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Home My WebLink About07.24.23 Work Session MinutesCity of Farmington City Council Special Work Session Minutes Monday, July 24, 2023 The Farmington City Council met in a Special Work Session on Monday, July 24, 2023, in the City Hall Council Chambers, 430 3rd Street, Farmington, Minnesota. 1. CALL TO ORDER Mayor Hoyt called the work session to order at 4:30 p.m. Members Present:Mayor Joshua Hoyt Councilmembers Holly Bernatz, Nick Lien, Katie Porter, and Steve Wilson Members Absent: None Also Present: Lynn Gorski, City Administrator Julie Flaten, Asst City Administrator/HR Director Deanna Kuennen, Community Development Director Chris Regis, Finance Director Justin Elvestad, Fire Chief Kellee Omlid, Parks & Recreation Director Tony Wippler, Planning Manager John Powell, Public Works Director Shirley Buecksler, City Clerk Lance Bernard, Hoisington Koegler Group Inc. (HKGi) 2. APPROVE AGENDA Motion was made by Councilmember Porter and seconded by Councilmember Bernatz to approve the agenda, as presented. Motion carried: 5 ayes / 0 nays. 3. DISCUSSION ITEMS 3.1 Community Vision and Comprehensive Plan Update Planning Manager Wippler introduced Lance Bernard of Hoisington Koegler Group Inc. (HKGi). Mr. Bernard presented the progress that has been made thus far in regard to public engagement and the community vision and guiding principles, along with next steps for this project. City Council Work Session Minutes July 24, 2023 Page 2 of 8 Project Overview Project brand to create project awareness, excitement, and to generate ideas and different viewpoints. Community Engagement Plan Objectives: •Develop branding taglines and a project website •Utilize effective communication tools •Engage community leaders and populations •Ensure the community outreach strategies align with the sequence of project tasks •Attend community-based events •Incorporate online community engagement platforms •Incorporate electronic outreach tools •Conduct one-on-one interviews Pop-Up Events •State of the City, April 27 •Music in the Park, May 31 •Dew Days, June 25 +Social media posts/newsletters Unlocking Different Ideas and Viewpoints Examples of questions: •Describe your vision for Farmington's future in six words or fewer. •What makes us bold? •Identify a location or landmark that best represents Farmington's history. •Identify a place that you would show someone who is thinking of moving to Farmington that would make a good first impression of the community. 2040 Community Vision Current: "Farmington will continue to grow as a community in ways that are high quality, balanced, and enhance our hometown feel. Farmington will be a desirable community for its friendly, safe, and we/I-maintained neighborhoods for residents of all ages. Farmington's hometown feel is also based on the community's natural open space character which entails strategic preservation of the community's natural and rural character. The community's continued growth will bring opportunities for adding and strategically locating schools, recreational facilities, retail businesses, job opportunities, and other community assets convenient to neighborhoods. Balancing the community's residential growth with business growth will improve residents' access to desired retail, employment opportunities, and the residential/business tax ratio." City Council Work Session Minutes July 24, 2023 Page3of8 Word Play Common words used to describe Farmington include: •Community •Connected•Downtown•Family Friendly•Historic•Nature•Neighborhoods•Parks•People•Playful•Small Town Common phrases used to describe the future: •Quality parks and trails •More retail and jobs •Safer roads •Invest/redevelop downtown •Invest in community assets/facilities •Stronger placemaking -public art •Protect/preserve natural resources •Too big (growing too fast) •Grocery store •Sustainable Vision Statement The vision is a broad statement that articulates the values of the community for the next twenty-years. How to Use the Vision Directional Guiding Principles Guiding principfes embody overarching themes that apply to all of the Comprehensive Plan"s goals and policies. Implementation Goals Goals ore statements that describe a desired outcome the City hopes to achieve. Policies 10 ft 100 ft 10,000 ft 1,000 ft FARMINGTON � City Council Work Session Minutes July 24, 2023 Page 4 of 8 Translating the Community's Words and Ideas into a New Vision Celebrating our past. Boldly defining our future. "In the City of Farmington people and neighborhoods matter, natural resources are valued, and businesses are celebrated. We are bold in pursuing opportunities and investments that support quality and sustainable growth, a vibrant and resilient economy and a complete and connected community." Next Steps •Phase I: May -July, Community Visioning •Phase II: August -October, Land Use Planning •Phase Ill: August-October, Update the Comp Plan Discussion and comments: •How do we maintain the small town feel but add the things people want? •How can we show that our businesses are celebrated? o Our goal is to show up and be there for them. We are out there talking with them so they know who we are and that we are here for them. •How do you create communities in neighborhoods within the broader community? o You need a vision that will stand time, with a flow of connectivity. It starts in our decision making. •What do neighborhoods look like for future commercial developments? How do we balance new against tradition and maintain that quaint small town feel? •Maintain the vitality and vibrancy of the downtown district for all areas. •Are vision statements different for different audiences? •Sense of community and small town feel is the core. What do we bring that other communities do not? •Use the Comp Plan as a guiding principle and do what we say we're going to do. After some discussion, the vision was modified to read: In the city of Farmington, people and neighborhoods are valued, natural resources are treasured/preserved/cherished, and business and traditions are celebrated. We are bold in pursuing opportunities and investments that support quality and sustainable growth, a vibrant and resilient economy and a complete and connected community. Staff will bring this back for future discussion. Council thanked Mr. Bernard for coming and for everyone's work on this. City Council Work Session Minutes July 24, 2023 Page 5 of 8 3.2 Pavement Management Program (PMP) Update Director Powell presented how bituminous pavement conditions can be quantified via the use of a Pavement Condition Index (PCI). This spring, Goodpointe Technology, the consultant that supports our pavement management software, rated the condition of bituminous pavement throughout the city. Their findings on roadway conditions are presented on the draft map. The bituminous pavement conditions for city trails have also been rated, but the Work Session focus is on the roadways. The goal is to realize the full value/life of the pavement, to meet a desired level of service, in the most cost-effective manner. Draft Map When rating the pavement conditions, each segment of roadway is assigned a numerical value from O to 100; 0 pavement being in extremely poor condition and 100 representing a new roadway. For purposes of presenting this information, the data has been broken up into deciles, with each decile assigned a different color. When you review the map, the roadways in the worst condition are those shown in red, orange, and light pink. The "feature count" simply indicates how many roadway segments fall into that decile. Vetting Various criteria are used to rate the pavement such as transverse cracking, block cracking, alligator cracking, etc. Multiple Staff are reviewing the draft map for consistency between segments, to make sure segments weren't missed, and to ensure that it accurately represents the system conditions in their view. Map Maintenance To maintain the map usefulness, the data must be kept current despite changing pavement conditions over time. So every year, the data will undergo an updating process. The process includes adding new roadway segments due to development; and also re-rating 1 /3 of the roadways on an annual basis. Using this approach, none of the map data will be more than three years old. GIP Project Scoping Even though a roadways PCI is a key component in guiding pavement maintenance and replacement planning, many other considerations enter the decision-making process when planning pavement work. These considerations include safety, risk, curb and gutter conditions, utility needs, drainage, traffic volumes, funding, sidewalk/trail needs, etc. All these factors and more will be considered when identifying the annual Street and Utility Improvement and Mill & Overlay (M&O) project areas. The goal is to develop a 10-year plan which is reviewed and updated each year. Knowing what roadways are intended for City Council Work Session Minutes July 24, 2023 Page 6 of 8 reconstruction or M&O will allow Public Works Staff to much better plan annual operation and maintenance activities. Next Steps After considering all the available information, and before the full 10-year plan has been developed, Staff will identify the proposed 2024 Street and Utility Improvement, and the 2024 Mill & Overlay project areas. The 2024 Street and Utility Improvement project schedule is outlined as follows: Jul-Aug 2023 Project scoping Aug 2023 Selection of design consultant; sanitary and storm sewer televising; initial neighborhood meeting; wetland delineation (as needed) Aug-Sep 203 Prepare feasibility report; geotechnical investigation; topographic surveys; tree condition review, identify easement needs (if any); initial inter-agency coordination (as needed); evaluate sidewalk/trail/ADA needs Oct-Nov 2023 Final design; preparation of plans and specifications; final utility coordination Nov 2023 Final plan review; preparation for bidding; permits Dec 2023 Advertisement for bids Jan-Feb 2024 Open bids, award construction contract Feb 2024 Pre-construction meeting Mar 2024 Neighborhood meeting Apr-May 2024 Begin construction Sep 2024 Substantial completion of construction Sep 2026 Two-year warranty inspection The 2025 Mill & Overlay project will follow a similar, but more abbreviated, schedule. We expect to follow a similar schedule each year to allow adequate time to scope the projects, gather data on utility conditions, complete topographic surveying before snow, and bid projects early in the year. Beginning in 2024, in the Capital Improvement Program (CIP), Staff is requesting $3,000,000 per year for street reconstruction projects, and an additional $1,000,000 per year for mill & overlay projects. The requested Engineering operating budget includes $14,000 per year to re-rate 1/3 of the pavement conditions, and update the system data, each year. City Council Work Session Minutes July 24, 2023 Page 7 of 8 FARMINGTON Farmington Streets Pavement Condition Index (PCI) Map [?ven1e1\l Cond•tion Index CPCD r--.-., .... r,.-,11 -0-9 [27) -10 19 (43) 20-29 (30) -30-39 [16) -40 · 49 (49) -S0-59 (6AJ -60-69 (100) 70-79 (186) -00 · 8<l [353) -90-100 {361) -Ro,>ds c Municipal Boundary City Council Work Session Minutes July 24, 2023 Page 8 of 8 Discussion and comments: •This is a powerful tool that shows what needs to be done and where we need to focus on projects. It will be posted for residents to see. •The red/orange areas could be from natural pavement deterioration or deferred maintenance. •To remain in a forward-thinking process, we need to stay on top with annual maintenance to keep those in the green category as long as possible. Timely maintenance is important, and the goal is to raise the level across the system. •We need to get into a routine to continually invest in our roadways, which also builds up interest from contractors for annual projects. •There was no document like this in years past. This is a living document that will be continually updated every year to reflect current conditions. Council will see an updated color-coded map next year showing improvements. 4.COUNCIL COMMITTEE UPDATE CEEF (Castle Rock, Empire, Eureka, Farmington) meeting is scheduled for next Tuesday. Airlake Airport Advisory Commission met; there were no complaints. Dakota Broadband Board met two weeks ago; the Board discussed funds after Dakota County withdrew. 5.CITY ADMINISTRATOR UPDATE No update. 6.ADJOURNMENT Motion was made by Councilmember Wilson and seconded by Councilmember Bernatz to adjourn the meeting at 6:58 p.m. Motion carried: 5 ayes / 0 nays. �,:�;;;;;;;i�J �l[�e