HomeMy WebLinkAbout08.21.23 Special Work Session Minutes City of Farmington
City Council Special Work Session Minutes
Monday, August 21, 2023
The City Council met in a Special Work Session on Monday, August 21 , 2023, at
Farmington City Hall, 430 V Street, Farmington, Minnesota.
1. CALL TO ORDER
Mayor Hoyt called the Special Work Session to order at 6:07 p.m.
Members Present: Mayor Joshua Hoyt
Councilmembers Holly Bernatz, Nick Lien, and Steve Wilson
Members Absent: Councilmember Katie Porter (excused)
Staff Present: Lynn Gorski, City Administrator
Julie Flaten, Asst City Administrator/HR Director
Deanna Kuennen, Community Development Director
Chris Regis, Finance Director
Kellee Omlid, Parks & Recreation Director
Gary Rutherford, Police Chief
John Powell, Public Works Director
Shirley Buecksler, City Clerk
2. APPROVE AGENDA
Motion was made by Councilmember Wilson and seconded by Councilmember
Bernatz to approve the agenda, as presented.
Motion carried: 4 ayes / 0 nays.
3. DISCUSSION ITEMS
3.1 Joint Powers Agreement (JPA) with Dakota County for Absentee Mail Voting
Services
City Clerk Buecksler presented the County's proposed Joint Powers Agreement
(JPA) for Absentee Mail Voting Services and answered questions from Council.
This JPA is designed to move the processing of all mail-in absentee ballots from
each of the Dakota County cities, townships, and school districts (election
partners) to the County for the 2024-2025 election cycle, with the option to
renew each election cycle thereafter. A daily courier service would be provided
by the County to pick up ballots from each city, township, and school district.
The County is seeking written intent from each of its election partners and, if
received, plans to bring the draft JPA to the County Board for approval at their
meeting in September.
City Council Special Work Session Minutes
August 21,2023
Page 2 of 4
The original proposal from the County included cities, townships, and school
districts picking up 100% of the cost for County staffing, with Farmington's share
at $33,607. City Administrators met and discussed this proposal over the past
several months and pushed back to the County to lower the cost burden for
everyone involved.
The County reworked their proposal, and, under the new JPA, the County will
assume 55% of costs, with cities, townships, and school districts assuming 45%
of costs for even year regular and State special elections. This brought
Farmington's cost down to $15,816, which was further reduced by the County's
ongoing voter funds for Farmington of $4,027. The City of Farmington's cost of
$11,789 in this new JPA can be budgeted over two years (approximately $6,000
annually).
A lot of time and work is involved in processing absentee ballots, and this JPA
would relieve the workload for Clerks and other Election Officials if it were to be
approved. For reference, the number of absentee ballots received by the City of
Farmington in the past two General Election cycles includes:
November 2022 General Election
• 65% of the 14,480 registered voters in Farmington voted in this mid-term
election.
• Of those 9,479 ballots cast, 2,395 ballots (25%) were cast by absentee
ballot.
November 2022 General (Presidential) Election
• 82% of the 14,736 registered votes in Farmington voted in this
Presidential General Election.
• Of those 12,102 ballots cast, 8,200 ballots (68%) were cast by absentee
ballot.
• This election occurred during the COVID-19 pandemic when many voters
were concerned about going to their polling locations. Voters appreciated
the opportunity to vote by absentee ballot and, now that they have a feel
for how well it works, they may be more apt to vote by absentee in 2024
and future elections.
Discussion included:
• Council is open to the idea of the JPA but would like to know whether
absentee ballots will be co-mingled between precincts orwith other cities.
• It would be helpful to see how special elections go this fall with the County
processing absentee ballots for the school board and other cities and see
it in real time.
Council chose not to move forward with the County's JPA at this time.
City Council Special Work Session Minutes
August 21,2023
Page 3 of 4
Due to lack of time, motion was made by Mayor Wilson and seconded by Councilmember
Lien to recess the Special Work Session at 6:45 p.m. and reconvene five minutes
following adjournment of the Regular City Council Meeting.
Motion carried: 4 ayes / 0 nays.
Motion was made by Councilmember Wilson and seconded by Councilmember Bernatz
to reconvene the Special Work Session at 8:36 p.m.
Motion carried: 4 ayes / 0 nays.
3.2 Proposed 2024 Budget Update
At their August 7th Work Session, Council discussed the proposed 2024 budget
and provided Staff with direction to look for potential funding sources for
Emerald Ash Borer (EAB) mitigation and the maintenance of the city trail
system.
Within the 2024-2028 Capital Improvement Plan (CIP), funding is provided for
both EAB and the city trail system. However, the funding levels within the CIP
are less than what is actually needed to fulfill the needs of each project. Options
may be to increase the levy, or use an internal loan fund or solid waste funds.
Discussion included:
• Solid Waste fund and possible uses; the new grant writer will bring us
opportunities that will need matching funds available.
• EAB — Staff is working on getting trees down daily; looking for grant
opportunities; short by $500K for EAB — could increase the levy, take
from the Solid Waste fund, or an internal loan; need to ensure we're
working at a manageable pace.
• Prefer not to borrow from an internal fund.
• Concern over using the Solid Waste funds and having nothing.
• Council and Staff agreed that we need to get the Solid Waste fund off
the budget/levy by the time the levy is certified in December; Staff will
have a plan to how it's reallocated and spent.
Mayor Hoyt reminded Council that we need to set the preliminary levy by the
end of September. It can be set high now and brought down for the final levy in
December, but once the preliminary levy is set, it cannot be increased.
Council agreed to set the preliminary levy at 12.5% and work on bringing it down
in December, allowing time for Councilmember Porter to weigh in on it.
City Council Special Work Session Minutes
August 21,2023
Page 4 of 4
4. COUNCIL COMMITTEE UPDATE
No update.
5. CITY ADMINISTRATOR UPDATE
No update.
6. ADJOURNMENT
Motion was made by Councilmember Wilson and seconded by Councilmember
Bernatz to adjourn the meeting at 9:33 p.m.
Motion carried: 4 ayes / 0 nays.
Respectfully submitted,
S i e4yR sl�t
City Clerk