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Home My WebLink About06.15.09 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 JUNE 15, 2009 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS / COMMENDA TIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) a) Response to Mr. Skip Moench - Administration Page 1 7. CONSENT AGENDA a) Approve Council Minutes (6/1/09 Regular) (6/8/09 Workshop) b) Recycling Study Results - Solid Waste c) 2009 Curbside Cleanup Summary - Solid Waste d) Adopt Resolution - Accept Donation Spring Skating Competition - Parks and Recreation e) Approve Sidewalk Replacement Agreement - Engineering f) Appointment Recommendation Fire Department - Human Resources g) May 2009 Financial Report - Finance h) Approve Bills Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 8. PUBLIC HEARINGS a) Approve Wine License B&B Pizza - Administration Page 10 9. A WARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICA TIONS a) Dakota County 2010-2014 CIP - City Requests - Engineering b) Approve Agreements for Rambling River Center Project Construction Work- Parks and Recreation Page 11 Page 12 11. UNFINISHED BUSINESS City of Fannington 430 Third Street Fannington, MN 55024 Mission Statement Through teamwork and cooperation. the City of Farmington provides quality services that preserve our proud past and foster a promising future, AGENDA REGULAR CITY COUNCIL MEETING JUNE 15, 2009 7:00 P.M. CITY COUNCIL CHAMBERS Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS / COMMENDA TIONS 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Open for Audience Comments) a) Response to Mr. Skip Moench - Administration Information Received 7. CONSENT AGENDA a) Approve Council Minutes (6/1/09 Regular) (6/8/09 Workshop) b) Recycling Study Results - Solid Waste c) 2009 Curbside Cleanup Summary - Solid Waste d) Adopt Resolution - Accept Donation Spring Skating Competition - Parks and Recreation e) Approve Sidewalk Replacement Agreement - Engineering f) Appointment Recommendation Fire Department - Human Resources g) May 2009 Financial Report - Finance h) Approve Bills Approved Information Received Information Received R25-09 Approved Approved Information Received Approved 8. PUBLIC HEARINGS a) Approve Wine License B&B Pizza - Administration Approved 9. A WARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICA TIONS a) Dakota County 2010-2014 CIP - City Requests - Engineering Information Received b) Approve Agreements for Rambling River Center Project Construction Work- Parks and Recreation Approved 11. UNFINISHED BUSINESS ~CL City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Mr. Skip Moench Request DATE: June 15,2009 INTRODUCTION / DISCUSSION Following the completion of Elm Street improvements which took place in 2007, Mr. Moench provided the City with a claim form dated August 10, 2008, which is attached. Mr. Moench is claiming his window was cracked. He also provided along with his claim form, an estimate of $4,030 from Four Corners Construction and also a denial that took place on July 29, 2008 from Ryan Contracting Company. Shortly after receiving the claim, I visited Mr. Moench's property and viewed the concerns that he had. I was able to contact his insurance claim representative, Ms. Connie Horvath in Wisconsin, and we discussed the options available to us. Discussions have taken place with Mr. Moench off and on and he did not feel his insurance company should pay, but that the City should pay for this project. In order to bring you up to date quickly, we did receive a request for payment of $973.44 for the repair ofMr. Moench's window. Please note the e-mail sent to Ms. Horvath with copy to Councilmembers, on the solution as of Tuesday, May 12,2009. The solution is that the City. will reimburse Mr. Moench for the deductible and his insurance company will pay the remaining $473.44. Based on Mr. Moench's comments, this information was provided to him. His concern was he did not feel his insurance company should be involved, and my feeling is we arrived at a solution that is appropriate. If Council members have any questions, please let me know. ' ACTION REQUESTED F or Council's information. RCJ:Otticdf/ City Administfator / / cc: Mr. Skip Moenc./ Cmuller/Herlofsky/Council Memos/Moench City of Farmin2ton Claim Form Date of Occurence f\ 0 +-\ c e cI Q -\' 1- e (" Co ()~+nA c-h rJ)) (J n h uJ '-j 50.' Date of This Report ~ - \ () - 0 ~ Your Name 51L\ \l--ffi () e r"C h Address ) C1 f I YY) ~+. ~ar/J?;n1--J-crr> ; my; ~L)-.c;-oZLf Phone Number (Home) \05 \, Ll6s <02 ~ ~ (Work) Location of Incident (Occurrence)_\ 0 f;) m 'S-\- Time of Day A.M./P.M. Estimated Amount of Damage $ L\ \0 'fl. 00 Describe Incident (Occurrence) C '( 0 ( V / " '" \ D ) {\ d (J LO ) liclLl /~!; \.ue(e. -ffi.'LeY'\ '0,,\ C\ \-\1 hl'hre hand tYld fhfYf Wos no C ([{Its " Why Do You Believe The City is Responsible or Negligent? . , Signature of claimant: Office Use Only Date Supplied Date Returned <8 __ \ \ - 0 ~ c;\\)eN ~ '\)eL.. ~ ~~CJ:.u~ ~"" Y- G.A11 N SU1O/t..;~ w 8- ~ L -D8 \ Date Copy Furnished to Insurance Agent (pLEASE READ NOTICE ON BACK OF THIS PAGE) Four Corners Construction, Inc. 4 :::~~~~ 11850 Falk Trail Northfield, MN 55057 Ph()l'\e~ 507-663.1086 Fax: 507-645-2721 e-mail: SCCBEUMER@MSN.CONl www.4cornersconst.com Skip Moench 19 Elm Street Farmington MN 8/04/08 Below please find a detailed list of the work that we, Four Corners Construction, propose to do at<the above address. . We will provide building permit . We will remove existing window and interior trim . We will install new Marvin custom size window to fit opening . We will re-instulate and install new interior trim . We will stain and varnish (2 coats) interior to match existing, as close as possible . We will load up and haul away all construction garbage Total price for material and labor window painter labor $2,780.00 400.00 850.00 $4,030.00 TlVJ ---- /llltJ,,,/L e::: ru,.L ,.,J ,A.o/) 17' ~ We propose to furnish material and labor-complete in accordance with above specifica- tions for the sum of: Four Thousand Thirty Dollars ($4,030.00). Payments are to be made as follows: Payment is due, in full, when our job is completed. All material is guaranteed to be as specified. All work will be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. C::::' ~ Authorized b~ _ Jh-LU . f~ Q_U ~ . Note: This proposal may be withdrawn by us if not accepted in 60 days. ~'d ~UG9179L09 JSwnS8 S^SlS .C~:O~ 00 PO 6nJ CONTRACTING CD. I DEVELOPINIi YOUR WORLD July 29, 2008 Skip Moench 19 Elm Street Farmington, MN 55024 Reference: Damage Claim Mr. Moench, We have reviewed your claim in regard to a cracked window at your home. Based on information to date we do not believe that we are responsible for the damage. We are denying the claim at this time. If you have any questions in regard to the matter please contact me. ~e~~ Bill Forbord Safety, Risk and Human Resources Director ~orporate Headquarters 8700 13th Avenue East 5hakopee. Minnesota 55379 952-894-3200 Fax: 952-894-3207 Wisconsin Office 9468 130th Ave. 8loomer. Wisconsin 54724 715-568-3522 Fax: 715-568-3433 Page I of I Cindy Muller .. ~ ~,--^,_.~.---'-~_._._~...-.-"~.~_..--"~'~..._-"-~-"'.'-"--"--~.^.'-"'."~."'."'"~~"--'--_."---'."-'--'----_.. From: Cindy Muller Tuesday, May 12,20094:30 PM 'chorvath@wbmi.com' Peter Herlofsky; Kevin Schorzman; Robin Roland; Christy Jo Fogarty; Julie May; Steve Wilson; Terry Donnelly; Todd Larson Subject: Case File AC06839 Sent: To: Cc: This e-mail is following our telephone conversation of Tuesday, May 12, 2009, referencing an issue with Mr. Skip (Darrell) Moench at 19 Elm Street in Farmington. Mr. Moench has claimed damage to his windows as a result of a City project. As per our telephone conversation, Mr. Moench's total bill based on the attached invoices is $973.44. Our conversation was that Mr. Moench has a $500 deductible so you will be reimbursing him for $473.44 and the City will reimburse him for $500. I truly appreciate your cooperation in assisting us with our citizen's concerns and I have attached the two invoices for your records. Peter J. Herlqf\'ky. Jr. City Administrator ~~yy,L\QQr~~~__&__ehon~_~ City oftcmnington 430 Third Street Farmington. MN 55024 Tel: 651-280-6801 Fax. 651-280-6899 5/12/2009 DEsigned Glass Inc. 1941 West Burl1sville Parl{way Burl1sville, MN 55337 I Darrell/Marie Moench (skip) 19 Elm Street Farmington, MN 55024 I IlIv. # 00009006 Date 3/10/2009 Cus!. # 4637314 Price Cat 1 P.O. # Sold By Fed Tax # Inst'l By ./ r '" JD .~L ~ (952) 895-1095/ Fax (952) 895-1065 Fed. ID# 562361184 L. ~ )'?J<::', q 3/16 Ii) 551\463-7314 Qty I Part Bus.: (651 \ 485-8539 xcell I Thickness I Description I List I Price I Total Refer to Invoice #8700 31CA 1/16 19 X 59 Insulated Glass Clear Annealed(B) 3SEV116 Vulkem116 3 LABOR Labor Charge Ask us how to care for your shower door 730'6'6 2i3.3fo ~ -loJ.)~ if 73 .'1'-/ I o~ V-.\1cQ · 0 ~ ~ \ I\'lf/ \\)) 4j c~ V1 \\i <!.- ~:06 --'J3',-S610 ~i(( Cr.(s7 ~COLYlq '-... SPECIAL INSTRUCTIONS All material sold on this invoice is guaranteed to be as specified, and is not safety glazed material unless so marked: It is sold with the understanding that this material will not be glazed in a "hazardous location" as defined by the Consumer Product Safety Comission. All merchandise returned for credit, refund or exchange must be in resaleable condition, authorized for return, accompanied by this receipt, and may be subject to restocking fee. No returns will be authorized for special orders or cut flat glass. ' Total 730.08 Terms of payment are 30 days from Invoice date. A service charge of 1.500% per month (18.000% annum) will be added to past due. accounts. - I I RECEIVED BY: 'I ~:he glass listed has been replaced I repaired with like kind and quality to my entire satisfaction, and I authorize my Insurance Company to pay the ''Above named Repair I Glass Company" directly for the lass and installation charaes or reoairs. ' Payment Balance -730.08 0.00 DEsigned Glass Inc. 1941 West Burnsville Parkway Burnsville, MN 55337 I Darrell/Marie Moench (skip) 19 Elm Street Farmington, MN 55024 I Inv. # 00008700 Date 2/20/2009 Cust. # 4637314 Price Cat 1 P.O. # Sold By Fed Tax # Inst'l By (952) 895-1095/ Fax (952) 895-1065 Fed. ID# 562361184 L --.J 651\463-7314 Bus.: 1651\485-8539 xcell Qty I Part I Thickness I Description 1 ICA 1/16 19 X 59 Insulated Glass Clear Annealed(B) 1 SEV116 Vulkem 116 1 LABOR Labor Charge Ask us how to care for your shower door I List I Price I Total ~\s\:o 109 ~ '?Jj) ~~~~. SPECIAL INSTRUCTIONS All material sold on this invoic;e is guaranteed to be as specified. and Is not safety glazed material unless so marked. It Is sold with the understanding that this material will not be glazed in a "hazardous location" as defined by the Consumer Product Safety Comission. All merchandise retumed for credit, refund or exchange must be in resaleable condition, authorized for return, accompanied by this receipt, and may be subject to restocking fee. No returns will be authorized for special orders or cut flat glass. Total 243.36 Terms of payment are 30 days from Invoice date. A service charge of 1.500% per month (18.000% annum) will be added to past due accounts. RECEIVED BY: Payment -120.00 Balance 123.36 l:The,glaSS listed has been replaced I repaired with like kind and quality to my entire satisfaction, and I authorize my Insurance Company to pay the "Above named Repair I Glass Company" directly for the , class and installation charaes, or reoairs. 7CL COUNCIL MINUTES REGULAR JUNE 1, 2009 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Larson, Donnelly, May, Wilson Fogarty Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Lisa Shadick, Administrative Services Director; Tim Pietsch, Fire Chief; Cynthia Muller, Executive Assistant Annette Kuyper, Skip Moench, Jay Clinkscales, Terry Verch 4. APPROVE AGENDA MOTION by Wilson, second by May to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Pond Management Presentation -Natural Resources Jen Dullum, Natural Resources Specialist, gave a presentation on maintenance projects in the storm water facilities. The annual cost in the budget is $17,000. There are 150 ponds in the City. b) Recognize Retirement - Jay Clinkscales Mayor Larson and Fire Chief Pietsch recognized Jay Clinkscales on his retirement after 20 years of service. c) Recognize Retirement - Terry Verch Mayor Larson and Fire Chief Pietsch recognized Terry Verch on his retirement after 14 years of service. 6. CITIZEN COMMENTS Mr. Skip Moench, 19 Elm Street, stated he paid the bill for $5,412 for the Elm Street reconstruction. The City had pictures taken of his home including windows, walls, and ceiling prior to the project in case there was any damage from the work. A window was cracked during the time of the project. City Administrator Herlofsky suggested Mr. Moench call his insurance company. Mr. Moench stated he and his insurance were stuck with paying the bill which he felt the City should have paid. His insurance had a $500 Council Minutes (Regular) June 1, 2009 Page 2 deductible which the City did pay. The bill was $900. His insurance paid $400. Mr. Moench felt it should not have been turned over to his insurance in the first place. It was the City's responsibility. Mr. Moench stated he usually receives $250 from his insurance due to not having any claims. Now he will not receive that money and felt the City should also pay him the $250. Mr. Moench asked the Council ifthey felt this was right. He did not understand why he had to pay for something when they had proof it was okay before the project. Council was voted in to help the residents, but felt they were not doing a good job. Ms. Annette Kuyper, with the Warrior to Citizen Campaign, reminded the community about the Vietnam Veterans parade on June 13,2009. The campaign is renting a bus for veterans and their families to attend an event at the State Capitol. She encouraged residents to line the streets when the bus comes home that afternoon. They will be asking residents along the route to decorate their yards. 7. CONSENT AGENDA MOTION by Wilson, second by May to approve the Consent Agenda as follows: a) Approved Council Minutes (5/18/09 Regular) b) Approved Submission of Assistance to Firefighters Grant Application - Fire Department c) Adopted RESOLUTION R24-09 Accepting Donation 2009 Spring Skating Competition - Parks and Recreation d) Approved 3.2 Beer License - Administration e) Accepted Resignation Parks and Recreation Commission - Administration f) Received Information City Administrator Evaluation Summary - Administration g) Approved Bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS 9. A WARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) 2008 Comprehensive Annual Financial Report - Auditors Ms. Kara Gaffy of Kern DeWenter Viere, the City's auditors, presented highlights of the report. The City was awarded an unqualified opinion, which is the best audit opinion you can get. It means the statements are fairly presented in all material aspects. The State wants cities to have 35-50% of expenditures in the fund balance. The City also has that in the policy. Right now at the end of2008 the City is at 23%. The Council approved a breakeven budget with a fund balance of23-26% with a $3500 operating deficit. This was revised to a final budget with an operating surplus of $11 ,000. In 2008 the expenditures exceeded revenues by $100,000. One reason for this is the State took away half of the market value credit which was $100,000. Councilmember May pointed out this does not mean Council Minutes (Regular) June I, 2009 Page 3 the different areas did not come in at budget, just the bottom number came close. Ms. Gaffy agreed, but the revenues were estimated at $8.6 million. Revenues came in at $8.5 million; a $24,000 difference which is less than a 1 % variance and is incredible. Expenses are consistent between the different programs. Public Safety consistently makes up the largest portion of expenditures. Expenses were budgeted at $9 million and were revised to $8.8 million. Expenses came in at $8.9 million. This is less than a 1% variance. Overage was due to public safety for the Republican Convention and the expense for salt in Public Works. Regarding enterprise funds, the liquor fund transferred $111,000 to the general fund and park fund to subsidize operations. The water fund expenditures went through the roof and net income is way down. The reason is for the installation of new meters. Staff has already seen an increase in efficiency in operations with finding more water that was not billed. The sewer fund expenses are never less than revenues in any City. Farmington covered the cash costs. The cash increased by $256,000. The depreciation of the capital outlay is what brings the fund down. The solid waste fund broke even for operations and the City will receive a grant from the county for this. The storm water fund did not do as well, however, the City does not have a lot of control over projects that come up. In the last year market values have been declining, so the market rate goes up. The tax levy has been increasing at a steady rate, but when the property taxes go down, the tax rate of 43% will go up slightly. The State average is 36%, but other cities receive LGA and other aids so they do not need to levy as much. Ms. Gaffy noted one comment in the report is to take care of the 1991 annexation fund with a deficit balance. The auditors encouraged staff to develop a plan to get rid of that deficit. Finance Director Roland commented on the fund balance policy saying it should be 35-40%. The City was at 43% at one point prior to losing the homestead credit in 2002 and 2003. Since then, the fund balance has declined. The other reason for a fund balance other than cash flow, is to be a savings account for any emergency situations. The general fund has pooled cash from various funds, but is kept track of in separate accounts. When the general fund goes negative in its cash balance there is borrowing between funds. Councilmember Wilson asked about control efficiency items and in absence of additional staff, he asked if the auditors had any recommendations on control options. Ms. Gaffy stated Finance Director Roland has done an excellent job in implementing all of their recommendations. To get rid of this comment completely, Finance Director Roland would have to give up complete control of the books and completely be an oversight of the finances. She is very valuable to the City. A controlled efficiency is the lowest level; material weakness is the Council Minutes (Regular) June 1,2009 Page 4 highest. Farmington is at the lowest. Other than recommending Finance Director Roland give up all access to the general ledger, and being able to write journal entries and do what she does on a daily basis, there are no other suggestions. Councilmember Donnelly stated in going through audits with the school district, every year that was noted. The only way to solve that is to have more people and more money. The audit was good and we have a good opinion. Councilmember Wilson stated in terms df the internal borrowing between funds, he asked if the auditors had any difficulty in tracking the flow of cash between funds. Ms. Gaffy replied no, everything is pooled and each fund is tracked in its individual account. Councilmember May asked about the inter-fund borrowing and why does the annexation fund have a deficit. Finance Director Roland stated in 1991 the City over spent the funds in legal and administrative costs amounting to $118,000. There were no revenue sources, only expenditures. In order for that deficit to go away, there would have to be a line item in the annual budget to transfer money into that fund to eliminate that deficit. Each time the City has extra cash, it has gone into the general fund and has not been authorized to be transferred to eliminate that deficit. There will be a proposal in the 2010 budget to eliminate this deficit with other sources of funding. MOTION by Wilson, second by Donnelly to accept the 2008 Comprehensive Annual Financial Report. APIF, MOTION CARRIED. b) Approve Rambling River Park Master Plan - Parks and Recreation Council had asked for a phased approach to the improvements for Rambling River Park. The Parks and Recreation Commission prioritized the improvements and developed five phases over the next 10-15 years. The total cost for all improvements is $4,760,636. The 2009-2013 CIP did identify $1 million in 2013 for improvements to the park. Parks and Recreation Director Distad explained what was included in the various phases. MOTION by Wilson, second by May to approve the master plan for Rambling River Park and the recommended phasing plan to complete the improvements. APIF, MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) Council Pictures Council pictures will be taken prior to the June 15 Council meeting. b) Reduced Work Schedule This is the first week where City employees will be working 36-hour weeks. City Hall will close at noon on Fridays and this will last for 13 weeks. Council Minutes (Regular) June],2009 Page 5 c) 20Sth Street Parking Update The parking restrictions on 208th Street and surrounding area are working very well. There has been no overflow in the parking lot. No tickets have been issued. Councilmember Wilson asked about handicap parking options for the area. Police Chief Lindquist stated one option is a few spots on the far east end of 208th Street or designate areas in the far west end of the parking lot. Staff will have a few installed at the far east end of 208th Street before the entrance to the school. Councilmember May: Her son graduated from high school on Friday. The ceremony was held outside and was a very nice ceremony. It was the 126th graduating class from Farmington High School. Councilmember Wilson: Asked if a tour of the new high school could be arranged for the Council. City Administrator Herlofsky will check the dates of scheduled times for tours. Councilmember Wilson asked about filling the vacancy on the Parks and Recreation Commission. Administrative Services Director Shadick stated an ad will be placed in the newspaper, on Channel 16 and the website. Parks and Recreation Director Distad: The pool will open this Saturday. Information is available on the web site and the swim bus will be available. Mayor Larson: Reminded everyone of the June 13 Vietnam Veterans event at the State Capitol and the parade in Farmington upon their return. He reminded everyone Dew Days is coming up and residents should check the web site for events. 14. ADJOURN MOTION by May, second by Wilson to adjourn at 8:06 p.m. APIF, MOTION CARRIED. Respectfully submitted, /'''1.7'-/ //# ~~/Y;J~-J ~ynthia Muller Executive Assistant Council Workshop Minutes June 8, 2009 Mayor Larson called the meeting to order at 6:33 p.m. MOTION by Wilson, second by Donnelly to approve the agenda. APIF, MOTION CARRIED. Present: Larson, Donnelly, Wilson, May (arrived 6:50 p.m.), Fogarty (arrived 6:58 p.m.) Also Present: Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Todd Reiten, Municipal Services Director; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Troy Corrigan, Fire Department; Cynthia Muller, Executive Assistant 2010 Budeet Discussion Council adjusted the 2009 budget early in the year and also in 2008. Staff provided the worksheet given to Council previously showing options that were reviewed. Council was also given a memo showing final changes to the budget for 2009. The purpose of the workshop was for staff and Council to agree on objectives so staff can proceed with the budget and bring it back to Council in a way that is consistent with what Council wants. Council pre-approved budget items include: Sr. Center Loan Amount $20,000 Sr. Center Operational Costs $50,000 Additional Police Officer $65,000 School Resources Officer $30,000 Total $165,000 The additional officer is not adding another officer. One of the patrol officers was moved to the high school. The school resource officer would work 12 months, but 9 months would be reimbursed from the school. There would be three officers at the high school. State mandated items include: PERA Contribution Elections 2010 Elections Equipment 2011 $30,000 $25,000 $25,000 Total $80,000 Total 2010 Budget Issues $(350,000) $595,000 Market Value Homestead Credit Council Workshop Minutes June 8, 2009 Page 2 The City levied for $9.3 million, but did not receive the $350,000 MVHC. If the City wants that amount, we have to levy for it. Total Levy 2009 Amount Received $9,313,415 $8,963,415 Difference $ 350,000 Staffwould like to add the $595,000 to the $9 million for the levy for 2010,2011,2012. Staffs objectives for these three years are: - No increase in levy beyond the pre-approved items and mandates. (Hold the levy to the $9.6 million). - Maintain service levels. - Maintain staffing levels. If we can get a levy for $9.6 million for 2010,2011,2012 we can mange the cost and personnel. This decision is needed before personnel discussions can take place. The auditors stated at the last Council Meeting how well staff managed their budgets and how close we were to the estimates. The department heads understand their budgets, that there is limited use, and only use what they have to. Councilmember Wilson asked about the Elections equipment for 2011. Administrative Services Director Shadick explained that the County plans on updating the equipment. The number is a guess as there is usually cost sharing and the possibility of grants. Department heads have reviewed their budgets and staff feels non-personnel items can be managed very carefully over the next three years without increases. Staff is trying to not have increases in labor costs over those three years. This item would need further discussion in a closed session. Regarding revenue enhancements, staff brought back the two items mentioned earlier in the year. This includes instituting the streetlight utility for 2010,2011,2012. This would help balance out additional revenue and help with managing costs. This would amount to approximately $200,000. Council noted residents here have not wanted this. City Administrator Herlofsky stated it is another fee, but it would help with managing costs. Once things are back to normal, having this would make an excellent source for capital improvement funds and help with equipment. The second item is franchise fees. Council has been concerned with costs for seal coating. Franchise fees could be used to cover these costs. Everyone would pay including profit and non-profit. The franchise fee relates to the use of our right-of-way. It gives us more flexibility with our projects as residents would not be as concerned with projects if there were no out-of-pocket costs. Franchise fees would amount to $300,000. This money could also be used to offset costs in the general fund. This money would be used as revenue for seal coating and assessments would be eliminated. A feasibility report would still be done. Costs for preparing the assessment roll, mailings, and holding public hearings would be eliminated. This would take effect for 2010. Farmington is one of very few cities that still assess for seal coating. Council Workshop Minutes June 8, 2009 Page 3 Councilmember Wilson asked about Farmington's share of the joint powers agreement for seal coating. Staff noted the cost is approximately $300,000. Councilmember Wilson clarified this would be a tax on businesses, residents, and non-profits. Mayor Larson noted levy dollars can be deducted from taxes and franchise dollars cannot. (Councilmember May arrived). The budget strategy is: 2009 adopted tax levy $9,313,415 Less: MVHC unallotment (350,000) Total $8,963,415 Add: Senior Ctr Debt 20,000 Senior Ctr Operations 50,000 School Resource Officer 30,000 Police Officer (backfill) 65,000 PERA rate increase 30,000 Elections (2010) 25,000 Total $9,183,415 Add: MVHC recovery 350,000 Minimum proposed 2010 levy $9,533,415 General fund expenditures for non-personnel items should remain flat at $2.8 - $2.9 million. The streetlight utility would help with this. Regarding how this will affect City taxes, based on estimates for tax capacity, the 2009 and 2010 taxes should be very close. Staff feels they can run the City for the next three years with a $9.5 - $9.6 million tax levy which should not raise property taxes over those three years. The tax rate will go up because the home values will go down, but the actual taxes levied should remain flat. We should plan on the $350,000 from the state not being available. A law was passed that does allow cities to levy back for unalloted funds with no levy limit impact. The recommendation shows levying this amount back in. (Councilmember Fogarty arrived). Councilmember Donnelly asked if the $50,000 for the senior center is above what is budgeted. Finance Director Roland replied yes, it is additional ongoing operational costs because of the size of the building, utilities, supplies, etc. that are needed to operate the new building. Councilmember Donnelly then asked if the $65,000 was an additional officer. City Administrator Herlofsky explained in order to assign another officer to the school, we have to take an officer off patrol. The net result would be one more officer in the police department, but there would be three in the school and not an addition to the number of patrol officers. Finance Director Roland explained there are two separate items. For 2009 we have a school resource Council Workshop Minutes June 8, 2009 Page 4 officer who starts in September and works to December. The City gets paid by the school for this amount of time. The position is not backfilled during this time so we are short one person during this time. Beginning 2010 there is a full time school resource officer and the $30,000 is the portion the school district does not pay (summer months). The backfill officer position would be filled the first of January. Mayor Larson asked if housing values have hit bottom. Councilmember May replied no. Finance Director Roland stated the county numbers show a 7% - 15% drop in valuation on top of a flat 2009. Mayor Larson asked if money was included for the $70,000 deduction in the fire department fund. Finance Director Roland stated as the $350,000 MVHC is added back, the items cut out would be added back and that would be included. The exact dollar amount would need further discussion. Mayor Larson noted the budget for salt went over. Finance Director Roland stated we had $80,000 budgeted for it for 2009, but unless we have a major blizzard, we should be fine. Mayor Larson clarified there were no other areas that exceeded budget that we need to discuss. Finance Director Roland stated the police department went over due to the Republican National Convention and overtime, all others were under except for salt. Staffis recommending a $9.5 million budget for the next three years, the streetlight utility, and use franchise fees to cover seal coating. Staff would like a consensus from Council on this. Councilmember Fogarty stated we need permanent fixes. We have a lot of non-profits and charging them helps ease the burden on the residents and businesses. She is comfortable with the numbers, but Council needs to set some direction. Councilmember Wilson stated it was hard to give any thoughts on these numbers until we have the personnel discussion. That is the big expense side. It is easy to say housing prices are falling so lets put on a new tax because the residents will not notice. At some point the economy will turn around and governments are not too eager to remove a fee once it is on the tax rolls. Councilmember May asked if there was a way to not replace the police officer position and reduce the force by one. City Administrator Herlofsky noted that is a Council decision, but staff is not recommending it. Councilmember Fogarty stated Council has not set any goals or priorities and she would not entertain any kind of staff reduction until Council knows what they want. City Administrator Herlofsky stated there were three objectives given; no increase in the levy beyond pre-approved items and mandates, maintain service levels, and maintain staff levels. If Council wants to change those, then staff needs to know. Councilmembers stated they did not know what they wanted. Police Chief Lindquist stated if we do not replace the patrol officer, then the school will only have two officers. He cannot be short on patrol. With Farmington's population of 22,000, we have 1.09 officers per 1,000 residents. This is the fifth lowest in the county. Councilmember May felt our population is not growing. Finance Director Roland noted we are still issuing C.O.'s, and the population number is increased once that is issued. Councilmember May stated nothing talks about any cuts. To her there is still a rate increase. It is only because the values are going down that the taxes will not go up. Finance Director Roland agreed, however the City lived for many years on the growth and valuation to take advantage of the growth to levy what we needed to run the City. The question becomes, how much money do we need to run the City. That is what we have put forward. We are not talking about expenditure cuts, because we have already done expenditure cuts in 2009. That is what we are using as the base; the revised 2009 budget. The debt levy of $2.1 - 2.2 million is stable for the Council Workshop Minutes June 8, 2009 Page 5 next three years. That is on buildings and road projects and counts on Vermillion River Crossings to produce actual taxable properties so we have assessments to pay the bonds. If the assessments do not come in, we will have to talk about levying taxes to cover the cost of the bonds. City Administrator Herlofsky stated we are not proposing any cuts in service and are trying to maintain the same staffing level. If Council wants to change that, that is why we are bringing it up. The spreadsheet from earlier in the year shows we did cut some things from the budget. There will be requests for some of those items to go back in. We have a reduced staff in Parks and Recreation. We have not met with the union and have been encouraging them to meet regarding 80% of our operations, which is staffing. Our objective is to meet with the union to find a way to maintain the same number of people based on the limitations and direction from Council. Contract negotiations would be for 2010,2011,2012. At $9.5 million or $9.6 million we may have to come back to Council and say it cannot be done. Weare trying to find a number to use as a target and get some consensus from Council. Finance Director Roland stated the capital outlay number is at the same level as 2009 and is for two squad cars. Every other piece of equipment would be put off until after 2012. Councilmember Wilson asked what year we should watch for Fairhill. Finance Director Roland stated 2011 was the first year we anticipated seeing it come forward and they are still on track. If development does not occur, the property owner is liable for the assessments for the road which is $5 million. Councilmember May stated the feeling of the public is the home value went down, so the taxes should go down. She wanted to make sure we are looking at everything from the cleaning contract to the number of officers we have. She wanted some good discussion on cutting as much as we can. Mayor Larson felt we can start with the $9.5 million. He did not like to see the values go down and the taxes stay the same. He asked if there is any equipment that must be replaced in the Fire Department. Mr. Corrigan explained the standards are updated every three years, but we deal with the current equipment until it is replaced. There has been equipment in the budget that keeps getting pushed back. Just because standards change, we do not need to buy new equipment now. City Administrator Herlofsky stated he would still like to see a full time Fire Chief in the next two-three years if there is some turnaround in the economy. Councilmember Wilson asked if there are other areas for grant opportunities. City Administrator Herlofsky stated we are doing an adequate job now, but that is something where we could take more time. Finance Director Roland noted grants are great, but in three years if we need to replace the item, the money is not there. Mayor Larson asked about the pumper trucks and if they need to be replaced. Mr. Corrigan noted there are two trucks and that is one of the items that has been in the capital outlay budget for a number of years. One is a 1993 and the other is a 2001. We need to look at how we purchase the vehicles and how they are made. City Administrator Herlofsky stated if Council wants to set aside money each year for capital outlay for the Fire Department, we can look at that. Councilmember Donnelly noted regarding the additional officer, there will be another 500 kids at the new high school, not another 500 kids being added to the district. Police Chief Lindquist Council Workshop Minutes June 8, 2009 Page 6 stated Dr. Meeks requested a third school resource officer and not backfill a patrol officer. We did that for four months. The school wants a third officer to address programs that are not being addressed. Ifwe do not fill the position for an additional officer, we cannot provide a third officer for the school. Councilmember Donnelly stated the money still comes from the same taxpayers, whether it goes to the school or the City. Finance Director Roland noted the City has a much smaller tax base than the school. Councilmember Donnelly asked regarding the franchise fee, what does $100,000 of taxes cost on a house. City Engineer Schorzman stated it is a $16 increase using the seal coat dollars divided by the number of households. Councilmember May noted we talked about the operations of the new senior center and that they would be able to cover the increased costs. Parks and Recreation Director Distad stated it was discussed to look at fees, but it was not determined if costs would be covered. City Administrator Herlofsky stated there was an arrangement that they would do their best to try to cover the $20,000 they were required to. If after the first year they raise their fees and cover the costs, then this would be reduced. Councilmember May stated if the number is there and you increase the tax rate, the money is there. It does not provide as much incentive if the money is not there. City Administrator Herlofsky stated if we do not put it there and we have the expense, the cost is there. Councilmember May replied then it is back to the discussion about cuts, if we are only looking at making sure the extra money is there in case instead of taking a more proactive approach and saying the money is not there. Finance Director Roland clarified so you do not want them to levy for the money, you want them to run into a deficit because you won't close the senior center after we have built a new one. They are going into a bigger building with significant cost increases, but you want to budget at the same level it is in a smaller building. What if they cannot meet that? Councilmember May stated that is forcing their hand because she wants to see them do their best. There was discussion we would look at raising fees and has there been any discussion about selling the building. City Administrator Herlofsky stated we are still working on that. The pool costs us $75,000 to operate over and above expenses. Do we cut that or cut a police officer? The other concern is between the ice arena and the pool; those are not new facilities. If something breaks down with either one of them, we will be ill prepared to cover those costs. What may look like a generous budget, is not put together to be generous. It is trying to take care of our concerns. The previous Council's main objective was to increase the fund balance. We increased it in 2006 and 2007 by adopting a budget that was reasonable, and the money that was left increased the fund balance. If Council has something they want to take out, that is their choice. Councilmember May stated the $50,000 is the same number we talked about when going over there. City Administrator Herlofsky stated it would be more wrong to not put the number in. Councilmember May asked if there were any plans to raise the fees and generate more income to offset the $50,000. City Administrator Herlofsky stated the people in charge of doing the plans to raise the $50,000 are not under his influence so until he sees the number he has a hard time not putting that number in for Council to consider. Mayor Larson felt that discussion needs to take place at the goal setting. Councilmember Fogarty stated we have to have a plan and give staff a direction. Councilmember Wilson stated strong supporters of the senior center thought the $50,000 was a drop in the bucket. He is thrilled with the senior center, but this is why he was concerned with the financing. It is wise to have it has a place holder to show this is the amount we have to account for. Councilmember Donnelly stated a goal could be it becomes self-sufficient in three years or shuts down. Another Council Workshop Minutes June 8, 2009 Page 7 could be is it our goal to cut taxes or stay at the same level or maintain services. That is what we need to determine. Mayor Larson stated the $9.5 million is where we have to be for now until we can decide as a group. He asked how Councilmembers feel about the franchise fees and streetlight utility. Councilmember Wilson was open to some of them, but we need to discuss the policy and goals behind them. Ideally he would levy for neither one. The fact that the seal coating is unbalanced he would be open to a way to make it more predictable, but right now he would not support either one. Councilmember Fogarty noted there have been very few complaints regarding seal coating. Mayor Larson asked about the streetlight utility and taking the $200,000 out of the general fund and paying for it with the fees. Councilmember Fogarty stated it is a permanent fix. She would like to have a sunset on it after two or three years where it goes to a specific fund such as EDA, Park and Rec, etc. Councilmember May said it is a flat no. She did voice concerns over the inequity of the assessments and would maybe look at that. She was not in support of adding a fee. City Engineer Schorzman stated this is one way to distribute the seal coat costs evenly. There have been more complaints this year internally. He looked at it as whether it is an assessment once every seven years or is it a flat fee every month, you are not increasing the taxes, you are changing the way the money comes in. The cost to the City of just going through the assessment process on the seal coat is substantially higher as a proportion of the cost ofthe project than it is on a reconstruct or a higher dollar project, because it costs the same amount of money to do the seal coat assessment as it does on the other projects. It would reduce the costs and not have the residents pay any more than they do every seven years. It would reduce the mailings, staff time, public hearings, etc. City Administrator Herlofsky stated if Council were willing to raise the taxes $6/year to pay for the seal coating, that is something we could work with. Finance Director Roland stated Council could raise the levy to cover the cost of seal coating every year, or institute a franchise fee, or assess it. If it were on the tax statement it could be deducted from the federal and state income tax. As an assessment you cannot. Councilmember Fogarty would like this laid out financially. Strateeic Plannine Council discussed when to have a strategic planning session. Council did not want to spend time doing the SWOT analysis and wanted to get down to specific budget items. It was decided to hold the session on Monday, July 13, from 6:30 - 10:00 p.m. and Wednesday, July 15, from 2:00 - 6:00 p.m. Staffwill research locations and cost. MOTION by Wilson, second by Fogarty to adjourn at 8:21 p.m. APIF, MOTION CARRIED. Respectfully submitted, /7 // A"# ~r~ /-Y?~ Cynthia Muller Executive Assistant 7b City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us SUBJECT: Mayor, Councilmembers, and City Administrator Lena Larson, Municipal Services Coordinator !x~/1 "-j Recycling Study Results TO: FROM: DATE: June 15,2009 INTRODUCTION & DISCUSSION At the February 17, 2009 City Council meeting, the Council approved the submittal of a revised grant application for Landfill Abatement Funds from Dakota County which provided $6,300 to cover the cost of a contractor to measure the participation level and amount of recycling in Farmington's dual sort recycling collection and compare it to the single sort collection method. The contractor, Michael Orange, worked with Dakota County and City staff to complete the study. In addition to changing the recyclables collection from dual sort to single sort, recycling bins were replaced with 65-gallon carts on wheels collected bi-weekly instead of weekly. Seventy-five addresses were randomly generated out of757 households on the Friday route and recyclables were collected from these households before and after the single sort program began. The households on the Friday route were also used to gauge participation rates. Students from the Youth Development Committee at the Farmington High School generously agreed to sort the recyclables into 14 categories on two separate occasions. The study found that the switch to single sort recycling increased residential recycling participation by about 11 %, and the materials collected increased by about 5%. The amount of garbage generated decreased by about 13%. The declining economy has likely affected the generation of garbage and recyclables. These numbers indicate that single sort recycling is having a positive impact on the City's recycling program. BUDGET IMPACT Funding for the Recycling Study was provided through the County's Local Negotiated Initiative program. ACTION REQUESTED This is for Council's information only. ~es ctfully S mitted, ~ a Lars n unicipal ervices Coordinator 7~ City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Councilmembers, and City Administrator SUBJECT: Lena Larson, Municipal Services Coordinator )J- /] 2009 Curbside Cleanup Summary V FROM: DATE: June 15,2009 INTRODUCTION The 2009 Cleanup program is complete and participation continues to be strong. DISCUSSION Garbage and scrap metal were picked up by Dick's/Lakeville Sanitation, Inc. as has been done in the past. Electronics and appliances were collected through a separate contract with Certified Appliance Recycling. The total amounts of materials collected from Farmington homes this year are as follows: Total Cost $80,059.11 $49,491.30 $22,680.00 ($165.30) 357.80 164,971 1134 16.53 The convenience and easy accessibility of the curbside program continues to bring in large quantities of materials. The number of electronics collected increased again, possibly due to the 2006 State Law banning residents from putting televisions and computer monitors in the trash and switch to DTV this year. A comparison of past Cleanup Days follows: BUDGET IMPACT The entire project was $152,065.11 and within the budgeted amount of$155,000. Page 1 of2 ACTION REQUESTED No action is requested, this memo is for Council's information only. R~r~~ Sub itted, ~~son Municipal Services Coordinator cc: Todd Reiten, Director of Municipal Services June 15, 2009 2009 Curbside Cleanup Summary Page 2 of2 7d 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 ()- FROM: Jeremy Pire, Facility Maintenance Supervisor SUBJECT: Adopt Resolution Accepting Donations for the 2009 Spring Skating Competition DATE: June 15t\ 2009 Introduction A Donation totaling $23.00 was received from U'SAGAIN, LLC for the 2009 Spring Skate Competition. DISCUSSION The ih Annual Spring Skate Competition was held on Saturday March 28tl1, 2009 at the Schmitz Maki Arena. The business identified above donated money to assist in making the skating competition a unique, fun and affordable event for all participants. The money donated was used to offset program costs. Staff will communicate the City's appreciation on behalf of the Council to the businesses for their generous donations. ACTION REQUESTED Adopt the attached resolution accepting the donations for the 7th Annual Spring Skating Competition from U'SAGAIN, LLC. t;2p ctfully Submitted, ,~ e emy Pire Facility Maintenance Supervisor RESOLUTION No. ACCEPT DONATION FOR THE 7th ANNUAL SPRING SKATE COMPETITION FROM U'SAGAIN, LLC. 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 15th day of June, 2009 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, the business identified has donated money to offset costs associated with the 7th Annual Spring Skate Competition; and, WHEREAS, 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 of money from U'SAGAIN, LLC. This resolution adopted by recorded vote of the Farmington City Council in open session on the 15th day of June, 2009. Mayor Attested to the 15th day of June, 2009 City Administrator SEAL 7e City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ciJarmington.mn.us Mayor, Councilmembers, City Administrator if FROM: Kevin Schorzman, P.E., City Engineer TO: SUBJECT: Award Contract-2009 Sidewalk Replacement Project DATE: June 15,2009 INTRODUCTION Five bids were received for the 2009 Sidewalk Replacement Project. DISCUSSION Of the five bids received, Erickson Construction of Lakeville, Inc., submitted the lowest bid for the 2009 Sidewalk Replacement Project in the amount of $12,781.25 (See attached tabulation of bids). The budgeted amount for the Sidewalk Replacement Project in 2009 is $19,000.00. BUDGET IMPACT The project will be funded through the City's Road Construction and Maintenance Fund. ACTION REOUESTED Authorize by motion the award of contract for the 2009 Sidewalk Replacement Project to Erickson Construction of Lakeville, Inc., in the amount of $12,781.25. Respectfully Submitted, ~ j?/--. Kevin Schorzman, P.E., City Engineer cc: file oJ = .. OIl = ; .. e -; ~ U U ~ ~~ .. '" III co t'oJ~ i!~ g~riiil U t "" .cl" 8 ~ g iU~~ e ~ .....= ~= ~ .~= e~ =~O'\ 0.....= ......== bJ)~N = a.n ...... ~ ~ e ~ = .. - = ~ fr ~ ~ p:: = ~ ~ 0 o';~ ~ ~ = ...... ~ Cj..; U :5! 0 00 = 0'\ 0 = .. =~ NO; .c ~ ~ zo 00 c&I tiJ @~ 'EfJZN ...s!=: g rl >< U;f;IiI"" ...-; rl .. 8 ~ l " ~ III ~~" oJ = .. = ~ .. .s '" = ~ U t' i: ~ Z = 0 ~ ~ ~ .. = Z e..f;IiI tl .€ t< =:::f;IiI"" e} = .. ~:: ~o~ ~g E-< ~ ~~ ~co f;IiI t< f;IiI"" ~ E-<&i ~ "" "" "" ~ .. III Z f;IiI t< f;IiI"" ~ "" _ 0 '" o ..... "" - rJ:l ~ ~ ... rJ:l 1;1) 8 o '" '" ~" "" ~ ~ "" o o o '" ..... sf "" o '" 00 "" ~ '" '" ..... 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III ~ ~ "T ~ -.. ... III ~ a ..... ~ ~ M -.. M e tl ~ ~~ ~ .= "- ., .~ ~ ';5 ... -~ .i "- -"" ~'c- .~ .~ t.l tl ~~ ... ... ~~ ...., ... ~ ...; .: ~~ c ..:: .)l " ~ 7f City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor, Council members, and City Adrrrinistrator(j- Brenda Wendlandt, Human Resources Director FROM: SUBJECT: Appointment Recommendation - Fire Department DATE: June 15, 2009 INTRODUCTION The recruitment and selection process for the appointment of a Paid On-Call Fire Secretary has been completed. DISCUSSION After a thorough review of all applicants for the Paid On-Call Fire Secretary position by the Selection committee, a contingent offer of employment has been made to Kenneth Kelly, subject to ratification by the City Council. Mr. Kelly has been a member of the Fire Department smce May of 2006 and 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 Kenneth Kelly to the position of Fire Secretary. Respectfully Submitted, ~~d:~~~ , Brenda Wendlandt, SPHR Human Resources Director cc: Personnel file ~CJf <0'" '" ..... <0..... (1)- ,....- '" '" ~ m N'''''': fI> .. Nt::' ~m ....'" aim .....'" ~e me ..... '" m '" ~LCi '" m ::::. ~N ~'" m<o ...q-- w- ~'" "I m..... "'<0 ~.... NeD g '" <0 .......... ...: .......... o ~ ~ "I ~ roc:i ~ '" '" N_C"')_ ...., m '" ~ <0 C': 0.... ci-.:i (I) '" ",m c: E "'''"-: '" E ...., '" en Qi MO N Cl "0 m..... m '" ~ ..... 0 lD ""':m ~ M "I..... '" ~e ;:!; ::::. fI> <0<0 '" "I'" <0 "'.... 0 en 00- (j .0 "'::::. .... ...: '" NO "'~ <0.... mID "'0 .... '" fI> '" '" .... '" m ; "'..... M-V- .c .n <0.... (I) .... ." ~. u. "': ~ .. ~ 0 '" ....~ ..... mOl ..... N'ID c: ,.: "'''I '" '" m...... ...., m. ~ .. mm "0 .. lDlD (I) U "0 "0 en _ c: c: c: o~ {l .. 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Cl al Cl Cl W a:: "" 0 ::;; 0 0 a:: u <( Gl 0 [jj 0 0 l- LL .<:: Cl a:: Cl Cl Z LL () 0> LL W LL LL W 0 0 ::;; "u 0 0 Cl 0 0 >- t: ~ 1>11- <( l- I- [l. :J :5 I- 0 Gl VJ W VJ VJ U () (0 'EO ...J 0 0 a o () :i1 () () w [l. x W ell > W a:: w a:: Cl a:: a:: () 0 z 0 0 z <( ::J Z ::J ::J Z a 0 a a w :J N :J :J I- al ell ~ al Z "<: <( ::J 0 Cl 0 <II Z Z 0 Z ::;; <II l<:: Z I- l<:: ...J Gl I- ~ I- <( t: 0 Z 0 Z "in :5 Cl :J ...J 0 ...J al ii: [l. Cl ii: ii5 ~ () 0 a: Ul I- 0 W () > z w 0 Z ...J 0 :i1 w 0 z '" W N Cl ii: Cl >- <( w 0 z a:: z ...J 0 W Z ::;; I- > W ::J ri w I VJ W al I- l<:: JI ...J ~ I () [l. Cl '" [l. a:: ~ '" ;s: ;s: a:: ~ 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 (jiJ Lisa Shadick, Administrative Service Director .~ FROM: SUBJECT: Approve On-Sale Wine License - B & B Pizza. DATE: June 15,2009 INTRODUCTION Pursuant to City Ordinance 3-12-6-2, a public hearing must be held to establish an On-Sale Wine License. DISCUSSION Mr. Mark Williams has submitted an application for an On-Sale Wine License for B & B Pizza, located at 216 Elm Street. The required fees and insurance information have 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 an On-Sale Wine License for B & B Pizza. Respectfully submitted, ~d,~4- Lisa A. Shadick, CMC Administrative Services Director jOa.. 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(9? FROM: Kevin Schorzman, P .E., City Engineer SUBJECT: Dakota County 2010 - 2014 CIP - City Requests DATE: June 15,2009 INTRODUCTION Dakota County is in the process of preparing their 2010-2014 Capital Improvement Program (CIP). City staff has previously met with the County to discuss potential projects to include in their draft CIP. DISCUSSION Pursuant to our meeting with Dakota County staff, the following projects are identified that the City would like included in Dakota County's 2010-2014 CIP: CR 64 (195th Street), from Autumn Glen to TH 3 - 2010 CR 64 (195th Street) from Autumn Glen to Trunk Highway 3 has been identified by the City and the County as an arterial east-west corridor in Farmington and through the County. The project will be substantially complete this fall. The City acknowledges the County's effort to fund this project over time and asks that continuing consideration be given to programming the complete funding allocation. CSAH 31, CSAH 50 to CSAH 74 - 2012 This project is included based on the development interest and master planning efforts south of CSAH 50 adjacent to the alignment of the southerly extension of CSAH 31. CSAH 74, Denmark to CSAH 31 - 2013 This project is included based on the development interest and master planning efforts south of CSAH 50 adjacent to the alignment of the westerly extension ofCSAH 74. Dakota County 2010-2014 CIP June 15, 2009 Page 2 of2 Intersection Traffic Control at Flagstaffand CSAH 50 - 2010 Concerns have been raised regarding the potential need for traffic control at the intersection of CSAH 50 and Flagstaff Avenue once the new high school is open. Although the Farmington Area Transportation Study did not indicate an immediate need, it was indicated that preliminary design work would be programmed for this intersection. It is the intent of the City to engage in discussions with the County to determine the appropriate traffic control at this intersection. 195th Street, Flagstaff to Cedar - 2014 The City understands that the funding for this project has not come through as hoped for, however, it is an important connection that the City continues to identify as needed. Traffic Control at intersections along Pilot Knob Road-2010 and beyond Based on the Farmington Area Transportation Study, primary intersections have been identified along Pilot Knob Road. Potential traffic control options have been addressed in the study. The City would encourage the County to, at a minimum, program preliminary design work for the 195th Street/Pilot Knob Road intersection in 2010. BUDGET IMPACT It is currently the County's policy that the costs of the roadway improvements are split 55% County and 45% City. City financial participation in the projects identified is yet to be determined but would likely include a combination of funding mechanisms that would be identified in individual project feasibility reports. ACTION REOUESTED For information and discussion. Projects identified to be forwarded to Dakota County for consideration for inclusion in their 2010-2014 draft CIP. cc: file 106 City of Farmington 430 Third Street Farmington, Minnesota 651.463.7111 . Fax 651.463.2591 www.ciJarmington.mn.us TO: Mayor, Councilmembers and City Administrator (j Randy Distad, Parks and Recreation Director FROM: SUBJECT: Approve Agreements for Completing Rambling River Center Construction Project Work DATE: June 15, 2009 INTRODUCTION Quotes for the installation of new flooring and doors were solicited for the Rambling River Center Construction Project. DISCUSSION Five quotes were solicited and received for the installation of carpet tiles. The carpet tiles will be installed in the following areas of the building: classroom, library, conference room, office areas and in the new computer lab area located adjacent to the multipurpose room. The carpet tiles are the same brand name (Shaw) as the carpet tiles that were installed in the new City Hall building but are a different style. The warranty on the carpet tiles is a limited lifetime warranty if installed by a professional installer, which means the warranty is lifetime for however long the City owns the building. The warranty is not transferable. La Van Floor Covering Company from Bumsville submitted the low quote in the amount of $9,890 which includes all ofthe floor prepping and installation of the carpet tiles. Four quotes were solicited and received for the installation of a flooring material called Dura-Ceramic tile. Dura-Ceramic tile is a product that takes on all of the characteristics of a ceramic tile but it is thinner and is much easier to install and replace. Each tile is glued next to one another and then a sealer is applied in the space between each tile to keep water and dirt out. Dura-Ceramic tiles will be installed in the hallway of the building. Since this is considered a commercial installation, the warranty is 5 years on material and labor if installed by a professional. Bierman's from Northfield submitted the low quote for the work in the amount of$5,335.24 which includes all floor prepping and installation. Exhibit A shows the tabulation of quotes received to prep and install the carpet tiles and Dura-Ceramic tiles. The City Council at its April 20, 2009 meeting, a quote from Midwest Lock and Safe, Inc. was not approved for the replacement of three doors, all hardware and a power door operator and directed staff to solicit additional quotes in order to compare the additional quotes with the one received. Staff solicited four additional quotes from door companies. After reviewing all quotes received, Crawford Door Sales submitted the low quote for this work in the amount of$II,204.00. The new doors will be installed in the following locations: one exterior door at the Oak Street entrance to the building, one exterior door leading into the multipurpose room and one interior vestibule door leading into the multipurpose room. The power door operator will be installed at the entry door off of the parking lot located on the northeast side of the building. The doors were not identified initially in the project but after inspecting the doors and fmding that they have started rusting, it would be a good decision to replace them now given that these are original doors. The funding to replace the doors would come from the remaining amount of funds existing due to the sprinkler and fire alarm system costing less that what was identified in the estimated project budget. Exhibit B shows the tabulation of quotes received to replace the three doors, all hardware for the doors and a new power door operator for accessibility. BUDGET IMPACT The budget impact for the carpet tiles and Dura-Ceramic floor tiles is shown in the following table: Amount $858.49 $15,225.24 $16083.73 $20,000.00 $3 916.27 The budget impact for three doors, all door hardware and a new power door operator for accessibility is shown in the following table: Item Cost Sprinkler and Fire Alarm Remaining Balance After System Unspent Balance Doors, Hardware and Power Door Operator Three doors, all hardware $11,204 $50,904.14 $39,700.14 and power door operator for accessibility ACTION REOUESTED By motion approve the attached Agreements with Bierman's for the installation of the Dura-Ceramic floor tiles, LaVan Floor Covering Company for the installation of the carpet tiles and Crawford Doors for the installation of three new doors all hardware and power door operator. ~YSUo~ Randy Di~ Parks and Recreation Director Exhibit A 2009 Rambling River Center Construction Project Carpet Tile and Dura-Ceramic Tile Quote Tabulation Form Name of Carpet Tile Vendor Location of Vendor Quote Submitted LaVan Floor Coverino Company Burnsville $9,890.00 Bierman's Northfield $11,288.96 Home Design Hastings $11,896.00 Abbey Decorating Center Apple Valley $13,648.80 Linn's Carpet Service Farminoton $15,363.79 Name of Dura-Ceramic Tile Vendor Location of Vendor Quote Submitted Bierman's Northfield $5,335.24 Abbey Decorating Center Apple Valley $5,903.44 Carpets Plus Color Tile Apple Valley $6,966.51 Linn's Carpet Service Farmington $7,151.00 Exhibit B 2009 Rambling River Center Construction Project Door, Hardware and Power Door Operator Quote Tabulation Form Name of Vendor Location of Vendor Quote Submitted Crawford Door Sales Company St. Paul $11,204.00 Ole and Lena's Door Service BloominQton $11,751.00 Midwest Lock and Safe, Inc Minneapolis $12,874.00 did not meet EDI Glass Company Minneapolis specifications Trans Alarm Burnsville did not submit a quote FORM OF AGREEMENT THIS AGREEMENT, made and signed this _ day of June, 2009, by and between the City of Farmington hereinafter called the "Owner" and La Van Floor Covering Company hereinafter called the "Contractor" . THIS 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 Rambling River Center Construction Project Preparation and Installation of Carpet Tiles, 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, July 31, 2009. ARTICLE III The Contractor agrees to provide to the Owner a Certificate ofInsurance 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 $9,890.00. 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 FORM OF AGREEMENT THIS AGREEMENT, made and signed this _ day of June, 2009, by and between the City of Farmington hereinafter called the "Owner" and Bierman's hereinafter called the "Contractor". THIS 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 Rambling River Center Construction Project Preparation and Installation of DuraCeramic Floor Tiles, 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, July 31, 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 $5,335.24. 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 FORM OF AGREEMENT THIS AGREEMENT, made and signed this _ day of June, 2009, by and between the City of Farmington hereinafter called the "Owner" and Crawford Door Sales Company hereinafter called the "Contractor" . THIS 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 Rambling River Center Construction Project Installation of Doors, Hardware and Power Door Operator, 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, July 31, 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 $11,204.00. 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. 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"ltN N s g> (j) ~ 'lfi ~ Ii = ~ 0 0 (I) 'i:j)]j l- e c: 0 e oQ)-o ~ "CoO ~ U c: ::J U ::l co2 ::l ,:c:O': ~ ,2> '#. ~ olGoo uo:su M II) N - co M' M - ~ .... ''It N .... .... Q M - ~ 0) ~ o ~ Cd ..... o l/l <;( II) co M ..; co N 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.