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HomeMy WebLinkAbout03.07.22 Work Session Packet CITY OF Meeting Location: FARMINGTONFarmington City Hall 430 Third Street Farmington, MN 55024 CITY COUNCIL WORK SESSION MEETING AGENDA March 7, 2022 5:00 PM 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSSION ITEMS (a) 2022 City Council Pictures-Heikkila Studios 349 Third Street(30 Minutes) (b) American Rescue Plan Act Funds (30 Minutes) (c) City Administrator Vacancy(45 Minutes) 4. CITY ADMINISTRATOR UPDATE S. ADJOURN CITY OF 0 430 Third St., Farmington, MN 55024 FARMINGTON © 651-28o-6800 OFarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: 2022 City Council Pictures-Heikkila Studios 349 Third Street(30 Minutes) DATE: March 7, 2022 INTRODUCTION The city council will take a new group photo and individual photos for use by the city in various communication tools we use. The photos will be take at Heikkila Studios located at 349 Third Street in Farmington. BUDGET IMPACT NA ACTION REQUESTED Please be ready to go at Heikkila Studios at 5:00 p.m. CITY OF 0 43o Third St., Farmington, MN 55024 FARMINGTON © 651-28o-6800 Farmington MN,gov TO: Mayor, Councilmembers and City Administrator FROM: Chris Regis, Finance Director SUBJECT: American Rescue Plan Act Funds (30 Minutes) DATE: March 7, 2022 INTRODUCTION The city has received funding as part of the American Rescue Plan Act(ARPA). Guidelines on the proper use of these funds has been developed by the United States Treasury Department. Staff has been working on evaluating the use of these funds that fit within the guidelines of the United States Treasury Department. DISCUSSION The city was allocated$2,523,436 from ARPA. Based on the most recent guidance from the US Treasury the city can elect to treat these funds as revenue replacement. By electing to treat the funds as revenue replacement,the city will be permitted to use the funds to fund "government services." Examples of government services are as follows: Road building and maintenance,and other infrastructure General government administration, staff, and administration facilities Provision of police,fire, and other public safety services Government services is the most flexible eligible use category under ARPA, and funds are subject to streamlined reporting and compliance requirements. A committee of city staff has reviewed the ARPA guidelines and has developed a list of projects to be funded by the ARPA funds. Project descriptions and estimated costs are as follows: Fiber- New Liquor Store Farmington Mall Suite 945 to City Hall-$60.593 Fiber would be run from Farmington City Hall to the Farmington Mall,this would allow us to connect our new liquor store to the City's network. I t would also create a backbone that opens opportunities for fiber to parks in the area, and future I SP collaboration. Fiber-Co Rd 64(195th St W)from Akin Rd to Hwy 3-S117,878 LOGIS will extend fiber from the Police Station to Hwy 3,this creates a middle-mile backbone along 195th for future collaboration, certain park projects and buildout of our water tower project. Fiber- Hwy 3 between 195th& Elm St.- Backbone-S171,230 This would extend fiber down Hwy 3 from 195th to Elm Street. I n doing so this creates a redundant loop in our backbone along with opening opportunities for future projects such as the fiber to certain parks and ISP partnerships. Fiber—Parks Project-5858,126 The City of Farmington would like to extend fiber and power to several of our city parks to provide residents with free WiFi, cameras to discourage vandalism, and provide extra lighting. I n addition to these benefits,this will create future opportunities for partnering with fiber I nternet Service Providers allowing them to easily extend their reach into neighborhoods by utilizing our fiber backbone. Fiber-Audit Project-535.000 The City of Farmington has several fiber segments which have poor documentation due to the age of when they were installed.This has led to discovery of dead segments in a few areas. LOG IS will conduct an audit to test and document all City and School fiber which will lead to a more accurate count of what is available for future project build outs. Access Control System Upgrade-$113.380 The City of Farmington's access control system is over 20 years old. Due to its age, hardware has been hit with end of life and has caused issues with security,functionality, and costly repairs. The proposal to move the City to a new system would replace existing hardware, move us a to a modern feature rich cloud-based solution which utilizes open-source hardware, allowing for reduced IT overhead, and cost- effective repairs for years to come. Recreation Scheduling Software(RecTrac)-534,730 Parks and Recreation has a number of different platforms to support operations (i.e., program registrations, shelter reservations, ice scheduling, memberships, etc.)for recreation, Schmitz-Maki Arena,the Rambling River Center, and parks. RecTrac is a fully integrated parks and recreation management software. Moving to RecTrac would provide the department with a centralized solution that is more customer and user friendly. RecTrac is a LOG I S'solution, so support and training for end users would be local. The$34,730 is the implementation costs;the city will incur approximately$25,000 in annual costs which will need to be budgeted. All-Inclusive Playground at Rambling River Park-5350.000 Some of the playground equipment at Rambling River Park was removed in fall 2021 as it failed safety inspections. New playground equipment is needed and will be installed in a different location within the park to reduce the chances of flooding the equipment. An all-inclusive playground allows children and adults of all abilities to have the opportunity for an experience where everyone can interact and play together. The price includes turf as the surface instead of engineered wood fiber,which is currently installed in all playgrounds in the city. Turf is also an ADA accessible surface and lower maintenance. The City of Farmington doesn't have an all-inclusive playground and adding one to the city's gateway park to the downtown would be a destination for residents and visitors to the community. Minnesota Energy Resources made a$5,400 donation through their charitable giving grants to this project. Demolition of Bathhouse-527.600 The outdoor pool was demolished in 2017. The 2005 city council approved master plan for the park includes a long-term option of replacing the swimming pool with a zero-depth splash pad and new building accommodating changing rooms and large picnic shelter. Although the bathhouse has two restrooms, it serves no other purpose than storage of some materials. Based on information from daily cleanings, it appears the restrooms aren't used regularly. The bathhouse is a target for vandalism, an eyesore, and a safety concern as can't see what is happening behind the building. LED Message Display-$60,000 Parks and Recreation has a message board from the 1980's that staff has to manually change the letters. The sign is in poor condition and in a location (Spruce St. and Denmark Ave.)that isn't visible to much of the community. Replacing this sign with a LED message display on Pilot Knob Road near the Police Station or Hill Dee Park would be more visible, efficient, and effective. Not only would it be used to promote parks and recreation programs, but also for displaying city information and events. Fencing—Entire Police Department Property-5869.500 The Farmington Police Department building is critical infrastructure for multiple reasons,with the continued provision of police services being the most obvious. However,there are several other reasons for this designation. The city's Emergency Operations Center is in this building.Some of the city's redundant backup servers are in this building and it serves as a hub for the city's fiber network. The integrity of our evidence room is critical to the successful resolution of prosecutions for crime victims. Finally, our department armory is here, and we have a significant number of firearms secured in it. If this building was breached,the trickledown of negative results would be substantial. I nstalling temporary fencing during an incident takes 24-48 hours and is both expensive and dangerous. Emergency Operations Center Upgrade-$147.800 The technology in the city's Emergency Operations Center (EOC) is homegrown and mismatched, with virtually no interoperability capabilities. While we might get by using it for a small incident,we would be unable to use it for a large-scale incident;we would need to use Dakota County's EOC in Hastings or their backup at the DCC. Upgrading the technology would allow us to communicate in real time with the other EOC's in the county(or metro) as if we were in the same room. This would be very beneficial when we have another large-scale incident in the metro where the county's EOC was activated. Additionally,this project would also combine some of the disparate systems in the PD (CAD monitors, surveillance, briefing)to be controlled from the same location. Total estimated project costs are$2,845,837. Staff has explored grant funding sources, but have not located any eligible grants. Staff will continue to seek out grant funding sources if available. All of the above projects have been reviewed by the city's audit firm, MMKR, and they have informed us that these projects are appropriate ARPA projects. BUDGET IMPACT Funds received under ARPA will be used to reimburse the city for selected projects. ACTION REQUESTED Ask any questions you have and give staff guidance as to which projects the city council wishes to pursue. ATTACHMENTS: Type Description ❑ Backup Material Project Sources & Uses ❑ Backup Material Fiber& Park Project Pricing Breakdown ❑ Backup Material Fiber Map ARPA Proiect Listing Sources ARPA Funding 2,523,436.14 Total Sources 2,523,436.14 Uses Fiber-New Liquor Store to City Hall 60,593.00 Fiber-Co Rd 64(195th St W)from Akin Rd to Hwy 3 117,878.00 Fiber-Hwy 3 between 195th & Elm St. - Backbone 171,230.00 Fiber-Parks Project 858,126.00 Fiber-Audit Project 35,000.00 Access Control System Upgrade 113,380.00 Recreation Scheduling Software 34,730.00 All-Inclusive Playground at Rambling River Park 350,000.00 Demoliton of Bathhouse 27,600.00 LED Message Display 60,000.00 Fence-Entire Police Department Property 869,500.00 Emergency Operations Center Upgrade 147,800.00 Total Uses 2,845,837.00 Excess(Deficiency)Sources over Uses (322,400.86) IF-beir Pr Totad F#w CAW Dakota + Fairhill Estates Park $ 55,422.09 $ 27,711.05 Silver Springs Park $ 42,556.09 $ 21,278.05 Evergreen Knoll Park $ 52,840.09 $ 26,420.05 Marigold Park $ 85,979.59 $ 42,989.80 Pine Knoll Park $ 52,341.09 $ 26,170.55 Prairieview Park $ 59,592.09 $ 29,796.05 Tamarack Park $ 49,045.09 $ 24,522.55 Distad Park(North Creek) $ 61,799.09 $ 30,899.55 Dakota County Estates Park $ 61,821.59 $ 30,910.80 Prairie Pine Park $ 115,182.09 $ 57,591.05 Farmington Park Preserve $ 68,476.09 $ 34,238.05 Lake Julia Park $ 79,129.09 $ 39,564.55 Hill Dee Park $ 33,479.09 $ 16,739.55 Daisy Knoll Park $ 70,292.59 $ 35,146.30 Dodge Middle School Warming House $ 48,419.25 $ 24,209.63 Fair Hills Park $ 30,296.84 $ 15,148.42 Meadowview Park $ 64,851.59 $ 32,425.80 Feely Ballfield $ 26,255.84 $ 13,127.92 Rambling River Park $ 50,812.59 $ 25,406.30 Jim Bell Park $ 70,095.59 $ 35,047.80 Westview Park $ 33,927.59 $ 16,963.80 Total Total $ 1,108,591.87 $ 606,307.53 City Fiber Projects Total Fiber Cost Dakota County's Fiber Cost Hwy 3 btwn 195th &Spruce st. $ 342,460.00 $ 171,230.00 195th aikin road to hwy 3 $ 235,756.00 $ 117,878.00 Farmingotn Mall Suite 945 $ 121,186.00 $ 60,593.00 Farmington Fiber Audit $ 35,000.00 $ - Total Total $ 734,402.00 $ 349,701.00 Farmington's Fiber Cost Electrical Lights Cameras Wifi Total $ 27,711.05 $ 8,324.75 $ 900.00 $ 1,555.11 $1,000 $ 39,490.91 $ 21,278.05 $ 7,915.77 $ 900.00 $ 1,555.11 $1,000 $ 32,648.93 $ 26,420.05 $ 4,516.82 $ 900.00 $ 1,555.11 $1,000 $ 34,391.98 $ 42,989.80 $ 9,885.25 $ 900.00 $ 1,555.11 $1,000 $ 56,330.16 $ 26,170.55 $ 13,264.01 $ 900.00 $ 1,555.11 $1,000 $ 42,889.67 $ 29,796.05 $ 8,939.09 $ 900.00 $ 1,555.11 $1,000 $ 42,190.25 $ 24,522.55 $ 10,337.73 $ 900.00 $ 1,555.11 $1,000 $ 38,315.39 $ 30,899.55 $ 5,655.64 $ 900.00 $ 1,555.11 $1,000 $ 40,010.30 $ 30,910.80 $ 10,321.29 $ 900.00 $ 1,555.11 $1,000 $ 44,687.20 $ 57,591.05 $ 7,039.46 $ 900.00 $ 1,555.11 $1,000 $ 68,085.62 $ 34,238.05 $ 8,716.90 $ 900.00 $ 1,555.11 $1,000 $ 46,410.06 $ 39,564.55 $ 11,141.20 $ 900.00 $ 1,555.11 $1,000 $ 54,160.86 $ 16,739.55 $ 11,019.34 $ 900.00 $ 1,555.11 $1,000 $ 31,214.00 $ 35,146.30 $ 10,501.29 $ 900.00 $ 1,555.11 $1,000 $ 49,102.70 $ 24,209.63 N/A $ 900.00 $ 1,555.11 $1,000 $ 27,664.74 $ 15,148.42 $ 8,774.91 $ 900.00 $ 1,555.11 $1,000 $ 27,378.44 $ 32,425.80 $ 18,596.71 $ 900.00 $ 1,555.11 $1,000 $ 54,477.62 $ 13,127.92 $ 3,234.84 $ 900.00 $ 1,555.11 $1,000 $ 19,817.87 $ 25,406.30 $ 4,936.82 $ 900.00 $ 1,555.11 $1,000 $ 33,798.23 $ 35,047.80 $ 8,072.34 $ 900.00 $ 1,555.11 $1,000 $ 46,575.25 $ 16,963.80 $ 8,067.76 $ 900.00 $ 1,555.11 $1,000 $ 28,486.67 Total Total ITotal ITotal ITotal Total $ 606,307.53 $ 179,261.92 $ 18,900.00 $ 32,657.31 $21,000 $ 858,126.76 Farmington's Fiber Cost Total $ 171,230.00 $ 171,230.00 $ 117,878.00 $ 117,878.00 $ 60,593.00 $ 60,593.00 $ 35,000.00 $ 35,000.00 total Total $ 384,701.00 1 $ 384,701.00 Grand Total $ 1,242,827.76 /f { ''- Southern _ Hills Goff -ourse Park rid tt iaki , Pres �• Vermifhon ,t Y: Grove �y Park c Northern Eke arty Natural GRamblina a t:l - 'rver Park clClll IIl��t Q11 _ _ D Fountain Valley Go Course CITY OF O 43o Third St., Farmington, MN 55024 FARMINGTON © 651-28o-6800 FarmingtonMN.gov TO: Mayor, Councilmembers and City Administrator FROM: David McKnight, City Administrator SUBJECT: City Administrator Vacancy(45 Minutes) DATE: March 7, 2022 INTRODUCTION The city council will discuss the vacancy that will exist in the city administrator position after Friday, March 11, 2022. DISCUSSION The city administrator position will be vacant after March 11, 2022. The city council should spend some time discussing how you would like to proceed with recruiting and/or filling the position. There are a number of different options available for the city council to consider. I would be happy to provide any insight on hiring processes I have participated in over the years and answer any questions you may have on the vacancy that will exist upon my exit. BUDGET IMPACT NA ACTION REQUESTED Discuss the vacancy that will exist in the city administrator position and decide how the city council would like to proceed. OBJECTIVE: Fill City Administrator Position ACTION A: Asst Administrator Gorski works on an interim basis and post vacancy a. Do we use an Internal Process or Hire Executive Search Firm? b. Current Job Description—Sufficient or amend responsibilities? c. Who is tasked with this process if Asst. Administrator Gorski applies? d. What does each process look like? e. Does the process differ if we use a firm? f. Does Council want to be involved prior to the final interview phase? g. Cost of using a firm? h. Pros and cons of using a firm vs internal process i. Explore scenario where we do not receive a suitable applicant j. What potential fallout exists if Asst Administrator Gorski applies and is not selected? ACTION B: Appoint Asst Administrator Gorski as Administrator on a long-term basis a. Identify length of term; 3mos, 6mos? b. What are our expectations to determine if this is a permanent move or not? c. Current Job Description—Sufficient or amend responsibilities? d. Role of Asst City Administrator in the interim? ACTION C: Appoint Asst Administrator Gorski as the City Administrator a. Current Job Description— Sufficient or amend responsibilities? b. Status of Asst Administrator position CONSIDERATIONS: a. Staffing Needs (HR, Engineering, others?) b. Organizational Matters: Reorganizing? CITY°or rARMINGTQN, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: CITY ADMINISTRATOR BAND GMD SUBQBADE rhSA II TUS: E 8 1 Exem t CLASS SUMMARY'• This class is responsible for managing the operations of the City of Farmington on a day to day basis. WPICAX1 CLASS ESSENTIAL DUTIES: (These duties are a FRE BAND/ representative sample;position assignments may vary.) QUF71ICC GRADE f I. Prepare annual budget by establishing a budget process, set A E8 revenue and expenditure targets, recommend tax levy and budget 30% to City Council. 2. Carry out City Council policies and overall direction by interpreting W E8 policies and establish priorities in conjunction with the management 10% team. 3. Perform labor/employee relations function by developing A D6 negotiation strategies and negotiate labor agreements with Human 8% Resources Director and recommend settlements to City Council. 4. Oversee liquor operations including establish standards for D D6 operations and monitor revenues and expenditures. 5% S. Prepare reports and recommendations for City Council action. W E8 10% 6. Develop administrative policies and procedures for the city assisted M E8 by the management team, set goals,strategies, objectives and 10% organizational climate. 7. Perform communication activities in the form of public speaking, M E8 delivering presentations and providing information to the media.. 5% 8. Conduct supervision related activities such as determining D E8 objectives, delegating work by assigning tasks/projects to 10% subordinates,volunteers and others to meet project completion schedule.Conducts performance evaluations, coaching, rewarding and disciplining employees,enforcing policies and procedures and resolving employee issues. 9. Evaluate employee performance based upon previous year's goals A D7/E8 and work performance, assist in establishing goals for coming years. S%a l CITY OF r" INGTQN, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: CITY ADMINISTRATOR 10. Participate in Dakota County Government Committees and events M including DCC, Hipp,ALF,Mayor/Manager,monthly administrator S% meetings and other similarly related items 1'1. Evaluate City's risk and insurance needs,work closely with City's Q insurance agent on worker's compensation and property/casualty S%o issues. 12. Perforins other duties of a similar nature or level. As NIB Required Irnd Einerience(positions in this class typically require): Master's degreel in public administration or urban and regional studies and 3-10 years of progressively responsible supervisor and local government management experience with Cityt<23'-1-4 Manager/Administratorp P experience referred;or, an equivalent combination of education and experience sufficient to successfully perform the duties listed above. Knowledge(position requirements at entry): Knowledge of- Accounting/government finance Political science • Human resources practices and principles • Public management Skills(position requirements at entry): Skill in: • Leadership Customer Relations including the ability to maintain composure under pressure. • Time management « Organization • General management • Federal and state laws Supervision and staff development including the ability to manage performance. • Conflict resolution Communication,interpersonal skills as applied to interaction with coworkers,supervisor,the general public,etc. sufficient to exchange or convey information and to receive work direction. • Demonstrated ability to develop positive work relationships and maintain a respectful work environment. + Ablity to handle stress and/or stressful situations. * Ability to maintain strict confidentiality. 2 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: CITY ADMINISTRATOR, Physical R,eauirernents: Positions in this class typically require: climbing,balancing, stooping,kneeling, crouching, crawling,reaching,standing,walking,pushing,pulling, lifting,fingering,grasping,feeling, talking,hearing, seeing and repetitive motions. Sedentary Work:Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift,carry,push,gull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Incumbents may be subjected to moving mechanical parts, electrical currents,vibrations, fumes, odors, dusts, gases,poor ventilation,chemicals, oils,extreme temperatures,inadequate lighting, work space restrictions,,intense noises and travel. ANTE- The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending an the business needs of the department. Classification Elstow; Draft prepared by City of Farmington Date: 6/2002 Revised: 10/2005, 6/2013 3 Direct, manage and coordinate the day-to-day activities of all city departments. Assign, delegate and supervise department heads. Advice and provide recommendations to the city council on significant matters and major policy issues, report on financial status and general operation conditions. Recommend development of objectives, action, policy, and legislation required to meet city goals. ✓ Serve and actively participate as a leader and member of the leadership team, exercising a leadership style that promote positive and active support from city staff at all levels. Provide advice and counsel on many diverse, complex, and sometimes difficult issues. Establish general direction and primate goals for operating department and cause the development of related work plans, operating budgets, and capital improvement plans. Propose the annual budget and promote a sustainable budget approach in recommending expenditures, projecting revenues, adherence to policy and ensuring budgetary compliance. In conjunction with the city council, develop, monitor, and communicate the city's vision and mission and implementation phases of the city's priorities. Ensure the development of an effective municipal organization which includes recommending changes in organization structure as appropriate and working with department supervisors to ensure effective job design and utilization of employees. Attend city council and board/commission meetings to provide professional support as needed.