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01.02.24 Work Session Packet
AGENDA Council Work Session Meeting 5:00 PM - Tuesday, January 2, 2024 Farmington City Hall, Conf Room 170 Page 1.CALL TO ORDER 2.APPROVE AGENDA 3.DISCUSSION ITEMS 3.1. Proposed Multi-Family Housing Development Discussion (Continuation: 45 mins) Provide direction regarding the City's willingness to provide financial assistance to support a market-rate, multi-family housing development. Agenda Item: Proposed Multi-Family Housing Development Discussion (Continuation: 45 mins) - Pdf 2 - 7 3.2. Discussion of Joint Powers Agreement (JPA) with Dakota County for Absentee Mail Voting (30 minutes) Michelle Blue, Dakota County Elections Director, will be here to answer any questions Council may have regarding the Joint Powers Agreement for absentee Mail Voting Services proposed by Dakota County. Staff is looking for direction from Council to move forward with the JPA. Agenda Item: Discussion of Joint Powers Agreement (JPA) with Dakota County for Absentee Mail Voting (30 minutes) - Pdf 8 - 21 3.3. 2024 Council Committee Appointments (15 min) Discuss and appoint Council Representatives for the 2024 Council Committees listed on the attached. Direct Staff to bring forward a resolution listing of the same to the January 2nd Regular City Council meeting for approval. Agenda Item: 2024 Council Committee Appointments (15 min) - Pdf 22 - 24 4.CITY COUNCIL COMMITTEE UPDATE 5.CITY ADMINISTRATOR UPDATE 6.ADJOURN Page 1 of 24 COUNCIL WORK SESSION AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Deanna Kuennen, Community Dev Director Department: Community Development Subject: Proposed Multi-Family Housing Development Discussion (Continuation: 45 mins) Meeting: Council Work Session - Jan 02 2024 INTRODUCTION: At the December 4, 2023 City Council work session, the Yellow Tree real estate development team presented both their desire to invest $28 million to construct a market-rate apartment on 3-acres of land in Farmington, and their need for financial incentives to make the project feasible. The development team was seeking general support for the project and a willingness for the City Council to consider an incentive package that would include partial waiving of an existing Special Assessment and some yet-to-be determined level of tax incentives. At this meeting the City Council expressed concerns about the transportation patterns adjacent to the proposed site (square-about) and asked Staff to provide additional information on how the development fits within the existing and future roadway system, as well as more information related to the estimated financial incentives available to support the development. DISCUSSION: Revised Site Design/Layout Vishal Dutt and Yellow Tree have proposed to invest approximately $28 million to construct an apartment development on 3-acres of land, on the 15-acre parcel owned by Hy-Vee (PID 148260000031). The project would consist of approximately 115+ apartment units, covered and surface parking, and outdoor amenities. Originally the proposed site plan followed the existing parcel lines, preserving the square-about off of Spruce Street. At the December work session, City Council expressed their concerns about this layout, voicing their desire to remove the square-about and preserve a transportation corridor for the extension of Spruce Street connecting to the future Pilot Knob Road extension. Since the December work session, Staff coordinated with the developer to re-envision this site - removing the square-about, identifying a potential new alignment for Spruce Street and Pilot Knob Road, and updating the conceptual layout for the apartment to reflect the new road alignment. The new road alignment corrects potential traffic concerns and allows for a future east-west connection. The revised apartment layout accommodates potentially more units and additional outdoor amenities. Exhibit A shows the proposed project/site location and Exhibit B visually depicts a revised road connection with the modified apartment concept. Proposed Financial Incentives Overview The other concern voiced by the City Council involved gaining a better understanding of the level of tax incentives that are available, and what would be needed to support the project. As previously Page 2 of 24 discussed - the large 15-acre parcel has a special assessment that was previously deferred but is now being paid. The special assessment was originally for 15 years, in which calendar year 2023 was year 2 of payments. The approximate payoff for the full assessment covering all 15-acres is $1,722,595 - which equates to a per acre rate of $116,549. Based on these estimated numbers, the special assessment adds an additional $350,000 to the total development costs for the project. The developer is seeking consideration for waiving the special assessment on the 3-acres only. (The special assessment would stay in place on the remaining 12-acres, with payments continuing to be made by the property owner.) Staff proposes, and the developer has agreed that waiving of the special assessment would be tied to a development agreement that would outline conditions that would be required to be met prior to fees being waived with timelines. In addition, it was also identified that some level of tax incentives would be necessary to make the project financially feasible. Tax incentives are a common tool used to support the construction of multi-family housing projects. In this particular case, the developer is seeking tax abatement for the following reasons: The project is not subsidized housing that will include low-and moderate-income restrictions. Projects that include such income limit restrictions are eligible to apply for low-income housing tax credits to offset development costs. Without the income restrictions, this project also does not qualify for a housing tax increment finance district. Unlike the Emery Apartment project that involved redevelopment and cleanup, the proposed site the not does therefore and site meet a on in development this for greenfield qualifications for a redevelopment tax increment finance district. Staff worked with Ehlers to prepare a high-level estimate to understand the amount of taxes that potentially of number a made Ehlers development. realized this with be could proposed assumptions to estimate the city taxes. Based on the high-level information, it is estimated that if the city abated only the new taxes generated by the project, on the 3-acres, for a total of 10 years, the present value of the available tax abatement to support the project would be approximately $822,875. Discussion Page 3 of 24 The developer still remains interested in developing in Farmington but needs to have a clearer understanding as to whether the city will consider the utilizing financial incentives to support the development before they invest additional time and money on in-depth engineering, architecture, and design. Based on the previous City Council discussion, the new layout addresses the existing transportation concerns by eliminating the square-about and preserving the east-west connection; and a high-level tax estimate has been prepared to better understand the amount of taxes this type of development will generate. Based on the feedback from City Council regarding the Council's appetite to partially waive the special assessment (contingent on the investment/development moving forward) and utilize tax abatement as a means to reduce the financial gap in order make the project feasible, the developer will decide whether to continue pursuing the project at this location. If there is positive feedback and a willingness to utilize resources available to the Council - the next steps will include more detailed design and a more in-depth analysis on the developer's pro forma to determine the financial needs. At the appropriate time at a future meeting, a tax incentive recommendation would come back for consideration. BUDGET IMPACT: Not applicable ACTION REQUESTED: Provide direction regarding the City's willingness to provide financial assistance to support a market-rate, multi-family housing development. ATTACHMENTS: ExhibitA_Site_Location ExhibitB_Site_Detail ExhibitC_Revised Schematic Site Plan Page 4 of 24 AKIN RD N PI L O T K N O B R D CR 3 1 CSAH 50 FO U R T H S T HONEYSUCKLE LN EA T O N A V E WESTDELR D FI R S T S T OAK ST SI X T H S T KNUTSEN DR MAPLE ST LOCUST ST WILLOW ST WALNUT ST DI V I S I O N S T SPRUCE ST TH I R D S T FI F T H S T DA L L A S A V E BEECH ST SE C O N D S T HICKORY ST 207TH ST W SU N N Y S I D E D R PE D E R S E N W A Y DU S H A N E P K W Y WE S T W O O D C T ED M O N T O N A V E MAIN ST A K I N R D PINE ST W E S T VIE WD R LINDEN ST 208TH ST W 211TH ST W N FRONTAGE R D FUTURE P I L O T K N O B RD F L A G S T A F F A V E 216TH ST W 217TH ST W FUTURE SPRUCE ST 220TH ST W Exhibit A: Site Location Disclaimer: This map is for general reference only. They are not for legal, engineering or surveying use. The City of Farmington assumes no responsibility for damages or other liabilities due to the accuracy, availability, use or misuse of the information herein provided. Proposed Apartment Development Parcel Boundary Prepared on:12/21/2023 by City of Farmington Public Works Department 0 500 1,000250 Feet ±Pa g e 5 o f 2 4 N F‘~ RN~’l ‘-A . —_.- Z‘ —_.. — — —_ —____. Tuture ruce Street ‘ "~‘ V’.> '5 I I ha _, _,£'E“'.'.g_%“irV—.—“hg‘,-_-V,--—'?-;g;?f——-- —:.N“-."**- ,4»....1’;VM , ’ A .’.1”J*‘‘ >"" 9: A N‘_u,_,2_%_‘w“_1 r.»-.<.11; I _‘4‘};;§‘;s{: Exhibit B:Site Deta t C C U V.S Mwdmm P 0 S B C 1 F Cmmua F P 7 ‘*'?n >-‘;?‘::e:.—-.4;-v.n:s:%El 7:1,];pi ‘ Disclaimer:This map isafgrgeneral refierenceonly.l They are not for legal,engineering 0>l;¢'S_:rl‘J‘LVeylUllg_| JSe.The City of Farmington assumes no responsibility for damages or otherliabilities due to the accurracy, availability,use or misuse of the information herein p:r;o\} ided. Pa g e 6 o f 2 4 30' - 0" 10 ' - 0 " 10 ' - 0 " 30' - 0" 10' - 0" UNIT COUNTS BY FLOOR: 1st - 48 2nd - 53 3rd - 52 Total 153 Range 150-155 170 Parking Stalls Parking Requirements: 1.5 per unit 150 units 225 stalls 170 stalls covered parking 61 stalls surface parking Total stalls 231 INDICATES CURRENT BORDERING AREA OF DUSHANE PARKWAY THAT WOULD BE REPLATTED WITH NEW PROPERTY LINES AS SHOWN INDICATES CURRENT BORDERING AREA OF DUSHANE PARKWAY THAT WOULD BE REPLATTED WITH NEW PROPERTY LINES AS SHOWN DU S H A N E P A R K W A Y D U S H A N E P A R K W A Y SPRU C E S T R E E T PLAYGROUND DOG EXERCISE PICKLE BALL COURTS LOT SIZE FOR SUBDIVISION 3.76 ACRES STORMWATER PONDING PLAZA EXTENT OF PARKING GARAGE BELOW EXTENT OF STACKED FLOORS 321' - 5 13/32" 51 0 ' - 0 5 / 3 2 " 48 9 ' - 3 9 / 1 6 " 271' - 7 5/32" 107' - 0" 62 ' - 0 " 62 ' - 0 " 62' - 0" 18' - 0"24' - 0"18' - 0" 19' - 10 1/4" 1 BEDROOM 1 BED + DEN 2 BEDROOM 2 BED + DEN STUDIO TR U E NO R T H PLAN NORTH T. WASMOEN 275 Market Street, Ste. 368 Minneapolis, MN 55405 612.819.1835 www.firmgroundae.com OWNER SHEET NUMBER SHEET TITLE OWNER PROJECT NO. CHECKED BY DRAWN BY PROJECT NOT FOR CONSTRUCTION © COPYRIGHT FIRMGROUNDAE INC. 9-21-2021 FOR REFERENC E ONLY KEY PLAN C: \ U s e r s \ c g o t t s c h a l k \ D o c u m e n t s \ 2 3 0 6 2 2 F a r m i n g t o n A p a r t m e n t s _ C E N TR A L _ c g o t t s c h a l k S 8 Z S T . r v t 12 / 1 8 / 2 0 2 3 2 : 5 7 : 3 3 P M SCHEMATIC SITE PLAN Z00 23.086 C. GOTTSCHALK FARMINGTON APARTMENTS VISHAL DUTT DUSHANE PARKWAY FARMINGTON, MN 55024 SCHEMATIC DESIGN 2023 1" 30'-0"Z00 1 SCHEMATIC SITE PLAN #ISSUE / REVISION DATE Page 7 of 24 COUNCIL WORK SESSION AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Shirley Buecksler, City Clerk Department: Administration Subject: Discussion of Joint Powers Agreement (JPA) with Dakota County for Absentee Mail Voting (30 minutes) Meeting: Council Work Session - Jan 02 2024 INTRODUCTION: Discuss the Absentee Mail Voting Services Joint Powers Agreement (JPA) with Michelle Blue, Dakota County Director. DISCUSSION: At the August 21, 2023 Work Session, Staff presented for Council the JPA for Absentee Mail Voting Services as proposed by Dakota County Elections. At that time, Council chose to wait until after the November 2023 Special Elections to make a decision on the JPA and requested Staff bring back any feedback from the November elections. Responses from cities that held elections in November said they appreciated how seamless and smooth the process was, that communication with the County was excellent and, overall, everything went well. Under this JPA, the County will assume 55% of costs, and cities, townships, and school districts will assume 45% of costs for even year regular and state special elections. The cost to the City of Farmington is $11,789 which can be budgeted over two years, or about $6,000 annually. Staff recommends approval of the JPA, which is also attached here. Dakota County Elections Director Michelle Blue will be here to answer any questions Council may have regarding the Absentee Mail Voting Services Joint Powers Agreement. BUDGET IMPACT: Farmington's share of $11,789 for absentee mail voting services has been included in the City's budget. ACTION REQUESTED: Discuss the Dakota County Absentee Mail Voting Services Joint Powers Agreement. Staff is looking for direction from Council to move forward with approval of this JPA. ATTACHMENTS: Draft AB Admin. Joint Powers Agreement 2024 8.16.2023 Page 8 of 24 Attachment B 2024-2025 JPA Cost-Share Proposal Page 9 of 24 Page 1 of 6 Dakota County Contract No. _____________ JOINT POWERS AGREEMENT BETWEEN DAKOTA COUNTY AND THE CITIES AND TOWNSHIPS IN DAKOTA COUNTY FOR THE PROVISION OF ABSENTEE VOTING ADMINISTRATION SERVICES This is a Joint Powers Agreement (“JPA”) between the County of Dakota (“County”) and THE CITIES AND TOWNSHIPS IN DAKOTA COUNTY (“Governmental Entities”) (collectively the “Parties”) entered into pursuant to Minn. Stat. §471.59, for the provision of absentee voting administration services. Section 1 Term And Renewal 1. This JPA shall be in effect beginning January 1, 2024, until December 31, 2025, subject to automatic renewal on January 1 of each even calendar year for a two- year term beginning January 1, 2026. Section 2 Contract Termination 2. This Agreement may be terminated as follows: 2.1. Participation in this Agreement may be terminated without cause by the County or individual Governmental Entity effective at the end of the initial term or renewal term by providing written notice to the Parties no later than June 1 in the year prior (the odd year of the two-year term) to the next automatic renewal in Section 1; 2.2. This Agreement may be terminated by the County effective at the end of a renewal term by providing written notice to the Governmental Entities no later than July 15 in the year prior to the next automatic renewal in Section 1, if the County determines, in its sole discretion, that there is an insufficient number of Governmental Entities in Dakota County participating in this Agreement to share the fixed costs of Absentee Voting Administration between the remaining participating Governmental Entities; 2.3. The County or individual Governmental Entities may terminate their participation in this Agreement for cause by providing at least seven days’ written notice to the County and other Governmental Entities. A party may terminate this agreement for cause due to a material breach of the terms of this Agreement, including failure to provide payment within the time specified in this Agreement. The written notice must state the intent to terminate participation and specify the events or circumstances and relevant provision warranting termination of the Agreement or withdrawal of the individual Governmental Entity; 2.4. Termination of this Agreement does not discharge any liability, responsibility, or right of the Parties that arises from the performance of, or failure to adequately perform the provisions of this Agreement prior to the effective date of termination, such as payment of an invoice for services satisfactorily performed prior to the effective date of termination. Termination of the Agreement or an individual Governmental Entity’s termination of participation does not discharge any obligation which, by its nature, would survive after the date of termination. Page 10 of 24 Page 2 of 6 Section 3 Absentee Voting Administration 3. County and the Governmental Entities agree to consolidate absentee voting administration countywide in accordance with the Absentee Voting Administration Division of Duties Between Cities and Townships, and County attached hereto as Attachment A and incorporated by reference. The Parties agree by executing the Agreement, the County Election Director and the Governmental Entities’ Clerks may agree, in writing, to modify operational responsibilities identified in Attachment A for operational efficiency and to maintain compliance with election laws, rules and regulations. Prior to April 1 of each calendar year, the Parties shall meet to discuss performance of the previous year election cycle and evaluate roles and duties of the Parties. In addition to temporary staffing necessary to administer absentee voting, County will hire at least two full-time equivalent (“FTE”) positions (Elections Systems Manager and Election Coordinator, or successor positions) to ensure sufficient resources are available to manage the consolidated absentee voting for the county while maintaining service levels of all other election work. In agreeing to the consolidation of absentee voting administrative functions to ensure the successful conduct of multiple, simultaneous elections in the County, the Parties acknowledge that decisions made by the County regarding resources, procedures, and policies are based upon providing the same scope and level of service to all the participating jurisdictions and the Governmental Entities recognize that such decisions, made for the benefit of the whole, may not be subject to review by the Governmental Entities. Section 4 Applicability 4. This Agreement between the County and the Governmental Entities is limited to absentee voting administration. All other voting processes are outside of the scope of this Agreement. This Agreement is applicable for all regularly scheduled elections or State special elections in a precinct within the jurisdiction of Dakota County. Section 5 Allocation of Costs and Invoicing 5. The County will invoice each Governmental Entity its cost share allocation for fixed costs and its share of variable costs for its voters that voted via absentee voting. 5.1. The Governmental Entities will proportionately share the County’s absentee balloting administration fixed costs annually based on the annual FTE cost incurred by the County for this Agreement (“Fixed Costs”). The Fixed Costs allocated to a Governmental Entity is proportionate to its share of registered voters. 5.2. The Governmental Entities agree that absentee balloting administration variable costs, such as absentee voter application and absentee ballot mailings, incurred by the County shall be shared based on actual utilization by its voters (Variable Costs). Page 11 of 24 Page 3 of 6 5.3. In even-years for regularly scheduled or State special elections, the County shall assume 55% of Fixed Costs and Variable Costs. The Governmental Entity shall assume the remaining portion of its Fixed Cost share and 45% of Variable Costs for the actual number of its voters that voted via absentee voting. 5.4. In even-years for a city or township special election not held on a date for an election identified in Section 5.3, the County shall assume 55% of Fixed Costs. The Governmental Entity shall assume the remaining portion of its Fixed Cost share and 100% of Variable Costs for the actual number of its voters that voted via absentee voting. 5.5. In odd-years, the County shall assume 75% of Fixed Costs. The Governmental Entity shall assume the remaining portion of its Fixed Cost share. In addition, Governmental Entities holding elections in odd-years shall assume 100% of Variable Costs for the actual number of its voters that voted via absentee voting. If such an election is layered with school districts or other government entities, the Variable Costs for the actual number of voters that voted via absentee voting shall be shared proportionately. 5.6. Each Governmental Entity will be invoiced within 60-days of the final election day of each calendar year. Said invoice shall be due and payable within thirty- five (35) calendar days of invoicing. Invoicing will occur after application of any grant or other state or federal funds received by the County for absentee voting administration. 5.7. For illustrative purposes, a cost projection for the 2024-2025 elections are attached as Attachment B. Final invoices will reflect actual absentee utilization and variable costs. Section 6 Electronic Voting System and E-Pollbook Costs 6. The cost of the purchase, operation and maintenance of the electronic voting system, voting machines, and electronic pollbooks are not included in this Agreement and are the subject of separate agreements. Section 7 Independent Contractor 7. It is agreed that nothing in this Agreement is intended or should be construed as creating the relationship of agents, partners, joint ventures, or associates between the Parties hereto or as constituting the County or the Governmental Entities as the employee of the other entity for any purpose or in any manner whatsoever. The County is an independent contractor and neither it, its employees, agents, nor its representatives are employees of the Governmental Entities. From any amounts due the County, there shall be no deductions for federal income tax or FICA payments, nor for any state income tax, nor for any other purposes which are associated with an employer-employee relationship unless required by law. Page 12 of 24 Page 4 of 6 Section 8 Data Practices 8. All data created, collected, received, maintained, or disseminated for any purpose in the course of this contract is governed by the Minnesota Government Data Practices Act, any other applicable statute, or any rules adopted to implement the Act or statute, as well as federal statutes and regulations on data privacy. Election data shall also be governed by Minnesota Election Law and associated Minnesota Rules. Section 9 No Waiver 9. No delay or omission by the Parties to exercise any right or power occurring upon any noncompliance or default with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof unless the same is consented to in writing. A waiver by the County or the Governmental Entities of any of the covenants, conditions, or agreements to be observed by the Parties shall not be construed to be a waiver of any succeeding breach or of any covenant, condition, or agreement herein contained. All remedies provided for in this Agreement shall be cumulative and in addition to, and not in lieu of, any other remedies available to the Parties at law, in equity, or otherwise. Section 10 Governing Law 10. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. Section 11 Entire Agreement 11. It is understood and agreed that the entire Agreement between the Parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the Parties relating to the subject matter hereof and hereby rescinds and replace all prior Agreements with the respective Governmental Entities with this Agreement. All items referred to in this Agreement are incorporated or attached and are deemed to be part of this Agreement. Any alterations, variations, modifications, or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement signed by the Parties hereto. Section 12 No Assignment 12. The Parties may not assign, sublet, or transfer this Agreement, either in whole or in part, without the prior written consent of the Governmental Entities and the County and any attempt to do so shall be void and have no force and effect. Page 13 of 24 Page 5 of 6 Section 13 Notice 13. Any notice or demand shall be in writing and shall be sent registered or certified mail to the other party addressed as follows: To the Governmental Entity: To the person and address designated by each Governmental Entity in writing. To the County: Dakota County Elections Director 1590 Highway 55 Hastings MN 55033 Section 14 Audit Provision 14. The Parties agree that the State Auditor, or any of their duly authorized representatives at any time during normal business hours, and as often as they may reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of the other party and involve transactions relating to this Agreement. Such materials shall be maintained, and such access and rights shall be in force and effect during the period of the contract and for six (6) years after its termination or cancellation. Section 15 Liability, Indemnification and Insurance 15. The County and each Governmental Entity to this Agreement shall be solely liable for the acts of its elected officials, officers, employees, or agents and shall not be responsible for the acts of the other parties to this Agreement, their elected officials, officers, employees, or agents. 15.1. The provisions of the Municipal Tort Claims Act, Minnesota Statutes, Chapter 466 and other applicable laws govern liability of the Parties. To the full extent permitted by law, actions by the Parties, their respective officers, employees, and agents pursuant to this Agreement are intended to be and shall be construed as a “cooperative activity.” It is the intent of the Parties that they shall be deemed a “single governmental unit” for the purpose of liability as set forth in Minnesota Statutes, Section 471.59, subd. 1a(b). For the purpose of Minnesota Statutes, Section 471.59, subd, 1a(a), it is the intent that this Agreement does not create any liability or exposure to the Parties for the acts or omissions of the County or other individual Governmental Entity. 15.2. The County agrees to defend, hold harmless and indemnify the Governmental Entities and their officials, agents, and employees, from any liability, loss, or damages the Governmental Entity may suffer or incur as a result of demands, claims, judgments, or costs arising out of or caused by the County in the performance of its obligations under this Agreement. 15.3. The Governmental Entities agree to defend, hold harmless and indemnify the County and its officials, agents, and employees, from any liability, loss, or damages the County Page 14 of 24 Page 6 of 6 may suffer or incur as a result of demands, claims, judgments, or costs arising out of or caused by a Governmental Entity in the performance of its respective obligations under this Agreement. 15.4. Nothing in this Agreement shall not be construed nor operate as a waiver of any applicable limitation of liability, defenses, immunities, or exceptions by statute or common law, nor does it impose or imply responsibility for the acts or omissions of the County or other Governmental Entities. The County and the Governmental Entities warrant that they are able to comply with the aforementioned indemnification requirements and have sufficient insurance coverage consistent with the liability limits contained in Minnesota Statutes, Chapter 466. Section 16 Survival of Provisions 16.It is expressly understood and agreed that Sections 8, 10, 14 and 15 hereof shall survive the completion of performance and termination or cancellation of this Agreement. Section 17 Authority 17.The person or persons executing this Agreement on behalf of the Governmental Entity and County represent that they are duly authorized to execute this Agreement on behalf of the Governmental Entity and the County and represent and warrant that this Agreement is a legal, valid and binding obligation and is enforceable in accordance with its terms. Each Party agrees that the electronic signatures of the Parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as wet ink signatures. (Rest of page left intentionally blank. Signature pages to follow) Page 15 of 24 IN WITNESS WHEREOF, the Parties hereto have hereunto set their hands. COUNTY OF DAKOTA By: __________________________________ Its: Board Chair Dated: APPROVED AS TO FORM: By: _________________________________ Assistant Dakota County Attorney Dated: Page 16 of 24 CITY OF *** By: ****, Its Mayor Dated: By: ***, Its Clerk Dated: Page 17 of 24 TOWNSHIP OF *** By: ****, Its Board Chair Dated: By: ***, Its Clerk Dated: Page 18 of 24 Base (Fixed) Costs Absentee (Variable) Costs Base (Fixed) Costs Absentee (Variable) Costs Dakota County Share 55%Dakota County Share 55%Dakota County Share 75%Dakota County Share 0% Municipality Share 45%Municipality Share 45%Municipality Share 45%Municipality Share 45% Municipality # of Voters as of June 2, 2022 Fixed Cost Share (2024-2025)*Estimated Absentee Balloting Cost (2024-2025)** Reduction from Ongoing VOTER Funds*** Total Estimated Costs 2024- 2025 ISD 196 - Rosemount/Apple Valley/Eagan 105,635 15,248$ $ 13,367 $ 28,614 ISD 197 - West St. Paul/Mendota Heights/Eagan 29,698 4,287$ $ 4,576 $ 8,863 ISD 199 - Inver Grove Heights 18,226 2,631$ $ 1,776 $ 4,406 ISD 200 - Hastings 19,957 2,881$ $ 3,946 $ 6,827 Lakeville 46,134 26,021$ 29,146$ (13,419)$ $ 41,747 Eagan 45,274 25,535$ 35,616$ (13,169)$ $ 47,982 Burnsville 37,883 21,367$ 26,194$ (11,019)$ $ 36,542 Apple Valley 35,735 20,155$ 26,339$ (10,395)$ $ 36,100 Inver Grove Heights 22,534 12,710$ 16,818$ (6,555)$ $ 22,973 Rosemount 17,245 9,727$ 13,405$ (5,016)$ $ 18,115 Hastings 14,571 8,218$ 8,704$ (4,238)$ $ 12,684 Farmington 13,844 7,808$ 8,008$ (4,027)$ $ 11,789 West St. Paul 12,523 7,063$ 7,706$ (3,643)$ $ 11,127 South St. Paul 12,190 6,875$ 4,987$ (3,546)$ $ 8,316 Mendota Heights 9,154 5,163$ 10,299$ (2,663)$ $ 12,800 Empire 2,017 1,138$ 573$ (587)$ $ 1,124 Ravenna Twp 1,731 976$ 705$ (504)$ $ 1,177 Eureka Twp 1,096 618$ 298$ (319)$ $ 598 Castle Rock Twp 983 554$ 226$ (286)$ $ 495 Northfield 967 545$ 871$ (281)$ $ 1,135 Vermillion Twp 933 526$ 226$ (271)$ $ 481 Marshan Twp 893 504$ 265$ (260)$ $ 509 Lilydale 801 452$ 763$ (233)$ $ 982 Nininger Twp 654 369$ 163$ (190)$ $ 341 Hampton Twp 633 357$ 148$ (184)$ $ 321 Greenvale Twp 613 346$ 236$ (178)$ $ 404 Randolph Twp 553 312$ 199$ (161)$ $ 350 Douglas Twp 523 295$ 115$ (152)$ $ 257 Sunfish Lake 436 246$ 250$ (127)$ $ 369 Hampton City 406 229$ 57$ (118)$ $ 168 Waterford Twp 378 213$ 155$ (110)$ $ 258 Sciota Twp 327 184$ 66$ (95)$ $ 156 Vermillion City 312 176$ 54$ (91)$ $ 139 Randolph City 286 161$ 33$ (83)$ $ 111 Mendota City 129 73$ 12$ (38)$ $ 47 Coates 101 57$ 226$ (29)$ $ 254 Miesville 86 49$ 292$ (25)$ $ 316 New Trier 56 32$ 112$ (16)$ $ 127 TOTAL 455,517 184,100$ 216,933$ (82,028)$ 319,005$ *Fixed costs contemplate a Primary & General Election in even years and a General Election in odd years. PNP costs to be reimbursed separately from this agreement. **Used actual absentee voting utilization from past elections to estimate. ***Reduction of State VOTER funds is at the discretion of each municipality. Even Year Odd Year 2024-2025 JPA Costs for Absentee Services - Draft 08/08/2023 DR A F T Pa g e 1 9 o f 2 4 100% of FTE Costs 263,000$ AB Mailed Cost 10.00$ 55% AB In Person Cost 4.50$ AB DakCo Share AB Municipality Share 45% Fixed cost per reg voter 0.93$ $ 4.50 $ 2.03 $ 20,507 $ 20,507 Municipality Voters as of June 2, 2022 (per VOTER Funding rules) Proportion of Registered Voters Annual Fixed Cost- share (45%) Estimated Costs of AB Ballot mailed* Estimated Costs of IP AB Ballot* 25% Reduction from Ongoing VOTER Funds for Proportioned # of Voters 25% Reduction from Ongoing VOTER Funds for AB Total Estimated Costs - 2024 Estimated Cost Per Reg Voter Lakeville 46,134 0.164 19,361$ 17,401$ 11,745$ (3,355)$ (3,355)$ 41,798$ 0.89$ Eagan 45,274 0.161 19,001$ 21,263$ 14,353$ (3,292)$ (3,292)$ 48,032$ 1.07$ Burnsville 37,883 0.134 15,899$ 15,638$ 10,556$ (2,755)$ (2,755)$ 36,583$ 0.98$ Apple Valley 35,735 0.127 14,997$ 15,725$ 10,614$ (2,599)$ (2,599)$ 36,139$ 1.02$ Inver Grove Heights 22,534 0.080 9,457$ 10,040$ 6,777$ (1,639)$ (1,639)$ 22,997$ 1.03$ Rosemount 17,245 0.061 7,237$ 8,003$ 5,402$ (1,254)$ (1,254)$ 18,134$ 1.02$ Hastings 14,571 0.052 6,115$ 5,197$ 3,508$ (1,060)$ (1,060)$ 12,700$ 0.87$ Farmington 13,844 0.049 5,810$ 4,781$ 3,227$ (1,007)$ (1,007)$ 11,804$ 0.85$ West St. Paul 12,523 0.044 5,256$ 4,601$ 3,106$ (911)$ (911)$ 11,141$ 0.90$ South St. Paul 12,190 0.043 5,116$ 2,977$ 2,010$ (886)$ (886)$ 8,330$ 0.70$ Mendota Heights 9,154 0.032 3,842$ 6,149$ 4,150$ (666)$ (666)$ 12,810$ 1.40$ Empire 2,017 0.007 846$ 342$ 231$ (147)$ (147)$ 1,126$ 0.57$ Ravenna Twp 1,731 0.006 726$ 409$ 276$ (126)$ (126)$ 1,159$ 0.67$ Eureka Twp 1,096 0.004 460$ 142$ 96$ (80)$ (80)$ 539$ 0.49$ Castle Rock Twp 983 0.003 413$ 135$ 91$ (71)$ (71)$ 496$ 0.50$ Northfield 967 0.003 406$ 520$ 351$ (70)$ (70)$ 1,137$ 1.20$ Vermillion Twp 933 0.003 392$ 135$ 91$ (68)$ (68)$ 482$ 0.53$ Marshan Twp 893 0.003 375$ 142$ 96$ (65)$ (65)$ 483$ 0.54$ Lilydale 801 0.003 336$ 455$ 307$ (58)$ (58)$ 982$ 1.26$ Nininger Twp 654 0.002 274$ 97$ 66$ (48)$ (48)$ 342$ 0.52$ Hampton Twp 633 0.002 266$ 88$ 60$ (46)$ (46)$ 321$ 0.52$ Greenvale Twp 613 0.002 257$ 45$ 30$ (45)$ (45)$ 243$ 0.40$ Randolph Twp 553 0.002 232$ 119$ 80$ (40)$ (40)$ 351$ 0.64$ Douglas Twp 523 0.002 219$ 68$ 46$ (38)$ (38)$ 258$ 0.50$ Sunfish Lake 436 0.002 183$ 149$ 101$ (32)$ (32)$ 370$ 0.86$ Hampton City 406 0.001 170$ 34$ 23$ (30)$ (30)$ 169$ 0.40$ Waterford Twp 378 0.001 159$ 85$ 57$ (27)$ (27)$ 245$ 0.65$ Sciota Twp 327 0.001 137$ 40$ 27$ (24)$ (24)$ 156$ 0.46$ Vermillion City 312 0.001 131$ 32$ 22$ (23)$ (23)$ 140$ 0.46$ Randolph City 286 0.001 120$ 20$ 13$ (21)$ (21)$ 112$ 0.39$ Mendota City 129 0.000 54$ 7$ 5$ (9)$ (9)$ 47$ 0.36$ Coates 101 0.000 42$ 135$ 91$ (7)$ (7)$ 254$ 2.54$ Miesville 86 0.000 36$ 175$ 118$ (6)$ (6)$ 316$ 3.85$ New Trier 56 0.000 24$ 67$ 45$ (4)$ (4)$ 127$ 2.19$ TOTAL 282,001 1.00 118,350$ 115,216$ 77,771$ (20,507)$ (20,507)$ 270,323$ 0.96$ Fixed costs proportioned by registered voter 2024 Elections - Draft 08/08/2023 DR A F T Pa g e 2 0 o f 2 4 100% of FTE Costs 263,000$ AB Mailed Cost 10.00$ AB DakCo Share 0% Fixed cost per registered voter 0.58$ AB In Person Cost 4.50$ AB Municipality Share 100% $ 10.00 $ 4.50 $ 20,507 $20,507 Municipality # of Voters for Fixed Costs Proportion of Registered Voters for Fixed Costs Voters as of June 2, 2022 (per VOTER Funding rules) Proportion of Registered Voters for VOTER funds Annual Fixed Cost (100%) Annual Fixed Cost - 25 % Share ABs Cast in Most Recent Election Estimated Costs of AB Ballot mailed* Estimated Costs of IP AB Ballot* 25% Reduction from Ongoing VOTER Funds for AB 25% Reduction from Ongoing VOTER Funds for Proportioned # of Voters Total Estimated Costs - 2025 Estimated Cost Per Reg Voter ISD 196 - Rosemount/Apple Valley/Eagan 105,635 0.232 60,990$ 15,248$ 1,995 $ 7,980 $ 5,387 $28,614 $ 0.27 ISD 197 - West St. Paul/Mendota Heights/Eagan 29,698 0.065 17,147$ 4,287$ 683 $ 2,732 $ 1,844 $8,863 $ 0.30 ISD 199 - Inver Grove Heights 18,226 0.040 10,523$ 2,631$ 265 $ 1,060 $ 716 $4,406 $ 0.24 ISD 200 - Hastings 19,957 0.044 11,522$ 2,881$ 589 $ 2,356 $ 1,590 $6,827 $ 0.34 Lakeville 46,134 0.101 46,134 0.164 26,636$ 6,659$ -$ -$ (3,355)$ (3,355)$ $(51)(0.00)$ Eagan 45,274 0.099 45,274 0.161 26,140$ 6,535$ -$ -$ (3,292)$ (3,292)$ $(50)(0.00)$ Burnsville 37,883 0.083 37,883 0.134 21,872$ 5,468$ -$ -$ (2,755)$ (2,755)$ $(42)(0.00)$ Apple Valley 35,735 0.078 35,735 0.127 20,632$ 5,158$ -$ -$ (2,599)$ (2,599)$ $(39)(0.00)$ Inver Grove Heights 22,534 0.049 22,534 0.080 13,010$ 3,253$ -$ -$ (1,639)$ (1,639)$ $(25)(0.00)$ Rosemount 17,245 0.038 17,245 0.061 9,957$ 2,489$ -$ -$ (1,254)$ (1,254)$ $(19)(0.00)$ Hastings 14,571 0.032 14,571 0.052 8,413$ 2,103$ -$ -$ (1,060)$ (1,060)$ $(16)(0.00)$ Farmington 13,844 0.030 13,844 0.049 7,993$ 1,998$ -$ -$ (1,007)$ (1,007)$ $(15)(0.00)$ West St. Paul 12,523 0.027 12,523 0.044 7,230$ 1,808$ -$ -$ (911)$ (911)$ $(14)(0.00)$ South St. Paul 12,190 0.027 12,190 0.043 7,038$ 1,760$ -$ -$ (886)$ (886)$ $(13)(0.00)$ Mendota Heights 9,154 0.020 9,154 0.032 5,285$ 1,321$ -$ -$ (666)$ (666)$ $(10)(0.00)$ Empire 2,017 0.004 2,017 0.007 1,165$ 291$ -$ -$ (147)$ (147)$ $(2)(0.00)$ Ravenna Twp 1,731 0.004 1,731 0.006 999$ 250$ 3 12$ 8$ (126)$ (126)$ $18 0.01$ Eureka Twp 1,096 0.002 1,096 0.004 633$ 158$ 9 36$ 24$ (80)$ (80)$ $59 0.05$ Castle Rock Twp 983 0.002 983 0.003 568$ 142$ -$ -$ (71)$ (71)$ $(1)(0.00)$ Northfield 967 0.002 967 0.003 558$ 140$ -$ -$ (70)$ (70)$ $(1)(0.00)$ Vermillion Twp 933 0.002 933 0.003 539$ 135$ -$ -$ (68)$ (68)$ $(1)(0.00)$ Marshan Twp 893 0.002 893 0.003 516$ 129$ 4 16$ 11$ (65)$ (65)$ $26 0.03$ Lilydale 801 0.002 801 0.003 462$ 116$ -$ -$ (58)$ (58)$ $(1)(0.00)$ Nininger Twp 654 0.001 654 0.002 378$ 94$ -$ -$ (48)$ (48)$ $(1)(0.00)$ Hampton Twp 633 0.001 633 0.002 365$ 91$ -$ -$ (46)$ (46)$ $(1)(0.00)$ Greenvale Twp 613 0.001 613 0.002 354$ 88$ 24 96$ 65$ (45)$ (45)$ $160 0.26$ Randolph Twp 553 0.001 553 0.002 319$ 80$ -$ -$ (40)$ (40)$ $(1)(0.00)$ Douglas Twp 523 0.001 523 0.002 302$ 75$ -$ -$ (38)$ (38)$ $(1)(0.00)$ Sunfish Lake 436 0.001 436 0.002 252$ 63$ -$ -$ (32)$ (32)$ $(0)(0.00)$ Hampton City 406 0.001 406 0.001 234$ 59$ -$ -$ (30)$ (30)$ $(0)(0.00)$ Waterford Twp 378 0.001 378 0.001 218$ 55$ 2 8$ 5$ (27)$ (27)$ $13 0.03$ Sciota Twp 327 0.001 327 0.001 189$ 47$ -$ -$ (24)$ (24)$ $(0)(0.00)$ Vermillion City 312 0.001 312 0.001 180$ 45$ -$ -$ (23)$ (23)$ $(0)(0.00)$ Randolph City 286 0.001 286 0.001 165$ 41$ -$ -$ (21)$ (21)$ $(0)(0.00)$ Mendota City 129 0.000 129 0.000 74$ 19$ -$ -$ (9)$ (9)$ $(0)(0.00)$ Coates 101 0.000 101 0.000 58$ 15$ -$ -$ (7)$ (7)$ $(0)(0.00)$ Miesville 86 0.000 86 0.000 50$ 12$ -$ -$ (6)$ (6)$ $(0)(0.00)$ New Trier 56 0.000 56 0.000 32$ 8$ -$ -$ (4)$ (4)$ $(0)(0.00)$ TOTAL 455,517 1.00 282,001 1.00 263,000$ 65,750$ 3,574$ 14,296$ 9,650$ (20,507)$ (20,507)$ 48,682$ 0.11$ 2025 Elections - Draft 08/08/2023 Costs proportioned by registered voter DR A F T Pa g e 2 1 o f 2 4 COUNCIL WORK SESSION AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Shirley Buecksler, City Clerk Department: Administration Subject: 2024 Council Committee Appointments (15 min) Meeting: Council Work Session - Jan 02 2024 INTRODUCTION: Discuss and appoint representatives to Council Committees for 2024. DISCUSSION: For review, attached are the 2023 Council Committees appointments. Council should discuss and make appointments for 2024. BUDGET IMPACT: Not applicable ACTION REQUESTED: Discuss and appoint Council Representatives for the 2024 Council Committees listed on the attached. Direct Staff to bring forward a resolution listing of the same to the January 2nd Regular City Council meeting for approval. ATTACHMENTS: 2024 Council Committees 2023 Council Committees Page 22 of 24 Committee Meeting Date/Time Location Council Representatives Date Appointed Airlake Airport Advisory Commission Twice a year ALF Ambulance Apple Valley/Lakeville/Farmington 4th Thursday January, April, July, October Rotates Dakota 911 Board of Directors Formerly known as Dakota Communication Center 8 a.m., 3rd Thursday February, May, September, November Dakota 911 Training Room EFPAC Empire/Farmington Planning Advisory Committee As needed Eureka/Farmington Planning Advisory Committee As needed Farmington/Castle Rock Discussion Group As needed Fire Relief Board Quarterly City Hall Liquor Operations Committee Once a year Liquor Store(s) MUSA Review Committee Municipal Urban Service Area As needed 2024 COUNCIL COMMITTEES Pa g e 2 3 o f 2 4 Committee Meeting Date/Time Location Council Representatives Date Appointed Airlake Airport Advisory Commission Twice a year Holly Bernatz - Primary Katie Porter - Alternate January 3, 2023 ALF Ambulance Apple Valley/Lakeville/Farmington 4th Thursday January, April, July, October Rotates Steve Wilson - Primary Nick Lien - Alternate January 3, 2023 Dakota 911 Board of Directors Formerly known as Dakota Communication Center 8 a.m., 3rd Thursday February, May, September, November Dakota 911 Training Room Nick Lien - Primary Steve Wilson - Alternate January 3, 2023 EFPAC Empire/Farmington Planning Advisory Committee As needed Katie Porter - Primary Joshua Hoyt - Alternate January 3, 2023 Eureka/Farmington Planning Advisory Committee As needed Holly Bernatz January 3, 2023 Farmington/Castle Rock Discussion Group As needed Joshua Hoyt - Primary Holly Bernatz - Alternate January 3, 2023 Fire Relief Board Quarterly City Hall Steve Wilson Nick Lien January 3, 2023 Liquor Operations Committee Once a year Liquor Store(s) Katie Porter Holly Bernatz January 3, 2023 MUSA Review Committee Municipal Urban Service Area As needed Steve Wilson Nick Lien January 3, 2023 2023 COUNCIL COMMITTEES Pa g e 2 4 o f 2 4