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HomeMy WebLinkAbout02.19.25 Special Work Session MinutesCity of Farmington Special Work Session Minutes Wednesday, February 19, 2025 The City Council met in a special work session on Wednesday, February 19, 2025, at Farmington City Hall, 430 Third Street, Farmington, Minnesota. 1. CALL TO ORDER Mayor Hoyt called the work session to order at 8:02 am. 2. ROLL CALL Members Present: Mayor Joshua Hoyt Councilmembers Holly Bernatz, Jake Cordes, Nick Lien, and Steve Wilson Members Absent: None Staff Present: Lynn Gorski, City Administrator Amy Schmidt, City Attorney Deanna Kuennen, Community & Economic Development Director Kim Sommerland, Finance Director Matt Price, Fire Chief Josh Solinger, Liquor Store Manager Gary Rutherford, Police Chief Nate Siem, Deputy Police Chief John Powell, Public Works Director Shirley Buecksler, City Clerk Also Present: Oliver Cordes 3. APPROVE AGENDA Motion was made by Councilmember Wilson and seconded by Councilmember Bernatz to approve the agenda, as presented. Motion carried: 5 ayes / 0 nays 4. DISCUSSION ITEM 4.1 Strategic Planning - 2025 / 2026 Goals and Priorities Administrator Gorski thanked Council and Staff for being here and noted that there will be a second meeting in April to continue the discussion on priorities and to also discuss the financial management plan. Special Work Session Minutes of February 19, 2025 Page 1 of 11 2025 / 2026 Pillars Quality Business Growth & Retention • Enhance business activities. • Positively position Farmington to welcome, support, and attract development. • Maintain and grow relationships. Community Enciacfement • Increase transparency in City government. • Communicate effectively. • Enhance outreach and create tools to encourage resident engagement. • Be present and responsive. Infrastructure Support • Provide the highest level of core service delivery. • Meet industry standards for Capital Improvement Plan (CIP). Employee En4aaement / Culture / Wellness • Ensure all employees feel empowered, valued, and appreciated. • Promote employee collaboration. • Create a respectful and trusting work environment. Discussion - Does Staff see the four pillars anywhere? Yes, we do share them, but we also want to have an all -citywide meeting with Staff or meet with each department and talk about our pillars. 2025 / 2026 Department Goals Administration • Continue open communication and working relationship with City Council, Staff, residents, and local businesses. • Investigate Al options and other formats for fulfilling data requests. • Hire and onboard Assistant City Administrator / HR Director. • Provide successful 2026 elections for Farmington voters. • Conduct an all -Staff citywide briefing meeting to include State of the City and current goals. • Farmington Community Foundation. Human Resources • Selection and implementation of HRIS. • Separation of Employee Wellness and Safety Committees. Special Work Session Minutes of February 19, 2025 Page 2 of 1 1 • Re-evaluation of pay and PTO structure. • Succession planning and growth opportunities. • Implementation of State FMLA program. Communications • Develop and implement Crisis Communications. • Utilize podcast and reels/video for Community Development information for businesses. • Implement accessibility requirements for website and PDF forms. • Increased use of podcast and reels to educate and inform. • Creation of educational videos on City processes. Information Technoloav • Rambling River Center tech buildout. • City cell phone upgrades. • City laptop replacements. • Continue collaboration with Hiawatha Broadband Communications (HBC) - park Wi-Fi / cameras / transport circuit to LOGIS. • IT emergency plans - disaster recovery, business continuity. • Council Chambers A/V upgrade - audio and presentation system. • Network revamp - subnet and device audit, consolidation. liquor Operations • Continue trend of sales and margin growth. • Go live with e-commerce platform at our downtown location. • Expand non-alcoholic and THC beverage selection. • Install digital pricing signage for beer caves. • Complete CIP projects at Pilot Knob - flooring update and new 14- door cooler doors. • Improve social media engagement - more giveaways and opportunities to "like + comment." • Communicate how liquor operations proceeds benefit the community. • Host varietal -specific tasting events (beer, wine, bourbon, etc.). • Create new Liquor Operations policies and procedures manual. • Each Staff member to complete responsible sale training. • Assign leadership roles with e-commerce. Discussion - Social media for Liquor Operations is going well. - Sharing our success stories is important. - Moving tastings in-house was a brilliant idea. Special Work Session Minutes of February 19, 2025 Page 3 of 1 1 - Is THC taking over sales of other products? Yes, it's taking a percentage from beer sales, but Josh wanted to be aggressive with our THC. - The liquor stores are a fun environment - the culture is great, and the employees are happy. - Continue communicating in every way possible. Community Development • Implement Economic Development Work Plan - to include business visits, program development, marketing. • Conduct "Build a Stronger Future Together: Farmington Business Summit." • Complete Comprehensive Plan update and Zoning Code update. • Enhance/grow relationships with regional economic development partners. • Host work sessions for the Comprehensive Plan Update and Zoning Code update. • Share Wayfinding Plan and implementation strategy (fundraising goals) with community. • Build out Community and Economic Development (CED) webpages to enhance access to information and awareness of resources and initiatives and utilize existing resources (drones, podcasts, etc.) to tell Farmington's story. • Continue to celebrate business openings, community investments, etc. • Work closely with Engineering as it relates to future developments, infrastructure grants to support projects, and the overall connection between infrastructure and community growth. • Implement Accella - to streamline plan review and the internal processing of building permits to enhance customer service. Discussion - Would recommend a presentation format first for the Comprehensive Plan update and Zoning Code, followed by an open dialogue format. - As a Council, we have to decide what is transparency. The second approach is to put it out there and ask questions. - Do it as a presentation and Q &A in the Chambers, which gives us the opportunity to review the video. - We truly want people to know what is happening in the downtown and what is happening in the north quadrant. - Very proud of our team and what we've done. Special Work Session Minutes of February 19, 2025 Page 4 of 11 - One thing incredible was when Tony gave the 'how did we get here' speech about one area of town. To divide into quadrants is huge. - There is a percentage of people that say we need to develop but a portion within there don't think the City does anything. Are there ways to share stories that show we are actively trying to get businesses to come in and to say we are doing things? • The 2024 Year in Review was to show that. We have a mid -year review, an annual review, and a high-level view in the Director's report for the EDA. We want to use our website more and include podcasts. - Deanna is getting national recognition for her work. Fire • Attend the Farmington Business Networking Group to begin to build a relationship. • Continue to conduct annual life safety inspections. • Increase the use of social media to inform the public on emergencies that may affect business. • Increase our community outreach programs by using new technology. • Continue to have our Open House and school visits. • Host an annual two-day Citizen's Academy. • Work to maintain adequate staffing levels - discussion on Full -Time Firefighter. • Hire an Administrative Assistant to help support day-to-day operations and all data entry requirements. • Work on five-year replacement plan for new Fire Station. • Implement new reporting software. • Continue our annual wellness checks with Wellness that Fits. • Continue our annual department physicals with additional checks. • Continue to hold annual Awards Banquet. • Hold quarterly full department trainings. Discussion - Station location discussion last year to serve all communities. - Full-time staffing - present the plan and we need to get it done. Figure out the staffing level, bring it forward. We have to go to that model. We will figure out the fiduciary discussion. - For social media communication in an emergency situation - do we have a policy for social media updates? • Currently, we work with Caryn and current Staff. Special Work Session Minutes of February 19, 2025 Page 5 of 1 1 Parks and Recreation • Attend Farmington Business Network monthly meetings. • Visit with downtown businesses, introduce self and Rambling River Center, and explore possible partnerships. • Complete short-term park improvements at Rambling River Park. • Complete Rambling River Center improvements and hold a re - grand opening. • Engage community on potential improvements to Depot Way Arts Park and complete improvements. • Continue to deliver, diversify, and add excellent recreational programs and events that build a sense of community. • Increased promotion and use of the Youth Scholarship Program. • Participate in Community Outreach and Engagement. • Replace the 5- to 12-year-old playground structure and swings at Westview Acres Park. • Develop, present for approval, and implement Smoke Free Parks ordinance. • Continue use of Asset Management Tool for replacements and new investments in parks. • Continue completion of deferred maintenance projects identified in the Facility Condition Assessments. • Replace existing trails in Rambling River Park in conjunction with construction of the new North Creek Greenway. • Utilize Pavement Condition Index (PCI) rates to help prioritize trail improvement projects and complete the rehabilitation / construction. • Identify and use the correct products to clean the new surfaces and finishes at the Rambling River Center to prolong life. • Hold all -Staff department meetings. • Ensure funding is provided so all Staff members are provided opportunities to attend state conferences, workshops, and trainings. • Decide on and participate in a volunteer event as a team. • Continue regular meetings with Staff, including individual and team meetings. • Encourage Staff to attend Wellness events and activities. • Ensure Staff have the tools and resources to complete their job duties efficiently and effectively. Discussion - I challenge the Parks and Recreation Department, and the Parks & Recreation Commission, to think more broadly about art. Different parks could be valuable. Residents, students, and artists in the community - would love to see the community study this. Special Work Session Minutes of February 19, 2025 Page 6 of 11 - An art space that then gets canvassed over for another artist after a period. - The diversification of the community we are serving - we are being thoughtful of what we're doing, and I appreciate that. - Hearing that residents want a dog park. - Also hearing questions if some parks can just be open spaces to enjoy and kick a ball around (no equipment). - If we're increasing our standard and best day scenario, we need to bring in a Facilities Director. Free up Kellee's time ability to do all the things at the highest level. - We have to be mindful of the capacity of Staff and stretched thin. All of our people need to be efficient with their time. Either we add people or cut services. What suffers in the summer is mowing. Police • Continue to grow relationships with Farmington Business Networking Group, hosting group meeting (April 15). • Promote Farmington as a safe community by highlighting low crime rate. • Prioritize working relationships with community -based businesses to support local and strengthen relationships. • Continue to engage with public through our existing events (Open House, National Night Out, Toys for Town). • Build on the success of the first Helmet Hero's bike helmet event. • Develop an alternative event to replace Chill With a Cop. • Utilize the addition of a wellness K9 to our K9 program to enhance community engagement events. • Focus efforts on building interest in a return of the annual Farmington Police Department Citizen's Academy. • Successful installation of perimeter fence. • Continue preparations for the future expansion and remodel of Police Department facilities. • Support the recruitment team to make connections with future candidates. • Engage with Fire on the possibility of a joint Public Safety Awards Banquet. • Successfully implement our wellness K9 program; identify additional opportunities for engagement with City Staff. • Continue to grow engagement with wellness program through annual wellness checks and normalization of mental health care. • Strengthen the peer support team through additional members and continue to engage with South Metro Peet Support Consortium. Special Work Session Minutes of February 19, 2025 Page 7 of 1 1 • Continue to engage with Staff to develop career development goals and initiate plans. • Strive to maintain consistent staffing levels to relieve stress of operation under -staffed. Discussion - Chief is excited with the quality of the three ICEPOET candidates. - Are you having conversations with Farmington High School as an alternative to four-year schooling? It's on our radar. We've had recent conversations that we should be going to other schools, as well. - We need to look at our structure to see if there are other opportunities to grow. - We want to add a Drug Task Force Officer. - As the county continues to develop, it's important to know what it looks like from a policing standpoint and not be caught off -guard. - That's where we have to look - at the anticipation of growth, how it affects all of our departments, and stay in front of it. Public Works • Fully implement outsourced engineering development review, coordinate with internal resources. • Develop process checklists for development contract administration and developer construction activities. • Continue to update the infrastructure elements (Water, Sanitary Sewer) of the Comprehensive Plan as the land use planning update progresses. • Participate in Dakota County Regional Chamber of Commerce monthly meetings. • Hire an Administrative Support Technician to develop new communication materials; tell the public works story. • Develop a citywide Speed Limit Plan and Policy. • Implement Emerald Ash Borer (EAB) Management Plan including removal updates, technical information, and activate neighborhood engagement with tree planting projects. • Assign Engineering Technician to oversee all right-of-way (ROW) permit activities. • Update the 2019 Engineering guidelines, standards, standard detail plates, specifications, and contract documents to obtain approval from City Council. • Timely implementation of infrastructure expansion and/or rehabilitation projects to meet CIP and new development needs. • Continue to improve winter maintenance activities through the implementation of brine. Special Work Session Minutes of February 19, 2025 Page 8 of I I • Develop City ROW construction specifications; obtain approval from City Council; implement. • Develop individual short- and long-term career development plans for all Public Works Staff. • Leverage the variety of perspectives within Public Works to stay curious about new ways to achieve our goals. • Replace retiring Public Works Staff in a timely manner such that there is no drop in staffing levels. • Continue to equip our Staff such that they can carry out their responsibilities safely and efficiently. Discussion - Regarding the ground storage tank - the water table at Jim Bell Park is going up. A factor of consideration is whatever we pull out of the ground for the storage tank, consider putting it at Jim Bell Park. Finance • Integrate the City's long-term financial plan to guide budgeting and planning efforts. • Update residents on financial matters, including fee changes, in advance of implementation whenever possible. • Issue bonds for capital projects while maintaining or improving the City's bond rating. • Identify and begin the implementation of a new Enterprise Resource Planning (ERP) system. • Increase electronic payments and reduce the number of checks issued to help minimize the risk of fraud. • Implement upgraded CIP software. • Hold regular team meetings to build relationships, keep Staff updated, and encourage open communication. • Continue one-on-one meetings with Staff to ensure clear communication and address individual needs. • Organize a group volunteer activity to strengthen team collaboration and community involvement. • Provide Staff with the tools, resources, and workspace needed for efficient and effective performance. High -Ticket Capital Investments o Ice arena updates - facility upgrades. o Street reconstruction and maintenance - improving infrastructure and road conditions. o Trails construction and maintenance - enhancing pedestrian and biking routes. Special Work Session Minutes of February 19, 2025 Page 9 of 11 o Police Department expansion - facility space and resource upgrades. o Fire Department staffing and station expansion - full-time Staff and new facilities. o Building maintenance and upgrades - ensuring longevity and efficiency of City buildings. o Water and sewer expansion - supporting new developments and population growth. o Maintenance facility expansion - meeting increased service demands. Strategic Financial Considerations o Funding sources: tax levy, fund balance, bonds, grants, State/Federal aid. o Prioritization and phasing: based on immediate needs and long-term sustainability. o Cost -benefit analysis: ensuring fiscal responsibility and community impact. Council Comments • Is the option of selling the arena to an association a possibility? We still owe money, so we cannot sell but could lease the space. • What are the non-negotiables within our departments? • Ensure the tax rate does not go above 50% ever again. • How do we overlay our CIP and ten-year plan? • Let's get everything on the table and figure out where it goes. • What else can we do to offset some of our residents' burden? • We have to find the balance of serving our businesses and residents versus serving others. • Prior to this Council, the assessment policy shifted back to the City paying for it. Could we turn on a modified policy that is sustainable? • An assessment for Mill & Overlay, for instance, could be in the fee schedule. A typical Mill & Overlay may be 40-45% absorbed through assessments, 20-25% for reconstruction, and 15-20% on the lower end. • We should have a middle ground. Staff can work with Finance on an assessment policy. • Elk River uses franchise fees. The CIP gives neighborhoods a heads up. We're looking to refine our five-year numbers and refine it so it's scoping, and we get a better idea from a finance standpoint. As long as we are reasonable and fair. • A special benefit measure is not how much does the project cost, but how much the project benefits an individual property. • Front footage used to be common, but most projects are unit assessment where each house is assessed equally. • Is there a way that assessments could be more equitable? Special Work Session Minutes of February 19, 2025 Page 10 of 1 1 Is the 20% of 600K worth Staff administration time and meetings, etc. We need to think about this over the next couple months. Mayor Hoyt closed by saying that we continue to do the work. We see the bigger cause and the need, so we continue to be Unexpectedly Bold. This is the time we push even harder. Do not let negative feedback detract us from doing what's best for the community as a whole. Whatever decision we make as a whole, we are all on board and working in the same direction. I ask that we continue this moving forward. Don't be afraid to ask for help. Councilmember Wilson thanked all Directors for the brilliant information provided. Thank you to Lynn for her coordination, and to Amy for being here. 5. ADJOURNMENT Motion was made by Councilmember Lien and seconded by Mayor Hoyt to adjourn the meeting at 12:14 pm. Motion carried: 5 ayes / 0 nays R spectfully submitted, hi ey cksle y Clerk Special Work Session Minutes of February 19, 2025 Page 1 1 of 11