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Home My WebLink About05.18.09 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 18,2009 7:00 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS / COMMENDATIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Openfor Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (5/4/09 Regular) (5/11109 Special) b) Approve 2009 Mowing Contract - Natural Resources c) Approve Metro WaterShed Partners Funding - Natural Resources d) Adopt Resolution - Accept Donations Rambling River Center - Parks and Recreation e) Approve Request to Waive Fees Farmer's Market - Administration f) Approve Bonestroo Contract Amendment - Engineering g) Appointment Recommendation Fire Officers - Human Resources h) Appointment Recommendation Fire Officers - Human Resources i) Acknowledge Retirement Fire Department - Human Resources j) Approve 2009 Administrative Services Agreement-FSA and HRA - Human Resources k) Approve Natural Resources Inventory and Management Plan Services Proposal - Planning 1) Appointment Recommendation Fire Officer - Human Resources m) Appointment Recommendation Fire Officer - Human Resources n) April 2009 Financial Report - Finance (Supplemental) 0) Approve Bills 8. PUBLIC HEARINGS a) Approve Issuance of Bonds - St. Francis Health Services - Finance b) Approve Therapeutic Massage License for Debbie Odegard - Administration c) Approve Therapeutic Massage License for Cassandra Hatten - Administration Action Taken Approved Approved Approved R21-09 Approved Approved Approved Approved Acknowledged Approved Approved Approved Approved Information Received Approved R22-09 Approved Approved 9. AWARDOFCONTRACT a) 2009 Trunk Utility Project - Engineering (Supplemental) 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Agreements to Rambling River Center Construction Project - Parks and Recreation 11. UNFINISHED BUSINESS a) Approve City Administrator Employment Agreement - Council 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN R23-09 Approved Approved City of Farmington 430 Third Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA REGULAR CITY COUNCIL MEETING MAY 18,2009 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS/COMMENDATIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (5/4/09 Regular) (5111/09 Special) b) Approve 2009 Mowing Contract - Natural Resources c) Approve Metro WaterShed Partners Funding - Natural Resources d) Adopt Resolution - Accept Donations Rambling River Center - Parks and Recreation e) Approve Request to Waive Fees Farmer's Market - Administration f) Approve Bonestroo Contract Amendment - Engineering g) Appointment Recommendation Fire Officers - Human Resources h) Appointment Recommendation Fire Officers - Human Resources i) Acknowledge Retirement Fire Department - Human Resources j) Approve 2009 Administrative Services Agreement-FSA and HRA - Human Resources k) Approve Natural Resources Inventory and Management Plan Services Proposal - Planning 1) Appointment Recommendation Fire Officer - Human Resources m) Appointment Recommendation Fire Officer - Human Resources n) April 2009 Financial Report - Finance (Supplemental) 0) Approve Bills Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12 Page 13 Page 14 8. PUBLIC HEARINGS a) Approve Issuance of Bonds - St. Francis Health Services - Finance b) Approve Therapeutic Massage License for Debbie Odegard - Administration c) Approve Therapeutic Massage License for Cassandra Hatten - Administration Page 15 Page 16 Page 17 9. AWARDOFCONTRACT a) 2009 Trunk Utility Project - Engineering (Supplemental) 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Agreements to Rambling River Center Construction Project - Parks and Recreation 11. UNFINISHED BUSINESS a) Approve City Administrator Employment Agreement - Council 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE 14. ADJOURN Page 18 Page 19 COUNCIL MINUTES REGULAR MAY 4, 2009 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Larson, Fogarty, May, Wilson Donnelly Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Kevin Schorzman, City Engineer; Lisa Shadick, Administrative Services Director; Cynthia Muller, Executive Assistant David McMillen, Doug Gilbertson, Lisa Akin 4. APPROVE A GENDA Councilmember May pulled items 7d) Parking Solution 20gth Street and Akin Road, and 7g) Bills for discussion. Councilmember Fogarty moved item lOa) Approve Flagstaff A venue Project Change order to the Consent Agenda. City Administrator Herlofsky removed the Executive Session as the materials have not been received. MOTION by Fogarty, second by Wilson to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Proclaim Historic Preservation Month - Administration Mayor Larson proclaimed May 2009 as Historic Preservation Month. b) Heritage Preservation Award - Administration David McMillen, Vice-Chair of the Heritage Preservation Commission, presented the award to Feely Elevator represented by Doug Gilbertson. c) Preservation Alliance Presentation - Administration Ms. Ann Meyer, of the Preservation Alliance of Minnesota, gave a presentation advocating for the preservation of Minnesota's historic resources. d) Acknowledge Receipt of Combat Flag - Police Department Ms. Lisa Akin, representing the Warrior to Citizen Group, stated there will be a Vietnam Veterans recognition at the State Capitol on June 13. The group will provide a coach bus for veterans and their families to ride to the capitol to take Council Minutes (Regular) May 4, 2009 Page 2 part in the celebration. They would like to have a community parade in the afternoon to welcome them home. Police Chief Lindquist stated the Warrior to Citizen group held a meet and greet family night at the Police Department so family members would feel comfortable calling the Police Department at any time. Chief Warrant Officer Scott Karlan, whose family attended the event, wanted to recognize the Police Department. He sent a U.S. combat flag that was flown in Iraq to be displayed at the Police Department. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Fogarty, second by Wilson to approve the Consent Agenda as follows: a) Approved Council Minutes (4/20/09 Regular) b) Received Information School and Conference - Police Department c) Approved Appointment Recommendation Liquor Operations - Human Resources e) Acknowledged Retirement Fire Department - Human Resources f) Approved Certified Local Government Grant - Farmington Heritage Landmark Designations - Administration h) Approve Flagstaff A venue Project Change Order - Engineering APIF, MOTION CARRIED. d) Parking Solution 20Sth Street and Akin Road - Police Department Soccer fields at the comer of 20Sth Street and Akin Road cause a great deal of congestion in that area with after school activities. Last year a student was struck by a car on Akin Road, so staff installed temporary no parking signs on Akin Road. Police Chief Lindquist proposes no parking on Akin Road, 20gth Street, 207th Street, 206th Street, Devonshire and Dallas A venues. He explained the scenarios that led to his recommendation. There is enough room in the Middle School parking lot including the area for bus parking. The number one concern is safety. Councilmember May felt the proposal was too aggressive. It is not a gated community and felt we were making it so. They are public streets. She agreed with no parking on Akin Road and suggested starting with that along with no parking on one side of 20Sth Street. Police Chief Lindquist stated the only area he would agree to allow parking is a small area furthest to the east on 20gth Street close to Dallas A venue. Police Officers will use discretion with ticketing. Flyers would be distributed prior to ticketing. The signs are intended for use when traffic problems are the worst on 20gth Street. Councilmember Wilson asked if ten signs were needed in the neighborhood and suggested two signs; one on Devonshire and one on Dallas. He also asked how calls will be addressed. Police Chief Lindquist stated the first couple weeks will Council Minutes (Regular) May 4, 2009 Page 3 be warnings. After that, it is citations. Regarding the number of signs, the residential only parking signs are only $10 each. Staff suggested more than two signs in case the sign was missed upon entering the area. They will start with the minimum number of signs needed. Councilmember Fogarty stated it is an unsafe situation. The school district wants the area safer as well. Her concern is the parking lot being full and having to park on the street. She trusted the officers will use discretion. Mayor Larson noted it is four days a week the residents have their neighborhood blocked by cars. He will trust the Police Chief s judgment and if it needs any adjustment Council will be informed. MOTION by Fogarty, second by Wilson to approve no parkin~ for the areas of Akin Road and 20gth Street, and resident only parking for 20t and 206th Streets, Devonshire and Dallas Avenues. Voting for: Larson, Fogarty, Wilson. Voting against: May. MOTION CARRIED. g) Approve Bills Council member May noted there are line items for mileage reimbursement and asked what the policy is for using company vehicles and when does staff request mileage reimbursement. Finance Director Roland explained if the City vehicles are available and convenient they are used. No City employees have a mileage allowance such as other cities do. If there are morning meetings, staff goes from home directly to the meetings. Staff does encourage car pooling, but in some cases, that is not possible. There is also mileage reimbursement for conferences outside the City. Councilmember Wilson asked about the payment to ALF Ambulance of $1 ,737. Finance Director Roland stated it is an insurance payment received before ALF turned over to Allina. We had to receipt the check and then repay it. MOTION by Fogarty, second by May to approve the bills. APIF, MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS b) Approve Traffic Control- Flagstaff Avenue School Speed Zone- Engineering Staff is recommending a school speed zone in the vicinity of the new high school. This would include the area 570 ft. north of the north school entrance to 570 ft. south of the south school entrance. The speed would be 35 mph and be in effect from 7:30 a.m. to 4:30 p.m. Monday - Friday. The school district will participate in the cost of installing the signs. The approximate cost will be $500 - $750 for the signs and posts. Council Minutes (Regular) May 4, 2009 Page 4 Councilmember Fogarty noted the Police Chief is looking into a grant for signs that designate the speed being traveled. Her concern is accidents with the differences in speed. The police will be doing aggressive enforcement. Councilmember May asked if the City was able to make the decision regarding the speed limit. In other cases, it seems to be something the City cannot change. Staff explained this is because it is a school zone and statute allows cities to regulate the speed in school zones. MOTION by Fogarty, second by Wilson to approve the placement of appropriate signage on Flagstaff A venue to establish a 35 mph school speed zone from approximately 570 ft. south ofthe south entrance to 570 ft. north ofthe north entrance to the new high school. APIF, MOTION CARRIED. c) Consider Assessment Reduction Request - Finance Mr. Ivan Janssen, owner of K&K Auto Ranch located at the comer of 8th Street and Ash Street, has requested a reduction in a special assessment to his property. During the construction of Ash Street in 2005, Mr. Janssen requested approval to expand his business. As part ofthe Conditional Use Permit, the Planning Commission required him to correct the drainage issues on his property. He could piggy back onto the City's Ash Street project, and installed the appropriate drainage measures as part of that project. Mr. Janssen was assessed $20,000 for those changes. The improvements are in the public right-of-way. A few weeks ago, staff came up with a solution for the water problem in the Henderson Addition. The solution was to install a pump that would run continuously until the problem can be solved with further storm drainage. The pump outflows into the manhole in 8th Street in the right-of-way. Mr. Janssen has stated he paid for the improvements and requested a credit for his assessment. Staffs solution, which is consistent with other development projects, is that if a pipe is upsized for future use by the City in a right-of-way, the City does give credit for that in the Development Contract. In this case, the pipe was upsized from the original plan. The credit to be given to Mr. Janssen was $742.60. Mr. Janssen is requesting a $5500 credit to his assessment. Councilmember May asked about Mr. Janssen's comment that the solution for Hickory would be across TH3. City Engineer Schorzman stated that is the Henderson Storm Sewer project which has been proposed several times, but has not gone any further. The temporary solution was an opportunity to use the pump and the piping rather than send public works employees out there every time it rains. Councilmember May asked if there was discussion to share the cost. In Mr. Janssen's letter he states it was suggested by staff he tie the project into fixing the Hickory Street problem and the City would share the cost. Mr. Janssen is looking for a 25% reduction in what he paid. Councilmember May asked what the real ownership is. Finance Director Roland stated the project was due to the request from Mr. Janssen to develop his property for commercial purposes. He expanded the parking lot of his business for his own benefit. The Planning Council Minutes (Regular) May 4, 2009 Page 5 Commission required him to make the drainage changes. Councilmember May noted he did that and paid for it regardless if he piggy backed on something. Finance Director Roland explained this is done on a number of projects; to offer an opportunity to people who have additional things they need or want. The improvement is in the right-of-way, not on private property. Councilmember May noted the City is benefiting from him for doing the work. Mayor Larson stated if he had not put in the drainage that was required, he would have two lots and would not have the commercial business expanded the way he wanted. It was already a poor drainage area and when he expanded it created an incredible amount of runoff. This did benefit him. The City did pay for the increase in pipe size. He saved the City $742.60 worth of up sizing the pipe. If this had not been done, the City would have continued to pump the water. City Attorney Jamnik noted the staff recommendation is consistent with previous policy and practices with regard to private development. If the City requests a developer to oversize public facilities, the City reimburses the developer for the oversizing costs. Councilmember Wilson stated if we deviate from the recommendation we could have other residents with claims. City Engineer Schorzman spoke with Mr. Janssen after he received a copy ofthe letter and explained the conclusion. Mr. Janssen did indicate an understanding of the process and consistency throughout the developments. MOTION by Fogarty, second by Wilson to approve a $742.60 reduction of the special assessment at 1024 8th Street in consideration of the upsizing of the storm sewer pipe. APIF, MOTION CARRIED. 11. UNFINISHED BUSINESS a) Vermillion River Crossings Update - Finance The Dakota County CDA has negotiated with the developers of the Vermillion River Crossings project, lAND, LLC. They negotiated to purchase a 2.44 acre parcel on the corner of Spruce Street and Dushane Parkway. Outlot F will be a senior housing building. The CDA is a tax-exempt organization. They pay a payment in lieu of taxes. This presents an issue because the Vermillion River Crossings project has special assessments assigned to all of the lots. The assessments are for the Spruce Street bridge and extension project. As a part of the Development Agreements, the assessments were to pay for the bonding for the project, but they would be abated. The City's portion of the taxes would be paid back to the developers on an annual basis as tax payments were received. If there are no taxes, there is no abatement. The first issue is the assessments currently outstanding on the parcel are over $184,000. These assessments would normally be included in the price of the land, however, the price negotiated does not include the full amount of the assessments. Staff is proposing a Fourth Amendment to the Development Agreement which includes the assessments against this parcel be reduced by half; to $92,006. This can be paid at closing and will come into the City at the time of closing on the land. The proposal includes that the remainder of the assessments be eliminated at this time. However, future Council Minutes (Regular) May 4, 2009 Page 6 payments in lieu of taxes from the CDA would be identified to the City by the County when they are made and the payments would go toward the debt service which is required to be paid by those special assessments. The payments would be made over 15 years, and would have the same affect as abatement. Councilmember Wilson asked why this was negotiated for a lower amount. City Administrator Herlofsky stated they asked what percentage the City would be willing to pay. He did not give them a percentage and told them to give the City the opportunity to see this project successfully completed. Council is not obligated to do this. With the provisions provided through the abatement, the City will not see much of the money. This will offer development of the property which will encourage other development in the general area. The dollar amount is a point where both parties could make the sale. Councilmember Wilson asked if there is $92,000 at risk that was not at risk before. Finance Director Roland stated it is not at risk because there will be payments in lieu of taxes. There are assessments on the properties that need to be paid in order for the bonds to be paid. If the assessments do not get paid, taxpayers will pay the bonds through taxes. Weare collecting part of the special assessments which will be paid upfront and put into the fund to make payments. The balance will come in a tax levy, although not against all properties in Farmington, just against the one building that will be built by the CDA. Councilmember Wilson asked about a timeline for the final plat. City Administrator Herlofsky felt the final plat would come next summer. Councilmember Wilson asked about the completion of Dushane Parkway. Finance Director Roland explained that is part of the Third Amendment to the Development Contract and the deadline for completion is December 31, 2009. MOTION by Fogarty, second by Wilson to approve the Fourth Amendment to Development Agreement with lAND, LLC. APIF, MOTION CARRIED. 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) 2010 Census - Administration Council should advise City Administrator Herlofsky if anyone would like to become involved in the Census process. Councilmember Fogarty: Wanted to make sure everyone on Council has completed the review for the City Administrator. She suggested holding the Executive Session for the review on May 18,2009, prior to the regular Council Meeting so it is completed before considering his contract. Council agreed to hold the Executive Session at 6:00 p.m. City Engineer Schorzman: He received an e-mail from a resident in Sunrise Ponds requesting information on where their development stands. Staff was informed last Council Minutes (Regular) May 4, 2009 Page 7 Friday that both the developer and the bank no longer exist. Staff will monitor the proceedings. Sunrise Ponds is located on the east side of Farmington at the end of 21 oth Street. He received a call from Dakota County and they are interested in pursuing a federal grant to do some work on the intersection of Pilot Knob Road and 19Sth Street. Staff will work with them on the application. Mayor Larson: He urged Council to call Senator Pariseau to thank her for her assistance in legislation to bring the Department of Motor Vehicles to Farmington. Last Friday he attended the ribbon cutting for the Grand Hall Studio at 3rd and Oak Streets. This is perfect for birthday parties, receptions, etc. He thanked all the volunteers for Earth! Arbor Day and pond clean-up. He thanked everyone who came to the Mayoral Ball. It was a huge success. 14. ADJOURN MOTION by Fogarty, second by Wilson to adjourn at 8:41 p.m. APIF, MOTION CARRIED. Respectfully submitted, //; ~/'" . //~ ~..,....c./~ .?r-;1~-<J / t:,/ Cynthia Muller Executive Assistant City Council Planning Commission Parks and Recreation Commission Heritage Preservation Commission Workshop Minutes May 11,2009 Mayor Larson called the workshop to order at 6:30 p.m. Present: Larson, Donnelly, Fogarty, May, Wilson Also Present: Peter Herlofsky, City Administrator; Lisa Shadick, Administrative Services Director; Randy Distad, Parks and Recreation Director; Lee Smick, City Planner; Tony Wippler, Assistant City Planner; Tina Hansmeier, Economic Development Specialist Commission Members: Charlie Weber, Edgar Samuelson, Robert Vogel, Dirk Rotty, Doug Bonar, Joe Vanderbeck, Jeff Stokes MOTION by Wilson, second by May to approve the agenda. APIF, MOTION CARRIED. The purpose of the workshop was to discuss design standards for the downtown business district and the industrial park. The 2030 Comprehensive Plan lists three primary areas of focus. 1. Downtown development and redevelopment 2. Industrial development 3. Commercial development outside of the downtown area Downtown Commercial District Desil!:n Standards The downtown commercial district includes the river on the north, down 4th Street on the east, down to Walnut Street on the south, and up to First Street on the west. The Planning Commission will be the lead group on the process for creating a design standard for the downtown. The commercial district design standards pertain to the following uses: 1. New commercial 2. Existing commercial upon upgrade of building structure 3. Redevelopment project for commercial use. It does not pertain to any existing or new residential or any redevelopment to residential properties. Regarding setbacks, there are homes included in this area. The zoning in the area is B-2, so if a home is demolished, staff would want the lot to become a commercial development. A discussion followed regarding the different types of exterior surfaces and the architecture. Types of signs were discussed and members were curious as to why the projecting signs were not allowed as they liked the look of this type of signage. Awnings are nice and upkeep is addressed Council Workshop Minutes May 11,2009 Page 2 in the code. Two to three-story buildings on the comers would be attractive. Murals are used to offset blank walls. Design standards force developers to think about what they are going to build and what they will leave behind when they move out of the building. In a pedestrian downtown, you want the look of the buildings to slow people down. Industrial Park Desif!n Standards Design standards to look at include building materials, whether to allow pole buildings, screening, outdoor storage, curb versus LID (no curbing). The new industrial acreage cannot be re-zoned until the design standards are determined. The area includes Pilot Knob on the east, CSAH 50 on the south, Flagstaff to the west. Staff will bring to the Planning Commission and Council the re-guiding for the comprehensive plan of this area for commercial and industrial. City Planner Smick showed examples of designs in other industrial parks. Members had a concern with allowing metal for exterior surfaces, but also did not want to be too restrictive. There has to be a compromise so the materials allowed are not too expensive for developers to build here. There has to be some control so if someone builds a nice looking building there will not be a tin building next to them. Pole buildings are a wood structure that have poles that sit in the ground. As far as screening for outdoor storage the criteria is it has to be screened with fence material. Business owners want to have outdoor storage. Members did not have a problem with outdoor storage as long as it is screened properly. Some communities require 360 degree screening which becomes expensive and may limit the opportunity to bring in businesses. It was agreed outdoor storage should not face CSAH 50, but could face interior roads. There was also a concern with the types of businesses that may want outdoor storage such as auto salvage. Curb versus LID was discussed. LID is low impact development. Currently City standards call for curb and gutter, but this industrial park could be different with an IP-2 zoning. Members should think about the proposals and let staff know their comments. Members asked how this fits into the study being done by Bonestroo. Bonestroo is having discussions with property owners and parceling the land. They are working on a draft concept plan. There still needs to be design standards to go with the plan. Staff will work further with the Planning Commission on design standards. MOTION by Fogarty, second by Wilson to adjourn at 7:59 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~ ~ rr?'-<.~ ynthia Muller Executive Assistant 7b City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrato(j' FROM: Jen Dullum, Natural Resource Specialist ~ SUBJECT: 2009 Mowing Contract DATE: May 18,2009 INTRODUCTION/ DISCUSSION Bids were opened for the 2009 Mowing Contract on March 20,2009. This contract for mowing is for properties that, after being notified of violation of the City's weed ordinance, property owners have not complied with the requirements in the City's ordinance. Five bids were received as shown on the bid summary below. The bids were normalized based on the number of lots mowed in 2008. Developed lots are properties with existing homes and vacant lots are those in newer developments that have yet to be built on. TOTAL Developed x 22 lots Vacant x 50 lots (based on 2008 Contractor Lots in 2008 Lots in 2008 numbers) Gilmer Excavating Inc. $53.85 $1,184.70 $58.00 $2,900.00 $4,084.70 Dubbles Lawn Service $65.00 $1,430.00 $65.00 $3,250.00 $4,680.00 Summit Custom Landscape $69.00 $1,518.00 $64.00 $3,200.00 $4,718.00 Ehlers Services and Plowing $50.00 $1,100.00 $75.00 $3,750.00 $4,850.00 Wagner Sod Landscaping and Irrigation Co. $72.06 $1,585.32 $85.40 $4,270.00 $5,855.32 It is recommended that the project be awarded to Gilmer Excavating, Inc. $53.85 per hour for developed lots and $58.00 per hour for vacant lots. BUDGET IMPACT The low bidder on the project was Gilmer Excavating, Inc. with a bid of $53.85 per hour for developed lots and $58.00 per hour for vacant lots. Charges are passed on to the property owners. ACTION REOUESTED Approve the attached contract accepting the bid of Gilmer Excavating, Inc. and award the project. Respectfully Submitted, ~l~ Natural Resource Specialist MOWING CONTRACT AGREEMENT dated this _ day of , 2009, by and between the CITY OF FARMINGTON, a Minnesota municipal corporation ("City") and , a Minnesota corporation ("Contractor"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN, THE PARTIES HERETO AGREE AS FOLLOWS: Section 1. Scone of Work. A. The City hereby engages Contractor to provide mowing services in accordance with the Request for Proposals and as specified herein (in the event of a conflict, this contract shall control). Contractor shall mow only those areas identified by the City. B. Contractor will provide mowing services on those areas identified by the City within 48 hours of notification from the City. C. The City's Inspector shall verify that the work is completed to the satisfaction of the City. Contractor's failure to mow to the City's satisfaction and in a timely manner shall be cause for termination of this Agreement by the City without notice. Section 2. Notification. A. Lists of addresses or areas within the City that require mowing will be faxed or emailed (which ever the Contractor prefers) by the City to the Contractor. No verbal mowing list will be supplied. If there are no areas that require mowing, no list will be sent to the Contractor. If the 48 hour mowing day falls during severe weather, as determined by the City, or site conditions prohibit equipment functionality, the City shall designate an alternate day for performance of Contractor's services. Section 3. Eauinment. A. Contractor shall perform the work required under this Agreement using mowing equipment appropriate to the situation encountered which could include vacant properties on a development-wide scale or a single foreclosed residential property. Section 4. Contract Term. A. Contractor shall commence services April 7, 2009 through April 6, 2010 (1 year). This Agreement may be terminated earlier by either party without cause upon thirty (30) days' notice to the other party, except as otherwise provided in this Agreement. Section 5. Payment. A. The City shall pay Contractor a unit price per hour as follows: $ _/hour (developed lots) $~our (vacant lots) B. The unit price per hour includes only time spent actually operating equipment and does not include downtime. The unit prices per hour shall cover all of the City's costs associated with the mowing. Contractor shall be responsible for all costs it incurs in the transportation. C. Application for payment shall be made monthly. Contractor may invoice multiple properties mowed in the City on separate lines on the same invoice. Upon approval of the invoice by the City, the City will remit the approved invoice amount directly to Contractor. Section 6. Documentation. A. Contractor shall be responsible for keeping and maintaining the following records per property and noted on each invoice submitted to the City. 1) The property address that was mowed. 2) The date and time mowing was performed. 3) For each property mowed, a time-stamped before and after photo must be submitted with the invoice to receive payment. 4) When submitting invoices to the City, "Weed Notice" must be written on the invoice. Section 7. Emere:encv ResDonse. During the contract term it may be necessary to have contract work done on an emergency basis. Upon the City's request for additional work, Contractor shall respond to the City's request upon 24 hours verbal or written notice. If the City's Engineer or designee determines it necessary, the City may hire another entity other than Contractor for completion of the requested work. Section 8. IndeDendent Contractor. The City hereby retains Contractor as an independent contractor upon the terms and conditions set forth in this Agreement. Contractor is not an employee of the City and is free to contract with other entities as provided herein. Contractor shall be responsible for selecting the means and methods of performing the work. Contractor shall furnish any and all supplies, equipment and incidentals necessary for Contractor's performance under this Agreement. The City and Contractor agree that Contractor shall not at any time or in any manner represent that Contractor or any of Contractor's agents or employees are in any manner agents or employees of the City. Contractor shall be exclusively responsible under this Agreement for Contractor's own FICA payments, worker's compensation payments, unemployment compensation payments, withholding amounts, and/or self- employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. Section 9. Extra Service. No claim will be honored for compensation for extra services or work beyond the scope of this Agreement without the written approval of the City. Section 10. Insurance. Contractor shall furnish the City certificates of insurance from 2 insurers duly licensed with the State of Minnesota covering public liability insurance, including general liability, automobile liability and bodily injury liability in an amount of at least $500,000 for injury or death of anyone person in anyone occurrence; and bodily injury liability in an amount of at least $1,500,000 for injuries or death arising out of anyone occurrence. Property damage liability shall be furnished in the amount of at least $500,000. Contractor shall comply with all applicable insurance requirements of the Worker's Compensation Act. Contractor shall provide proof of worker's compensation coverage. The City shall be named an additional insured on the general liability policy. Section 11. Unsafe Conditions ReDortine:. Contractor shall promptly inform the City by telephone and in writing of any unsafe conditions on City streets or property discovered during the course of Contractor's duties, whether or not Contractor is able to remedy the unsafe condition. Section 12. Indemnification. Contractor shall indemnify and hold harmless the City, its officers, agents and employees, of and from any and all claims, demands, actions, causes of action, including costs and attorney's fees, arising out of or by reason of negligence in the execution or performance of the work or services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. Section 13. Covenant Ae:ainst Contine:ent Fees. Contractor warrants that it has not employed any person to solicit or secure this Agreement for a commission, percentage, brokerage or contingent fee. Section 14. Governine: Law. This Agreement shall be governed by the laws of the State of Minnesota. Section 15. Affirmative Action. The Contractor shall comply with all applicable laws relating to nondiscrimination, affirmative action, public purchase, contracting and employment. Section 16. ComDliance with Laws and Ree:ulations. In providing services under the Contract, the Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to the provision of the services provided. Section 17. Utilities. The Contractor shall be obligated to protect alt'public and private utilities, streets or roadways, whether occupying a street or public or private property. If such utilities, streets or roadways are damaged by reason of the Contractor's performance of the services required under the Contract, the Contractor shall repair or replace the same, or failing to do so promptly, the City shall cause repairs or replacement to be made and the cost of doing so shall be deducted from payment to be made to the Contractor for mowing services. Section 18. Notices. Pursuant to this Agreement, notices shall be hand-delivered or mailed as follows: AS TO CITY: City Administrator 3 City of Farmington 430 Third Street Farmington, MN 55024 AS TO CONTRACTOR: Section 19. Miscellaneous. A. Contractor may not assign or subcontract any of the services to be performed hereunder without the written consent ofthe City, which consent shall not be unreasonably withheld. B. This Agreement shall become effective only upon its execution by both the City and Contractor. This Agreement shall not be modified, amended, rescinded, waived or terminated without the approval in writing of the City. IN WITNESS WHEREOF, the parties hereto have entered into this Agreement as of the day and year first below written. Dated: , 2009. CITY OF FARMINGTON By: Todd Larson, Mayor And Peter J. Herlofsky Jr., City Administrator CONTRACTOR: Dated: ,2009. By: Its: And Its: 4 Chapter 7 WEEDS SECTION: 6- 7 -1 : 6-7-2: 6-7-3: 6-7-4: Weed Defined Notice to Destroy Action Upon Noncompliance Charge a Lien 6-7-1: WEED DEFINED: For the purpose of this section, the term "weeds" means noxious weeds as defined by State law. All weeds or growing grasses upon any platted lot in the city which are in excess of one foot (1 '), or have gone or about to go to seed, are hereby declared to be a nuisance and dangerous to the health, safety and order of the City with the following exceptions: 1. Slope areas: Slopes in excess of 33% may be left in a natural state. 2. Pond/Wetlands: Property adjacent to ponds may be left in a natural state. Property owners will not be allowed to mow City property, including that property surrounding ponds. 3. NaturaVWildlife areas: Natural areas which include parks, wetlands/ponds, unplatted land and other City designated areas may be left in a natural state. 4. Natural areas on platted lots: Natural areas will be allowed on platted lots in backyards from the most rear comer of the home subject to a six foot (6') setback from the property lines, except in the case where the natural area is adjacent to another natural area. It shall be unlawful for an owner, lessee or occupant of any land described above to allow, permit or maintain a nuisance as defined herein on any such land or along the sidewalk, street or alley adjacent thereto. 6-7-2: NOTICE TO DESTROY: The City Administrator/designee is hereby authorized and empowered to notify, in writing, the owner of any such lot, place or area within the City, or the agent of such owner, to cut, destroy and/or remove any such weeds or grass found growing, lying, or located on such property or upon the sidewalk or boulevard abutting same. Such notice shall be by registered mail, addressed to said owner, at his last known address. 6-7-3: ACTION UPON NONCOMPLIANCE: Upon the failure, neglect or refusal of any owner or agent, so notified, to cut, destroy and/or remove such weeds or grass within ten (10) days after receipt of the written notice provided for in Section 6-7-2 hereof, the City Administrator is hereby authorized and empowered to pay for the cutting, destroying and/or removal of such weeds or grass or to order the removal by the City. (Ord. 086-180, 7-7-86) 6-7-4: CHARGE A LIEN: When the City has effected the removal of such obnoxious growth or has paid for its removal the actual cost thereof, plus accrued interest as provided by law, and penalty as set forth from time to time by resolution of the City Council, if not paid by such owner prior to thereto, shall be charged to the owner of such property on the next regular tax bill forwarded to such owner by the City, and said charge shall be due and payable by said owner at the time of payment of such tax bill, pursuant to the provisions of Minnesota Statute 429. (Ord. 083-158, 12-19- 83) City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us ADDENDUM NO.1 For 2009 MOWING CONTRACT FARMINGTON, MINNESOTA March 12,2009 Number of Pages _ (includes this sheet) To: All RFP Holders of Record From: City of Farmington 430 Third Street Farmington, Minnesota 55024 651-280-6845 (Jen Dullum office) 651-280-6839 (fax) A change has been made to Section 5 of the Mowing Contract. The change includes two unit prices per hour. One unit price will be for developed lots (lots with existing homes) and the second unit price will be for vacant lots (lots with no existing structure). Please sign this cover letter to acknowledge receipt and mail or fax back with page 3 of the Request for Proposal with both unit prices. Company Name Date CITY OF FARMINGTON REQUEST FOR PROPOSALS FOR MOWING SERVICES I. INTRODUCTION This document defines the requirements of the mowing services to be provided to the City of Farmington. The successful bidder will be required to execute a city-prepared contract, a copy of which has been provided with this Request for Proposals. II. PROJECT DESCRIPTION AND SCOPE OF SERVICES A. Mowing services shall be provided for all areas where weeds or growing grasses upon any platted lot in the City are in excess of one foot (1 '), or have gone or about to go to seed as identified by the City. B. Mowing equipment will be appropriate to the situation encountered which could include vacant properties on a development-wide scale or a single foreclosed residential property. C. Contractor will supply all necessary fuel and supplies for the satisfactory and safe operation of the equipment. Contractor shall be responsible for all expenses, maintenance, service, repairs, and travel time incurred in performing the Contract. D. Mowing services and equipment must be quoted on an hourly rate based on the equipment used. Except as otherwise provided in these specifications, these hourly rates must include all costs incurred by Contractor in performing the Contract, including any sales tax incurred. E. Contractor shall be responsible for retaining sufficient personnel and equipment to fulfill the requirements and specifications of the contract for mowing services. F. Mowing services shall be performed by the Contractor as follows: "On Call" Mowing. Contractor shall perform mowing services on an "on call" basis within 48 hours of request for mowing by the City. If the 48 hour mowing day falls encompasses severe weather, as determined by the City, or site conditions prohibit equipment functionality, the City shall designate an alternate day for performance of Contractor's services. G. Contractor is required to keep records of the; 1) property address that was mowed; 2) date and time mowing was performed; 3) for each property mowed, a time-stamped before and after photo must be submitted with the invoice to receive payment. When submitting invoices to the City, "Weed Notice" must be written on the invoice. III. OTHER REQUIREMENTS A. Term. The term for providing 1 year mowing services shall be April 7, 2009 through April 6, 2010. 1 B. Insurance. Contractor shall provide a Certificate of Insurance as proof of general liability coverage for bodily injury or death in the amount of$1,500,000 and for damages to property in the sum of $500,000. The Contractor shall also provide a Certificate of Vehicle Liability Insurance in the amount of at least $1,000,000. The Certificate of Insurance shall name City as an additional insured, and state that the Contractor's coverage shall be the primary coverage in the event of a loss. Further, the Certificate shall provide for thirty (30) days' written notice to the City before cancellation, expiration, or change of coverage. C. Affirmative Action. The Contractor agrees to comply with all applicable laws relating to nondiscrimination, affirmative action, public purchase, contracting and employment. D. Indemnification. Contractor shall defend, indemnify and hold the City, its officers, agents and employees harmless from all claims, damages, losses and expenses (including, but not limited to, attorney's fees) which may be incurred or for which they may be held liable as a result of the negligent or intentional acts of Contractor, its employees, or subcontractors. E. Workers' Compensation Insurance. Contractor shall provide evidence of Workers' Compensation Insurance covering all employees of Contractor engaged in the performance of this Contract in accordance with the state law. F. Governing Law. The contract shall be controlled by the laws of the State of Minnesota. G. Subcontractor. Contractor shall not enter into subcontracts for any of the services provided for in this Contract without the written consent of the City. H. Independent Contractor. At all times during the performance of the services under the Contract, Contractor shall be an independent contractor and not an employee of the City. I. Assignment. Assignment of the services provided under the contract will not be permitted without written consent of the City. J. Compliance with Laws and Regulations. In providing services under the Contract, Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to the provision of the services to be provided. K. Utilities. The Contractor shall be obligated to protect all public and private utilities, streets or roadways, whether occupying a street or public or private property. If such utilities, streets or roadways are damaged by reason of the Contractor's performance of the services required under the contract, the Contractor shall repair or replace the same, or failing to do so promptly, the City shall cause repairs or replacement to be made and the cost of doing so shall be deducted from payment to be made to the Contractor for mowing services. L. All information requested on the equipment on the Bid Proposal Form, including the make, model and serial number ofthe equipment, must be provided or the quote may be rejected as incomplete. 2 M. All proposals must be sealed and received by Friday, March 20th, 2009 at 2:00 PM at the City of Farmington, Engineering Division, 430 Third Street, Farmington, Minnesota 55024. All proposals must be delivered or mailed. No faxed copies will be accepted. Late submissions will not be considered. Any questions regarding this Request for Proposal should be directed to Farmington Engineering at 651-280-6840. CITY OF FARMINGTON PROPOSAL: CITY OF FARMINGTON MOWING SERVICES Honorable Mayor and City Council C/O City of Farmington Engineering Division 430 Third Street Farmington, MN 55024 Members: The undersigned, being familiar with the conditions and specifications issued under the date of Friday, March 20, 2009 does hereby submit the following proposal for the following price: PROPOSAL AMOUNT: 1. Price per hour: 2. Price per hour: (developed lots) (vacant lots) All proposals must be sealed and received by Friday, March 20, 2009 at 2:00PM at the City of Farmington, Engineering Division, 430 Third Street, Farmington, Minnesota 55024. It is understood that the proposal amounts include all costs to be incurred by the Contractor in performance of the Contract, as set forth under the specifications. It is understood that the proposal may not be withdrawn for a period of thirty (30) days after the date required for submission of the proposals. It is understood that the City Council reserves the right to reject any and all proposals, to waive irregularities and informalities therein, and to award the contract in the best interest of the City. Name and address of Contractor: Telephone No. (Signature of person authonzed to Sign proposal) Title Date 3 7e.. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Council Members, City Administrator ~ FROM: Jen Dullum, Natural Resource specialis~ SUBJECT: Metro WaterShed Partners Funding DATE: May 18, 2009 INTRODUCTION Metro WaterShed Partners is a coalition of over fifty public, private and non-profit organizations in the Twin Cities Metropolitan Area that, through collaborative educational outreach, informs residents how to care for area waters. The Metro Watershed Partners have established the Minnesota Water - Let's Keep it Clean campaign designed to teach Minnesotans how to protect lakes, rivers and streams from stormwater run-off pollution. DISCUSSION The Metro WaterShed Partners and the Minnesota Water - Let's Keep it Clean campaign assists the City of Farmington in meeting its educational Best Management Practices (BMP's) set forth in the City's National Pollution Discharge Elimination System permit (NPDES). In 2008 the City of Farmington utilized brochures, posters, Public Service Announcements, a billboard template, and radio and television advertisements, produced by the campaign, for our NPDES Storm Water Pollution Prevention Program (SWPPP). In 2009, the MS4 Toolkit was launched to help city's achieve permit compliance with ready-to-use materials for public and staff education. BUDGET IMPACT By contributing to this organization we can help ensure their work will continue and they will be able to provide materials for the City's use. The Metro WaterShed Partners and the Minnesota Water - Let's Keep it Clean campaign are currently seeking funding to continue their educational outreach programs. The annual support requested is $2,000. The City's Stromwater Fund has money allocated to this program for the 2009 budget cycle. ACTION REOUESTED Approve the expenditure of $2,000 to support the Metro WaterShed Partners and the Minnesota Water - Let's Keep it Clean campaign. R~tfill~ Jen Dullum Natural Resource Specialist cc: file ~~ Metro WaterShed Partners Request for Program Membership QuickTime TM and a decompressor are needed to see this picture. As you may know, Metro WaterShed Partners (WSP) is an innovative, dynamic coalition of more than 50 public, private, and non-profit organizations working to improve water quality. This award-winning partnership protects our water resources by teaching residents how to care for area waters, and by distributing educational materials that help municipalities and watersheds meet their own stormwater education goals. The activities of the Metro WaterShed Partners are made possible by the generous support of our members. As we embark on our exciting 2009 programs, we'd like to take this opportunity to let you know more about our work, and ask for your membership support. CLEAN WATER MN MEDIA CAMPAIGN Our media campaign (formerly known as the 'Metro Media Campaign') is a member-supported stormwater education campaign. Based on the premise that more compelling pollution prevention messages can reach the public when our member organizations pool resources, we work to: 1. Place public stormwater pollution prevention messages in the mass media; and 2. Help municipalities and other MS4s meet the education requirements of their municipal stormwater pollution prevention plan (SWPPP); and 3. Maintain the cleanwatermn.org website with water quality education resources for stormwater educators, students, teachers and residents. In 2008, the media campaign produced more than 11,340,000 media impressions through our innovative public education activities. This year, our campaign will exceed those numbers through our programming on cable television, billboards, public and commercial radio, movie theatres, and local sporting events. CLEANWATERMN.ORG The cleanwatermn.org website is a great resource for citizens and storm water educators alike. The website provides stormwater education resources to students, teachers, and the public on steps that individuals can take to reduce their 'stormwater footprint'. For cities & watersheds, cleanwatermn.org will be home to the brand new MS4 Toolkit beginning this Spring. The toolkit, developed in partnership with the MPCA, is designed specifically to help MS4 educators achieve permit compliance by providing users with ready-to-use public education materials for your community. A fact sheet with more information on the MS4 Toolkit is included with this letter. Beginning this summer, members will also receive our brand new quarterly e-newsletter, with season- specific educational tools selected to help you maximize your public education outcomes. EXHIBITS & KIOSKS The WaterShed Partners offer several exhibits that connect users to everyday actions that improve water quality and protect watershed health. These exhibits can be checked out by communities for a wide range of public events, and include: 1. "What is Your Watershed Address?" - a map of the Minneapolis St. Paul metropolitan area with puzzle pieces lifted to reveal the name of the watershed in which you live. 2. "Your Street Flows to the River" - interactive examples of stormwater problems of and solutions from everyday activities in our own yard; and Page 1 of2 3. "Your Street Connects to Lakes and Rivers" - a display that illustrates how storm drains are connected with local surface waters. Also available are EnviroScapes™ and Watershed Kiosks. EnviroScapes™ are interactive, portable models that dramatically demonstrate water pollution and prevention in an urban environment. Our Watershed Kiosks feature six interactive modules that introduce a watershed landscape perspective and provide information about the impacts of impervious surfaces and pollution problems and solutions common to residential lots. THE MINNESOTA STATE FAIR Each year, Metro WaterShed Partners participate in the Minnesota State Fair through our exhibit in the Department of Natural Resources building. Last year, more than 1.6 million people visited State Fair, and an estimated 50,000 people visited the WaterShed Partners exhibit. RESOURCE SHARING The Metro WaterShed Partners meet regularly to share resources, provide updates on member activities and hear from informative presenters on a wide range of water quality and public education topics. Meetings are held on the second Wednesday of every month (9:00am to 11:00am) at the Capitol Region Watershed District offices and are open to anyone. For further information, contact Jana Larson at 651- 523-2812. MEMBERSHIP As the work of the Metro WaterShed Partners is 100% member-supported, we're counting on your support as a contributing member to make these programs possible. By contributing membership dollars, you can help ensure the continued success of these vital public education and outreach programs. And for MPCA permitted cities and watersheds, your membership contribution helps you achieve your MS4 public education requirements. Please help protect Minnesota's waters today by reviewing the attached membership invoice and making a membership contribution to the Metro Watershed Partners today! Sincerely, The WaterShed Partners Steering Committee Lyndon Torstenson Mississippi National River and Recreation Area District Angie Hong Washington Conservation Trevor Russell Friends of the Mississippi River J ana Larson Hamline University Elizabeth Storey Capitol Region Watershed District Denise Leezer MN Pollution Control Agency Anne Weber City of St. Paul Jen Dullum City of Farmington Tracy Fredin Hamline University Center for Global Environmental Education Page 2 of2 Introducing the new Distribute these drink coasters with a clean water message Oil and Water ,~"",t or. ~ ~ XC\og~~~e~ cigalene diaperS. unds t~lers, cO,:~~n~::: hYgiene grease, · products, elc, :. - .. " tI .c: r~~ - U sed motor oil is the largest stngle sourte of oil pDllution in all' lakes, ri"rn and st~aml. ,,1/' \\erS 1\ ,,\ icalS house.hold :'ep~SI;cid.s. gasOlille. " Ie. anlilreele. parnl. e Stickers~ magnets and brochures for homeowners with septic systems , Culprit. .Materials addressing household hazardous waste disposal III " " A Year-Round Guide 10 Yard Car. ',,~-IO" J~' ,n" ",U.l- Blue Thumb Party Activity Guide , r' Use this guide to organize a neighborhood party ,. A manual on lawn care - pesticides, fertilizer and more jl d Minimum Control Measure 3: Illicit Discharge Education REMEMBER: Report any suspicious discharges you see in roadside ditches I " Ir or storm pipe outlets! 'a....~ Discolored or :\--.:; Soapy Water @ Oil @ Mysterious Liquids Your street connects to lakes and streams, Thanks for helping us to keep our waler clean. Use this brochure at restaurant permit inspections Place this cling on the windshield of company vehicles ~ Stormwater and the Construction Industry Construction Phll~ing ProledNdturaIFea'ure~ .... ~~ itiI . -...-----. -,,,;:if.:-. Silt Fencing . ~~:-..=.-;-.=.=-' . ..~.._-_.~--..... . --._-_..-. ~J:~~~~MPS! ~ '---'EW~;~;:;Emro"'" "o~ ~s'o'mD'O;"I"'''Pro''d;~ ~i. '. iiI. D;rtSl~.kP;~' ..f .....1'!i~ . ....._..~..___.___ .~., ':-_-::':;:"-::::-:.:::'M_~_ ---.-.- . -~--_._._-- :;;.:;-:--===~ ::;;;:~==---=..... .~._...-- .;:::-..:::-'_-- Distribute these posters to construction companies' in your community -.- ^ :-=::'-=:-.::l::__ ~ ::==- fYYYi '-"-'-'V --- Manuals for staff and elected officials ~'JI"'TII~fIo!I :~-:Z=~ ~_.=--..:: ~ ~~E~~ _..._~--- ---_._- -----,,- ------- ---........-.......... --- ------- ----.....- -..-...-......-....- ---.-...-.....-.. ...-----..-... ------..- ------. --....--..- ...-.......-...-- __c-oI...._. -----....-- --.------ -----...- -------- -.--.--. &o_c_c_.. -----..- -..------ -----_.- .........-_._-- ------..--... ---_.....-- ---....... I~~~ ..-.----- I :::--...- I Brochures and fact sheets on construction pollution prevention Enectl of Rein Gerdenl 011 the QllalityofWelflrill the Minnee~lil-SL Peul....ln.~liten Ar.. 01 MillltelOle,2lIOl-o' ~..:.:: J_ '''.:J'~ ...- "~. ;T"l''''_.~ '. ~ .,,,,~~..~t'. ":~' ScienUti;lfMu.tigalions f\eporl2lXJS..~lH9 Research studies and reports rJ" ,~l _'_0:-""""" 0' :IiiiIE ~ t.~. '. '.. 1 ~ ~ ~~:61 A calendar ot1construction site permit . I reqUIrements ~I II II II II " II Minimum Control Measure 5: Post Construction Education ~. Use these cards when talking to people about BMP,:s jl INC TEE: ,. . '.' . . ". " ..' .-; ...,;' 1 ~.;~.~ ,.~ ;, . Ir . 1'" . . ...... .... .1.'-' "'~. ~.... '.. .:, ' . r,'" ,..' -'.h.." I .~. ,j, c," .~';li., - , ~. ia..'~ .i .....~ ...~..-l~:I-~~\. .:.: I>' :" '. .a;j11: ':0 -=.' , /. . r if ~ \ . .. ~:::~~'Y1' r~ Parks maintenance training package with video, poster, presentation and questionnaire Raingarden maintenance training package with video, poster, wallet cards, presentation and questionnaire ~: n !~ 7d 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 Administrawr(j FROM: Missie Kohlbeck, Senior Center Coordinator SUBJECT: Adopt Resolution Accept Donation from Farmington Eagles Club and Wendell Franke Family DATE: May 18,2009 INTRODUCTION Two donations were recently given to the Rambling River Center. DISCUSSION The Farmington Eagles Club held a bingo fundraiser on Saturday, April 18, 2009. $500 has been donated by the Farmington Eagles Club to the Rambling River Center as a result of this fundraiser. The Rambling River Center also received a $300 memorial donation from the Wendell Franke family. Both of these donations will go to the Rambling River Center Construction Project. Staffwill communicate the City's appreciation on behalf of the Council to the two donors. ACTION REOUESTED Adopt the attached resolution accepting the donations of $500 from the Farmington Eagles Club and $300 from the Wendell Franke family. Respectfully Submitted, " '... \ '\ ^\W0~0~11\U~ll(/ Missie Kohlbeck Senior Center Coordinator RESOLUTION No. ADOPT RESOLUTION ACCEPT DONATIONS FROM FARMINGTON EAGLES CLUB AND WENDELL FRANKE FAMILY Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 18th day of May, 2009 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, a donation of $500 from the Farmington Eagles Club has been given to the Rambling River Center; and, WHEREAS, a memorial donation of$300 was given by the Wendell Franke family; and, WHEREAS, both of these donations will be used to cover costs associated with the Rambling River Center Construction Project; and, WHEREAS, it is required by State statute and it is in the best interest of the City to accept such donations. NOW, THEREFORE, BE IT RESOLVED that the City of Farmington hereby accepts with gratitude the generous donations totaling $500.00 from the Farmington Eagles Club and $300 from the Wendell Franke family. This resolution adopted by recorded vote of the Farmington City Council in open session on the 18th day of May 2009. Mayor Attested to this _ day of May 2009. City Administrator SEAL 7e, City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.fannington.mn.us FROM: Mayor, Cauncil,,!embers and City Administratar(}- Lisa Dargis, Administrative Assistant ~ Request to Waive Fees for Farmers' Market TO: SUBJECT: DATE: May 18, 2009 INTRODUCTION Several City fees will be incurred with the establishment and operation of the Downtown Farmington Farmers' Market. DISCUSSION As part of the creation of a local farmers' market, there will be several permits required. The event will require a conditional use permit, a transient merchant permit, and a sign permit. The operation of the event will incur garbage hauling fees, and potentially, occasional parking lot sweeping fees. The fee amounts identified are as follows: Conditional Use Permit Sign Permit Transient Merchant Permit Garbage (12 weeks) Parking Lot Sweeping Fees T ota I Fees $200 $80 $45 $62 ~ $669 ACTION REQUESTED Approve request to waive City of Farmington fees for the 2009 Downtown Farmington Farmers' Market. R~:,~,~~I~subm~d, / ..-4....."'" ~\ ;:~,_...~~ .....~ Lisa Dargis; Admini~ive Assistant 7-f- City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrator ()- Kevin Schorzman, P.E., City Engineer FROM: SUBJECT: Approve Amendment-Bonestroo Master Agreement DATE: May 18, 2009 INTRODUCTIONIDISCUSSION City staff will be in charge of the construction phase of the 2009 Trunk Utility Project. The existing agreement with Bonestroo indicates that they will handle the construction phase of projects for the City. The attached amendment formalizes the City's desire to be responsible for the construction phase on future projects. The amendment has been reviewed by the City Attorney. BUDGET IMPACT None. ACTION REOUESTED Approve the attached amendment to the master agreement. Respectfully Submitted, ~~ Kevin Schorzman, P .E., City Engineer AGREEMENT AMENDMENT NO.1 This Agreement Amendment No.1, effective on May ~, 2009, modifies an Agreement dated January 3, 2005 ("Master Agreement") between the City of Farmington ("City") and Bonestroo, Rosene, Anderlik and Associates, Inc., now known as Bonestroo, Inc. ("Engineer") for professional engineering services ("Project"). City and Engineer agree as follows: Whereas: The Master Agreement provides that Engineer will provide services to the City during the Construction Engineering Phase (also known as the Construction Phase) of Projects performed for the City; Whereas:The City desires to perform the Construction Phase services with its own personnel on future Projects, instead of such services being provided by Engineer under the Master Agreement; Whereas:The City requests Engineer to provide training to City staff on various Construction Phase services, and be available for assistance during a such phase of a Project. Wherefore, the City and the Engineer agree to modify the Master Agreement as follows: 1. Construction Phase Services. Unless otherwise agreed in writing by the parties hereto or set forth herein, the City will perform all Construction Phase services (excluding construction surveying) during all future Projects in the City. Such services to be performed by the City, and not by the Engineer, include but are not limited to the tasks described in Exhibit A attached hereto. The Engineer will be performing construction observation during the City's 2009 Projects while training the City staff. 2. Training. Engineer will provide Construction Phase training, to the extent requested by the City, to City staff at the hourly rates currently in effect under the Master Agreement. 3. Duties of Engineer during the Construction Phase. The Engineer will provide limited services for the City's 2009 Projects and construction surveying for ongoing projects. Except for the foregoing, the Engineer will provide no other services during the Construction Phase, including Project observation, review of the Contractor's performance and other construction phase services, all of which will be provided by the City. The Engineer may, however, upon specific request of the City, provide design interpretations and assistance with construction observation. Such services will be provided at the hourly rates currently in effect under the Master Agreement. The City will be in primary charge of providing services during the Construction Phase and by providing assistance during such Phase, Engineer takes no responsibility for acts or omissions of the City or its staff. Except as modified herein, all terms of the Master Agreement remain unchanged. ENGINEER: BONESTROO, ROSENE, ANDERLlK AND ASSOCIATES, INC. n/kla BO STROO, INC. CITY: CITY OF FARMINGTON By C David O. LosKota, CO SILL, I 0 ~ J I By ~~>- Todd Larson, Mayor Date,ff;:;-.- I Date Date 1 R 08/01/99 Exhibit A Inspectors Duties & Responsibilities The duties and responsibilities of a project inspector/ observer shall not be limited to this list . . . Complete . . . . . . . . . . . Always . . . . . . . . . . . . . . . . . . . . . 2 R 08/01/99 R 08/01/99 . . . . . . . . . . . . . . . . . . 3 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us 73 TO: Mayor, Councilmembers, and City Administrator ~ FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation - Fire Department DATE: May 18,2009 INTRODUCTION The recruitment and selection process for the appointment of a Paid On-Call Fire Lieutenant has been completed. DISCUSSION After a thorough review of all applicants for the Paid On-Call Fire Lieutenant position by the Selection committee, a contingent offer of employment has been made to Adam Fischer, subject to ratification by the City Council. Mr. Fischer has been a member of the Fire Department for 6 years and have been a fire lieutenant since 2006. Fischer meets the qualifications for the position. BUDGET IMPACT Funding for the positions is provided for in the 2009 budget. ACTION REQUESTED Approve the re-appointment of Adam Fischer to the position of Fire Lieutenant. Respectfully Submitted, 0~!{cd&ZLdt- ",/~;enda Wendlandt, SPHR Human Resources Director cc: Personnel file City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us 7A TO: Mayor, Councilmembers, and City Administrator (J FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation - Fire Department DATE: May 18,2009 INTRODUCTION The recruitment and selection process for the appointment of a Paid On-Call Fire Captain has been completed. DISCUSSION After a thorough review of all applicants for the Paid On-Call Fire Captain position by the Fire Captain Selection committee, a contingent offer of employment has been made to Dan Meyer, subject to ratification by the City Council. Mr. Meyer has been a member of the Fire Department for 18 years, an engineer for 2 years and a captain since 2006. Mr. Meyer meets the qualifications for the position. BUDGET IMPACT Funding for the positions is provided for in the 2009 budget. ACTION REQUESTED Approve the re-appointment of Dan Meyer to the position of Fire Captain. Respectful]; SUbmitled._: / I ~..~d~/~I"~L/~ / Bre~da Wendlandt, SPHR Human Resources Director cc: personnel file 7, , City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us FROM: Mayor, Councilmembers, and City Administrator (} Brenda Wendlandt, Human Resources Director TO: SUBJECT: Acknowledge Retirement - Fire Department DATE: May 18, 2009 INTRODUCTION The City received notice that Mr. Terry Verch will retire from his position as a paid on-call fire fighter. DISCUSSION The Human Resources Office received notification that Mr. Terry Verch will retire on May 11,2009 from his position as a volunteer firefighter. Mr. Verch joined the department on September 12, 1994. 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. Terry Verch, effective May 11,2009. Respectfully Submitted, ~J-c~~ I Brenda Wendlandt, SPHR Human Resources Director cc: Personnel file )' J City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us FROM: Mayor, Councilmembers, and City Administrator (j- Brenda Wendlandt, Human Resources Director TO: SUBJECT: Administrative Services Agreements - FSA and HRA DATE: May 18, 2009 INTRODUCTION The purpose of this memorandum is to provide information and request approval for the Administrative Services Agreement(s) between the City of Farmington and HealthPartners Administrators, Inc (HP AI). DISCUSSION HP AI will continue to be the administrator for the City's health reimbursement arrangements and flexible spending accounts. The City and HP AI must enter into administrative services agreements in order ,for HP AI to provide claims administration and account services. Attached are two separate administrative services agreements; one to cover the administrative services for the health reimbursement arrangements and one to cover the administrative services for the flexible spending accounts (both Medical and Dependent Care). These documents outline the terms and conditions of the agreements. BUDGET IMPACT Funding for these administrative services is provided for in the 2009 Budget. ACTION REQUESTED Approve the Administrative Services Agreements between the City of Farmington and HealthPartners Administrators, Inc. Respectfully Submitted, (~,l " /1 ~ /1/ u:- ;;:::::i~.tL Brenda Wendlandt, SPHR Human Resources Director cc: file FLEXIBLE SPENDING ACCOUNT ADMINISTRATIVE SERVICES AGREEMENT WHEREAS, this Administrative Services Agreement is made by and between HealthPartners Administrators, Inc. ("HPAI") and City of Farmington ("the Plan Sponsor") Group Number 5611, effective January 1,2009. WHEREAS, the Plan Sponsor has established a Health Care Flexible Spending Account and/or Dependent Care Flexible Spending Account (FSA); and WHEREAS, HP AI agrees to provide the Plan Sponsor administrative services in connection with the FSA. NOW THEREFORE, the Plan Sponsor and HPAI agree as follows: I. DEFINITIONS For the purpose of this Agreement, defined terms are capitalized. The following definitions apply to this Agreement: A. Administrative Services means those services to be performed by HP AI as set forth in this Agreement. B. Agreement means this Administrative Services Agreement, all exhibits, amendments or other attachments incorporated herein and any future amendments. C. COBRA means the Consolidated Omnibus Budget Reconciliation Act of 1985 and its implementing regulations, as amended from time to time. D. Eligible Person means an employee of the Plan Sponsor who is eligible and enrolled in the FSA pursuant to the terms and conditions of the FSA as described in the Summary Plan Description (defined below). E. Eligible Expense(s) means a specific service or item, which is reimbursable by the FSA, as specifically described in the Summary Plan Description and applicable law. F. Flexible Spending Account (FSA) means the health care flexible spending account and/or dependent care expense reimbursement account as defmed in the SPD. G. HIP AA means the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations, as amended from time to time. H. Internal Revenue Code means the Internal Revenue Code of 1986 and its implementing regulations, as amended from time to time. I. Named Fiduciary and Plan Administrator have the respective meanings ascribed to such terms by applicable laws or regulations. For purposes of this Agreement, the Named Fiduciary and Plan Administrator is the Plan Sponsor. The Plan Sponsor has fmal discretionary authority regarding coverage of claims under the FSA. HP AI is not a fiduciary with respect to the FSA. J. Payment Schedule means the schedule of payments set forth on Exhibit B of this Agreement. K. Related Organizations means Group Health, Inc., HealthPartners, Inc., HealthPartners Research Foundation and HealthPartners Insurance Company and their successors or assigns. 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 1 10-3 L. Summary Plan Description- The current Summary Plan Description and any amendments to the Summary Plan Description ("SPD") means the written document(s), which describe the FSA. The SPD is attached as Exhibit A and made a part of this Agreement. II. DUTIES OF HPAI AND THE PLAN SPONSOR A. Claim Administration. HPAI will process claims on behalf of the Plan Sponsor for Eligible Expenses in accordance with applicable law, the terms of the SPD and/or the instructions of the Plan Sponsor, and this Agreement. Claims are paid based on the amount initially submitted. If the amount of the original claim later changes, it is the responsibility of the Covered Person to notify HealthPartners of such adjustment so that the proper payment to the Covered Person can be made. It is agreed and understood that HP AI does not have discretionary authority with respect to management of the FSA or the assets of the FSA. Rather, HP AI's duties under this Agreement are limited to ministerial claims processing functions. B. Account Services. HPAI will assist Eligible Persons with the use of the FSA, and answer routine questions from Eligible Persons concerning eligibility, enrollment, participation, claim status, complaint resolution and other related functions on an ongoing basis. C. Reports. HP AI will provide the Plan Sponsor with a weekly funding request report (if applicable) and HP AI's standard FSA utilization reports. Requests for customized FSA reports will be evaluated by HP AI and the report(s) may be provided by HP AI at an additional cost to the Plan Sponsor, provided that, if deemed necessary by HP AI, the Plan Sponsor and/or any third party receiving such reports agree to execute HPAl's Confidentiality Agreement prior to the date of release. D. Compliance with Law. HP AI will comply in all material respects with all laws and regulations applicable to HP AI's responsibilities under this Agreement. The Plan Sponsor warrants and represents that it is solely responsible (except as specifically provided for in this Agreement), to ensure that it complies in all material respects with all applicable laws and regulations, including but not limited to the Internal Revenue Code, HIP AA and COBRA as may be amended from time to time. The Plan Sponsor is solely responsible for any governmental or regulatory charges, including but not limited to any taxes or tax liability and other charges resulting from the Plan Sponsor's establishment of the FSA. HP AI may, in its sole discretion refuse to honor any request of the Plan Sponsor that HP AI reasonably determines may result in the violation of law or regulation. E. Establishment ofthe FSA. The Plan Sponsor is solely responsible for establishing, maintaining, operating, amending and administering the FSA, except as expressly delegated to HP AI under this Agreement. F. Coverage Determinations and Appeal Process for Claims made to the FSA. The Plan Sponsor hereby delegates to HP AI the ministerial and administrative function of making initial coverage determinations for the FSA. Coverage will be based on applicable law, the terms and conditions of the SPD and/or the instructions of the Plan Sponsor. HPAI will inform Eligible Persons of preliminary adverse determinations as to coverage of claims under the FSA. HP AI will notify any Eligible Person whose request for reimbursement from the FSA is denied of the reasons for the denial and of the Eligible Person's right to have the denial reviewed in accordance with the SPD and/or the instructions of the Plan Sponsor. The Plan Sponsor is responsible for all appeals of denied claims and has final discretionary authority with regard to coverage of a claim under the FSA. The Plan Sponsor is solely responsible for payment of claims and all associated costs and expenses. 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 2 10-4 G. Eligibility. The Plan Sponsor is solely responsible for the establishment of all eligibility standards, and for making all fmal eligibility determinations for participation in the FSA. HP AI is entitled to rely on the eligibility information submitted by the Plan Sponsor. H. Enrollment Information. The Plan Sponsor must provide HP AI with timely information regarding the enrollment status of each Eligible Person within 30 days after the effective date of coverage under the FSA. I. Retroactive Enrollment Changes. The Plan Sponsor must immediately notify HP AI of any changes in the enrollment or eligibility status of Eligible Persons. HPAI will allow up to a 30 day retroactive termination of an Eligible Person. The Plan Sponsor is solely responsible for all charges incurred for claims that would otherwise qualify as Eligible Expenses during this 30 day timeframe. Upon notification of an Eligible Person's termination, HP AI will use good faith efforts to recover expenses paid out of the FSA. Notification of changes in the enrollment or eligibility status must be in electronic format or in writing, as mutually agreed upon by HP AI and the Plan Sponsor. J. Content and Preparation of Documents. The Plan Sponsor is solely responsible for the content of the written documentation to establish and maintain the FSA. At the direction of the Plan Sponsor, HP AI will prepare the SPD. In the absence of a finalized or current SPD, HPAI will administer the FSA according to the most current version ofHPAI's standard SPD. If HP AI and the Plan Sponsor agree that the Plan Sponsor is responsible for preparing any of the written documentation used to describe the FSA, HP AI is entitled to review all documents which describe HP AI's duties under this Agreement, prior to such documents' distribution. IfHPAI prepares the SPD on behalf of the Plan Sponsor, upon the Plan Sponsor's request, HP AI will furnish an electronic version of the SPD in an agreed upon format solely for the convenience of the Plan Sponsor. During the process of preparing the SPD, HPAI will maintain the master copy and the Plan Sponsor is responsible for ensuring that all changes made to any drafts are clearly indicated. After fmalization of the SPD, the Plan Sponsor will not materially alter the SPD except upon mutual agreement of the parties. The Plan Sponsor must display the file with any and all disclaimers and introductory text accompanying the SPD. The Plan Sponsor shall be responsible for ensuring the accuracy of the SPD distributed or made available to Eligible Persons and the consistency of the SPD provided to HPAI. K. Amendments. The Plan Sponsor or HP AI may, by mutual written agreement, amend this Agreement. HP AI may amend this Agreement or any other related documents to the extent necessary to comply with applicable law, regulation, or accreditation standard at any time. HP AI has the right to amend this Agreement to reflect any change in its business practice with at least 30 days notice to the Plan Sponsor. HPAI has the right to amend the fees contained in Exhibit B upon renewal and in accordance with HP AI's renewal proposal that will be sent to the Plan Sponsor at least 30 days prior to renewal. Any material changes to the FSA (which affect HPAI's administration of the FSA) made by the Plan Sponsor, must be made upon renewal, with at least 90 days written notice prior to the effective date of such changes. The Plan Sponsor is solely responsible for the decision to change benefits under the FSA. The Plan Sponsor agrees to consult with HP AI prior to amending the FSA to ensure that HP AI is able to administer any such change. HP AI reserves the right to charge an additional fee for any modification that requires additional services not routinely provided by HP AI. Until such time as an amendment to the SPD or the Agreement is finalized, HPAI's most current version of those documents will be used to administer the FSA. 5611-HP FSA ASA Rev. I-09/Ed. 3/09 3 10-5 L. Designation by the Plan Sponsor. The Plan Sponsor must not name lIP AI as the Plan Administrator, the Plan Sponsor, or a Named Fiduciary in any documents applicable to the FSA and must not hold out to other parties, including Eligible Persons, that lIP AI serves in any of the foregoing capacities, and lIP AI does not assume any of the administrative duties or responsibilities associated with such designations. M. Audit Rights. Audit fees, costs, and expenses are payable by the party initiating the audit. Audits involving the disclosure by lIP AI of proprietary information must be conducted by the Plan Sponsor or a third party agreeable to lIPAI. Any audit is subject to a fully executed confidentiality agreement provided by lIP AI. The Plan Sponsor may conduct one audit under this Agreement per rolling 12 month period unless otherwise mutually agreed by the parties. The request for an audit or inspection must be made within 12 months after termination of this Agreement. In no event will any audit or inspection include records dated more than two years before the request. ffi. PAYMENTS A. Payments for Eligible Expenses. The Plan Sponsor is solely responsible for payment of all FSA expenses and all Eligible Expenses. The Plan Sponsor agrees to indemnify and hold lIP AI harmless from any claims asserted by any provider or Eligible Person for payment of Eligible Expenses. The Plan Sponsor must furnish to each Eligible Person written notice that the Plan Sponsor has sole financial liability for the payment of Eligible Expenses. The Plan Sponsor designates lIP AI as the Plan Sponsor's disbursing agent for payment of Eligible Expenses to Eligible Persons under the FSA. lIP AI will not delay disbursement of payment for benefits if the Plan Sponsor makes such a request. B. Funding of Account. The Plan Sponsor must transfer or otherwise fund a designated account, established by the Plan Sponsor, with the amounts required by lIP AI to process claims for the FSA. The Plan Sponsor represents and warrants that all such amounts are not considered plan assets and are paid from the Plan Sponsor's general assets. The payment of FSA obligations must be in accordance with the FSA Funding Agreement that may be amended from time to time and is attached hereto as Exhibit C and made a part of this Agreement. C. Payment of Administrative Services Fee. In exchange for Administrative Services rendered hereunder, the Plan Sponsor must pay lIP AI the fees as set forth in Exhibit B. lIP AI will transmit an invoice to the Plan Sponsor for Administrative Services Fees monthly and for additional services immediately following performance of such services. Payment of fees is due upon receipt of such invoice. If the Plan Sponsor fails to pay the fee due lIP AI within 30 days of the invoice date, lIPAI reserves the right to charge a late fee on the portion of the balance which is considered 31 days past due. The Plan Sponsor will pay such late fee upon receipt of the late fee notification. IV. RECORDS A. Maintenance and Access. lIP AI will maintain claim records relating to Eligible Expenses for which reimbursement was requested, enrollment records, and payment records, including all requests for funds and deposits for payment of claims by the Plan Sponsor. The Plan Sponsor will maintain adequate records relating to the terms and operation of the Plan, including the identification of Eligible Persons, payments to lIPAI and payments for Eligible Expenses. lIP AI and the Plan Sponsor will maintain such records for the duration of this Agreement and for 6 years thereafter. HPAI and the Plan Sponsor will be entitled to have access to the records relating to the FSA maintained by the other party during normal business hours and upon reasonable notice and request and subject to applicable laws. HP AI 5611-HP FSA ASA Rev. l-09/Ed. 3/09 4 10-6 and the Plan Sponsor agree to maintain the confidentiality of any information relating to Eligible Persons and the FSA in accordance with applicable laws. B. Record Use and Disclosure. HPAI and the Plan Sponsor agree that individually identifiable information relating to Covered Persons which HP AI obtains as a result of performing Administrative Services may be used by HP AI or a Related Organization for: employer reporting, research, disease management, care management, underwriting, and as necessary for proper administration and operations of the Plan and HP AI. HP AI or a Related Organization may use individually identifiable information relating to Covered Persons to defend any claim which may be brought against HP AI by the Plan Sponsor, Covered Persons, or any third party in connection with HP AI's performance of this Agreement, or as otherwise may be required by applicable law or regulation. The Plan Sponsor agrees that any records it receives from HP AI or from providers will be treated confidentially and according to applicable law, will be used only for the limited purposes necessary for proper administration of the Plan, and will not be provided to the Plan Sponsor's employees and/or agents who make personnel and other employment decisions. The Plan Sponsor further authorizes HP AI to release individually identifiable information for treatment and/or plan administration purposes to the Minnesota Health Information Exchange, or other similar information exchange organizations. C. Confidential Data. HP AI and the Plan Sponsor agree to each take all necessary steps to provide the maximum protection to the other party's Confidential Data. Such information will not be disclosed to third parties without the express written consent of the other party unless required by law or court order. D. Transfer of Records. To the extent reasonably possible, upon termination of this Agreement, HP AI will transfer to the Plan Sponsor those records necessary for a smooth transition of its obligations under the FSA. All costs associated with such a record transfer will be paid by the Plan Sponsor. E. Trademarks and Symbols. The Plan Sponsor and HP AI reserve the right to control the use of their respective names and any of their respective symbols, trademarks, service marks, and domain names, presently existing or subsequently established. The Plan Sponsor and HP AI agree not to use words, symbols, trademarks, service marks, domain names, and other devices including the corporate name or product names of the other party in advertising, promotional material or otherwise without the prior written consent of the other. HPAI and the Plan Sponsor will cease any previously approved use immediately upon termination of this Agreement. V. INDEMNIFICATION A. Plan Sponsor Indemnification. The Plan Sponsor will indemnify and hold harmless HP AI, its employees, officers, directors, agents, and Related Organizations from and against any and all claims, demands, suits, actions, liabilities, penalties, fines, costs, damages, and expenses of any kind, including reasonable attorneys' fees, resulting from a claim made against HP AI by a third party, provided that such claim arises out of a negligent act or omission by the Plan Sponsor or material breach of this Agreement by the Plan Sponsor, except to the extent that such act, omission or breach was the direct result of conduct on the part of HP AI or its employees or to the extent that any act or omission was taken at the express direction of HPAI. B. HP AI Indemnification. HP AI will indemnify and hold harmless the Plan Sponsor, its employees, officers, directors, agents, and related organizations from and against any and all claims, demands, suits, actions, liabilities, penalties, fines, costs, damages and expenses of 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 5 10-7 any kind, including reasonable attorneys' fees, resulting from a claim made against the Plan Sponsor by a third party, provided that such claim arises out of a negligent act or omission by lIP AI or material breach of this Agreement by lIP AI, except to the extent that such act, omission or breach was the direct result of conduct on the part of the Plan Sponsor or its employees or to the extent that any act or omission was taken at the express direction of the Plan Sponsor. Notwithstanding the foregoing, the Plan Sponsor will be liable for the full amount of any Eligible Expenses determined to be payable to an Eligible Person, health care provider or other person, and the Plan Sponsor will be solely liable for the Plan Sponsor's plan design. C. Notice. The party seeking indemnification under "Plan Sponsor Indemnification" or "lIP AI Indemnification" above must notify the indemnifying party promptly in writing of any actual or threatened action, suit or proceeding to which it claims such indemnity applies. Failure promptly to so notify the indemnifying party will be deemed a waiver of the right to seek indemnification. VI. TERM AND TERMINATION A. Term. This Agreement will have an initial one year term, commencing on January 1, 2009, and expiring on December 31,2009. This Agreement will automatically renew for additional one year terms, unless earlier terminated as set forth below, and subject to lIP AI's and the Plan Sponsor's mutual agreement on annual plan changes and changes to the Administrative Services Fee described in "Payment of Fees" of Exhibit B of this Agreement. Except as otherwise agreed in writing, lIP AI has no obligations to provide any services under this Agreement relating to: 1. A claim for Eligible Expenses incurred before commencement of this Agreement; 2. A claim for Eligible Expenses received by lIP AI following a failure by the Plan Sponsor to deposit or transfer all funds as required under this Agreement; or 3. A claim for Eligible Expenses received by lIPAI after the effective date of termination of this Agreement. B. Termination. This Agreement may be terminated on any of the following grounds: 1. By either lIP AI or the Plan Sponsor, at any time upon 30 days written notice to the other party following expiration of the initial one year term; 2. By lIP AI, if the Plan Sponsor fails to make any payment to lIP AI of those fees outlined in Exhibit B. Such termination will be effective immediately upon written notice to the Plan Sponsor and retroactive to the paid-through date for services rendered; 3. By lIP AI if the Plan Sponsor fails to make any payment (other than payment due pursuant to Exhibit B), including but not limited to any payment of Eligible Expenses required under this Agreement or any failure by the Plan Sponsor to meets its obligations to provide all funds requested by lIP AI pursuant to Exhibit C. Such termination will be effective immediately upon written notice to the Plan Sponsor and retroactive to the paid-through date. 4. By either lIPAI or the Plan Sponsor, as allowed by applicable law, if the other party becomes insolvent, seeks protection under federal bankruptcy law, or becomes the subject ofa liquidation, receivership, or conservatorship proceeding; 561 I-lIP FSA ASA Rev. I-09/Ed. 3/09 6 10-8 5. By either HP AI or the Plan Sponsor, in the event of a material default, other than a failure to pay described in Section VI.B.2. above, by the other party. Such termination will be effective 30 days after written notice specifying the nature of the default, unless the default has been cured before the end of the 30 day notice period; 6. By the Plan Sponsor, effective immediately upon written notice ifHPAI fails to obtain or maintain any required licenses necessary for the performance of services under this Agreement; 7. By HP AI, effective immediately upon written notice if the Plan Sponsor ceases to be actively engaged in business, if the FSA is terminated, or if the Plan Sponsor amends the FSA and HP AI is unable to administer future claims consistent with the amendment under the FSA; or 8. By HPAI, if the Plan Sponsor fails to comply, in a material manner, with the requirements under the Internal Revenue Code, upon 30 days' written notice to the Plan Sponsor. 9. By either HPAI or the Plan Sponsor if the Plan Sponsor's Master Group Contract with HealthPartners Insurance Company or Medical Administrative Services Agreement and/or Dental Administrative Services Agreement is terminated, effective on the effective date of the termination under the Master Group Contract, Medical Administrative Services Agreement and/or Dental Administrative Services Agreement. C. Post-Termination Obligations. 1. Continuation of Administrative Services. HP AI and the Plan Sponsor agree that in the event of termination of this Agreement under VI.B.1., HP AI will provide certain Administrative Services for 3 months from the date oftermination, solely for the purpose of payment of claims incurred before the effective date oftermination of this Agreement. - 2. Compensation. In consideration ofHPAI's Continuation of Administrative Services, the Plan Sponsor must pay 2 months of the then-current Administrative Services Fee (as set forth in Exhibit B of this Agreement), payable within 30 days of the effective date of termination. 3. Transfer of Administration. Upon termination of this Agreement, HPAI and the Plan Sponsor agree to cooperate to the extent possible to facilitate an orderly transfer of administration of the Plan. 4. Expiration. In no event will HP AI have any obligation to provide Administrative Services beyond 3 months from the date of termination of this Agreement. VII. MISCELLANEOUS A. Notices. Any notice required to be given under this Agreement must be delivered personally, electronically, or sent by first class mail. If to the Plan Sponsor: City of Farmington 430 3rd Street Farmington, MN 55024 Attention: Brenda Wendlandt, or if changed, as later designated by written notice to HP AI 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 7 10-9 If to HPAl: HealthPartners Administrators, Inc. 8170 33rd Avenue South P.O. Box 1309 Minneapolis, MN 55440-1309 Attention: Sales Representative, with a copy to the HealthPartners Administrators, Inc. Law Department, or if changed, as later designated by written notice to the Plan Sponsor B. Severability. The provisions of this Agreement are severable. If any provision ofthis Agreement is held invalid by a court of law or other tribunal, the invalidity of that provision will not affect any other provision of this Agreement. C. No Waiver of Rights. Except as provided under "Resolution of Disputes", nothing in this Agreement limits or abrogates any right or remedy available under law. The failure of any party to insist upon the strict observation or performance of any provision of this Agreement or to exercise any right or remedy will not impair or waive any such right or remedy. D. Non-Assumption of Liabilities. Unless specifically provided in this Agreement, HPAl and the Plan Sponsor do not assume each other's existing or future obligations, liabilities or debts. E. Independent Contractors. HP AI is to be construed to be acting as an independent contractor and not as an employee of the Plan Sponsor. Neither HPAl nor the Plan Sponsor has the power or authority to act for or on behalf of, or to bind the other party, except as set forth in this Agreement. F. Third Party Beneficiaries. The obligations ofHP AI and the Plan Sponsor to this Agreement inures solely to the benefit of the other party. Except as expressly provided in this Agreement, no person or entity is intended to be or will be construed or deemed to be a third party beneficiary of this Agreement. G. Successors and Assigns. Without in any way limiting the provisions of the "Termination" Section, and subject to the "Assignment" Section, this Agreement is binding on any successors, assigns, and subcontractors of HP AI or the Plan Sponsor authorized under this Agreement. H. Heading and Captions. The headings and captions used throughout this Agreement are inserted for convenience only and do not constitute a part of this Agreement. I. Survival. HPAI's and the Plan Sponsor's respective rights and obligations set forth in "Audit Rights", "Records", "Indemnification" and "Survival" survives the termination of this Agreement. J. Assignment. Neither HP AI nor the Plan Sponsor may assign this Agreement without the other party's prior written consent. K. Subcontracting. Internal experts provide the vast majority ofHPAl's administrative services. However, from time to time HPAl may determine that it is the best interest of both HP AI and the Plan Sponsor to subcontract with outside vendors for specialized services that may constitute significant obligations under this Agreement. In such a case, HP AI may, in its sole discretion, subcontract obligations under this Agreement to third-party specialists, provided, however, that HP AI will remain ultimately responsible to the Plan Sponsor for provision of such services under the terms of this Agreement. 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 8 10-10 L. Resolution of Disputes. 1. Because damages for violation ofthis Agreement may be difficult to ascertain and because violation of this Agreement may result in irreparable injury to the Plan Sponsor or lIP AI for which money damages may not adequately compensate the Plan Sponsor or lIP AI, both parties shall be entitled to seek and obtain injunctive relief in any Minnesota state or federal court of competent jurisdiction to prevent any breach of this Agreement or any other continuing breach of this Agreement by the Plan Sponsor or lIP AI, as well as any other relief available to it in law or equity. 2. Except as provided in paragraph 1. above, in any dispute arising between the parties concerning this Agreement, the party claiming that a dispute exists shall notify the other party in writing of the existence of the claimed dispute and the notifying party's desire to try informally to resolve the dispute. Following such notice, the parties shall meet and confer in good faith in order to negotiate a resolution to the claimed dispute. (i.) In the event such efforts do not succeed in resolving the claimed dispute within 60 days from the date the parties first met to confer, the parties shall submit the dispute to mediation before a mediator mutually agreeable to the parties. (ii.) If such mediation does not resolve the claimed dispute, it shall, upon agreement of the parties, be submitted to binding arbitration pursuant to the Commercial Arbitration Rules of the American Arbitration Association. Any award of the arbitrator(s) shall be final and binding upon the parties, and either party may have judgment entered upon the award by any court of competent jurisdiction. This provision shall survive termination of this Agreement. (iii.) If the parties do not agree to arbitrate the dispute, the claimed dispute may, at that time, be brought by either party in any Minnesota state or federal court of competent jurisdiction. M. Jurisdiction and Venue. The appropriate jurisdiction for any litigation under this Agreement will be those courts located within the State of Minnesota. Litigation in the federal courts will be in the appropriate court in the State of Minnesota. N. Governing Law. Except as otherwise provided under applicable law, this Agreement is governed by the laws of the State of Minnesota. O. Entire Agreement. This Agreement supersedes any and all other agreements between lIP AI and the Plan Sponsor relating to the same subject matter. This Agreement (along with all exhibits and any amendments) constitutes the entire agreement and understanding between lIP AI and the Plan Sponsor relating to the subj ect matter of this Agreement. 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 9 10-11 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the day and year first above written. City of Farmington Authorized Signature: Printed Name: Printed Title: Date: HealthPartners Administrators, Inc. Authorized Signature: Printed Name: Printed Title: Date: 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 10 10-12 EXHIBIT A CURRENT SPD 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 11 10-13 EXHIBIT B PAYMENT SCHEDULE The Plan Sponsor must make payments in accordance with this Payment Schedule. A. Payment of Fees. In consideration ofHPAI's performance of the Administrative Services under this Agreement, the Plan Sponsor must pay HPAI fees as follows: 1. FSA Administrative Services Fees. $3.75 per Eligible Person per month. 2. Standard FSA with HRA Fees. $2.00 per Eligible Person per month. 56II-HP FSA ASA Rev. I-09/Ed. 3/09 12 10-14 EXHIBIT C FSA FUNDING AGREEMENT 5611-HP FSA ASA Rev. 1-09/Ed. 3/09 13 10-15 ADMINISTRATIVE SERVICES AGREEMENT WHEREAS, this Administrative Services Agreement is made by and between HealthPartners Administrators, Inc. ("lIPAI") and City of Farmington, acting on behalf of the Plan ("the Plan Sponsor") Group Number 5611, effective January 1,2009. WHEREAS, the Plan Sponsor has established a employee welfare benefit plan; and WHEREAS, as part of the employee welfare benefit plan, the Plan Sponsor has established a Health Reimbursement Account (BRA); and WHEREAS, the Plan Sponsor's HRA is Self-Insured (defined below) while the medical benefits are provided on a fully-insured basis, underwritten by HealtbPartners Insurance Company, an lIP AI Related Organization (defined below) (referred to collectively as the "Plan"); and WHEREAS, lIP AI agrees to provide the Plan Sponsor administrative services solely in connection with the HRA portion of the Plan Sponsor's Plan; and WHEREAS, the fully insured portion of the Plan along with the HRA are considered one employee welfare benefit plan. NOW THEREFORE, the Plan Sponsor and lIP AI agree as follows: I. DEFINITIONS' For the purpose of this Agreement, defined terms are capitalized. The following definitions apply to this Agreement: A. Administrative Services means those services to be performed by lIP AI as set forth in this Agreement. B. Agreement means this Administrative Services Agreement, all exhibits, amendments or other attachments incorporated herein and any future amendments. C. COBRA means the Consolidated Omnibus Budget Reconciliation Act of 1985 and its implementing regulations, as amended from time to time. D. Covered Employee means an employee of the Plan Sponsor who is eligible for coverage and enrolled in the Plan pursuant to the terms and conditions of the Plan as described in the Group Certificate (defined below). E. Covered Person(s) means an individual eligible for and enrolled in the Plan pursuant to the terms and conditions of the Plan as described in the Group Certificate. F. Covered Service(s) means a specific service or item, which is covered by the fully insured portion of the Plan, as specifically described in the Group Certificate. G. Eligible Expense(s) means a specific service or item, which is covered by the HRA portion of the Plan, as specifically described in the Summary Plan Description. H. Group Certificate means the evidence of coverage for persons covered under the fully insured portion of the Plan. 5611-lIP HRA ASA Rev. 1-09/Ed. 03/09 1 10-17 I. Health Reimbursement Account (lIRA) means a notional bookkeeping account established by the Plan Sponsor to pay Eligible Expenses incurred by Covered Persons. The BRA portion of the Plan will be administered by lIP AI. J. HlPAA means the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations, as amended from time to time. K. Internal Revenue Code means the Internal Revenue Code of 1986 and its implementing regulations, as amended from time to time. L. Named Fiduciary and Plan Administrator have the respective meanings ascribed to such terms by applicable laws or regulations. For purposes of this Agreement, the Named Fiduciary and Plan Administrator is the Plan Sponsor. However, lIPAI has discretionary authority with respect to the coverage of claims and the determinations of benefits. M. Network Provider means a licensed physician, dentist, mental or chemical health or other health care provider, facility or pharmacy which has entered into an agreement with lIP AI or a Related Organization to provide Covered Services to Covered Persons. In addition, lIP AI may enter into a contract with an entity that contracts with or arranges for contracts with a licensed physician, dentist, mental or chemical health or other health care provider, facility or pharmacy. These providers are also considered Network Providers. N. Non-Network Provider means a licensed physician, dentist, mental or chemical health or other health care provider, facility or pharmacy not participating as a Network Provider. O. Payment Schedule means the schedule of payments set forth on Exhibit B of this Agreement. P. Related Organizations means HealthPartners, Inc., Group Health, Inc., HealthPartners Research Foundation and their successors or assigns. Q. Self-Insured means the Plan Sponsor funds the lIRA solely from its own assets. No employee funds are included in the BRA. R. Summary Plan Description- The current Summary Plan Description and any amendments to the Summary Plan Description ("SPD") means the written document(s), which describe the lIRA portion of the Plan. The SPD is attached as Exhibit A and made a part of this Agreement. II. DUTffiS OF HPAI AND THE PLAN SPONSOR A. Claim Administration. lIP AI will process claims on behalf of the Plan Sponsor for Eligible Expenses in accordance with the terms of the SPD and/or the instructions of the Plan Sponsor, this Agreement and the terms and conditions oflIPAI's Network Provider contracts. Claims are paid based on the amount initially submitted. If the amount of the original claim later changes, it is the responsibility of the Covered Person to notify HealtbPartners of such adjustment so that the proper payment to the Covered Person can be made. lIP AI will also print and distribute claim forms for the submission of claims by Covered Persons for Covered Services received from Non-Network Providers. B. Account Services. lIP AI will assist Covered Persons with the use of the BRA portion of the Plan, and answer routine questions from Covered Persons concerning claim status, enrollment, termination of coverage, complaint resolution, access to Network Providers and other related functions on an ongoing basis. C. Reports. lIP AI will provide the Plan Sponsor with a weekly funding request report (if applicable) and lIP AI's standard BRA utilization reports. Requests for customized lIRA reports will be evaluated by lIPAI and the report(s) may be provided by lIPAI at an additional cost to the Plan Sponsor, provided 5611-lIP BRA ASA Rev. 1-09/Ed. 03/09 2 10-18 that, if deemed necessary by HP AI, the Plan Sponsor and/or any third party receiving such reports agree to execute HPAI's Confidentiality Agreement prior to the date of release. D. Compliance with Law. HP AI will comply in all material respects with all laws and regulations applicable to HP AI's responsibilities under this Agreement. The Plan Sponsor warrants and represents that it is solely responsible (except as specifically provided for in this Agreement), to ensure that it complies in all material respects with all applicable laws and regulations, including but not limited to the Internal Revenue Code, HIP AA and COBRA as may be amended from time to time. The Plan Sponsor is solely responsible for compliance with applicable Minnesota State law requiring the Plan to provide specified Covered Services and filing of Plan Documents. The Plan Sponsor is solely responsible for any governmental or regulatory charges, including but not limited to premium taxes, provider surcharges and/or taxes, insolvency fund fees, user fees, licensing fees and other charges resulting from the Plan Sponsor's establishment of the BRA. The Plan Sponsor agrees to indemnify and hold HP AI harmless from any losses, claims, liabilities, damages, expenses, or other obligations (including reasonable attorneys' fees) in connection with any taxes assessed against the Plan Sponsor or HP AI relating to the BRA. The Plan Sponsor understands, and acknowledges that, in connection with the BRA portion of the Plan, it may be subject to additional requirements pursuant to the Standards for Privacy of Individually Identifiable Health Information under HIP AA and the Plan Sponsor is solely responsible for ensuring its compliance. E. Establishment of the HRA. The Plan Sponsor is solely responsible for establishing, maintaining, operating, amending and administering the BRA, except as expressly delegated to HP AI under this Agreement. F. Coverage Determinations and Appeal Process for Claims made to the lIRA. The Plan Sponsor hereby delegates to HPAI or HPAI's designee discretionary authority to make initial coverage determinations under the lIRA portion of the Plan as well as discretion to determine coverage on appeal. Coverage of expenses will be determined in accordance with the terms and conditions of the SPD and or the instructions of the Plan Sponsor. HP AI will inform Covered Persons of preliminary adverse determinations as to coverage of claims under the BRA portion of the Plan. Such initial determinations will be in accordance with the written terms and conditions of the SPD and or the instructions of the Plan Sponsor. HPAI, or its designee will notify any Covered Person whose request for reimbursement from the BRA is denied of the reasons for the denial and of the Covered Person's right to have the denial reviewed in accordance with the SPD. The notification and review will be in a manner agreed upon by the Plan Sponsor and HP AI, in accordance with applicable law or regulation. HP AI has final discretionary authority with regard to coverage of a claim under the BRA portion of the Plan; however, the Plan Sponsor is solely responsible for payment of claims and all associated costs and expenses. G. Coordination of Benefits. HP AI will provide the Plan Sponsor with coordination of benefits services in accordance with its internal policies and practices. The Plan Sponsor must cooperate fully and provide HP AI with any information in its possession regarding the existence of other coverage for a Covered Person. H. Eligibility. The Plan Sponsor is solely responsible for the establishment of all eligibility standards, and for making all final eligibility determinations for participation in the HRA. HP AI is entitled to rely on the eligibility information submitted by the Plan Sponsor. I. Enrollment Information. The Plan Sponsor must provide HP AI with timely information regarding the emolIment status of each Covered Person within 90 days after the effective date of coverage under the Plan. 5611-HP HRA ASA Rev. 1-09/Ed. 03/09 3 10-19 J. Retroactive Enrollment Changes. The Plan Sponsor must immediately notify HP AI of any changes in the enrollment or eligibility status of Covered Persons. HP AI will allow up to a 90 day retroactive termination of a Covered Person. The Plan Sponsor is solely responsible for all charges incurred for claims that would otherwise qualify as Eligible Expenses during this 90 day timeframe. Upon notification of a Covered Person's termination, HP AI will use good faith efforts to recover expenses paid out of the HRA. Notification of changes in the enrollment or eligibility status must be in electronic format or in writing, as mutually agreed upon by HP AI and the Plan Sponsor. K. Content, Preparation and Distribution of Documents. The Plan Sponsor is solely responsible for the content of the written documentation to establish and maintain the HRA portion of the Plan. At the direction of the Plan Sponsor, HPAI will prepare and distribute the SPD unless otherwise agreed upon by HP AI and the Plan Sponsor. In the absence of a finalized or current SPD, HP AI will administer the BRA portion of the Plan according to the most current version oflIP AI's standard SPD in conjunction with the Group Certificate. The Plan Sponsor agrees to indemnify and hold harmless HP AI from any losses, claims, liabilities, damages, expenses, or other obligations (including reasonable attorneys' fees) in connection with any inaccurate provision of the SPD. The Plan Sponsor may be charged for the cost of distributing SPDs to Covered Persons, if such documents are not finalized on or before the date on which the ill cards are to be mailed to Covered Persons. This charge, however, may be waived in the sole discretion ofHP AI if it is not reasonably possible for the Plan Sponsor to complete the SPD prior to the distribution of the ill cards. IfHPAI and the Plan Sponsor agree that the Plan Sponsor is responsible for preparing any of the written documentation used to describe the BRA, HP AI is entitled to review all documents prepared by the Plan Sponsor or its designee which describe HP AI's duties under this Agreement, prior to such documents' distribution. IfHPAI prepares the SPD on behalf of the Plan Sponsor, upon the Plan Sponsor's request, HPAI will furnish an electronic version of the SPD in an agreed upon format solely for the convenience of the Plan Sponsor. During the process of preparing the SPD, HPAI will maintain the master copy and the Plan Sponsor is responsible for ensuring that all changes made to any drafts are clearly indicated. After :fmalization of the SPD, the Plan Sponsor will not materially alter the SPD except upon mutual agreement of the parties. The Plan Sponsor must display the file with any and all disclaimers and introductory text accompanying the SPD. The Plan Sponsor shall be responsible for ensuring the accuracy of the SPD distributed or made available to Covered Persons and the consistency of the SPD provided to HP AI. L. Amendments. The Plan Sponsor or HP AI may, by mutual written agreement, amend this Agreement or any other related documents. HP AI may amend this Agreement or any other related documents to the extent necessary to comply with applicable law, regulation, or accreditation standard at any time. HP AI has the right to amend this Agreement to reflect any change in its business practice with at least 30 days notice to the Plan Sponsor. HPAI has the right to amend the fees contained in Exhibit B upon renewal and in accordance with HP AI's renewal proposal that will be sent to the Plan Sponsor at least 30 days prior to renewal. Any material changes to the HRA portion of the Plan (which affect lIP AI's administration of the BRA portion of the Plan) made by the Plan Sponsor, must be made upon renewal, with at least 90 days written notice prior to the effective date of such changes. The Plan Sponsor is solely responsible for the decision to change benefits under the HRA portion of the Plan. The Plan Sponsor agrees to consult with HP AI prior to amending the BRA portion of the Plan to ensure that HP AI is able to administer any such change. HP AI reserves the right to charge an additional fee for any modification that requires additional services not routinely provided by HP AI. Until such time as an amendment to the SPD or the Agreement is :fmalized, HPAI's most current version of those documents will be used to administer the HRA portion of the Plan. 5611-HP HRA ASA Rev. 1-09/Ed. 03/09 4 10-20 M. Designation by the Plan Sponsor. The Plan Sponsor must not name HP AI as the Plan Administrator, the Plan Sponsor, or a Named Fiduciary in any documents applicable to the BRA portion of the Plan and must not hold out to other parties, including Covered Persons, that HP AI serves in any of the foregoing capacities, and HP AI does not assume any of the administrative duties or responsibilities associated with such designation, except as explicitly provided in this Agreement. N. Audit Rights. Audit fees, costs, and expenses are payable by the party initiating the audit. Audits involving the disclosure by HP AI of proprietary information must be conducted by the Plan Sponsor or a third party agreeable to HPAI. Any audit is subject to a fully executed confidentiality agreement provided by HP AI. The Plan Sponsor may conduct one audit under this Agreement per rolling 12 month period unless otherwise mutually agreed by the parties. The request for an audit or inspection must be made within 12 months after termination of this Agreement. In no event will any audit or inspection include records dated more than two years before the request. ill. PAYMENTS A. Payments for Eligible Expenses. The Plan Sponsor is solely responsible for payment of all BRA expenses and all Eligible Expenses. The Plan Sponsor agrees to indemnify and hold HP AI harmless from any claims asserted by any provider or Covered Person for payment of Eligible Expenses. The Plan Sponsor must furnish to each Covered Person written notice that the Plan Sponsor has sole tinancialliability for the payment of Eligible Expenses. The Plan Sponsor designates HP AI as the Plan Sponsor's disbursing agent for payment of benefits on behalf of the Plan Sponsor for charges incurred by Covered Persons for Eligible Expenses. HP AI will not delay disbursement of payment for benefits if the Plan Sponsor makes such a request. B. Funding of Account. The Plan Sponsor must transfer or otherwise fund a designated account, established by the Plan Sponsor, with the amounts required by HP AI to process claims for the lIRA. The payment oflIRA obligations must be in accordance with the lIRA Funding Agreement that may be amended from time to time and is attached hereto as Exhibit C and made a part of this Agreement. C. Payment of Administrative Services Fee. In exchange for Administrative Services rendered hereunder, the Plan Sponsor must pay HP AI the fees as set forth in Exhibit B. HP AI will transmit an invoice to the Plan Sponsor for Administrative Services Fees monthly and for additional services immediately following performance of such services. Payment of fees is due upon receipt of such invoice. If the Plan Sponsor fails to pay the fee due HPAI within 30 days of the invoice date, HPAI reserves the right to charge a late fee on the portion of the balance which is considered 31 days past due. The Plan Sponsor will pay such late fee upon receipt of the late fee notification. D. Adjustments. At any time, HP AI may offset any monies owed to the Plan Sponsor by HP AI with any monies owed by the Plan Sponsor to HP AI or a Related Organization. IV. RECORDS A. Maintenance and Access. HP AI will maintain claim records relating to Eligible Expenses for which reimbursement was requested, enrollment records, and payment records, including all requests for funds and deposits for payment of claims by the Plan Sponsor. The Plan Sponsor will maintain adequate records relating to the terms and operation of the Plan, including the identification of eligible Covered Persons, payments to HP AI and payments for Eligible Expenses. HP AI and the Plan Sponsor will maintain such records for the duration of this Agreement and for 6 years thereafter. HPAI and the Plan Sponsor will be entitled to have access to the records relating to the lIRA portion of the Plan maintained by the other party during normal business hours and upon reasonable notice and request and subject to applicable laws. HP AI and the Plan Sponsor agree to maintain the confidentiality of any information relating to Covered Persons and the lIRA portion of the Plan in accordance with applicable laws. 561l-HP BRA ASA Rev. 1-09/Ed. 03/09 5 10-21 B. Record Use and Disclosure. HPAI and the Plan Sponsor agree that individually identifiable information relating to Covered Persons which HP AI obtains as a result of performing Administrative Services may be used by HP AI or a Related Organization for: employer reporting, research, disease management, care management, underwriting, and as necessary for proper administration and operations of the Plan and HP AI. HP AI or a Related Organization may use individually identifiable information relating to Covered Persons to defend any claim which may be brought against HP AI by the Plan Sponsor, Covered Persons, or any third party in connection with HP AI's performance of this Agreement, or as otherwise may be required by applicable law or regulation. The Plan Sponsor agrees that any records it receives from HP AI or from providers will be treated confidentially and according to applicable law, will be used only for the limited purposes necessary for proper administration of the Plan, and will not be provided to the Plan Sponsor's employees and/or agents who make personnel and other employment decisions. The Plan Sponsor further authorizes HP AI to release individually identifiable information for treatment and/or plan administration purposes to the Minnesota Health Information Exchange, or other similar information exchange organizations. C. Confidential Data. HP AI and the Plan Sponsor agree to each take all necessary steps to provide the maximum protection to the other party's Confidential Data. Such information will not be disclosed to third parties without the express written consent of the other party unless required by law or court order. HPAI's Confidential Data includes data elements (regardless of the form or medium) that may directly or indirectly lead to fee schedule information and procedures or protocols for the identification of, intervention with or the treatment of Covered Persons for the purpose of managing care. In addition, HP AI's Confidential Data includes fee schedule information itself and the actual procedures or protocols for the identification of, intervention with or the treatment of Covered Persons for the purpose of managing care. This shall include early identification of catastrophic claimants, disease management, care management, chronic disease management, and pharmacy care management. This also includes any information in which lIP AI has intellectual property rights or otherwise considers proprietary or trade secret. D. Transfer of Records. To the extent reasonably possible, upon termination of this Agreement, lIP AI will transfer to the Plan Sponsor those records necessary for a smooth transition of its obligations under the HRA. All costs associated with such a record transfer will be paid by the Plan Sponsor. E. Trademarks and Symbols. The Plan Sponsor and HPAI reserve the right to control the use of their respective names and any of their respective symbols, trademarks, service marks, and domain names, presently existing or subsequently established. The Plan Sponsor and lIP AI agree not to use words, symbols, trademarks, service marks, domain names, and other devices including the corporate name or product names of the other party in advertising, promotional material or otherwise without the prior written consent of the other. lIPAI and the Plan Sponsor will cease any previously approved use immediately upon termination of this Agreement. V. INDEMNIFICATION A. Plan Sponsor Indemnification. The Plan Sponsor will indemnify and hold harmless lIP AI, its employees, officers, directors, agents, and Related Organizations from and against any and all claims, demands, suits, actions, liabilities, penalties, fmes, costs, damages, and expenses of any kind, including reasonable attorneys' fees, resulting from a claim made against HP AI by a third party, provided that such claim arises out of a negligent act or omission by the Plan Sponsor or material breach of this Agreement by the Plan Sponsor, except to the extent that such act, omission or breach was the direct result of conduct on the part of lIP AI or its employees or to the extent that any act or omission was taken at the express direction of lIP AI. 5611-HP HRAASA Rev. 1-09/Ed. 03/09 6 10-22 B. lIP AI Indemnification. HP AI will indemnify and hold harmless the Plan Sponsor, its employees, officers, directors, agents, and related organizations from and against any and all claims, demands, suits, actions, liabilities, penalties, fines, costs, damages and expenses of any kind, including reasonable attorneys' fees, resulting from a claim made against the Plan Sponsor by a third party, provided that such claim arises out of a negligent act or omission by HP AI or material breach of this Agreement by HP AI, except to the extent that such act, omission or breach was the direct result of conduct on the part of the Plan Sponsor or its employees or to the extent that any act or omission was taken at the express direction of the Plan Sponsor. Notwithstanding the foregoing, the Plan Sponsor will be liable for the full amount of any Eligible Expenses determined to be payable to a Covered Person, health care provider or other person, and the Plan Sponsor will be solely liable for the Plan Sponsor's plan design. C. Notice. The party seeking indemnification under "Plan Sponsor Indemnification" or "HPAI Indemnification" above must notify the indemnifying party promptly in writing of any actual or threatened action, suit or proceeding to which it claims such indemnity applies. Failure promptly to so notify the indemnifying party will be deemed a waiver of the right to seek indemnification. D. Provider Liability. The Plan Sponsor and HP AI agree that neither is responsible for the provision of health care by health care providers, that those providers are not the agents of either and that in no event will the indemnity obligations under "Plan Sponsor Indemnification" or "HP AI Indemnification" above apply to that portion of any liability, settlement, and related expense caused by the acts or omissions of health care providers with respect to Covered Persons. VI. TERM AND TERMINATION A. Term. This Agreement will have an initial one year term, commencing on January 1,2009, and expiring on December 31, 2009. This Agreement will automatically renew for additional one year terms, unless earlier terminated as set forth below, and subject to HPAI's and the Plan Sponsor's mutual agreement on annual Plan changes and changes to the Administrative Services Fee described in "Payment of Fees" of Exhibit B of this Agreement. Except as otherwise agreed in writing, HPAI has no obligations to provide any services under this Agreement relating to: I. A claim for Covered Services rendered before commencement of this Agreement; 2. A claim for Covered Services received by HP AI following a failure by the Plan Sponsor to deposit or transfer all funds as required under this Agreement; or 3. A claim for Covered Services received by HP AI after the effective date oftermination of this Agreement, except as described in "Post-Termination Obligations" below. B. Termination. This Agreement may be terminated on any of the following grounds: I. By either HP AI or the Plan Sponsor, at any time upon 30 days written notice to the other party following expiration ofthe initial one year term; 2. By HPAI, if the Plan Sponsor fails to make any payment to HPAI of those fees outlined in Exhibit B. Such termination will be effective immediately upon written notice to the Plan Sponsor and retroactive to the paid-through date for services rendered; 3. By HP AI if the Plan Sponsor fails to make any payment (other than payment due pursuant to Exhibit B), including but not limited to any payment of Covered Services required under this Agreement or any failure by the Plan Sponsor to meets its obligations to provide all funds requested by HP AI pursuant to Exhibit C. Such termination will be effective immediately upon written notice to the Plan Sponsor and retroactive to the paid-through date. 5611-HP HRA ASA Rev. 1-09/Ed. 03/09 7 10-23 4. By either HP AI or the Plan Sponsor, as allowed by applicable law, if the other party becomes insolvent, seeks protection under federal bankruptcy law, or becomes the subject of a liquidation, receivership, or conservatorship proceeding; 5. By either HP AI or the Plan Sponsor, in the event of a material default, other than a failure to pay described in Section VI.B.2. above, by the other party. Such termination will be effective 30 days after written notice specifying the nature of the default, unless the default has been cured before the end of the 30 day notice period; 6. By the Plan Sponsor, effective immediately upon written notice if HP AI fails to obtain or maintain any required licenses necessary for the performance of services under this Agreement; 7. By either HP AI or the Plan Sponsor if the Plan Sponsor's Master Group Contract with HealthPartners Insurance Company is terminated, effective on the effective date of the termination under the Master Group Contract. 8. By HPAI, effective immediately upon written notice if the Plan Sponsor ceases to be actively engaged in business, if the HRA portion of the Plan is terminated, or if the Plan Sponsor amends the Plan and HP AI is unable to administer future claims consistent with the amendment under the HRA portion of the Plan; or 9. By HP AI, if the Plan Sponsor fails to comply, in a material manner, with the requirements under the Internal Revenue Code, upon 30 days written notice to the Plan Sponsor. C. Post-Termination Obligations. 1. Continuation of Administrative Services. HP AI and the Plan Sponsor agree that in the event of termination of this Agreement under VI.B.!., HPAI will provide certain Administrative Services for 4 months from the date of termination, solely for the purpose of payment of claims incurred before the effective date of termination of this Agreement. 2. Compensation. In consideration ofHPAI's Continuation of Administrative Services, the Plan Sponsor must pay 2 months of the then-current Administrative Services Fee (as set forth in Exhibit B of this Agreement), payable within 30 days of the effective date of termination. 3. Transfer of Administration. Upon termination of this Agreement, HPAI and the Plan Sponsor agree to cooperate to the extent possible to facilitate an orderly transfer of administration of the HRA portion of the Plan. 4. Expiration. In no event will HP AI have any obligation to provide Administrative Services beyond 4 months from the date of termination of this Agreement. VIT. MISCELLANEOUS A. Notices. Any notice required to be given under this Agreement must be delivered personally, electronically, or sent by frrst class mail. If to the Plan Sponsor: City of Farmington 430 3rd Street Farmington, MN 55024 5611-HP HRA ASA Rev. 1-09/Ed. 03/09 8 10-24 Attention: Brenda Wendlandt, or if changed, as later designated by written notice to HP AI If to HPAI: HealthPartners Administrators, Inc. 8170 33rd Avenue South P.O. Box 1309 Minneapolis, MN 55440-1309 Attention: Sales Representative, with a copy to the HealthPartners Administrators, Inc. Law Department, or if changed, as later designated by written notice to the Plan Sponsor B. Severability. The provisions of this Agreement are severable. If any provision of this Agreement is held invalid by a court of law or other tribunal, the invalidity of that provision will not affect any other provision of this Agreement. C. No Waiver of Rights. Except as provided under "Resolution of Disputes", nothing in this Agreement limits or abrogates any right or remedy available under law. The failure of any party to insist upon the strict observation or performance of any provision of this Agreement or to exercise any right or remedy will not impair or waive any such right or remedy. D. Non-Assumption of Liabilities. Unless specifically provided in this Agreement, HPAI and the Plan Sponsor do not assume each other's existing or future obligations, liabilities or debts. E. Independent Contractors. HP AI is to be construed to be acting as an independent contractor and not as an employee of the Plan Sponsor. Neither HPAI nor the Plan Sponsor has the power or authority to act for or on behalf of, or to bind the other party, except as set forth in this Agreement. F. Third Party Beneficiaries. The obligations ofHP AI and the Plan Sponsor to this Agreement inures solely to the benefit of the other party. Except as expressly provided in this Agreement, no person or entity is intended to be or will be construed or deemed to be a third party beneficiary of this Agreement. G. Successors and Assigns. Without in any way limiting the provisions ofthe "Termination" Section, and subject to the "Assignment" Section, this Agreement is binding on any successors, assigns, and subcontractors ofHP AI or the Plan Sponsor authorized under this Agreement. H. Heading and Captions. The headings and captions used throughout this Agreement are inserted for convenience only and do not constitute a part of this Agreement. I. Survival. HPAI's and the Plan Sponsor's respective rights and obligations set forth in "Audit Rights", "Records", "Indemnification", "Post Termination Obligations" and "Survival" survives the termination of this Agreement. J. Assignment. Neither HP AI nor the Plan Sponsor may assign this Agreement without the other party's prior written consent. K. Subcontracting. Internal experts provide the vast majority ofHPAI's administrative services. However, from time to time HPAI may determine that it is the best interest of both HPAI and the Plan Sponsor to subcontract with outside vendors for specialized services that may constitute significant obligations under this Agreement. In such a case, HP AI may, in its sole discretion, subcontract obligations under this Agreement to third-party specialists, provided, however, that HP AI will remain ultimately responsible to the Plan Sponsor for provision of such services under the terms of this Agreement. 5611-HPHRAASA Rev. 1-09/Ed. 03/09 9 10-25 L. Resolution of Disputes. 1. Because damages for violation of this Agreement may be difficult to ascertain and because violation of this Agreement may result in irreparable injury to the Plan Sponsor or lIP AI for which money damages may not adequately compensate the Plan Sponsor or lIP AI, both parties shall be entitled to seek and obtain injunctive relief in any Minnesota state or federal court of competent jurisdiction to prevent any breach of this Agreement or any other continuing breach of this Agreement by the Plan Sponsor or lIP AI, as well as any other relief available to it in law or equity. 2. Except as provided in paragraph 1. above, in any dispute arising between the parties concerning this Agreement, the party claiming that a dispute exists shall notify the other party in writing of the existence of the claimed dispute and the notifying party's desire to try informally to resolve the dispute. Following such notice, the parties shall meet and confer in good faith in order to negotiate a resolution to the claimed dispute. (i.) In the event such efforts do not succeed in resolving the claimed dispute within 60 days from the date the parties first met to confer, the parties shall submit the dispute to mediation before a mediator mutually agreeable to the parties. (ii.) If such mediation does not resolve the claimed dispute, it shall, upon agreement of the parties, be submitted to binding arbitration pursuant to the Commercial Arbitration Rules of the American Arbitration Association. Any award of the arbitrator(s) shall be final and binding upon the parties, and either party may have judgment entered upon the award by any court of competent jmisdiction. This provision shall survive termination of this Agreement. . (iii.) If the parties do not agree to arbitrate the dispute, the claimed dispute may, at that time, be brought by either party in any Minnesota state or federal court of competent jmisdiction. M. Jurisdiction and Venue. The appropriatejmisdiction for any litigation under this Agreement will be those courts located within the State of Minnesota. Litigation in the federal courts will be in the appropriate court in the State of Minnesota. N. Governing Law. Except as otherwise provided under applicable law, this Agreement is governed by the laws of the State of Minnesota. O. Entire Agreement This Agreement supersedes any and all other agreements between lIP AI and the Plan Sponsor relating to the same subject matter. This Agreement (along with all exhibits and any amendments) constitutes the entire agreement and understanding between lIP AI and the Plan Sponsor relating to the subject matter of this Agreement. 561 I-lIP HRAASA Rev. I-09lEd. 03/09 10 10-26 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the day and year first above written. City of Farmington Authorized Signature: Printed Name: Printed Title: Date: HealthPartners Administrators, Inc. Authorized Signature: Printed Name: Printed Title: Date: 5611-HP HRA ASA Rev. 1-09/Ed. 03/09 11 10-27 EXIDBIT A CURRENTSPD 5611-HP BRA ASA Rev. 1-09/Ed. 03/09 12 10-28 EXIDBIT B PAYMENT SCHEDULE The Plan Sponsor must make payments in accordance with this Payment Schedule. Payment of Fees. In consideration ofHPAI's performance of the Administrative Services under this Agreement, the Plan Sponsor must pay HP AI fees as follows: 1. HRA Administrative Services Fees. $4.00 per Covered Employee per month. 5611-HP BRA ASA Rev. I-09/Ed. 03/09 13 10-29 EXIDBIT C lIRA FUNDING AGREEMENT 5611-HP BRA ASA Rev. 1-09/Ed. 03/09 14 10-30 7/( City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us FROM: Mayor, City Council Member City Administrator Lee Smick, AICP, CNU I 1 V City Planner v '6 D TO: SUBJECT: Approve Natural Resources Inventory and Management Plan Services Proposal DATE: May 18, 2009 INTRODUCTION The City has received a grant from the Dakota County Community Development Agency (CDA) for $7,500 for its Redevelopment Incentive Grant. DISCUSSION The grant will fund a Natural Resources Inventory and Management Plan [NRI]. Sherri Buss of TKDA has submitted a Project Scope and Cost Estimate for her firm to complete the NRI. Ms. Buss has worked on numerous EA Ws and AUARs for the City in the past. The NRI would be integrated into the City's Comprehensive Plan to help guide future development and redevelopment that preserves our natural resources. This tool would enable the City to strategically plan sustainable development that protects or restores its most vital and threatened environments. BUDGET IMPACT The Redevelopment Incentive Grant Program is a 1:1 matching grant. The grant from the CDA is $7,500. The estimate provided by TKDA for completion of the scope of work for a Natural Resources Inventory is approximately $15,000. The match of $7,500 will come from the Park Improvement fund for $3,750 and from the Storm Water fund for $3,750. ACTION REOUESTED Approve the proposal submitted by TKDA for the completion of a Natural Resources Inventory and Management Plan. ~~ Lee Smick, AICP, CNU City Planner TKDA ENGINEERS. ARCHITECTS. PLANNERS 444 Cedar Street, Suite 1500 Saint Paul, MN 55101-2140 October 9, 2008 (651) 292-4400 (651) 292-0083 Fax www.tkda.com Ms. Lee Smick, City Planner City of Farmington 430 Third Street Farmington, Minnesota 55024 Re: Project Scope and Cost Estimate Natural Resources Inventory and Management Plan Dear Lee, Thank you for calling this week to request that we provide a project scope and cost estimate to complete a Natural Resources Inventory and Management Plan for the City. It was great to hear from you again! You indicated that the City will be completing a proposal for a Community Conservation Assistance Grant to support this project, and requested a scope of work and cost estimate to complete the grant proposal. It is my understanding that the City will consider 'using TKDA's~,ervices for thisproject if the City is successful in obtaining this grant. When we talked by phone, you indicated that the City is interested in an inventory and plan similar to the projects that I managed for the cities of North field and Faribault. Your plan could be considerably less expensive than those plans, and of more value, because there is much better data and mapping of natural resources available now than when we completed those plans. We have reviewed the Community Conservation Assistance Grant program information and tailored the project scope to fit with the program's requirements. Since the program is particularly interested in supporting local communities that are growing rapidly, Farmington should have a good chance to obtain funding for its proposed inventory. I also talked with Brian Watson at the SWCD to better understand the existing data and inventory results that could be used for the Farmington project. The following is a proposed project scope and cost estimate to complete an inventory and management plan that specifically fits Farmington's situation and needs: Proiect Scope The project scope includes completion ofthe following major tasks: . A land cover inventory to develop comprehensive baseline infoimation about the natural habitats in Farmington, and relationship to the City's current and proposed land uses, and relationships to natural corridors and habitats in adjacent communities and Dakota County. An Employee Owned Company Promoting Affirmative Action and Equal Opportunity Ms. Lee Smick, City Planner City of Farmington Project Scope and Cost Estimate Natural Resources Inventory and Management Plan October 9,2008 Page 2 . Identification of natural resource corridors and priority areas for natural resource protection, management, and enhancement. . Work with City staff, advisory committees, and the Council to discuss options for protection and enhancement of corridors and natural resources, including both regulatory and incentive approaches. . Develop policies, ordinances, and other approaches that conserve natural habitats and guide decision-making that may impact natural habitats and resources in the community. A detailed description of these tasks includes the following: 1. Data Gathering and Mapping . Gather existing MLCCS data identifying the natural resource areas in Farmington and their classifications . Gather existing natural resource inventory and mapped data for Farmington from the Dakota SWCD, Dakota County, Vermillion River Watershed and Minnesota DNR . Produce a set of maps that shows the natural resource areas in the City, and their location in relationship to current and proposed land uses, parks and trails system, and natural resource areas and corridors in neighboring communities 2. Analysis of Data. Identify Natural Resource Corridors and Priority Areas for Protection and/or Enhancement . Use the mapped data and inventories to identify the potential natural resources corridors and areas for future protection and enhancement. . Complete field inventory in some areas if needed to evaluate natural resource quality. . Present the maps and data to City staff for review, discussion, and modification. . Present the maps to the Dakota SWCD, Dakota County staff, Vermillion River Watershed Management Organization staff, DNR staff, and others to review and discuss the analysis and conclusions. Identify options for coordination with the efforts of these organizations. . Complete mapping of natural resource corridors and priority habitat areas. 3. Review the City's Policies. Ordinances. Practices and Plans. and Identify Tools and Options for Protection and Management of Natural Habitats . Review of the City's existing policies, ordinances, practices, and plans to identify potential options and modifications to conserve corridors and native habitats and discuss with City staff. . Meet with designated City advisory committees (Planning Commission, Parks) to discuss options. . Develop recommendations for changes to existing ordinances, practices, and plans or for new tools to protect natural corridors and habitats. Ms. Lee Smick, City Planner City of Farmington Project Scope and Cost Estimate Natural Resources Inventory and Management Plan October 9, 2008 Page 3 4. Complete Report . Complete report that includes all of the mapping, data and analysis, and the recommendations for changes that will protect natural corridors and habitats. . Review the draft report with City staff. . Present the draft report to advisory committees and the City Council, and finalize the report based on their input. 5. Update City Ordinances (Optional Service) . Based on the recommendations in the report, additional services could include an update ofthe City's ordinances to incorporate the recommendations of the project. We estimate that the cost of completing Tasks 1-4 would be $15,000, including reimbursable expenses. The cost estimate includes up to 10 meetings with the City and others. Costs of ordinance updates could be an additional $2,000 to $10,000 depending on the number of ordinances to be updated or created. We estimate that the project could be completed within 6 to 8 months, depending on the number and scheduling of meetings with advisory committees and the Council. Thank you for the opportunity to present this scope and cost estimate to the City. We understand that we would work together to finalize a work scope and fee estimate if you successful in obtaining your grant. Please call me at (651) 292-4582 if you have questions about this information, or ifthere is other assistance that we can provide to help the City in developing its grant proposal. I look forward to the opportunity to work with you again! Sincerely, ~~ A~'/> Sherri A. Buss, RLA Manager, Planning Group SAB:adh ?~ City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers, and City AdministratorQ FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation - Fire Department DATE: May 18, 2009 INTRODUCTION The recruitment and selection process for the appointment of a Paid On-Call Rescue Captain has been completed. DISCUSSION After a thorough review of all applicants for the Paid On-Call Rescue Captain position by the Fire Captain Selection committee, a contingent offer of employment has been made to Joseph Tullar, subject to ratification by the City Council. Mr. Tullar has been a member of the Fire Department since July I, 1996 and held the position of Lieutenant since 2006. Mr. Tullar meets the qualifications for the position. BUDGET IMPACT Funding for the positions is provided for in the 2009 budget. ACTION REQUESTED Approve the appointment of Joseph Tullar to the position of Rescue Captain. Respectfully Submitted, A II~d~ ,~. f~" . ,_ _ 0{fL-?Uu: / ~,/'-# 'fi . Brenda Wendlandt, SPHR Human Resources Director cc: personnel file City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us 70 TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Appointment Recommendation - Fire Department DATE: May 18,2009 INTRODUCTION The recruitment and selection process for the appointment of a Paid On-Call Rescue Lieutenant has been completed. DISCUSSION After a thorough review of all applicants for the Paid On-Call Rescue Captain position by the Fire Lieutenant Selection committee, a contingent offer of employment has been made to Michael Wise, subject to ratification by the City Council. Mr. Wise has been a member of the Fire Department since July 8, 1997 and held the positions of Lieutenant and Captain. Mr. Wise meets the qualifications for the position. BUDGET IMPACT Funding for the positions is provided for in the 2009 budget. ACTION REQUESTED Approve the appointment of Michael Wise to the position of Rescue Lieutenant. Respectfully Submitted, A~~L~~dC . Brenda Wendlandt, SPHR Human Resources Director cc: personnel file ~ , <D ." <Xl.... <D .... mr--: M <Xl ~m N~ 11>11> Nt::' ~ m ...." meO .... <Xl ~e mo ....." m <Xl ~Il')- ." m :::. ~ N ~ ." mID ......- <<f ~M N m.... ." <D ~... 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Fax 651.280.6899 www.ciofarmington.mnous TO: Mayor, Councilmembers and City Administrator / I FROM: Robin Roland, Finance Director SUBJECT: Approve Issuance of Bonds - St. Francis Health Services - Finance DATE: May 18, 2009 INTRODUCTION At the April 20, 2009 meeting the City Council set a public hearing for consideration of the issuance of debt by St. Francis Health Services of Morris, Inc., a non-profit corporation. The City acts as issuer of revenue obligations under Minnesota State Statutes Chapter 469. These obligations (bonds) are known as "conduit" debt; the City acts as the conduit for the funding but has no obligation of repayment of any kind. DISCUSSION St. Francis Health Services owns the property at 3410 213th Street West in Farmington, known as the Trinity Care Center. The bonds to be issued would refinance existing debt which was used to construct and equip this property. The bonds to be issued would not exceed $3,750,000. As a non-profit corporation, they are able to use the City as a conduit to issue tax exempt debt. The tax-exempt nature of this funding makes it an appealing investment, thereby increasing the possibility of successful placement with private investors. If the City does not agree to act in this capacity, the bonds could not be issued. This public hearing is being held in order for the financing scenario to proceed. Appropriate published notice has been done. Mr. Steve Fenlon of Midwest Healthcare Capital (the financial entity handling the transaction for St. Francis) will be present at the hearing to answer any questions. BUDGET IMP ACT None. St. Francis Health Services is responsible for all costs associated with the bond issuance and repayment. The City is not liable for any expense or debt service associated with this transaction. ACTION REOUESTED Hold the public hearing. Upon closing the public hearing, adopt the attached resolution giving preliminary approval to the project under Minnesota Statutes Sections 469.152 through 469.165. Respectfully submitted, ft4#J) Robin Roland Finance Director RESOLUTION NO. RESOLUTION GIVING PRELIMINARY APPROVAL TO A PROJECT UNDER MINNESOTA STATUTES, SECTIONS 469.152 THROUGH 469.165 AND REFERRING THE PROPOSAL TO THE MINNESOTA DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT FOR APPROVAL BE IT RESOLVED, by the governing body (the "Council") of the City of Farmington, Dakota County, Minnesota (the "Issuer"), as follows: Section 1. Description of the Project. a. St. Francis Health Services of Morris, Inc. (the "Borrower") located at 801 Nevada Avenue, Suite 100, Morris, Minnesota, a Minnesota nonprofit corporation and organization described in Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (the "Code") has proposed issuance of revenue obligations, in one or more series, in an amount not to exceed $3,750,000 (the "Note"), for the following: (i) refinancing taxable indebtedness incurred to construct and equip an approximately 21,178 square foot, 29-bed atrium addition to the existing skilled nursing facility known as Trinity Care Center located at 3410 - 213th Street West in the Issuer; (ii) refinancing and extending the maturity of the outstanding principal amount of the Issuer's $2,350,000 Health Care Facilities Revenue Note, Series 2003A (St. Francis Health Services of Morris, Inc. Project), dated September 29, 2003, issued to finance acquisition of the existing 65-bed Trinity Nursing Home facility and the vacant 48-bed Trinity Hospital facility located at 3410 - 213th Street West in the Issuer; and (iii) refinancing and extending the maturity of the outstanding principal amount of the Issuer's $3,850,000 Multifamily Housing Development Revenue Note, Series 2003B (St. Francis Health Services of Morris, Inc. Project), dated September 29, 2003 (the "Series 2003B Note"), issued to finance acquisition of the existing 55-unit Trinity Terrace independent living facility for low and moderate income elderly persons located at 3330 - 213th Street West in the Issuer (the "Project") and paying costs associated with the financing. b. The Project will be owned and operated by the Borrower. Section 2. Section 3. Section 4. Recital of Representations Made by the Borrower. a. The Issuer has been advised by representatives of the Borrower that: (i) conventional financing to pay the capital cost of the Project is available only on a limited basis and at such high costs of borrowing that the economic feasibility of operating the Project would be significantly reduced; (ii) on the basis of information submitted to the Borrower and their discussions with representatives of area financial institutions and potential buyers of tax-exempt bonds, the Note could be issued and sold upon favorable rates and terms to fmance the Project; and (iii) the Project would not be undertaken in their present form but for the availability of financing under the Act. b. The Borrower has agreed to pay any and all costs incurred by the Issuer in connection with the issuance of the Note, whether or not such issuance is carried to completion. c. The Borrower has represented to the Issuer that no public official of the Issuer has either a direct or indirect financial interest in the Project nor will any public official either directly or indirectly benefit financially from the Project. Public Hearing. a. An initial resolution was adopted by the Council on April 20, 2009, scheduling a public hearing on the issuance of the Note and the proposal to undertake and finance the Project. b. A Notice of Public Hearing was published in the Farmington Independent, the Issuer's official newspaper and a newspaper of general circulation, calling a public hearing on the proposed issuance of the Note and the proposal to undertake and finance the Project. c. The Issuer has, on May 18, 2009, held a public hearing on the issuance of the Note and the proposal to undertake and finance the Project, at which all those appearing who desired to speak were heard and written comments were accepted. Findings. It is hereby found, determined, and declared as follows: a. The welfare of the State and the Issuer requires the provision of necessary health care facilities so that adequate health care services are available to residents of the State and the Issuer at reasonable cost. b. The Issuer desires to facilitate the selective development of the community and help to provide the range of services and employment opportunities required by the population. The Project will assist in achieving those objectives and enhance the image and reputation ofthe community. 2 c. On the basis of information made available to this Council by the Borrower it appears, and this Council hereby finds, that: (1) the Project constitutes properties, real and personal, used or useful in connection with a revenue producing enterprise; (2) the Project furthers the purposes stated in the Act; (3) the Project would not be undertaken but for the availability of financing under the Act and the willingness of the Issuer to furnish such financing; and (4) the effect of the Project, if undertaken, will be to: (i) encourage the development of economically sound industry and commerce, (ii) help prevent chronic unemployment, (iii) provide the range of service and employment opportunities required by the population, and (iv) provide adequate health care services to residents of the Issuer at a reasonable cost. Section 5. Approval. a. The Project and the issuance of the Note are hereby given preliminary approval by the Issuer. b. The Mayor or the Administrator, or their designee, is authorized and directed to submit the proposal for the Project to the Department of Employment and Economic Development of the State ("DEED") requesting approval, and other officers, employees and agents of the Issuer are hereby authorized to provide DEED with such information as it may reqUIre. Section 6. Limited Obligation. The Note, when and if issued for the Project, shall not constitute a charge, lien or encumbrance, legal or equitable, upon any property of the Issuer. (There will, however, be a charge, lien or encumbrance on the Project, which is not an asset of the Issuer.) The Note, when and if issued, shall recite in substance that the Note and the interest thereon, are payable solely from revenues received from the Project and property pledged for payment thereof, and shall not constitute a debt of the Issuer. Adopted May 18,2009. Mayor ATTEST: Administrator M: IDOCSIl5090100000lIROL 'L V069502.DOC 3 EXTRACT OF MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF FARMINGTON, MINNESOTA Pursuant to due call and notice thereof, a regular meeting of the Council of the City of Farmington, Minnesota, was duly called and held at the City Hall located at 430 Third Street, Farmington, Minnesota, on Monday, May 18,2009, at 7:00 p.m. The following members were present: and the following members were absent: MOTION: Member moved to adopt Resolution No. , entitled "Resolution Giving Preliminary Approval to a Project under Minnesota Statutes, Sections 469.152 through 469.165 and Referring the Proposal to the Minnesota Department of Employment and Economic Development for Approval." SECOND: Member RESULT: On a roll call vote the motion was carried. Ayes: Nays: Not Voting: Absent: The Resolution was then signed by the Mayor, whose signature was attested by the Administrator. M: IlJOCSI/5090100000/IROL ILV069502.DOC ?b City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 wwwociofarmingtonomn.us TO: Mayor, Councilmembers, City Administrator @ Lisa Shadick, Administrative Services Director FROM: SUBJECT: Approve Therapeutic Massage License DATE: May 18, 2009 INTRODUCTION Pursuant to City Ordinance 3-15-8, a public hearing must be held to issue a Therapeutic Massage License. DISCUSSION Ms. Debbi Odegard has applied for a Therapeutic Massage License. Ms. Odegard will be practicing therapeutic massage at Rite Touch Salon and Tan located at 923 8th Street. The required fees have also been received and the application has been reviewed by the Farmington Police Department. BUDGET IMPACT The fees collected are included in the revenue estimates of the 2009 budget. ACTION REOUIRED Approve a Therapeutic Massage License for Debbi Odegard at 923 8th Street. Respectfully submitted, ftd-4 &4 Lisa Shadick, CMC Administrative Services Director l1G City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administrator ~ Lisa Shadick, Administrative Services Director FROM: SUBJECT: Approve Therapeutic Massage License DATE: May 18, 2009 INTRODUCTION Pursuant to City Ordinance 3-15-8, a public hearing must be held to issue a Therapeutic Massage License. DISCUSSION Ms. Cassandra Hatten has applied for a Therapeutic Massage License. Ms. Hatten will be practicing therapeutic massage at Healthpro Chiropractic at 19685 Pilot Knob Road. The required fees have also been received and the application has been reviewed by the Farmington Police Department. BUDGET IMPACT The fees collected are included in the revenue estimates of the 2009 budget. ACTION REOUIRED Approve a Therapeutic Massage License for Cassandra Hatten at 19685 Pilot Knob Road. Respectfully submitted, ~;f!,~ Lisa Shadick, CMC Administrative Services Director 9c:<:- City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers, City Administra~f~ Kevin Schorzman, P.E., City Engineer '--... FROM: SUBJECT: Award Contract - 2009 Trunk Utility Improvement Project DATE: May 18, 2009 INTRODUCTIONIDISCUSSION The City Council authorized advertisement for bids for the 2009 Trunk Utility Improvement Project at the Apri16, 2009, City Council meeting. Bids were taken on Thursday, May 14,2009. Ten bids were received as shown on the bid summary below: Contractor Bid Nodland Construction 1,359,795.80 Arcon Construction 1,417,843.87 Northdale Construction 1,433,400.81 Ryan ContractinQ 1,449,849.86 Enebak Construction 1,477,081.34 Friedges Contracting 1 ,487,788.98 SR Weidema 1,494,498.61 Burschville Construction 1,609,828.51 Heselton Construction 1,611,993.48 Veit & Company 1,710,049.39 Based on the bids that were received, staff recommends awarding the contract to Nodland Construction Company, Inc., for the bid price of $1 ,359,795.80. BUDGET IMPACT The low bidder on the project was Nodland Construction Company, Inc., with a base bid of $1,359,795.80. This compares to the engineer's estimate of $2,121,410.00. The project will be funded from trunk utility funds as outlined in previous communications. A summary of the current estimated fund contributions is shown on the table on the following page. 2009 Trunk Utility Improvement Project Award May 18, 2009 Page 2 of2 P . tT t I 4th St 5th St D k F d T t I rOJec oas ree ree enmar un o as Sanitary $ 62,500 $ 304,000 $ 707,000 $1,073,500 Storm $ 424,500 $ 99,500 $ 524,000 Water $ 131,500 $ 171,000 $ 302,500 Total: $ 618,500 $ 574,500 $ 707,000 $1,900,000 The estimated fund contributions shown above include the low bid for the project as well as a 10% contingency and 27% for engineering, legal and administration. ACTION REOUESTED Adopt the attached resolution accepting the base bid of Nodi and Construction Company, Inc. in the amount of$1,359~795.80 and awarding the project. ~ftbnrittOO, Kevin Schorzman, P .E. City Engineer cc: file RESOLUTION NO. R-09 AWARD BID FOR PROJECT NOS. 09-02,09-03, AND 09-04, COLLECTIVELY KNOWN AS THE 2009 TRUNK UTILITY IMPROVEMENT PROJECT Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 18th day of May, 2009 at 7:00 p.m. Members present: Members absent: Member introduced and Member seconded the following resolution: WHEREAS, pursuant to an advertisement for bids for the 2009 Trunk Utility Improvement Project, bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement from firms determined to be responsible and competent for the Project: Contractor Bid Low Bid Nodland Construction 1,359,795.80 #2 Arcon Construction 1,417,843.87 #3 Northdale Construction 1,433,400.81 #4 Rvan Contracting 1,449,849.86 #5 Enebak Construction 1,477,081.34 #6 Friedges Contracting 1,487,788.98 #7 SR Weidema 1,494,498.61 #8 Burschville Construction 1,609,828.51 #9 Heselton Construction 1,611,993.48 #10 Veit & Company 1,710,049.39 ; and, WHEREAS, the firm of Nodi and Construction Company, Inc. is the lowest responsible bidder. NOW THEREFORE, BE IT RESOLVED that: 1. The base bid of Nodi and Construction Company, Inc. in the amount of $1,359,795.80, is hereby accepted and awarded and the Mayor and Clerk are hereby authorized and directed to enter into a contract therefore. This resolution adopted by recorded vote of the Farmington City Council in open session on the 18th day of May 2009. Mayor Attested to the day of May, 2009. City Administrator SEAL /~ City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator (j Randy Distad, Parks and Recreation Director FROM: SUBJECT: Approve Agreement for Completing Rambling River Center Construction Project Work DATE: May 18, 2009 INTRODUCTION Quotes for the removal of the existing heating, ventilation and air conditioning (HV AC) system and installation of a new HV AC system for the Rambling River Center Construction Project were solicited and received. Quotes were also solicited for painting the ceiling in the multipurpose space rather than re-installing ceiling tile. DISCUSSION Quotes were solicited for a new HV AC system to be installed. Four companies were solicited and three companies submitted quotes. Attached is a tabulation form of the quotes submitted. Farmington Plumbing and Heating from Farmington submitted the low quote in the amount of$20,350. It is important to note that the removal and replacement of the HV AC system is only for the identified new multipurpose space of the building. The remaining parts of the building will continue to be heated and cooled by an existing boiler/chiller. Two quotes for painting the ceiling in the multipurpose space were received. Bernie's Painting and Todd's Painting submitted quotes. Bernie's Painting from Farmington submitted the low quote in the amount of $2,892. The ceiling in this space will be painted rather than having tile reinstalled. BUDGET IMPACT The estimated cost to remove and replace the existing HV AC system was $30,000. The low quote given by Farmington Plumbing and Heating was $20,350. The low quote submitted is $9,650 under the estimated cost for the removal and replacement of the HV AC system. The project budget estimate included funds for replacing the ceiling tile in the multipurpose space as part of the sprinkler installation cost. Painting the ceiling provides an appealing modem look and opens up the room to a higher ceiling and one that provides a more inviting look to this space for programs, events and rentals. The cost of having to purchase and replace the ceiling tile would have been just under $2,200. Painting the ceiling will result in a cost that will be $692 more than if ceiling tile would have been installed in this area. Two benefits with painting rather then installing ceiling tiles are: ceiling tiles won't have to be replaced because of either water damage or if they get hit and all of the fire sprinkler equipment and electrical is readily accessible as there won't be a need to remove ceiling tiles to access either one of these items. ACTION REOUESTED Approve the attached Agreement with Farmington Plumbing and Heating for the removal and replacement of the HV AC system and the Agreement with Bernie's Painting to paint the ceiling in the multipurpose room. ......~ectfull~, ~~tad, Parks and Recreation Director 2009 Rambling River Center HVAC Project Quote Tabulation Form Name of HV AC Contractor Farmin ton Plumbin and Heatin Sauber Plumbin and Heatin Genz-R an Parkview Heatin and Air Quote Submitted $20,350.00 $25,600.00 $28,339.00 no quote rovided OJ~ _ c .,; CI)'- 0 OJ.5 CO') "C ftI .,. ~ i a:: ii ~ .a ~ U In m <( ! 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CI) .5 CIl en q:: o 0 o LO o ('I) ,,;..- o ('I) N '*z:- LOUl ..- 0 -0 5 () 5 iii:g~:.;::; ~ :] C) 0 o b e:: 2 ::s ~ ~ 1;) = 0 0 e:: (I) () () 8 o o .,; CO') o ~ N .,. ~ en en o CO') an CO ~ .,. 0) ~ ~ .... o C/) '<:( en o .,; ..... o ,,; ..... .,. o LO 11)('1) CO') 0 o "<t- 'ltN N II) CO CO') ~ CD N fti c)_ _ e:: Ul o .;:: 1;) ::scuo! = ~ 0 0 (I) '0, 19 l- e:: 5i.9 e:: :8 "0.0 :8 u e:: :] u =ro~= b e:: 0 b en .Q>~ en c Ul 0 C o cu 0 0 oo:so FORM OF AGREEMENT TillS AGREEMENT, made and signed this day of May, 2009, by and between the City of Farmington hereinafter called the "Owner" and Bernie's Painting hereinafter called the "Contractor". TillS AGREEMENT WITNESSETH, that the Owner and Contractor, for the consideration hereinafter stated, agree as follows: ARTICLE I The Contractor hereby covenants and agrees to perform and execute all the provisions of the plans and specifications as prepared by the City of Farmington, Parks and Recreation Department, 430 Third Street, Farmington, Minnesota, and indicated in the Request for Quotes, as provided by the Owner for: 2009 Old City Hall Improvement Ceiling Painting Project, Farmington, Minnesota and to complete everything required by this Agreement. ARTICLE II The Contractor agrees that the Work contemplated by this Contract shall be fully and satisfactorily completed on or before Friday, June 26,2009. ARTICLE III The Contractor agrees to provide to the Owner a Certificate of Insurance listing the Owner as "additional insured" and having at least the following minimum amounts: Any Auto $1,500,000.00 Combined Single Limit (CSL) or Equivalent Comprehensive General Liability $1,500,000.00 CSL or equivalent ARTICLE IV The Owner agrees to pay and the Contractor agrees to receive and accept payment in accordance with the prices quoted for the unit or lump sum items as set forth to those in the accepted Contractor's Proposal on file in the Office of the Parks and Recreation Director, the aggregate of which prices, based on the approximate schedule of quantities, is estimated at $2,892. ARTICLE V The Contract Documents shall consist of the following component parts: 1. The Proposal Form submitted by the Contractor. 2. Contractor's Certificate of Insurance listing the City of Farmington as "additional insured". 3. Special Provisions (if any) 4. Specifications (General and Specific Requirements) 5. This Agreement IN WITNESS WHEREOF, the parties have caused these presents to be executed as of the date first above written. CONTRACTOR: OWNER: BY: BY: ITS MAYOR ITS BY: ITS CITY ADMINISTRATOR 18-4 FORM OF AGREEMENT TIDS AGREEMENT, made and signed this _ day of May, 2009, by and between the City of Farmington hereinafter called the "Owner" and Farmington Plumbing and Heating hereinafter called the "Contractor" . TIDS AGREEMENT WITNESSETH, that the Owner and Contractor, for the consideration hereinafter stated, agree as follows: ARTICLE I The Contractor hereby covenants and agrees to perform and execute all the provisions of the plans and specifications as prepared by the City of Farmington, Parks and Recreation Department, 430 Third Street, Farmington, Minnesota, and indicated in the Request for Quotes, as provided by the Owner for: 2009 Old City Hall Improvement Project Removal and Installation of Heating, Ventilation and Air Condition (HVAC) System, Farmington, Minnesota and to complete everything required by this Agreement. ARTICLE II The Contractor agrees that the Work contemplated by this Contract shall be fully and satisfactorily completed on or before Friday, June 26, 2009. ARTICLE III The Contractor agrees to provide to the Owner a Certificate of Insurance listing the Owner as "additional insured" and having at least the following minimum amounts: Any Auto $1,500,000.00 Combined Single Limit (CSL) or Equivalent Comprehensive General Liability $1,500,000.00 CSL or equivalent ARTICLE IV The Owner agrees to pay and the Contractor agrees to receive and accept payment in accordance with the prices quoted for the unit or lump sum items as set forth to those in the accepted Contractor's Proposal on file in the Office of the Parks and Recreation Director, the aggregate of which prices, based on the approximate schedule of quantities, is estimated at $20,350. ARTICLE V The Contract Documents shall consist of the following component parts: 1. The Proposal Form submitted by the Contractor. 2. Contractor's Certificate of Insurance listing the City of Farmington as "additional insured". 3. Special Provisions (if any) 4. Specifications (General and Specific Requirements) 5. This Agreement IN WITNESS WHEREOF, the parties have caused these presents to be executed as of the date first above written. CONTRACTOR: OWNER: BY: BY: ITS MAYOR ITS BY: ITS CITY ADMINISTRATOR 18-3 ) /a.. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Christy Fogarty and Terry Donnelly Councilmembers SUBJECT: Employment Agreement City Administrator DATE: May 18,2009 INTRODUCTION / DISCUSSION Attached for your review is a draft of the Employment Agreement for the Farmington City Administrator. This is an addition to the three year contract originally agreed to in 2006. The adjustments that were made were as follows: 1. Salary Structure - please note the agreement. 2. Change in the accrual rate for personal leave days, changing from 16 hours per month to 24 hours per month. 3. The phone allowance from $25 to $45 per month. This agreement is very straight forward in its approach and the Administrator has agreed not to take any salary adjustments for 2009, which normally would take place on May 1,2009. Adjustments will be for the following years of the agreement. Please note that the Administrator for the City of Farmington does not have a car allowance, any deferred comp and pays the same percentage of health insurance as other City employees. This agreement is recommended for approval by the City Council. ACTION REQUESTED Approve agreement. Respectfully submitted, Christy Fogarty Councilmember Terry Donnelly Councilmember Cmuller/Herlofsky/Council memos/Emp Agreemt 4/15/09 DRAFT page 1 City of Farmington City Administrator Emplovment A~reement WHEREAS, the City Council of City of Farmington has decided to continue to employ a City Administrator to provide professional management for the City of Farmington; and WHEREAS, it is the desire of the City of Farmington Council to: (1) Retain the services of an employee and to provide inducement for him/her to remain in such employment; (2) Make possible full work productivity by assuring employee's morale and peace of mind with respect to future security; (3) Provide adequate compensation; (4) Provide a mutually acceptable means for terminating employee's services at such time as he/she is unable to fully discharge his/her duties, or when the City may desire for some other lawful reason to terminate his/her employment, and; WHEREAS, Peter J. Herlofsky, Jr. has agreed to ~ continue in the position as City of Farmington Administrator; NOW, THEREFORE in consideration of mutual promises contained herein, the parties agree as follows: Duties The City agrees to employ Peter J. Herlofsky, Jr. as City Administrator of City of Farmington to perform the functions and duties specified, and to perform such other legally permissible and proper duties, as the City Council shall from time to time assign to him. Peter J. Herlofsky, Jr. agrees to perform such duties and functions. The functions and duties to be performed by the Administrator shall be defined by Minnesota Statute or as otherwise prescribed by the City Council. Employment The Administrator shall devote full time and attention to his duties as Administrator, and shall not be employed in any other business or calling of a permanent nature during the term of this employment. Termination and Severance Pay The Administrator may be terminated at any time for any reason the City deems appropriate, subject to the following provisions set forth in this agreement: A. In the event the Administrator is terminated by the City or the Administrator is asked either formally or informally to resign; then the Administrator, at his/her option, may be deemed to be "terminated; and if the Administrator is willing and able to perform the duties of the position, the City agrees to give the employee severance pay equal to six (6) months pay at the current annual rate. B. Severance pay shall not be due, if the Administrator is sanctioned by public censure for violation of the International City/County Management Association (ICMA) Code of Ethics. The Administrator shall be a member in good standing of ICMA during employment with the City of Farmington. C. In the event of death or of total incapacity of the Administrator to carry on his/her duties, this contract shall terminate. Incapacity is defined as the inability to perform duties as assigned for a period of four successive weeks beyond any accrued leave. Severance pay shall be applicable in the event of termination based on total incapacity. -1:\Administrator\2009\Employment Agrement 2009 Draft 04 15 09.doc 4/15/09 DRAFT page 2 Compensation The City agrees to pay the Administrator for services rendered an annual base salary payable in installments at the same manner as other employees of the City are paid. In addition, the City agrees to adjust the base salary and other benefits of the Administrator in such amounts and to such an extent as the City Council may determine that is desirable to do so on the basis of an annual salary review of the Administrator made at the same time as similar consideration is given other employees generally. The City agrees as follows: A. As consideration for the services of the City Administrator, the City agrees to pay $199,999 aRRwal salary fer she mSAtRs frem tRB startiA~ €fats, $198,999 GlRRwal ~Gllary fer tRB AB~ct she mEmtRs, $119,999 aARwal salary fer tRB ~BeSR€l 'leaF, $129,999 aARwal ~alary fer tRB tRir€l year. for 2009, $120,000 (no chan~e) for 2010, $125,000, effective January 1, 2010 for 2011, $130,000, effective January 1, 2011 for 2012, $135,000, effective January 1, 2012 g" Ts BArElII tRB .'\€lmiAistratsr iR tRB MiAR€lssta ~€lAsisR system (PIiRI'.) imme€liately W~SA ssmmeAeemeRt sf 13m~lsymeAt; G. B. Tel ~raAt, eff13€itive ElA esmmeReemeRt sf em~lsjm13At, ere€lit fer :W €lays aAAwallea'.'e, \'/itR fWRRer ere€lit tel Be aeerwe€l at tRB rate Elf 18 RElWrS Jil€lr mElRtR, startiA~ at tRe first sf eaeR year. Effective January 1, 2009, the accrual rate for Annual Leave will be 24 hours per month. Annual leave shall replace sick leave, vacation leave and personal days. The maximum total accumulation (cap) of annual leave at the end of any given year will be ~ 90 days. g,. C. Except as modified by this agreement, all benefits and policies of the City shall apply to the Administrator, as they are applicable to other non-unionized employees. General Expenses A. The City agrees to budget and to pay the reasonable travel and subsistence expenses of the Administrator for professional and official travel, meetings, and activities reasonably necessary to continue the professional development of the Administrator and to enable him to adequately pursue necessary official and other functions for the City, the AnnuallCMA (International City/County Management Association) Conference, and pursuant to Council authorization, such other governmental groups and committees thereof, which the Administrator serves as a member. B. The City agrees to budget and to pay the professional dues and subscriptions of the Administrator reasonably necessary for his/her continuation and full participation in national, regional, state, and local associations necessary and desirable for his/her continued professional participation, growth, and advancement, and for the good of the City. These include the International City/County Management Association (ICMA). C. The City recognizes that certain expenses of a non-personal and generally employment related nature are incurred by the Administrator, and agree to reimburse or pay all actual and necessary employment related expenses in the manner provided for City employees generally. Civic Club Membership Employer recognizes the desirability of representation in and before civic and other organizations. Employee is authorized to become a member of such civic clubs or organizations as approved by the Council at Employer's Expense. H:\Administrator\2009\Employment Agrement 2009 Draft 04 15 09.doc 4/15/09 I>RA.FT page 3 Mo'/ing Expenses TREl City SRGlII pGlY 9Elbt, Flet tEl 8)(@ElEl€l $1 g,ggg, ef pGlGI~iRS aR€I meviRS tR8 Rel.ls8Rel€l see€ls GlFl€l n~alt@r fees ef tREl .^.€ImiF-libtrater. Evaluation The City shall review and evaluate the performance of the Administrator at least once annually in advance of the adoption of the annual operating budget. The review and evaluation shall be in accordance with specific criteria developed jointly by the City Council and Administrator. The City shall provide the Administrator with a written summary of findings and provide an opportunity for the Administrator to discuss his/her evaluation with the City Council. Annually, the City and Administrator shall define the goals and objectives, which they determine are necessary for the proper operation of the City, and in the attainment of the City's policy goals, shall further, establish a priority among these goals, considering time and budgetary limitations. These goals and objectives shall be in writing. Hours of Work It is recognized that the Administrator must devote a great deal of his time outside normal office hours to the business of the City, and to that end the Administrator shall be allowed to adjust his work schedule accordingly. Other Terms and Conditions of Employment A. This agreement shall remain in full force and affect unless the City Administrator resigns or the City Council removes the City Administrator pursuant to Minnesota State Statutes. B. In the event the Administrator voluntarily resigns his/her position he/she shall give two months written notice, unless the parties agree otherwise. C. Reduction of the Administrator's salary, or other financial benefits, shall be deemed to be a termination under the terms of this contract. D. The City Council may fix any such other terms and conditions of employment, as it may determine from time-to-time, relating to the performance of the Administrator, provided such terms and conditions are not inconsistent with or in conflict with the provisions of this agreement. The Administrator is subject to all terms and conditions of employment established for employees generally except as otherwise provided in this agreement. @. TREl .^.€ImiF-listFGlter sRall €lemmElF-leEl \'Jerk GIS seeR as aVQilaelEl, Ret te S)(G8e€l gg €lays freF-R tRe e}(8€ll.lti8F-1 ef tRis asreem9F-1t. E. A $~ 45.00 a month cell phone allowance will be provided. COUNCIL APPROVAL DATE: Employer: City of Farmington Employee: Peter J. Herlofsky, Jr. BY: BY: Mayor Peter J. Herlofsky, Jr. H:\Administrator\2009\Employment Agrement 2009 Draft 04 15 09.doc ICMA Code Of Ethics With Guidelines The ICMA Code of Ethics was adopted by the ICMA membership in 1924, and most recently amended by the membership in May 1998. The Guidelines for the Code were adopted by the ICMA Executive Board in 1972, and most recently revised in July 2004. The mission of ICMA is to create excellence in local governance by developing and fostering professional local government management worldwide. To further this mission, certain principles, as enforced by the Rules of Procedure, shall govern the conduct of every member of ICMA, who shall: 1. Be dedicated to the concepts of effective and democratic local government by responsible elected officials and believe that professional general management is essential to the achievement of this objective. 2. Affirm the dignity and worth of the services rendered by government and maintain a constructive, creative, and practical attitude toward local government affairs and a deep sense of social responsibility as a trusted public servant. Guideline Advice to Officials of Other Local Governments. When members advise and respond to inquiries from elected or appointed officials of other local governments, they should inform the administrators of those communities. 3. Be dedicated to the highest ideals of honor and integrity in all public and personal relationships in order that the member may merit the respect and confidence of the elected officials, of other officials and employees, and of the public. Guidelines Public Confidence. Members should conduct themselves so as to maintain public confidence in their profession, their local government, and in their performance of the public trust. Impression of Influence. Members should conduct their official and personal affairs in such a manner as to give the clear impression that they cannot be improperly influenced in the performance of their official duties. Appointment Commitment. Members who accept an appointment to a position should not fail to report for that position. This does not preclude the possibility of a member considering several offers or seeking several positions at the same time, but once a bona fide offer of a position has been accepted, that commitment should be honored. Oral acceptance of an employment offer is considered binding unless the employer makes fundamental changes in terms of employment. Credentials. An application for employment or for ICMA's Voluntary Credentialing Program should be complete and accurate as to all pertinent details of education, experience, and personal history. Members should recognize that both omissions and inaccuracies must be avoided. Professional Respect. Members seeking a management position should show professional respect for persons formerly holding the position or for others who might be applying for the same position. Professional respect does not preclude honest differences of opinion; it does preclude attacking a person's motives or integrity in order to be appointed to a position. Reporting Ethics Violations. When becoming aware of a possible violation of the ICMA Code of Ethics, members are encouraged to report the matter to ICMA. In reporting the matter, members may choose to go on record as the complainant or report the matter on a confidential basis. Confidentiality. Members should not discuss or divulge information with anyone about pending or completed ethics cases, except as specifically authorized by the Rules of Procedure for Enforcement of the Code of Ethics. Seeking Employment. Members should not seek employment for a position having an incumbent administrator who has not resigned or been officially informed that his or her services are to be terminated. 4. Recognize that the chief function of local government at all times is to serve the best interests of all of the people. Guideline Length of Service. A mlnrmum of two years generally is considered necessary in order to render a professional service to the local government. A short tenure should be the exception rather than a recurring experience. However, under special circumstances, it may be in the best interests of the local government and the member to separate in a shorter time. Examples of such circumstances would include refusal of the appointing authority to honor commitments concerning conditions of employment, a vote of no confidence in the member, or severe personal problems. It is the responsibility of an applicant for a position to ascertain conditions of employment. Inadequately determining terms of employment prior to arrival does not justify premature termination. 5. Submit policy proposals to elected officials; provide them with facts and advice on matters of policy as a basis for making decisions and setting community goals; and uphold and implement local government policies adopted by elected officials. Guideline Conflicting Roles. Members who serve multiple roles-working as both city attorney and city manager for the same community, for example-should avoid participating in matters that create the appearance of a conflict of interest. They should disclose the potential conflict to the governing body so that other opinions may be solicited. 6. Recognize that elected representatives of the people are entitled to the credit for the establishment of local government policies; responsibility for policy execution rests with the members. 7. Refrain from all political activities which undermine public confidence in professional administrators. Refrain from participation in the election of the members of the employing legislative body. Guidelines Elections of the Governing Body. Members should maintain a reputation for serving equally and impartially all members of the governing body of the local government they serve, regardless of party. To this end, they should not engage in active participation in the election campaign on behalf of or in opposition to candidates for the governing body. Elections of Elected Executives. Members should not engage in the election campaign of any candidate for mayor or elected county executive. Running for Office. Members shall not run for elected office or become involved in political activities related to running for elected office. They shall not seek political endorsements, financial contributions or engage in other campaign activities. Elections. Members share with their fellow citizens the right and responsibility to vote and to voice their opinion on public issues. However, in order not to impair their effectiveness on behalf of the local governments they serve, they shall not participate in political activities to support the candidacy of individuals running for any city, county, special district, school, state or federal offices. Specifically, they shall not endorse candidates, make financial contributions, sign or circulate petitions, or participate in fund-raising activities for individuals seeking or holding elected office. Elections in the Council-Manager Plan. Members may assist in preparing and presenting materials that explain the council-manager form of government to the public prior to an election on the use of the plan. If assistance is required by another community, members may respond. All activities regarding ballot issues should be conducted within local regulations and in a professional manner. Presentation of Issues. Members may assist the governing body in presenting issues involved in referenda such as bond issues, annexations, and similar matters. 8. Make it a duty continually to improve the member's professional ability and to develop the competence of associates in the use of management techniques. Guidelines Self-Assessment. Each member should assess his or her professional skills and abilities on a periodic basis. Professional Development. Each member should commit at least 40 hours per year to professional development activities that are based on the practices identified by the members of leMA. 9. Keep the community informed on local government affairs; encourage communication between the citizens and all local government officers; emphasize friendly and courteous service to the public; and seek to improve the quality and image of public service. 10.Resist any encroachment on professional responsibilities, believing the member should be free to carry out official policies without interference, and handle each problem without discrimination on the basis of principle and justice. Guideline Information Sharing. The member should openly share information with the governing body while diligently carrying out the member's responsibilities as set forth in the charter or enabling legislation. 11. Handle all matters of personnel on the basis of merit so that fairness and impartiality govern a member's decisions, pertaining to appointments, pay adjustments, promotions, and discipline. Guideline Equal Opportunity. All decisions pertaining to appointments, pay adjustments, promotions, and discipline should prohibit discrimination because of race, color, religion, sex, national origin, sexual orientation, political affiliation, disability, age, or marital status. It should be the members' personal and professional responsibility to actively recruit and hire a diverse staff throughout their organizations. 12. Seek no favor; believe that personal aggrandizement or profit secured by confidential information or by misuse of public time is dishonest. Guidelines Gifts. Members should not directly or indirectly solicit any gift or accept or receive any gift-whether it be money, services, loan, travel, entertainment, hospitality, promise, or any other form-under the following circumstances: (1) it could be reasonably inferred or expected that the gift was intended to influence them in the performance of their official duties; or (2) the gift was intended to serve as a reward for any official action on their part. It is important that the prohibition of unsolicited gifts be limited to circumstances related to improper influence. In de minimus situations, such as meal checks, some modest maximum dollar value should be determined by the member as a guideline. The guideline is not intended to isolate members from normal social practices where gifts among friends, associates, and relatives are appropriate for certain occasions. Investments in Conflict with Official Duties. Member should not invest or hold any investment, directly or indirectly, in any financial business, commercial, or other private transaction that creates a conflict with their official duties. In the case of real estate, the potential use of confidential information and knowledge to further a member's personal interest requires special consideration. This guideline recognizes that members' official actions and decisions can be influenced if there is a conflict with personal investments. Purchases and sales which might be interpreted as speculation for quick profit ought to be avoided (see the guideline on "Confidential Information"). Because personal investments may prejudice or may appear to influence official actions and decisions, members may, in concert with their governing body, provide for disclosure of such investments prior to accepting their position as local government administrator or prior to any official action by the governing body that may affect such investments. Personal Relationships. Member should disclose any personal relationship to the governing body in any instance where there could be the appearance of a conflict of interest. For example, if the manager's spouse works for a developer doing business with the local government, that fact should be disclosed. Confidential Information. Members should not disclose to others, or use to further their personal interest, confidential information acquired by them in the course of their official duties. Private Employment. Members should not engage in, solicit, negotiate for, or promise to accept private employment, nor should they render services for private interests or conduct a private business when such employment, service, or business creates a conflict with or impairs the proper discharge of their official duties. Teaching, lecturing, writing, or consulting are typical activities that may not involve conflict of interest, or impair the proper discharge of their official duties. Prior notification of the appointing authority is appropriate in all cases of outside employment. Representation. Members should not represent any outside interest before any agency, whether public or private, except with the authorization of or at the direction of the appointing authority they serve. Endorsements. Members should not endorse commercial products or services by agreeing to use their photograph, endorsement, or quotation in paid or other commercial advertisements, whether or not for compensation. Members may, however, agree to endorse the following, provided they do not receive any compensation: (1) books or other publications; (2) professional development or educational services provided by nonprofit membership organizations or recognized educational institutions; (3) products and/or services in which the local government has a direct economic interest. Members' observations, OpiniOnS, and analyses of commercial products used or tested by their local governments are appropriate and useful to the profession when included as part of professional articles and reports. 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.