FLARED END SECTION. INCL TRASH GUARD EA 4 2530,00 4 $10.120,00 128 72" RCP FLARED END SECTION, INCL TRASH GUARD EA 2 4670,00 2 $ 9,340,00 129 SALVAGE AND REINSTALL 24" RCP STORM SEWER LF 145 25,00 45 $1,125,00 130 SALVAGE AND REINSTALL 24" RCP FLARED END SECTION EA 1 350,00 1 $350,00 131 10' X 5' PRECAST CONCRETE BOX CULVERT LF 20 645,00 20 $12,900,00 132 8' X 5' PRECAST CONCRETE BOX CULVERT LF 40 550,00 40 $22,00000 133 SALVAGE PRECAST CONCRETE BOX CULVERT END SECTION EA 4 450,00 4 $1,80000 134 INSTALL PRECAST CONCRETE BOX CULVERT END SECTION EA 4 750,00 4 $3.000,00 135 STRUCTURE EXCAVATION, CLASS U CY 490 6,00 400 $2,40000 136 SELECT GRANULAR BACKFILL (CV) CY 290 9,60 200 $1,920,00 137 GRANULAR BEDDING (CV) CY 150 21,00 150 $3.150,00 138 GEOTEXTILE FILTER, TYPE IV SY 145 2,00 145 $290,00 139 DITCH EXCAVATION (EV) CY 800 2,50 200 $500,00 140 4' DIA STORM SEWER CBMH, 8' DEEP. INC R-3067-V. CSTG AND CONC ADJ RINGS EA 1800,00 $1,80000 141 4' DIA STORM SEWER MH, 8' DEEP, INCL R-1642-B CSTG AND CONC ADJ RINGS EA 6 1800,00 6 $10.800,00 142 5' DIA STORM SEWER MH, 8' DEEP, INCL R-1642-B CSTG AND CONC ADJ RINGS EA 1 2450,00 1 $2,45000 143 4' DIA STORM SEWER MH OVERDEPTH LF 31 175,00 30,46 $5,33050 144 5' DIA STORM SEWER MH OVERDEPTH LF 1 200,00 2 $400,00 145 INLET PROTECTION PER DETAIL ERO-04 EA 1 300,00 $0,00 146 INLET PROTECTION PER DETAIL ERO-12 EA 1 225,00 $225,00 147 IMPROVED PIPE FOUNDATION, PER 6" INCREMENT LF 1000 0,01 $0,00 148 CLASS III RANDOM RIPRAP CY 270 50,00 349 $17.450,00 149 CLASS IV RANDOM RIPRAP CY 105 50,00 91 $4,550,00 150 JETI CLEAN STORM SEWER PIPE LF 1985 0,80 $0,00 151 CLEAN EXISTING BOX CULVERT CY 200 12,00 192 $2.304,00 TOTAL PART 3 - STORM SEWER: $236.21500 PART 4 - STREET IMPROVEMENTS: 152 TRANSPLANT TREE EA 37 250,00 20 $5,00000 153 CLEARING AND GRUBBING AC 1 7900,00 1 $7.90000 154 CLEAR AND GRUB TREE 118 68,00 136 $9,24800 155 SALVAGE AND REINSTALL MAILBOX EA 27 10000 49 $4,90000 156 TREE PROTECTION FENCE LF 2500 1,60 $0,00 157 SAWING BITUMINOUS PAVEMENT LF 900 3.00 851 $2,55300 158 REMOVE BITUMINOUS PAVEMENT SY 1100 2,00 801 $1,60200 159 SALVAGE AND REINSTALL BARB WIRE FENCE LF 2200 1,50 1860 $2,79000 160 SALVAGE AND REINSTALL WOODEN FENCE LF 400 16,00 188 $3.00800 161 SALVAGE AND REINSTALL FENCE GATE EA 2 450,00 1 $450,00 14104224,OREQ14FINAL Contract Unit Current Quantity Amount No, Item Unit Quantity Price Quantity to Date to Date 162 REMOVE 12" CMP STORM SEWER LF 62 12,00 62 $744,00 163 REMOVE 15" CMP STORM SEWER LF 505 12,00 884 $10,60800 164 REMOVE 18" CMP STORM SEWER LF 490 12,00 289 $3,468,00 165 REMOVE 24" CMP STORM SEWER LF 150 12,00 158 $1,896,00 166 REMOVE 36" CMP STORM SEWER LF 60 12,00 $0,00 167 REMOVE 48" CMP STORM SEWER LF 90 2500 90 $2,25000 168 12" CMP STORM SEWER LF 62 19,98 27 $53946 169 15" CMP STORM SEWER LF 560 22.20 1293 $28.704,60 170 18" CMP STORM SEWER LF 273 24,00 241 $5,78400 171 12" CMP FLARED END SECTION EA 4 250,00 2 $500,00 172 15" CMP FLARED END SECTION EA 36 260,00 66 $17.16000 173 18" CMP FLARED END SECTION EA 14 280,00 14 $3,92000 174 SUBGRADE EXCAVATION (EV) CY 30000 2,90 -54277 30000 $87.00000 175 COMMON EXCAVATION (EV) CY 84650 2,90 84198 $244,174,20 176 COMMON BORROW (CV) CY 39250 3,90 -44770 39250 $153,07500 177 RESPREAD TOPSOIL FROM STOCKPILE (CV) CY 20000 2,50 20507 $51,267.50 178 GEOTEXTILE FABRIC. TYPE V SY 116000 1,10 95657 $105.22270 179 SELECT GRANULAR BORROW - MODIFIED CY 81300 9,00 2606 76682 $690,138,00 180 AGGREGATE BASE, CLASS 5,100% CRUSHED TN 73550 9.75 6033 70407 $686,468,25 181 AGGREGATE BASE. CLASS 2.100% CRUSHED - LIMESTONE TN 7950 11,90 496 6606 $78,611AO 182 TYPE MV 3 NON WEARING COURSE MIXTURE (C) TN 11500 39,90 10362 $413,443,80 183 TYPE MV 3 WEARING COURSE MIXTURE (C) TN 11500 40,81 18.35 9499,88 $387.690,10 184 BITUMINOUS MATERIAL FOR TACK COAT GAL 5350 2,00 5154 $10.308,00 185 AGGREGATE SHOULDER. CLASS 2, 1 00% CRUSHED~ LIMESTONE TN 2160 1390 206,35 1646A $22.884.96 186 B418 CONCRETE CURB AND GUTTER LF 3000 8,50 3970 $33,74500 187 AGGREGATE DRIVEWAY, CLASS 2.100% CRUSHED - LIMESTONE TN 850 1390 163,5 1087.18 $15.111.80 188 BITUMINOUS DRIVEWAY SY 330 15,00 1232 $18.480,00 189 REMOVE BITUMINOUS PATH SY 150 2,00 208 $416,00 190 BITUMINOUS PATH SY 140 18,00 131 $2,35800 191 CONCRETE PEDESTRIAN RAMP SF 80 6,00 80 $480,00 192 TRUNCATED DOME PANEL SF 40 45,00 32 $1,44000 193 4" PERFORATED PVC DRAIN TILE, SCHEDULE SDR 35 LF 3230 9,00 3440 $30,960,00 194 REMOVE AND REPLACE DRAIN TILE (ALL SIZES) LF 500 15,00 1142 $17,130,00 195 REMOVE PAVEMENT MARKINGS LF 380 100 $0,00 196 4" DOUBLE SOLID LINE, YELLOW EPOXY LF 23370 OAO 22 864 $9,145,60 197 4" SOLID LINE, WHITE EPOXY LF 40000 0,20 38757 $7,751.40 198 4" BROKEN LINE. WHITE EPOXY LF 215 0,20 50 $10,00 199 12" SOLID LINE, YELLOW EPOXY LF 2500 2,00 1667 $3.33400 200 24" SOLID LINE, WHITE EPOXY LF 160 7,00 134 $938,00 201 PAVEMENT MESSAGE. LEFT TURN ARROW - EPOXY EA 12 120,00 12 $1,44000 202 PAVEMENT MESSAGE. RIGHT TURN ARROW - EPOXY EA 16 120,00 14 $1,68000 203 PAVEMENT MESSAGE. STOP AHEAD - EPOXY EA 1 375,00 1 $37500 204 SALVAGE SIGN EA 32 20,00 30 $600,00 205 SALVAGE AND REINSTALL SIGN EA 5 120,00 2 $240,00 206 SALVAGE AND REINSTALL MONUMENT EA 3 450,00 1 $450,00 207 TYPE III BARRICADE EA 6 275,00 $0,00 208 SIGN PANELS. TYPE C SF 360 26,50 356,18 $9,43877 209 STRUCTURE MARKER SIGN EA 86 75,00 65 $4.87500 210 WATER FOR DUST CONTROL 1 000 GAL 1100 10,00 873 $8.730,00 211 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 40 80,00 37 $2,960,00 212 SKIDSTEER (BOBCAT) WITH OPERATOR HR 40 80,00 51,5 $4,120,00 213 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 4 650,00 2 $1,300,00 214 SILT FENCE, MACHINE SLICED LF 20000 130 17758 $23,085AO 215 SILT FENCE. HEAVY DUTY LF 500 170 270 $45900 216 TEMPORARY MULCH, TYPE 1 AC 45,5 225,00 13 $2,925,00 217 SEEDING, INCL SEED MIX 250 AND EROSION CONTROL BLANKET CATEGORY 3 AC 365 4800,00 30,84 $148.032,00 218 SEEDING, INCL SEED MIX 270 AND EROSION CONTROL BLANKET CATEGORY 1 AC 9 4800,00 136 $6,528,00 14104224-0REQ14FINAL Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 219 SODDING, LAWN TYPE SY 21500 2,20 6525 $14,35500 220 BIOROLL LF 1000 6,00 $000 221 ROCK DITCH CHECK EA 3 350,00 4 $1,40000 TOTAL PART 4 - STREET IMPROVEMENTS: $3.417,601.94 CHANGE ORDER NO, 1 ADDITIONAL COMPENSATION FOR WORK NECESSARY FOR A WATERMAIN CONNECTION - REMOVE AND RE-INSTALL A CROSS FITTING AND SLEEVE LS 1 869,00 1 $86900 2 QUAD DUMP HR 19 79.20 19 $1.50480 3 SAND CY 96 3,75 96 $360,00 4 1,5" CLEAR ROCK TN 306,19 14,76 306,19 $4.51936 5 CREW LABOR AND EQUIPMENT HR 51 84,85 51 $4,32735 TOTAL CHANGE ORDER NO, 1 $11,58051 CHANGE ORDER NO, 2 ADDITIONAL COMPENSATION FOR WORK NECESSARY FOR WATERMAIN TESTING-ADD 2" CORPORATION STOP. 2" COPPER AND 2" CURB BOX LS 730,00 $730,00 2 ADDITIONAL CQMPENSATION FOR WORK NECESSARY FOR STREET SUBGRADE DRAINAGE NEAR STATION 193+00-INSTALL 6" PVC DRAIN TILE LS 13500,00 $13.50000 3 ADDITIONAL SIGNAGE ON THE DETOUR FOR FLAGSTAFF FARMS LS 1056,00 $1,05600 4 TEMPORARY STRIPING OF FLAGSTAFF FROM 195TW5TREETTO NORTH PROJECT LIMITS .' 6489,37 $6,48937 LS 5 OVERTIME EXPENSE TO EXPEDITE COMPLETION OF STREET WORK TO SOUTH ENTRANCE TO SCHOOL SITE - TARGET DATE: MAY 26, 2008 - ESTIMATE 10 PERSONNEL FOR 20 HOURS PER WEEK FOR SIX WEEKS HR 1200 20,00 914,5 $18.290,00 6 REMOVAL OF UNSUITABLE MATERIAL (SATURATED. ICE, AND FROST) FROM TRENCH PRIOR TO PIPE INSTALLATION AND BACKFILL LS 31785,30 $31.78530 7 SUPPORT GASMAIN DURING CONSTRUCTION OF UTILITY STUBS NORTH OF THE SCHOOL. WEST SIDE OF FLAGSTAFF EA 2 15000,00 2 $30.00000 8 DEDUCTION - AGGREGATE BASE, CLASS 5, 100% CRUSHED. 11 % PRICE REDUCTION PER MNDOT SPEC FOR GRADATIONS FAILURES FOR MATERIAL PLACED FROM 195TH STREET TO LAKEVILLE BORDER LS 1 -2584639 $25.84639 TOTAL CHANGE ORDER NO, 2 $ 76, 004 28 CHANGE ORDER NO, 3 DEDUCTION - COSTS ASSOCIATED WITH RETESTING GRADATIONS, LS -3744,50 -$3,744,50 2 DEDUCTION - COSTS ASSOCIATED WITH RETESTING SOIL COMPACTION, LS -2162,00 -$2,16200 3 INCREASE IN QUANTITY - LINE ITEM NUMBER 174. SUBGRADE EXCAVATION (EV) CY 30000 2,90 54277 84277 $157,40330 4 INCREASE IN QUANTITY - LINE ITEM NUMBER 176, COMMON BORROW (CV) CY 39250 3,90 44770 84020 $174,60300 5 REMOVE AND REPLACE 24" RCP STORM SEWER PIPE AND SOIL CORRECTIONS LS 592930 $5,929,30 6 REMOVE LARGE COTTONWOOD TREE, LS 3520,00 $3,520,00 7 REMOVE 18" FES AND REPLACE WITH 27" CB, LS 1543.10 $1,54310 8 INSTALL BOLLARD AT MH 29, LS 650,00 $65000 9 BACKFILL SANITARY MHS LS 1575,83 $1,57583 10 TEMPORARY WATER CROSSING AT 90+50, LS 1039,25 $1.03925 11 INSTALL RODENT SCREENS, LS 260,00 $26000 12 LOWER STMH 7 LS 657.60 $657.60 13 CONSTRUCT MAILBOX STRUCTURE. LS 1676,04 $1,676,04 14104224-0REQ14FINAL Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 14 LOWER CULVERT AT 44+ 70E, LS 58350 1 1 $583,50 15 REPARI SOD AND SEDD/BLANKEl LS 1938,50 1 1 $1,938,50 16 REMOVE AND REPLACE CURB AND NEW CASTING, LS 98500 1 1 $985,00 TOTAL CHANGE ORDER NO, 3 $346.457 92 TOTAL PART 1 - SANITARY SEWER: TOTAL PART 2 - WATER MAIN (FROM PILOT KNOB ROAD TO 195TH STREET): TOTAL PART 3 - STORM SEWER: TOTAL PART 4 - STREET IMPROVEMENTS: TOTAL CHANGE ORDER NO, 1 TOTAL CHANGE ORDER NO, 2 TOTAL CHANGE ORDER NO, 3 TOTAL WORK COMPLETED TO DATE $2,880,752,31 $1,518.16571 $236.21500 $3,417,60194 $11,58051 $76.004,28 $346,45792 $8,486,777.68 14104224,OREQ14FINAL PROJECT PAYMENT STATUS OWNER CITY OF FARMINGTON BONESTROO FILE NO. 000141-04224-0 CONTRACTOR RY AN CONTRACTING CO. CHANGE ORDERS N D A o. ate Descn ptlon mount 1 11/27 /2007 This Change Order provides for additional work on this project. See $11,580.51 Change Order. 2 " 4/28/2008 This Change Order provides for additional work on this project. See $81,714.28 Change Order. 3 12/4/2008 This Change Order provides for adjustments to this project. See $346,457.92 Change Order. Total Chanqe Orders $439,752.71 - PAYMENT SUMMARY No. rom To Payment Retalnage omplete 1 08/27 /2007 09/21/07 642,712,41 33,826.97 676,539.38 2 09/22/2007 10/30/07 1,314,991.74 103,037.06 2,060,741.21 3 10/31/2007 12/11/07 1,829,820.00 199,343.35 3,986,867.50 4 12/12/2007 01/11/08 337,093.09 217,085.12 4,341,702.36 5 01/12/2008 02/12/08 354,730,07 235,755,12 4,715,102.43 6 02/13/2008 04/28/08 45,930.22 238,172.50 4,763,450.03 7 04/29/2008 06/06/08 791,630.86 279,837.28 5,596,7 45,67 8 06/07/2008 07/14/08 390,915.86 ' 300,411,80 6,008,236.05 9 07/15/2008 08/11/08 532,218.25 328,423.29 6,568,465.79 10 08/12/2008 09/10/08 550,309.52 357,386.95 7,147,738,97 11 09/11/2008 10/14/08 693,340.70 393,878.56 7,877,571.28 12 10/15/2008 11/11/08 676,398.64 50,000.00 8,210,091.36 13 11/12/2008 12/08/08 193,151.45 25,000,00 8,378,242.81 14 AND FINAL 12/09/2008 01/26/09 133,534,87 8,486,777 .68 F C I d Material on Hand Total Payment to Date $ 8,486,777 ,68 Original Contract $8,421,058,11 Retainage Pay No. 14 AND FINAL Change Orders $439,752.71 Total Amount Earned $8,486,77768 Revised Contract $8,860,810.82 14104224-0REQ14FINAL r-ft Bonestroo Owner: City of Farmington, 430 Third Street, Farmington, MN 55024-1374 Date April 27, 2009 Contractor: Ryan Contracting Company, 26350 France Avenue, PO Box 246, Elko, MN 55020 Bond Company: Federal Insurance Co" 15 Mountain View Road, Warren, NJ 07061 Bond No: 8213.37-62 (:HANGE ORDER NO. 3 FLAGSTAFF AVENUE UTILITY AND STREET IMPROVEMENTS BONESTROO FILE NO, 000141-04224-0 Description of Work Part A: Part A of this Change Order applies costs associated with the retest of materials to the Contractor as follows: Items No. 1 and 2 provide a price reduction that includes per sample costs for performing the test as well as the time and mileage associated with'the retest. ~ Part B of this Change Order provides for an increase in quantities necessary to the project as follows: The Contract Quantites for Items No.3 and 4 were estimated based on soil borings. Field conditions required additional subgrade excavation and backfill with common borrow material. Part C: ,,~ Part C of this Change Order provides compensation to the Contractor for additional work performed that was necessary to the project Item NO.5 provides compensation for the removal and replacement of 24" RCP storm sewer pipe placed by others and trench subgrade soil corrections. Item No. 6 provides for compensation for the removal of a large cottonwood tree due to temporary relocation of overhead power lines. Item NO.7 provides compensation for the removal of an 18" flared end section and the installation of a 27" catch basin for resident ease of maintance. Item NO.8 provides compensation for the installation of a bollard at manhole 29, requested by the MCES. Item NO.9 provides compensation for the backfilling of sanitary manholes that were lowered in the field north of 200th Street to reduce utility impacts to farming activities. Item NO.1 0 provides time and materials payment for a temporary water service crossing at station 90+50. Item No. 11 provides compensation for the installation of rodent screens on draintile larger than 4" in diameter. Private araintile of this size was not anticipated. Item No. 12 provides compensation for the lowering of manhole 7 to accommodate landowner draintile. Item No. 13 provides time and material payment for the construction of a mailbox structure for 20982 and 20993 Flagstaff Avenue. Item No. 14 provides compensation for the lowering of a driveway culvert at station 44+70 east. Item No. 15 provides compensation for the repair of sod and seed/blanket ruts resulting from resident tree planting. Item No. 16 provides compensation for the removal of B418 curb and the replacement with surmountable curb, including a new casting to improve field entrance access. . i 14104224CH03 f Revised Total Contract Contract Change Order No. Item Unit Quantity Quantity Price Amount CHANGE ORDER NO.3, PART A DEDUCTION - COSTS ASSOCIATED WITH FAILING LS ($3,744,50) ($3,744.50) GRADATIONS 2 DEDUCTION - COSTS ASSOCIATED WITH FAILING SOIL LS ($2,162.00) ($2,162.00) COMPACTION TESTS TOTAL CHANGE ORDER NO, 3, PART A ($5,906.50) CHANGE ORDER NO.3, PART B 3 INCREASE IN QUANTITY - LINE ITEM NUMBER 174, CY 30000 84277 $2.90 $ 157,403.30 SUBGRADE EXCAVATION (EV) 4 INCREASE IN QUANTITY - LINE ITEM NUMBER 176, COMMON CY 39250 84020 $3.90 $ 174, 60J 00 BORROW (CV) TOTAL CHANGE ORDER NO.3, PART B $332,006.30 CHANGE ORDER NO.3, PART C 5 REMOVE AND REPLACE 24" RCP STORM SEWER PIPE AND LS $5,929.30 $'5,929.30 SOIL CORRECTIONS 6 REMOVE LARGE COTTONWOOD TREE LS $3,520.00 $3;520.00 7 REMOVE 18" FES AND REPLACE WITH 27" CB LS $1,543,10 $1,543.10 8 INSTALLATION OF BOLLARD AT MH-29. LS $650.00 $650,00 9 BACKFILL SANITARY MHS LS $1,575,83 $1,575,83 10 TEMPORARY WATER CROSSING AT 90+50 LS $1,039.25 $ 1,039.25 11 INSTALL RODENT SCREENS LS $260.00 $260,00 12 LOWER STMH 7 LS $657.60 $657,60 13 CONSTRUCT MAILBOX STRUCTURE LS $1,676,04 $1,676,04 14 LOWER CULVERT AT 44+70E, LS $583.50 $583,50 15 REPAIR SOD AND SEED/BLANKET LS $1,938,50 $1,938.50 16 REMOVE AND REPLACE CURB AND NEW CASTING LS $985,00 $985,00 TOTAL CHANGE ORDER NO, 3, PART C $20,358,12 TOTAL CHANGE ORDER NO, 3, PART A ($5,906.50) TOTAL CHANGE ORDER NO, 3, PART B $332,006.30 TOTAL CHANGE ORDER NO, 3, PART C $20,358.12 TOTAL CHANGE ORDER NO.3: $346,457.92 14104224CH03 .y Original Contract Amount Previous Change Orders This Change Order Revised Contract Amount (including this change order) CHANGE IN CONTRACT TIMES Original Contract Times: Substantial Completion (days or date): Ready for final Payment (days or date): Increase of this Change Order: Substantial Completion (days or date): Ready for final Payment (days or date): Contract Time with all approved Chang,e Orders: Substantial Completion (days or date): Ready for final Payment (days or date): Recommended for Approv~1 by: BONESTROO f17{ 1q U?/J I Date cc: Owner Contractor Bonding Company Bonestroo & Assoc 14104224CH03 Date: r,.. Z 7.. tJ 9 $8,421,058.11 $93,294.79 $346,457.92 $8,860,810.82 Approved by Owner: CITY OF FARMINGTON Date lOb City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administratov FROM: Kevin Schorzman, P.E., City Engineer SUBJECT: Approve Traffic Control - Flagstaff Avenue School Speed Zone DATE: May 4, 2009 INTRODUCTION Through discussions during the Farmington Area Transportation Study, staff reviewed the feasibility of posting a school speed zone on Flagstaff Avenue near the new high school entrances. DISCUSSION Staff has reviewed the feasibility of creating a school speed zone near the entrances to the new high school. It is recommended that a school speed zone start approximately 570' south of the south entrance, and extend north to 570' north of the north entrance. The school zone speed limit would be 35 miles per hour (mph) and would be in effect from 7:30 AM to 4:30 PM, Monday through Friday. All signage would be consistent with the current edition of the Minnesota Manual on Uniform Traffic Control Devices. The school district concurs with this recommendation. BUDGET IMPACT The cost of the signs will be split between the City and the District. The City's portion of the cost will be covered by existing funds in the 2009 Budget. ACTION REOUESTED Approve the placement of appropriate signage on Flagstaff Avenue to establish a 35 mph school speed zone from approximately 570' south of the south entrance to 570' north of the north entrance to the new high school. Respectfull b( Kevin Schorzman, P .E., City Engineer IOc- 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 AdrninistratO(]' Robin Roland, Finance Director TO: SUBJECT: Consider Special Assessment reduction request DATE: May 4, 2009 INTRODUCTION The City has received a request from Mr. Ivan Janssen to reduce a special assessment on his property. His letter is attached. DISCUSSION Mr. Janssen is requesting that $5,500 be reduced from the special assessment against his property at 1024 Eighth Street. As stated in the memo from the City Engineer. Mr. Janssen was required to address the drainage issues on his property as part of a conditional use permit in 2005. The City was doing the Ash Street project at the time and it was cost effective for Mr. Janssen's storm sewer solution to be included in that project. $20,814.84 was assessed for the project cost pursuant to the assessment agreement (attached). It is reasonable to assume that if Mr. Janssen had not piggy backed on the City project and was forced to resolve this problem with a separate construction project, his cost would have been different and the ownership of the improvements would be private not public and completely his responsibility. In early April, as part of the solution to an ongoing drainage problem, a pump was installed which connects to the manhole in the Eighth Street public right-of-way. As described in the City Engineer's memo, the public improvements had been up sized to accommodate just such a solution. This upsizing is the basis for the City Engineer's recommendation that Mr. Janssen receive a reduction to the special assessment of $742.60. ACTION REOUESTED Approve a $742.60 reduction of the special assessment at 1024 Eighth Street (PIN 14-22450-022-00) in consideration of the up sizing of the storm sewer pipe. Respectfully submitted, ,~ April 20, 2009 Farmington City Hall 430 Third Street Farmington, MN 55024 Attn: Robin S Roland - Director of Finance Dear Ms. Roland, I am writing this letter with regard to the work currently being done on 8th Street in Farmington. Four years ago, I developed the commercial lot at 1020 - 8th Street. As a part of this project, I was required to provide proper drainage which involved laying a sewer line from the comer of Ash Street and Highway 3 northward 140 feet on the frontage road. This would, in turn, tie into the two new lines with catch basins on the lot at 1020 - 8th Street. Before starting my project I talked with the city engineer and his staff and it was suggested that I tie my project into fixing the Hickory Street problem; we could share the cost and take care of that problem as well. I was told that when it came time to fix the Hickory Street problem, the city was going to go across Highway 3 and would never tie into the drainage system that I put in at 1020 - 8th Street. Now, four years later, the city is hooking up to the drainage system that I put in at 1020 - 8th Street to fix the Hickory Street problem As you can well imagine, I think this is most unfair to me and to the well being of my business. Therefore, I am asking that the city of Farmington share in the cost of my 2005 project and reduce the assessment by $5,500.00. My cost to put in the required drainage system back in 2005 was $22,223.46. In closing, I would like to say that I was given no prior notice that this project was even going to take place. I find this to be very disappointing. Your considerations on my above mentioned request are greatly appreciated. Ivan L anssen KKAuto Ranch 1024 - 8th Street Farmington, MN 55024 13:24:09 Friday, April 17, 2009 TOTAL: 16297.22 Y REA L E S TAT E I N QUI R Y XINPN023 A L ASS E S S MEN T S ** CURRENT YEAR ** 00 ACTIVE 05 07 03 BALANCE ANN-PRINC CUR-INT CUR-INSTLMT ADJ-ORIG 16297.22 1481.56 888.94 2370.50 22223.46 D A K 0 T A C 0 U N T SCREEN 7 S P E C I PARCEL ID: 14 22450 022 Ash Street 16297.22 1481. 56 \-;;~.~'~'-\ ( 2,370. 5~ 22223.46 344 FIRST-YR: 2005 15 YEARS FIRST-INT: .06219 REG-INT: /.05000 I LAST PAGE - REGULAR ASSESSMENTS ~ OR,'&r'J/K- To T;'JL ~Sl o F "IJM\J/;J..e~ ~ /Slfl~ 1JJ- ;2oo~- TRANSFER TO SCREEN NUMBER: ----------------------------------------------------------------------------- PF4-MAIN MENU PF5-INQUIRY MENU PF6-NEXT ID PF7-FIRST SA PF9-PAGE FORWARD City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farrnington.mn.us TO: Robin Roland, Finance Director FROM: Kevin Schorzman, P .E., City Engineer ,71------ SUBJECT: KK Auto Ranch Reimbursement Request DATE: April 22, 2009 This memo is being written in response to the reimbursement request that you received from Ivan Janssen. In 2004, Mr. Janssen combined 1024 8th Street with the parcel located directly north of 1024 8th Street. This combination resulted in a parcel with two different zoning classifications. In 2005, Mr. Janssen approached the City and requested that the parcel be rezoned to B-1 which would allow him to apply for a conditional use permit to operate his business on the entire parcel. The conditional use permit was granted with the requirement that Mr. Janssen take care of some drainage issues related to the property. During this same time, the Ash Street project was taking place. The agreed-upon solution was that Mr. Janssen would construct a storm sewer extending north from Ash Street in the 8th Street Right-of-Way(R/W), then west and southwest through his property. He agreed to be assessed for the cost of the storm sewer and the project went forward. The section of storm sewer in the 8th Street R/W is 18" storm sewer and the section extending west and southwest is 12" storm sewer. As you are aware, in April of this year, we installed a pump and piping on Hickory Street which was tied into the manhole in the 8th Street R/W near Mr. Janssen's business. It is my understanding that this connection is what generated Mr. Janssen's request for reimbursement. In reviewing the circumstances surrounding this situation, and to be consistent with development practices in the City, I would recommend that the City reimburse $742.60 to Mr. Janssen. This $742.60 is the difference between the cost of 12" storm sewer ($23.37 per foot as indicated in the assessment agreement) and the cost of 18" storm sewer ($26.53 per foot as indicated in the assessment agreement), multiplied by the length of the 18" storm sewer (235 feet as indicated in the assessment agreement). This is consistent with our handling of these upsizing situations when they occur as a result of development or re-development in the City. For example, when a development is constructed in the City, there are occasions where a 24" pipe may be adequate to handle the drainage generated by the development. However, due to future planning needs, we may have the developer install a 36" pipe to allow for future flows through the storm sewer. In these instances, the developer is credited for the cost difference between the required 24" pipe and the 36" pipe. Let me know if you have any questions. ASSESSMENT AGREEMENT (parcel ill 14-22450-022-00) -11\ THIS AGREEMENT (the "Agreement") made this 5 I day of Oc..-to 'oe.r' , 2005, by and between the CITY OF FARMINGTON, a Minnesota municipal corporation ("City") with offices at 325 Oak Street, Farmington, Minnesota 55024, and IVAN L. JANSSEN and JANET JANSSEN, whose address is 1024 8th Street, Farmington, Minnesota 55024 ("Owners"). Recitals: A. The Owners own the real property located in Dakota County legally described on Exhibit "A" attached hereto and incorporated herein ("Subject Property"), also referred to as Parcel Identification number 14-22450-022-00; and B. The Subject Property shall be assessed costs, fees and charges associated with the storm sewer extension to the Subject Property. The storm sewer extension benefits the Subject Property; and C. The actual costs, fees and charges to be assessed against the Subject Property ("Assessments") are set forth on Exhibit "B". NOW THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS SET FORTH HEREIN, THE PARTIES AGREE AS FOLLOWS: 1. The Subject Property is hereby assessed by the City for the Assessments. The total Assessments are: $ 20,814.84. The foregoing amount shall be assessed against the Subject Property over a fifteen (15) year period accruing interest at the rate of five percent (5%) per annum. The Assessments shall not exceed the amounts set forth on Exhibit "B". 2. The Assessments shall be deemed adopted on the date this Agreement is signed 1 by the City. The Owners, by signing this Agreement, acknowledge that all procedural and substantive objections to the Assessment are hereby waived unconditionally, such waiver includes any rights of Owners, their successors or assigns to hearing requirements and any claim that the assessments exceed the benefit to the Subject Property. The Owners further waive any appeal rights otherwise available pursuant to M.S.A. S 429.081. By: By: ~ ~/t/y~~ (0 er) STATE OF MINNESOTA ) ) ss. COUNTY OF DAKOTA ) The foregoing instrument was acknowledged before me this /O'~ day of (f!)~ ' 2005, by Kevan Soderberg and Robin Roland, the Mayor and Interim City Administrator of the City of Farmington, a Minnesota municipal corporation pursuant to the authority granted by its City Council. ~~ 0 ?r7~ N y Public CYNTHIA A. MULLER NOTARY PUBLIC - MINNESOTA My Commission expires 01-31-2010 2 STATE OF MINNESOTA ) ) ss. COUNTY OF DAKOTA ) The foregoing instrument was acknowledged before me this "I" day of ~~ ~o.t-' , 2005, by:::rvt!J\~-VU1.s.~ and ~U\.Qj~a.nsSa-;U. ~~+atir~ Notary Publi .~^^'''VVV'\./''..J''J'^~. I, . , MARGARET A. vANDALE I NOTARY PUBUC. MINNESOTA ~ COMMISSION EXPIRES 1-31-2010. . THIS INSTRUMENT WAS DRAFTED BY: Campbell Knutson Professional Association Suite 317 1380 Corporate Center Curve Eagan, MN 55121 Telephone: (651) 452-5000 AMP/cjh 3 EXHIBIT "A" to ASSESSMENT AGREEMENT Legal Description of the Subject Property: Lots 1 and 2, EAKEN'S ADDITION, according to the recorded plat thereof, Dakota County, Minnesota. 4 EXHIBIT "B" to ASSESSMENT AGREEMENT Storm Sewer at K&K Auto - Revised Estimate 10-3-05 Description Unit Bituminous tack coat GAL 1 1/2" Type MV3 Wear Coarse TN 2" type MV3 non-wear coarse TN 8" CL5 Aggregate 100 % crushed limestone TN 18" RCP LF 12" RCP LF 27" CBMH w/casting EA 48" CBMH w/casting EA 48" STMH w/casting EA Remove Bituminous Driveway SY Sawing bituminous pavement LF Aggregate Base Prep SY Bituminous Driveway SY 5 Qty 29.00 21.50 28.70 114.90 235.00 179.00 1.00 1.00 1.00 130.56 265.00 261.11 130.56 Unit Price $1.55 $35.65 $30.31 $10.62 $26.53 $23.37 $1,119.97 $1,346.80 $1,409.71 $5.18 $2.02 $0.67 $17.10 Total $44.95 $766.48 $869.90 $1,220.24 $6,234.55 $4,183.23 $1,119.97 $1,346.80 $1,409.71 $676.28 $535.30 $174.94 $2,232.50 $20,814.84 on ~ :r: "l:;f U ru 0 N Z I- ID ..;+ g <:( lJJ ID lJJ w Z . 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Z LU C OUJ-.JI- C\J%LUI- ::> C II Z I- U. o 0 0: ::r: :::E a. ..... u rn c Z LU H a. C!l c H Z ll. ...... Q.. I-f if. - z -l.ir a: LU 0 t-I C -.JC:XC[ <( 1-1 L1J a. u rn " .;+ g ~ I i~ I I I t o i+ t //a- 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 Administrav Robin Roland, Finance Director FROM: SUBJECT: Vermillion River Crossing Update DATE: May 4, 2009 INTRODUCTION The Dakota County CDA and lAND, LLC have negotiated a purchase agreement for a 2.44 acre site in the Vermillion River Crossings development. Certain accommodations have been requested by lAND, LLC in order to make this transaction occur. DISCUSSION The CDA has been negotiating to purchase the site in VRC indicated on the attached diagram as "Outlot F". This site would be developed into a senior housing building. The CDA is a non-taxable agency however they pay a "Payment in Lieu of Taxes" or PILOT when their property is developed. This provides for a delicate situation in the case of properties in the VRC development area. The City has an agreement with lAND LLC for payment of special assessments for the Spruce Street bridge project from the properties developed there and subsequently abatement of the City's portion of taxes for up to 20 years to assist the developer with those assessments. Since the CDA is not a taxable entity, there would be no tax abatement for either the CDA (if they assumed the assessments) or the developer. However, staff believes it is in the best interest of this development and the best interest of the City that this sale of land and subsequent development of senior housing take place. Therefore, in cooperation with the City's bond attorneys (Dorsey & Whitney) the attached Fourth Amendment to Development Agreement has been prepared. Normally, all special assessments must be paid by the seller at the time of closing or the assessments must be assumed by the purchaser. lAND's lender will not approve the sale of the property under this scenario. The amendment to the development contract outlines a reduction on the special assessments due at the time of closing. The current principal amount of the assessments on this lot is $184,012. Under the amendment, this would be reduced to $92,006 (one half) due at closing of the sale to the CDA. The remaining assessment obligation would be collected through the application of the City's portion of the PILOT towards it. Current estimates of the annual PILOT and the remaining assessment indicate a 15 year payback. ACTION REOUESTED Approve the attached Fourth Amendment to Development Agreement with lAND, LLC. 11.!;~~;i~cos . !l1_1 '8_'''_ _ _ _ -' sa rt l. r ~ J.I.C.I~.ICN - - -~-~r"-::...-!~:,i:8Z:~~ "- - - - - - _'~':.I.'_ ::.t;':.:..~,=- _ _ ,"".... 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Q; 2 <::t I;i ,~.:; n@ ~ : ;; ~ ~ Q go.... ! ~ ~ . :r ~ .. ~ i 5 ; I . 0 <l e9 I r <I I N z, <tu ;:~ "'''' ~.ui5 , ~~ "'0: 0::" <t'" :E~ uP c FOURTH AMENDMENT TO DEVELOPMENT CONTRACT THIS FOURTH AMENDMENT TO DEVELOPMENT CONTRACT (the "Amendment") dated this _ day of May, 2009, by, between and among the CITY OF FARMINGTON, a Minnesota municipal corporation ("City"), and lAND, LLC, a Minnesota limited liability company ("Developer," as successor to and assignee of VERMILLION RIVER CROSSING, LLC, a Minnesota limited liability company ("Original Developer")), and for the sole purpose of consent, DOUGHERTY FUNDING, LLC, a Minnesota limited liability company ("Lender"). RECITALS A. As a condition of final plat approval for VERMILLION RIVER CROSSINGS, the Developer was required to enter into a Development Contract providing for the construction of specified public and private improvements. The City and Developer entered into that certain Development Contract dated August 1,2005, recorded October 26,2005 in the office of the Dakota County Recorder as Document No. 2374405 (the "Development Contract"). B. The Developer assigned the Development Contract to the Lender for collateral purposes pursuant to that certain Assignment of Development Contract and Development Rights dated September 9, 2005 (the "Collateral Assignment"). C. The Development Contract was modified by that certain First Amendment to Development Contract between the parties dated May 15,2006, recorded in the office of the Dakota County Recorder as Document No. 2431735 (the "First Amendment"); that Second Amendment to Development Contract between the parties dated September 24,2007, and recorded in the office of the Dakota County Recorder as Document No. 2548303 on October 4, 2007 (the "Second Amendment") and that Third Amendment to Development Contract dated December 15,2008, and recorded in the office of the Dakota County Recorder as Document No. 26332971 on January 27,2009 (the "Third Amendment"). D. The Development Contract provided for certain special assessments against the Project, as defined therein. E. The Developer and the City have entered into a Development Contract dated as of May 15, 2006, recorded in the office of the Dakota County Recorder as Document No. 2431735 on May 22, 2006 (the "2006 Development Contract"), providing for certain obligations of the Developer with respect to the land described on Exhibit A thereto (the "2006 Property"). F. The Developer wishes to sell a certain portion of the Project and the 2006 Property described on Exhibit A hereto (the "Property") and in connection therewith has requested that the special assessments due and obligations of the Developer with respect to the Property be discharged and cancelled. The City is willing to amend the Development Contract and 2006 Development Contract as described herein, and the Lender has agreed to consent to this Fourth Amendment. NOW, THEREFORE, the City and Developer, in consideration of the executed Development Contract, the First Amendment, the Second Amendment, the Third Amendment and 2006 Development Contract and the mutual promises and covenants contained herein, now mutually agree to amend the existing Development Contract and 2006 Development Contract by modifying the Development Contract as follows: PREPAYMENT AND REDUCTION OF SPECIAL ASSESSMENTS AND OBLIGATIONS. With respect to the special assessments previously levied by the City against the Property, the Developer agrees to pay [$92,006] to the City, upon which payment the remaining special assessments levied thereon, and obligations of the Developer with respect thereto, shall be cancelled. Except as otherwise provided herein, the Development Contract, as amended to and including the date hereof, shall remain in full force and effect. CITY OF FARMINGTON By: Todd Larson, Mayor By: Peter J. Herlofsky, City Administrator DEVELOPER: lAND, LLC By: Its: By: Its: STATE OF MINNESOTA ) ) ss. COUNTY OF DAKOTA ) The foregoing instrument was acknowledge before me this _ day of ,2009, by Todd Larson, Mayor, and by Peter J. Herlofsky, City Administrator, ofthe City of Farmington, a Minnesota municipal corporation, on behalf of the corporation and pursuant to the authority granted by its City Council. Notary Public STATE OF MINNESOTA ) ) ss. COUNTY OF DAKOTA ) The foregoing instrument was acknowledge before me this _ day of ,2009, by , the of lAND, LLC, a Minnesota limited liability company, on behalf of the company. Notary Public The undersigned hereby consents to and approves the terms and conditions set forth in the foregoing Fourth Amendment to Development Contract as of the date set forth below. Dated: ,2009. DOUGHERTY FUNDING, LLC By: Name: Title: STATE OF MINNESOTA ) ) ss. COUNTY OF ) The foregoing instrument was acknowledge before me this _ day of ,2009, by , the of Dougherty Funding, LLC, a Delaware limited liability company, on behalf of the company. Notary Public EXHIBIT A "Outlot F, Vermillion River Crossings" PIN 14-82600-060-00 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.