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Home My WebLink About04.05.10 Council Packet 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 promisingfuture. AGENDA REGULAR CITY COUNCIL MEETING April 5, 2010 7:00 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVEAGENDA 5. ANNOUNCEMENTS / COMMENDA TIONS a) Introduce New Finance Director, Teresa Walters 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Openfor Audience Comments) 7. CONSENT AGENDA a) Approve Council Minutes (3/15/10 Regular) (3/22/1 0 Workshop) b) Adopt Resolution - Approve Dakota Future Google Application - Administration c) School and Conference - Administration d) School and Conference - Police e) School and Conference - Police f) School and Conference - Police g) Adopt Resolution - Approve All Hazard Mitigation Plan - Police h) Approve Sale of City Equipment at Spring Auction - Parks and Recreation i) Approve Temporary On-Sale Liquor License - Administration j) Adopt Resolution - Approve Gambling Event Permit - Administration k) Approve Mowing Contract - Natural Resources 1) February 2010 Financial Report - Finance m) School and Conference - Human Resources n) Approve Joint Powers Agreement - Records Management System - Police 0) Approve Bills p) Approve Temporary On-Sale Liquor License - Farmington VFW Club- Administration 8. PUBLIC HEARINGS a) Walnut Street Reconstruction Plan Bonds - Engineering Action Taken Introduced Approved R19-10 Approved Information Received Information Received Information Received R20-10 Approved Approved R21-10 Approved Information Received Approved Approved Approved Approved R22-10 9. AWARDOFCONTRACT a) Approve Schmitz-Maki Arena Improvements Contract - Parks and Recreation 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Bond Sale Schmitz-Maki Arena Improvements - Administration b) Approve Hiring Construction Manager for Schmitz-Maki Arena Improvement Project - Parks and Recreation c) Reject Bid for Rambling River Center HV AC Project and Authorize Re- Advertisement for Bids - Parks and Recreation 11. UNFINISHED BUSINESS a) Approve Community Survey Agreement - Parks and Recreation 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) Weed Mowing Protocol-Administration b) Summer Hours - Administration c) Agenda Format Comments -Administration (verbal) 14. ADJOURN R23-10 R24-10 R2 5 -10 Approved Approved Approved Information Received Approved Information Received Table of Contents Agenda. . . . . . . . . . . . . . . . . . . . . . . . 3 Council Minutes (3/15/10 Regular)(3/22/1 0 Workshop) Council Minutes 3/15/10. . . . . . . . . . . . . .5 Workshop Minutes 3/22/10 . . . . . . . . . . . .15 Adopt Resolution - Approve Dakota Future Google Application Dakota Future Google Memo . . 21 Google Resolution. . . . .22 School and Conference School and Conference . . 24 School and Conference NFSTC 4-5-10. . . . .25 Training Information. . 26 School and Conference 05April2010 Arson and Fire Investigations . . 30 School and Conference 4-5- 2010 Can AM. . . . . . . . . . . . . . .31 Adopt Resolution - Approve All-Hazard Mitigation Planning April 5 2010 all haz mitigation plan . . . . . . . 32 2010 ALL HAZRD MIT PLAN RESOLUTION. . 33 Approve Sale of City Equipment at Spring Auction Spring Auction Memo. . . . . . . . . 35 Exhibit A. . . . . . . . . . . . . . . . 36 Approve Temporary On-Sale Liquor License Temporary Liquor License. . . . . . .37 License Application . . . . . . . . . . 38 Adopt Resolution - Approve Gambling Event Permit Gambling Event Permit . . . . 39 Gambling Event Resolution . . 40 2010 Mowing Contract 2010 Mowing Contract . . .41 February 2010 Financial Report February Financial Report. . 42 School and Conference School and Conference - Human Resources. . 46 Approve Joint Powers Agreement Dakota County Records Management System RMS JPA 4-5-10. . . . . . . . . 47 LOGIS vs CJIIN Costs. . . . . . 49 RMS JPA FINAL2 3-30-2010 . . 50 Approve Bills Bills 3/15-4/4/10. . . . . . . . .65 Walnut Street Reconstruction Plan Bonds Walnut Street Reconstruction Plan Bonds 040510 . . 97 1 Walnut Street Reconstruction Resolution. . . . . . . . 98 Walnut Street Reconstruction Plan Bond Information Council Agenda Copy 040510 rev SE. . . . . . . 100 Pre-Sale Report. . . . . . . . . . . . . . . . . . 109 Approve Schmitz-Maki Arena Improvements Contracts Arena Improvements Memo. . . . . 116 resolution ice system replacement . 118 resolution ice rink dasherboards. . . 119 Bid Tab . . . . . . . . . . . . . . . 120 Approve Bond Sale Schmitz-Maki Arena Improvements Arena Bonds Memo. . . 124 Bond Sale Resolution. . . . . . . . . . . . . . . 125 Bond Sale Report. . . . . . . . . . . . . . . . . 126 Approve Hiring Construction Manager for Schmitz-Maki Arena Improvement Project Arena Construction Manager Memo. . 131 exhibit A. . . . . . . . . . . . . . . . 133 Construction Manager Agreement . . 137 Reject Bid for Rambling River Center's HV AC Project and Authorize the Re-Advertisement for Bids memo . . . . . . . . . . . . . . . 138 Approve Community Survey Agreement Community Survey Memo. . 139 Survey Timeline. . . 141 Survey Agreement. . 142 Weed Mowing Protocol Weed Ord Memo . 143 Weed Ordinance. .144 2010 Summer Hours 2010 Summer Hours . 146 2 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. FARMINGTON CITY COUNCn. Todd Larson, Mayor Terry Donnelly Julie May Christy Fogarty Steve Wilson AGENDA REGULAR CITY COUNCIL MEETING ~onday,i\pril05,2010 7:00 p~ City Council Chambers Action Taken 1. CALL TO ORDER 7:00 P.M. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE AGENDA 5. ANNOUNCEMENTS / COMMENDATIONS a) Introduce New Finance Director, Teresa Walters - Administration 6. CITIZEN COMMENTS / RESPONSES TO COMMENTS (Fhis lime is reservedfor citizen comments regarding non-agenda Hems. No official Council action can be taken on these Hems. Speakers are limited to five minutes to address the Council during "Citizen Comment" time.) 7. CONSENT AGENDA a) Council Minutes (3/15/10 Regular)(3/22/10 Workshop) - Administration b) Adopt Resolution - Approve Dakota Future Google Application- Administration c) School and Conference - Administration d) School and Conference - Police Department e) School and Conference - Police Department t) School and Conference - Police Department g) Adopt Resolution - Approve All-Hazard Mitigation Planning - Police Department h) Approve Sale of City Equipment at Spring Auction - Parks and Recreation i) Approve Temporary On-Sale Liquor License - Administration j) Adopt Resolution - Approve Gambling Event Permit - Administration k) 2010 Mowing Contract - Engineering 1) February 2010 Financial Report - Finance 3 m) School and Conference - Human Resources n) Approve Joint Powers Agreement Dakota County Records Management System - Police Department 0) Approve Bills - Finance REGULAR AGENDA (The Council takes a separate action on each item on the Regular Agenda. Jfyou wish to address the Council regarding any or all of the items on the Regular Agenda, please address the item when the item is discussed Speakers will be given at least three minutes to speak per item. Additional time may be granted 10 speakers representing two or more persons.) 8. PUBLIC HEARINGS a) Walnut Street Reconstruction Plan Bonds - Engineering 9. AWARD OF CONTRACT a) Approve Schmitz-Maki Arena Improvements Contracts - Parks and Recreation 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Approve Bond Sale Schmitz- Maki Arena Improvements - Administration b) Approve Hiring Construction Manager for Schmitz- Maki Arena Improvement Project - Parks and Recreation c) Reject Bid for Rambling River Center's HV AC Project and Authorize the Re- Advertisement for Bids - Parks and Recreation 11. UNFINISHED BUSINESS a) Approve Community Survey Agreement - Parks and Recreation 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE a) Weed Mowing Protocol- Administration b) 2010 Summer Hours - Human Resources c) Agenda Format Comments (verbal) - Administration 14. ADJOURN Persons with a disability may request a reasonable accommodation by contacting the City Administrator's office at 651-280-6803. Request should be made 24 hours in advance or as early as possible to allow time to arrange accommodation. 4 7CL COUNCIL MINUTES REGULAR MARCH 15, 2010 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, Fogarty, May, Wilson None Peter Herlofsky, City Administrator; Randy Distad, Parks and Recreation Director; Kevin Schorzman, City Engineer; Todd Reiten, Municipal Services Director; Cynthia Muller, Executive Assistant Pete Gerten, Dennis Horak, Teresa Walters, Daniel Kuykendal~ Jerry Sauber, Jacob Fick 4. APPROVE AGENDA Councilmember Fogarty pulled item 7b) Metro Watershed Partners Funding; Councilmember May pulled item 71) Authorize Transfer of Funds from General Fund to Private Capital Projects Fund; City Administrator Herlofsky added item 7n) Acknowledge Resignation Fire Department MOTION by Fogarty, second by Wilson to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) Introduce New Firefighters Fire Chief Tim Pietsch introduced Kaleb Bolton, Amanda Christensen, Brian Hanson, Doug Rowe, and Dan Strumberger. Dan Moulin was unable to attend. b) Acknowledge Retirement - Jerry Sauber Council recognized Jerry Sauber for 34 years of service to the Fire Department. c) Acknowledge Retirement - Bob Ellingsworth Council recognized Bob Ellingsworth for 16 years of service to the Fire Department. 6. CITIZEN COMMENTS Ms. Teresa Walters, the City's new Finance Director, was in attendance at the Council meeting. She will begin her new position on March 22,2010. 5 Council Minutes (Regular) March 15,2010 Page 2 7. CONSENT AGENDA MOTION by Fogarty, second by Wilson to approve the Consent Agenda as follows: a) Approved Council Minutes (3/1/10 Regular) (3/8/10 Workshop) b) Denied Metro Watershed Partners Funding - Natural Resources c) Approved School and Conference - Fire Department d) Received Information January 2010 Financial Report - Finance e) Acknowledged Resignation Liquor Operations - Human Resources t) Approved Appointment Recommendation Fire Department - Human Resources g) Approved Appointment Recommendation Fire Department - Human Resources h) Approved Appointment Recommendation Fire Department - Human Resources i) Approved Appointment Recommendation Fire Department - Human Resources j) Approved Appointment Recommendation Fire Department - Human Resources k) Set April 5, 2010, Public Hearing Walnut Street Reconstruction Plan Bonds- Engineering Adopted RESOLUTION R17-10 Authorizing Transfer of Funds from General Fund to Private Capital Projects Fund - Administration m) Approved Bills n) Acknowledged Resignation Fire Department - Human Resources APIF, MOTION CARRIED. 1) b) Metro Watershed Partners Funding -Natural Resources Councilmember Fogarty stated in light of events over the last couple years and the loss of$350,000 in market value homestead credit for the City she is less inclined to put any funds, effort, or staff time towards state mandates. The City does not get a dime from the state anymore since losing local government aid in 2003. Now we do not receive market value homestead credit. One of the biggest expenses a City has is City staff. When staff time is dedicated to state and federal mandates, to say it is irritating is an understatement. This is her first stand in saying no more. The City comes fIrst. Ifwe could pass a resolution that City staff time will be dedicated to City issues and projects fIrst, and if they have time left over they can address state and federal mandates, she would pass that resolution. She does not care if they get their gender equity report on time. She will be voting against this, not because she has any disrespect for staff, but because this is meeting a state mandate. In fact, this person's job is a lot of unfunded state mandates. MOTION by Wilson, second by Fogarty to deny the $2,000 expenditure to support the Metro Watershed Partners and the Minnesota Water Let's Keep it Clean campaign. Voting for: Larson, Donnelly, Fogarty, Wilson. Voting against: May. MOTION CARRIED. I) Adopt Resolution - Authorize Transfer of Funds from General Fund to Private Capital Projects Fund - Administration Councilmember May stated there was a variety of work, which she would like a defmition of, that was going to be paid out of the Private Capital Projects fund. Because there are no revenues to cover those costs, staff is asking to transfer funds from the General fund. She asked what variety of work, and if there was an indication that this particular fund did not have sufficient funds to cover those 6 Council Minutes (Regular) March 15,2010 Page 3 costs, why was that used in the :first place, and will we be able to get reimbursement for those costs back to the general fund. City Administrator Herlofsky noted this is also an audit issue and staff was directed last year to close this fund. This is due to some projects from last year were there were legal costs and contractor costs that were not reimbursed by the private developer. We are closing the account for auditing reasons, but will still be following up on some of these bills. Councilmember May asked what variety of work was done. City Administrator Herlofsky stated there were legal fees, fmishing work from contractors, engineering costs, etc. There were a number of small items that added up to $16,223.28. This occurred over the last few years. Councilmember May asked who will be responsible to make sure we are reimbursed. City Administrator Herlofsky stated it will be everyone's responsibility. Councilmember May asked if it would be the Engineering Department. City Engineer Schorzman stated it can be, because we control the letters of credit. There have been a lot of developers with outstanding bills. He has a stack on his desk that amount to more than this $16,000. We need to continue to work with the developers to collect it. The stance we have taken is that until all the engineering bills are paid, we will not release a letter of credit. It may come to the point where staff asks Council for approval to pull the letters of credit to cover the costs. Councilmember May asked if these costs are covered by letters of credit. Staff replied some are and some aren't. Ifthere are any bills included in this from Parkview Ponds, that letter of credit is gone. Councilmember May asked what this does to the budget ifwe are pulling this out of the general fund. City Administrator Herlofsky stated the reason you have a fund balance is to take care of these smaller items. This will not affect the 2010 budget, but it will reduce the fund balance by that amount. Mayor Larson asked how much of the $16,000 will be reimbursed by the end of the year. City Administrator Herlofsky replied 75% - 80%. City Engineer Schorzman stated once developments are foreclosed upon the banks tend to catch up the bills before they sell the property. Councilmember May asked if the City puts liens against the property because of this debt. City Engineer Schorzman replied no, because of the letters of credit. To put a lien on the property, the City would be last in line to receive anything. Councilmember Wilson noted this came up in last year's audit, and given staffhas been aware of this for at least a year, he would like to see the big picture and what the implications could be for the budget. He would like this report presented to Council at the AprilS, 2010, meeting. Ifwe can report back to the auditors with a plan, he would like to know what that was. City Administrator Herlofsky noted there was also a 1991 Annexation Fund we were trying to clean up. Councilmember Fogarty recalled we have been working on that ever since she has been here. Councilmember Donnelly asked if these were things already paid by the City or things we owe. City Administrator Herlofsky stated it has already been paid. We 7 Council Minutes (Regular) March 15,2010 Page 4 have pooled cash and this was borrowing from the other funds. Councilmember Donnelly asked if there were 15 occurrences, 10, or 2. City Administrator Herlofsky will provide Council with a list of items. Councilmember Fogarty was comfortable with approving this, but would like a detailed list adding up to $16,000, and to receive more explanation in the future. MOTION by Fogarty, second by May to adopt RESOLUTION R17-10 authorizing staff to transfer funds from the General Fund to the Private Capital Projects Fund. Voting for: Donnelly, Fogarty, May. Voting against: Larson, Wilson. MOTION CARRIED. 8. PUBLIC HEARINGS a) 2010 Seal Coat Project - Engineering City Engineer Schorzman presented a map showing the areas included in the seal coat project. The proposed assessments amount to $136.65 which represents 50% ofthe cost of the project according to City policy. At the neighborhood meeting, a resident asked about the Sunnyside area and if money had ever been collected from any of the participants in the project to help defray the cost of seal coating in that area. After reviewing the minutes, staff found Bonestroo did offer $12,500 to go towards the seal coat of that area. They are still committed to that. Staff proposes the $12,500 be used to defray the assessments for the seal coat in the Sunnyside area. That would bring the assessment for those people down to $60. MOTION by Wilson, second by Fogarty to open the public hearing. APIF, MOTION CARRIED. Mr. Pete Gerten, 707 Centennial Circle, stated he has been assessed in 2003, 2005,2006, and 2010 for his street. At the March 28,2006, meeting for the mill and overlay project, he brought to Council's attention his street was seal coated in 2003 and was supposed to be good for seven years. In 2007 it was ground off after paying for it in 2003. At that time, three out of five Councilmembers agreed that should be looked into and the residents should be credited for that. City Engineer Mann had noted all the seal coating was delayed in the Sunnyside area, but that was not true. They seal coated Centennial Circle, and delayed it on Heritage Way and Lower Heritage Way. People in Centennial Circle paid for seal coating in 2003. Mr. Gerten noted it is stated in the Council minutes. When it came time for the assessment, he called Finance Director Roland to see if they would be receiving credit and she sent him a copy of the minutes which clearly stated Council agreed to it. The letter also stated because Council did not take action on it, the residents will not get a credit. Mr. Gerten stated no one wanted the mill and overlay. The contractor did a terrible job. There was discussion about making the contractor fIX it or ask him for reimbursement for seal coating. City Engineer Schorzman stated the original contractor walked away from the mill and overlay project and the City had to hire another contractor to fmish it. That is what the retainage was used for and there was nothing left. The original contractor did not give the City anything to go towards any work in the future. 8 Council Minutes (Regular) March 15,2010 Page 5 Councilmember Fogarty understood the original contractor could not fmish the job as they were not a large enough company. Staff stated they walked away from the clean up work and punch list items. The original contractor completed the majority of the work on the project. Mr. Gerten stated the water shutoff at the end of his driveway is still under the blacktop. The workers could not fmd it. There is also one at the end ofthe circle. Mr. Gerten stated in other projects they do saw cuts, but this was not done and now they have cracks everywhere. He was not opposed to paying $130 for seal coating every seven years, but he has been assessed several times. It is not a seven year deal. Councilmember Wilson recalled there were three Councilmembers pushing to have the entire seal coat covered. The $12,500 was the most we could receive. Councilmember Fogarty did remember the conversation about the area being seal coated previously. She recalled Council discussing that should come off their assessment. She thought that happened. She wanted staff to research whether or not the credit actually happened as that will affect her decision. City Engineer Schorzman stated there was another meeting where the Mayor at that time did indicate that was done. Staffwill verify if the 2003 seal coat assessment amount was taken off the 2006 assessment. Councilmember Fogarty stated if it was not reduced then, the residents should receive credit now. Mr. Gerten stated there are seven houses in Centennial Circle. Mr. Jacob Fick, 18966 Excalibur Trail, stated he lives in Nelsen Hills 7th Addition. He recalled his development had a seal coat done with the pea rock method three or four years ago. This is a seven-year seal coat cycle and we are now using a different product. Is the seal coat necessary in three to four years? Mr. Gerten stated he has lived there since 2003 and his street was seal coated three years after he moved in. He understood the developer paid for it at that time. City Engineer Schorzman stated 2004 was when the City moved away from using pea rock and started using the chips we use now. If it was done with pea rock, it was done before 2004. Mr. Fick felt the streets are not yet in a condition that would require a seal coat. City Engineer Schorzman stated if you let it go until you see it needs to be done, it is too late. Mr. Fick stated the seal coat just protects the wear course. City Engineer Schorzman stated it would have been done in 2003 because of when we changed the product and that would line up with our seven year cycle. Mr. Fick noted it is 50% funding by residents and thought it was 35% resident funding. City Engineer Schorzman stated that was on the Walnut Street project. The City's policy on reconstruction projects is residents are assessed 35%. The seal coat policy is 50%. Mr. Fick asked if this goes along with the funding in this year's budget where fees from gas and electric franchises are under consideration 9 --- ---- - - -- - ---- - - ---- -- --- - - -- -- ---- - - - - - ----- -- ------ -- -- --- -- Council Minutes (Regular) March 15,2010 Page 6 as a source of future funding for annual seal coating programs. These fees will provide a stable, continuous source of revenue to support rehabilitation. Mayor Larson stated Council is looking at that. Councilmember Fogarty explained the 50/50 fund will be depleted and we are looking for a more consistent stream of revenue. Mr. Fick stated the 429 law says the City can only assess for the benefrt to the property. He found it hard to say his house would be worth $136 more because of seal coating the street. Staff has been told by appraisers that it meets the guidelines and it is not only an increase in value, but often it is not a decrease in value. Mr. Daniel Kuykendall, 1219 Sunnyside Drive, asked how staff determines which houses are assessed. City Engineer Schorzman stated each home is assessed as one unit. For large properties, such as churches, staff takes the area of the property and divides it by 10,000 which is a standard residentiallot. Mr. Kuykendall asked if Sunnyside will be seal coated. He did not see it on the list and he received a letter that his property will be affected. Staff stated ifhis address is on Sunnyside, that is the road that applies to him. Staff will get back to him to determine if this was an omission on the list. Councilmember Wilson asked when notices are sent, do we give residents an explanation about why it is a seven-year cycle, what the benefits are, etc. We have had a number of questions which could easily be answered in an informational piece on why we do what we do, how we have development, the assessment policy, how it has changed, give residents an idea of how it might change in the future, or do we just say your street will be assessed if you want to talk about it we have a public meeting or you can come to the Council meeting. City Engineer Schorzman stated we do it through a public meeting, we do not send out a flyer with the notice. Councilmember Wilson felt implementing a flyer even for this year would help. MOTION by Fogarty, second by Wilson to close the public hearing. APIF, MOTION CARRIED. Councilmember Fogarty spoke regarding the Sunnyside issue. She has been here through all of it, and she agreed we fought for that money to buy down the assessments for this year. She would take it a step further because it was a very contentious situation, if they were not credited off the assessment for the people who paid the 2003 seal coat, she feels the people who paid the 2003 seal coat should be completely exempt. This would amount to seven homes. The Council at that time gave the people the impression they would receive a credit of some sort and she thought it would be off the original assessment towards seal coating. Anyone who was assessed in that area in 2003 and did not receive a credit on their assessment in 2006 should not have to pay an assessment this year. It is an unusual situation and an isolated incident. That was a tough situation to work through and she would like to see a positive end to it. 10 .- ---- ---- -- -- - - -- - - ---- ---- ---- Council Minutes (Regular) March 15,2010 Page 7 City Engineer Schorzman asked if the consensus of the Council is to go that direction, what he heard was to credit the entire amount they were assessed in 2003. The question is do you want to do that or pro-rate it for the life they did get out of it before it was tom up. Councilmember Fogarty would want the full assessment. Mayor Larson felt it was fair to pro-rate it. Councilmember Wilson agreed with Councilmember Fogarty. He recalled the Finance Director saying that money was credited and he was not sure if it shows up when a resident's property taxes are assessed and a portion taken off of the City portion of the assessment sent into Dakota County or how it works. You have to communicate to Dakota County how much each resident will be paying and if $70 was deducted. He would want to look into that, but does agree with Councilmember Fogarty. Councilmember Donnelly stated he was not here at the time, so he would like a summary of what and how much and then take action. What Council said at that time is what should be done. We have to figure out the right thing and what should be done. City Engineer Schorzman stated staffwill try to find the answers. He reminded Council they are not setting an assessment tonight; that will happen in the fall. Between now and then we will figure out what happened if we can. Councilmember May felt we should assess with the Bonestroo credit for those properties and then work on determining if additional credit for those properties should be honored. If it is something previous Council did agree on, she would be willing to honor it. She asked if this has happened to any other areas where they paid for a seal coat. Staff replied yes. Councilmember May noted that is the dilemma. Staff noted that was the point of the discussion at the workshop when we talked about having a ten year CIP versus a five year plan. Councilmember May noted there is a healthy credit from Bonestroo that greatly reduces that, but we have to look at all the residents. We are doing what we can going forward to make sure there is better planning and it does not happen again. Regarding the franchise fee it will be an even cost for all residents. Along with better planning we are trying to create a better sense of fairness for the cost for everyone. Mayor Larson noted ifwe do go with the franchise, there will be upset people who paid their assessment the year before and now they will be starting that seven year cycle payment. MOTION by Fogarty, second by Wilson to adopt RESOLUTION Rt8-tO ordering the 2010 Seal Coat project, approving the plans and specifications, and authorizing the City to complete these improvements as part of the Joint Powers Agreement with Burnsville. Mr. Jacob Fick asked if staff can provide the plans as to when the seal coat was done. He still felt it was not time for their street to be seal coated. There should be plans from 2003 as to which streets were included. Staffwill review the records and the assessment roll. APIF, MOTION CARRIED. 11 Council Minutes (Regular) March 15,2010 Page 8 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) 2009 Annual Report - Municipal Services Municipal Services Director Reiten presented the 2009 Municipal Services Annual Report. The streets department is responsible for 82 miles of streets and 92 cul-de-sacs. The City is divided into 12 zones for snow plowing. In 2009 there were 31 snow events and 980 tons of salt was applied to City streets. The Sewer Division maintains 83 miles of sewer line and five lift stations. The City has two water towers and eight wells. In 2009 we pumped 772,355,000 gallons of water. The Fleet Division provides maintenance and repair for 87 vehicles, 44 pieces of equipment, and ten trailers. The Storm Water division cleaned 95 catch basins and resolved a 25 year problem on Hickory and 8th Street. The Solid Waste division provides garbage collection for 6900 accounts. The City has converted to single sort recycling. Staff reminded residents it is free to take electronics, etc. to the Recycle Zone in Eagan. The City also partnered with Dakota County to offer a free household hazardous waste drop-off day. Municipal Services Director Reiten thanked the employees for the great jo b they did last year. Councilmember Wilson complimented staff for their hard work throughout the year. Councilmember Fogarty stated these employees are the unsung heroes. She received a ton of compliments this year on snow removal. b) Approve Authorizing Staff to Complete Soil Borings for Second Ice Sheet - Parks and Recreation The purpose of this item would be to start moving forward with the fIrst step in the process for a second ice sheet next to the current ice arena. In 2007 a preliminary site analysis was done to determine if a second sheet of ice was feasible on the site. At that time the flood plain map showed almost the entire site was within the 100 year flood plain. Since then the flood plain maps have been revised and now most ifnot all of the site, is out ofthe 100 year flood plain. Staff would like to work with American Engineering Testing, Inc. to do soil borings on the site. The results of what is underground will be brought back to Council. If the borings are favorable, then a request will be made to do a feasibility report. The feasibility report would include looking at a storm water management plan for the site, a site plan showing how the building could layout, conceptual building footprint showing the ice surface along with other amenities, the cost estimate to construct a second sheet of ice and how the parking lot would be configured. The cost for the soil borings would not exceed $7,500. This cost will come from the arena budget. Councilmember Wilson asked staff to explain what a soil boring is and why it would be valuable. Parks and Recreation Director Distad stated random borings will be taken to determine the kind of soil underneath. If the soil is not suitable 12 Council Minutes (Regular) March 15,2010 Page 9 then there would be a cost to remove the bad soil and bring in good soil. The benefIt is we will know there will be that cost upfront. City Engineer Schorzman stated residents will see a drill rig set up and they drill down 25-30 ft in the area of a future building to avoid surprises. Councilmember Fogarty asked about the number of borings that will be done. There will be 3-6 borings done. Staff is not sure what they will fmd. At one time the area was either filled or it was a river bank that was graded flat. City Engineer Schorzman stated if the initial borings look good, more borings would be done before a building is built to determine if it is worth moving forward. Councilmember May had no idea why we are considering this. We are still trying to figure out how we are going to pay for the repairs at the current building. This is so preliminary, it is way off the map for right now. Why we would want to spend even $750, she does not understand why when this was a discussion only piece which came up during a discussion with the task force that this could be a potential site. The cost of the boring will be paid from the arena budget, but was it written into the arena budget? Parks and Recreation Director Distad replied it was not identified as a budgeted item in 2010, but since it will be adjacent to the ice arena and involves a second sheet ofice, from an accounting standpoint it should be charged back to the arena budget. City Administrator Herlofsky stated there is no budgeted amount for it. This project is coming from the direction of the Council to look at how suitable the site is next to the existing arena. It is staff's attempt to resolve that once and for all so we can either proceed to plan for the future or decide this is not a reasonable alternative. Councilmember May stated given the economy even planning for something like this and have the residents pay for it is so far off the map, we haven't even discussed fmancing for the repairs at the current arena. Who knows if the rules with the river will change before we are able to move forward. Councilmember Donnelly stated it is a data point we have to have to move forward. At some point it has to be done. The only way to know if the site is suitable is to do the borings. Without the data it is hard to make a decision. In the future we will decide how to proceed with the ice. He would like to know if it is a viable site. Councilmember May stated she would too, but we do not have the money. MOTION by Fogarty, second by Donnelly to authorize staff to work with American Engineering Testing, Inc. to complete soil borings on City property immediately to the east of the Schmitz-Maki Arena. Voting for: Larson, Donnelly, Fogarty. Voting against: May, Wilson. MOTION CARRIED. 11. UNFINISHED BUSINESS a) Community Survey Update - Parks and Recreation On March 22,2010, there will be a Council Workshop to discuss the community survey and whether it should include referendum questions. The Parks and Recreation Commission has developed survey questions for Council's review at the workshop. 13 Council Minutes (Regular) March 15, 2010 Page 10 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Donnelly: Wished everyone a Happy St. Patrick's Day on Wednesday. Councilmember Wilson: Thanked everyone who attended and volunteered at the Warrior to Citizen spaghetti fundraiser dinner. Councilmember Fogarty: Wished everyone a Happy St. Patrick's Day. Parks and Recreation Director Distad: He asked if Council would like to have the Parks and Recreation Commission members at the March 22, workshop to participate in the discussion. Councilmember Fogarty wanted their input. Mayor Larson: We have 307 people signed up for NixIe. He encouraged more to sign up to receive community notices. He encouraged everyone to support Farmington businesses. There are good St. Patrick's Day sales at the liquor store. 14. ADJOURN MOTION by Fogarty, second by Wilson to adjourn at 8:26 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 14 City Council! Parks and Recreation Commission Workshop March 22, 2010 Mayor Larson called the workshop to order at 7:06 p.m. City Council Present: Larson, Donnelly, Fogarty, May, Wilson Parks and Recreation Commission Present: Dave McMillen, Michael Haley, Dawn Johnson, Karen Neal Absent: Charlie Weber Also Present: Peter Herlofsky, City Administrator; Randy Distad, Parks and Recreation Director; Cynthia Muller, Executive Assistant MOTION by Wilson, second by Fogarty to approve the agenda. APIF, MOTION CARRIED. The purpose of the workshop was to discuss doing a Community Survey on parks and recreation issues and whether or not it should include questions about a general obligation bond referendum in 2010. Parks and Recreation Director Distad stated two questions need to be answered: What is the purpose of the community survey? Should a community survey be completed in 201 O? Staff presented a draft questionnaire developed by the Parks and Recreation Commission. This was based on a survey from Apple Valley. Councilmember Wilson asked how will the strategic plan for park and rec activities be hindered if the community survey does not occur? Will there be things we will not be able to do without an updated survey? Staff replied it is not hindered. The comprehensive plan prepared in 2008 identifies priorities and policy we want to accomplish as part of the 2030 comprehensive plan. Some of the items are bigger ticket items such as developing Rambling River Park, complete a youth complex in Fairhil~ and address our aging recreation facilities such as the ice arena, which we are currently addressing. The outdoor pool still needs to be addressed. It is 40 years old. Councilmember Wilson asked with the Fairhill development, have we received payment for parkland dedication. Staff stated the 40 acres has been deeded to the City, so we own the land. The park dedication was all land; there will be no cash in lieu. The roads will be paid for by the developer. The southern road is 19Sth Street, which is in. Deerbrooke Path would be the road that would come from 19Sth Street and go north through the development where the community park is located. The road is constructed when development occurs. Councilmember May understood we should let the voters decide, but she also felt that she represents the residents. She feels strongly that this referendum should go out in 2012, not 2010. We are talking about spending $14,000 on a survey. She does not think the referendum will pass. She was struggling with going to the taxpayers and asking for a tax increase. Regarding the park in Fairhill, is that the only place this community center could go? Parks and Recreation Director Distad explained a master plan was done with various parks organizations. Based on 15 Council Workshop Minutes Page 2 March 22, 2010 input received, the consultant developed a plan that includes five baseball fields, and sets aside land for a community center. In the meantime it will be soccer and LaCrosse fields where the community center was identified. CounciImember May confirmed the plan is set, it is just a matter of when the financing will start. Staff explained this area gives us the space we need. This complex would not fit in a neighborhood park. It covers 42 acres. Councilmember May asked how much a referendum costs. City Administrator Herlofsky explained it is part of the general election. Councilmember May asked the Parks and Recreation Commission members how the economic climate enters into the discussion. Member McMillen explained the purpose of the survey is to fmd out what the residents want to do. If the residents do not support a referendum, then so be it. They had a chance to speak. We need to fmd that out. Parks and Recreation is an important factor to keeping people in Farmington and we need to keep the facilities up to date and in good repair. Member Haley stated he studied other cities that have done the survey versus those that did not and the ones that did not do a survey, the referendum failed. All of those that did a survey, the referendum passed. CounciImember May stated ifwe do a referendum she wants it to pass. She had strong feelings about the economic climate right now. Ifwe could spend concerted efforts over the next couple years getting more in touch with the sports association and get them on board before a survey would go out, and maybe that is already being done. City Administrator Herlofsky asked if the surveys from other cities asked about a referendum or did it ask people what their wants and needs are so the referendum question was clearly defmed to meet the needs of the community. One advantage offmding out what a community wants and needs and then determining what the development would be, you would have a better chance of succeeding if you knew what they want. Member Neal stated the survey in 2005 received many more responses than expected with very favorable comments. Things have changed since 2005, so that is why we want to ask again. Apple Valley broke down questions as to the amount residents are willing to pay for a new poo~ etc. The survey could also be a checklist for the Parks and Recreation Department to determine if they are providing the recreation we need. She wants to give the residents an opportunity to say yes or no. Councilmember May asked what does $3/month more in taxes get me? Councilmember Wilson stated it might get you what you answered in a previous question. In the last survey they asked how much are you willing to pay and what do you want for the money? Member McMillen stated we would prioritize what $3 will get us and put that on a referendum. Councilmember Fogarty noted the next question states residents would be asked to approve $12.5 million. Her concern with that is that it sounds like we are doing the survey after we have already decided what we will do. She wants to know from the residents. Parks and Recreation Director Distad noted we are not working with Decision Resources, who did the Apple Valley survey. The company we have will have their own questions they will use as a template. Councilmember Fogarty stated because of the zip code issue, the survey will include people not living in Farmington. The first few questions deal with living outside the City boundaries. She 16 Council Workshop Minutes Page 3 March 22, 2010 represents the City of Farmington, and wants to hear from the residents who will pay this tax, not those outside the City boundaries. Staff stated the frrst three questions are trying to determine where the resident is. Because of geo-coding they can tell where it is. To not send the survey to outside people we would have to cross check every address. Councilmember Donnelly stated we want to fmd out what they are happy with and what their priorities are. The $12.5 million will not be put on the survey. Councilmember Fogarty wanted staff to make the company send this to only residents within the City proper. Councilmember Donnelly stated the economic climate may be worse in two years. We are trying to get a sense from this survey and we would at least be able to prioritize for the future. He sees it as an investment and was okay with doing the survey. There are nice complexes in neighboring cities and it is a big plus for them. Their residents said yes. We are lacking that. It brings a lot of people to town. Mayor Larson wanted to make sure the Commission is 100% prepared to bring a referendum this year; all the homework is done, they know everything they need to know for this referendum to pass. If it fails, it is done for years. Councilmember Fogarty understood the Commission has talked to every athletic association and they are supportive of the referendum as well. Mayor Larson liked question 26 asking how much are you willing to spend. Member Johnson stated even if we don't go forward with the referendum, she felt they need to come back as a group to figure out how they will handle the shortfall with all the items identified in the 2030 comprehensive plan. Councilmember Fogarty noted Councilmember Wilson wanted this workshop to discuss if the survey comes back positive, is there Council support for a referendum this fall. If there isn't Council support for a referendum, then this is a waste. Member Neal agreed, especially if we are going to go through this survey and Council says no, when the taxpayers are saying yes. Councilmember Wilson stated when the survey was done a couple years ago; Council missed an opportunity to do a referendum at that time. The economy is cyclical and this is not a good time. He has an uncomfortable feeling presenting this to the voters. He noted City Administrator Herlofsky made an observation that the opinion of a resident with regard to a referendum is a shorter time period than what the opinion of some of the other questions might be on the survey. Parks and Recreation Director Distad stated the consultant has said that a needs assessment without referendum questions would have a two year shelf life. For a referendum it is one year. Councilmember Wilson stated personally he would vote for a referendum and spend $14,000 to do the survey, but when we did the survey last time we should have gone out for a referendum. As far as the complex at 160th Street and Pilot Knob Road, the residents of Apple Valley are paying for that. He worried about the long term negativity ofputting a referendum out there that does not pass. He wanted to make sure everything is in order before putting it out there. The 2030 comprehensive plan does not plan for a recession; it doesn't forecast bankruptcies and housing shortfalls, etc. Ifwe spend the $14,000 then in 2012 when the economy is better, people might agree with having recreational facilities. He was concerned if we put the referendum out there and we have a no vote, you will pay a longer term price than waiting for a better time to do it. 17 Council Workshop Minutes Page 4 March 22, 2010 Councilmember Donnelly stated if the survey says no to the referendum, then we will not put the referendum out there. Councilmember Wilson stated we are spending $14,000 more that could have been spent on improving something. He agreed with doing the survey prior to a referendum, but the timing is not right. Member Johnson asked ifwe didn't do a referendum, what would be our option to manage the shortfall. Councilmember Wilson stated ifwe have a referendum and it fails what would we do then? Councilmember May stated Council and residents need to get on board with getting out of this bond frenzy where we bond for everything. We have to start setting money aside for maintenance things. That is more the direction we have to lean towards; levies to plan repairs not only for streets, but also for parks. As much as she would like all the bells and whistles, we need to be proud of what we have and take care of what we have in this economic climate. As much as people don't know what it will look like in 2012, she knows what it looks like today. She receives calls from residents and has to make her decisions based on what she knows. She sees it everyday in her work and is hearing it from the residents that call her. She wants to protect $14,000 as much as $7,500 for soil borings. We need to make good hard decisions with every penny we have because 2011 will be a bear of a budget. She gets livid when people compare us to other communities, because we can't. Farmington is a victim oftiming. The bulk of our growth came at the height of the market with $500,000 homes. We got cut offat the knees. Ifwe had a few more rooftops, things would be different. We have to be proud of what we have and take care of what we have. The Downtown Business Association is a great example of trying to make use of what we have and work together to create enthusiasm. Member Neal stated even though it is not fair to compare us to other cities, we do get compared. What the difference is when growth happens, they will go to Apple Valley who has the baseball complex, and a new water park. Why can't we give them something? Councilmember May stated we have a smaller pool of people to pay for it. Ifthe pocket book is empty, the pocket book is empty. She did not understand why we think we can take another dollar over and over. It is not there. Councilmember Fogarty stated we are not talking about doing G.O. bonding without a vote. We are talking about giving residents an opportunity to vote. She was here when we had the most number of homes ever in Farmington and had a Council tell her now is not the time. She has heard now is not the time for eight years. It has gotten worse and not better. It is never going to be the right time. If2004 was not the right time, she doesn't know when it was. She noted it was interesting to hear Councilmember Wilson say we missed an opportunity, because he was one of the people that did not support going to a referendum. It was she and Mayor Soderberg that wanted to give it to the voters. She was also frustrated. In 2005 we heard clearly from the voters that they did want something and Council decided not to do anything. She lives in the world of athletics and indoor and outdoor sports. She hears everyday we need more for our youth and I am willing to pay for it. A survey will give us a better look at the community as a whole. She wants to send the survey out. Ifthe residents are interested in a referendum, it will have her support. . Councilmember Donnelly stated this gives us a way to find out. The $14,000 is not going to give anyone a tax break ifwe do not do the survey. Staff stated the money comes from the park improvement fund which is comprised of development dollars. Councilmember Donnelly stated 18 Council Workshop Minutes Page 5 March 22, 2010 this body needs to decide if it is a good use of the money. The Commission thinks it is a good use of the money. If the survey says there is no interest, then that is easy. It is tough times, but people still buy homes, cars, groceries, etc. All we are asking is for the residents to tell us what they think. If they want a referendum, he would be supportive of that because that is what they want. Councilmember Fogarty noted the maintenance of items we have still needs to be done. That is a separate issue. Councilmember Wilson stated ifwe go out for a referendum and it is shot down 60/40, then we are stuck. We have not solved the problem. You cannot have a no vote and come back shortly after and expect different results. Councilmember Fogarty was not asking for different results; she was asking for the residents to decide for themselves. We still have to come up with a long term plan for maintenance regardless of passage. Even if the referendum passes, it will not solve the issue of maintenance. Councilmember Wilson understood we cannot solve the kind ofproblems we are talking about without a referendum. You will have to have voter approval to build the youth ball fields, additionalland, etc. If you pick the wrong time to put it out there and they vote no and we still have the needs out there, we cannot increase fees $100/month. Councilmember Fogarty stated then we don't meet those needs. Member McMillen stated then we keep things looking nice. Mayor Larson noted now would be a good time to go for a referendum because building is cheap. Parks and Recreation Director Distad stated if we do a referendum there will be a lag time for design and construction. Ifa referendum is approved in 2010,2011 would be dedicated to design with construction starting in the fall of2011; 2012 would be continued construction, growing grass, etc. with facilities ready to be used in 2013. The other part is when you build these facilities, there is an additional cost to maintain them and that would be increased taxes to cover those increased costs. We have not only the cost to build the facilities, but also operating and maintenance. Councilmember Fogarty stated we have to come up with a long term revenue source to take care of what we have. Mayor Larson would like to see what the residents have to say on the survey. Councilmember Fogarty had some comments on questions she would like changed. Ifwe want this for a fall referendum, we should approve this at the next Council meeting. She would like to see a draft and send comments to the City Administrator and the Parks and Recreation Commission Chair so it comes to Council in a form they can approve at the April 5, 2010, meeting. Parks and Recreation Director Distad noted the company will have a template of questions used in other communities that talk about a referendum. We need to have the agreement in place first, and then they will provide the template of questions and we can choose which questions we want. The comments are sent back to the company and they will revise the draft and send it back for approval. Staffhas allowed a month to review the questions before it is sent out. Ifwe approve hiring the firm at the April 5, meeting we would have a month to get the survey questions done and approved. The survey results would be presented at the first meeting in July. Councilmember Wilson asked that residents prioritize their needs in the survey. Staff stated the proposal is for 22-28 questions. The survey is mailed out to a random sample of residents and if a response is not received, then they call. Councilmember Wilson asked ifwe could save 19 Council Workshop Minutes Page 6 March 22, 2010 $10,000 and do it in-house. It may not be perfect, but couldn't we get some insight and save $10,000. The Parks budget is less than $150,000 and there are things he would like to do. Parks and Recreation Director Distad stated we would run the risk of not having a statistically valid survey oftheir wants and needs. We do not have the staff to send out all the surveys and tabulate them. The survey will provide good direction for the Commission and the Parks and Recreation Department as to where to use the money. The City Attorney has stated the written notice of a referendum has to be provided to the County Auditor 53 days prior to the election. The notice has to include the date of the election, the office to be voted on and the title language of the question to be voted on. We would have to have a decision no later than September 10,2010. With an August Primary we need to submit a notice of election by August 27,2010. The City Attorney suggests Council give clear direction by mid-August. City Administrator Herlofsky stated any preparation needs to be backed off that August date. Councilmember Fogarty felt August 2,2010, should be the goal date. Staffwill bring back the agreement to do the survey. From there staffwill work on a draft survey for the Parks and Recreation Commission and Council to review. The survey questions would be approved at the fIrst meeting in May so the survey can be sent out before school is out. MOTION by Fogarty, second by Wilson to adjourn at 8:18 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 20 7b City of Farmington 430 Third Street }'armington, Minnesota 651.280.6800. Fax 651.280.6899 ww'w:d. fiLrmingttm_n11l.L1"~ TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Dakota Future Google Application DATE: April 5, 2010 INTRODUCTION Dakota Future is preparing an application in response to the Request for Information from Google, Inc. for the development of a Google Gb Fiber Network in Dakota County. DISCUSSION The Dakota County Board considered the attached resolution at their March 16, 2010, meeting. Dakota Future is asking cities to pass a similar resolution in support of the application. BUDGET IMPACT Ten Dakota County cities and the Dakota County Community Development Agency are providing monetary support for the development of an application to host a Google Network by Dakota Future. ACTION REOUESTED Adopt the attached resolution supporting the Dakota Future Google application. Respectfully submitted, Peter J. Herlofsky, Jr. City Administrator Cmuller/Herlofsky/Council memoslGoogle 4-5-10 21 RESOLUTION NO. R_-IO SUPPORTING THE DAKOTA FUTURE GOOGLE APPLICATION Pursuant to due call and notice thereof: a regular meeting of the City Council ofthe City of Farmington, Minnesota, was held in the Council Chambers of said City on the 5th day of April 2010 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, Google, Inc. announced it is planning to fund, build, and test experimental ultra high-speed broadband networks in a small number of trial locations across the United States and has requested responses to a Request for Information from communities interested in hosting such a network by March 26, 2010; and WHEREAS, the Google Gb Fiber Network would provide connectivity that produces 10 to 100 times faster downloads and upload speeds that are 20 to 100 times faster than current service offerings, further enhancing recognition of Dakota County as a world-class home for businesses and residents requiring ultra high-speed broadband networks; and WHEREAS, the installation of the Google Network in Dakota County would enhance the ability to attract high technology investment by frrms seeking a place to develop and test innovative new applications; and WHEREAS, the Google Network will enable the delivery of education, health care, and public services more efficiently; and WHEREAS, the Google Network could be a private investment in the County of up to $300 million; and WHEREAS, Dakota Future is a strategic link between business, education, and government in Dakota County with the goal of achieving recognition for Dakota County as world-class home for businesses and residents to prosper in an economy built on high-speed connectivity of information; and WHEREAS, working through Dakota Future, Dakota County has been recognized among the "Smart 21 Intelligent Communities" in the world and desires to build on this reputation; and WHEREAS, Dakota Future is preparing an application in response to the Request for Information (RFI) from Google, Inc. for the development of a Google Gb Fiber Network in Dakota County; and WHEREAS, 10 Dakota County cities and the Dakota County Community Development Agency are providing monetary support for the development of an application to host a Google Network by Dakota Future. 22 NOW, THEREFORE, BE IT RESOLVED, that the City of Farmington supports the application of Dakota Future to host a Google Gb Fiber Network in Dakota County; and BE IT FURTHER RESOLVED, that the City of Farmington applauds the collaboration of government, business, and education in the development of the response to the request for information. This resolution adopted by recorded vote of the Farmington City Council in open session on the 5th day of April 2010. Mayor Attested to the day of 2010. City Administrator SEAL 23 7<:?- City of Farmington 430 Third Street h.rmington, Minnesota 651.280.6800. Fax 651.280.6899 WW\\".ci .tanningtll11. mll.Lt... TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: School and Conference DATE: April 5, 2010 INTRODUCTION / DISCUSSION The City and County Managers Spring Conference has been scheduled for May 5-7,2010, at the Grand View Lodge in Nisswa. This is a program sponsored by the Minnesota City/County Management Association. Topics for this conference are Effective Networking and Mentoring, Management Issues, and Trust. Attached is the flyer for the conference. BUDGET IMPACT The cost for the program is as follows: Mileage is approximately 350 miles round trip which is approximately: $ 200 Overnight accommodations including meals is approximately: $ 250 Registration: $ 199 Cost will be approximately: $ 649 ACTION REOUESTED Authorize attendance for the City Administrator. Respectfully submitted, Peter J. Herlofsky, Jr. City Administrator Cmuller/Herlofsky/Council Memos/School and Conference 4-5-10 24 7d City of Farmington 430 Third Street farmington, Minnesota 651.280.6800. Fax 651.280.6899 ww'w.ci .filn'ningttm.nm.Ll"~ TO: Mayor and Councilmember's City Administrator FROM: Brian Lindquist Police Chief SUBJECT: School and Conference Police Investigations DATE: AprilS, 2010 INTRODUCTION / DISCUSSION Detective Dirks was accepted and will attend the National Forensic Science Technology Center's (NFSTC) "Essentials of Crime Scene Investigation" training held on April 26-28, 2010 in Largo, FL. Detective Dirks was chosen from a large list of applicants to receive this free training. The training will cover the latest and most advanced techniques in the crime scene processing and investigations. This course will cover everything from collecting biological, trace, latent prints, toolmarks, and footwear/tire tracks. Crime scene photography which is a very important part of crime scene investigations will also be taught. This course will cover 40 hours of instruction; 16 hours of prerequisite online training then 24 hours of hands-on instructor led activities conducted at the NFSTC in Largo, FL. BUDGET IMPACT The cost for attending this training will be very minimal as the NFSTC will pay for all air travel, transportation to and from airport, lodging and most meals. NFSTC is a not-for-profIt corporation which receives its funding from the National Institute of Justice and other federal agencies. The miscellaneous funding will come out of the 2010 investigation budget. ACTION REOUESTED Information only. Respectfully submitted, ...,."" #/ t""~,,:. , .... ,.jI(: . /L-~;;.. "--i ...-;!f:rt<~ . L..e1.-l' ~v I t-p-'JIl Brian Lindquist Chief of Police 25 nfstc~ Essentials of Crime Scene Investigation Announcement Nil Cooperative Agreement Award #2ooB-DN-BX-K2o:J. ~liQt.a:llOml."j( Sriffitt'Te.;hll)~K~ Cmtl"f ~l:Jr.'C[ Sl;I-l\'I,'I;') JtI~'llt't: 7881 114th Avenue North Largo, FL 33773 ph (727) 549-6067 fx (727) 549-6070 www.nfstc.org Essentials of Crime Scene Investigation Training Program Additional Training Sessions Offered to Selected Applicants In partnership with the National Institute of Justice (NU), the National Forensic Science Technolol!V Center (NFSTC) is pleased to announce that Essentials of Crime Scene Investigation training will be provided at no-cost to eligible applicants under Cooperative Agreement Award (#2008-DN-BX-K201). This training program is designed to introduce law enforcement personnel to the fundamental principles of crime scene investigation, including techniques used to recover a variety of high value items of evidence. The 40 hour course includes 16 hours of prerequisite online theoretical course work and 24 hours of hands-on instructor led practical activities conducted at the NFSTC, which is located in Largo, Fl. Participants will be required to complete online course work, assignments, and assessments prior to attending the onsite practical instruction. Who should attend? · Newly-assigned crime scene investigators · CSI examiners with less than 3 years of crime scene investigation experience who have not attended a formal crime scene training course · Law enforcement first responders Applications are being accepted for the fol/owing training sessions: Session Off-site Online Prerequisite Course Work On-site Practical Instruction (Largo, FL) and Assessment Completion 1 Opens: 4/7/10 Closes: 4/16/10 April 21-23, 2010 (W, Th, F) 2 Opens: 4/7/10 Closes: 4/16/10 April 26-28, 2010 (M,T,W) 3 Opens: 5/5/10 Closes: 5/14/10 May 19-21, 2010 (W, Th, F) 4 Opens: 5/5/10 Closes: 5/14/10 May 24-26, 2010 (M, T, W) 1 26 Curriculum The curriculum focuses on the knowledge, skills and techniques required to recognize, document, collect, preserve and transmit a variety of physical evidence for analysis according to guidelines recommended by the Technical Working Group on Crime Scene Investigation (TWGCSI). Essentials of Crime Scene Investigation Training Il1tr~dl.u:~font!)C,.Jme $l:e~ell1vestlga~lpn 1 Course Overview 2 Physical Evidence 3 Crime Scenes 4 Biological Evidence Collection 5 Trace Evidence Collection 6 Latent Print Evidence Collection 7 Footwear/Tire Track Evidence Collection 8 Tool and Toolmark Evidence Collection 9 Firearm Evidence Collection IntroduttlontoCrlme $c:ene Photography 1 Course Overview 2 Camera Equipment Overview 3 Camera Settings and Lighting 4 Crime Scene Photography - Photo Types and Pattern Impression Photos 5 Legal Considerations Eligibility Requirements To be eligible for participation in this training program, applicants must: · Work for a U.S. publicly funded State, local or tribal agency as a professional practitioner in law enforcement (Note: Federal employees and contractors are not eligible to receive training under this grant) · Be actively involved in crime scene investigation · Possess a reasonable level of skill in English, arithmetic, and computer keyboarding · Have access to the following resources at home or agency for the duration of the Essentials of Crime Scene Investigation Training Program: Computer with Internet access and Flash player (Version 9.0 or higher) and Adobe Acrobat Reader Printer (optional) A limited number of digital cameras will be available for use during on-site participation. (Note: Trainees are strongly encouraged to bring an agency camera and tripod to onslte training sessions.) II an agency camera Is not allallable, personal cameras are acceptable. 2 27 Applicant selection will be made based upon meeting eligibility requirements, seat availability for training, and supervisory approval. Upon arrival for the onsite training at the NFSTC, trainees must submit the Pre-work Verification Document (signed by the trainee's supervisor) verifying that the trainee has completed the prerequisite online theoretical course work. Trainees who do not submit this signed verification document may not receille a Certificate of Completion for the Essentials of Crime Scene Investigation course. Application Process Applications will be accepted through Sunday, March 7, 2010, 11:59 PM EST. Complete and submit application online by following the steps listed below: 1. Navigate to the NFSTC Event Portal (httlJ://www.nfstc.on~/meetings) 2. If this is the first time using the NFSTC Event Portal, click on the Create New Account link and complete requested information to establish a user account. · Existing users login to the NFSTC Event Portal using assigned Username and Password 3. Locate the Essentials of Crime Scene Investigation Training Application event listed under Event Name and click on the Register button. 4. Enter "ECSI" (case sensitive) in the Enter Your Invitation Code field. 5. Complete the Application for Essentials of Crime Scene Investigation Training Program in its entirety. · Only fully completed applications will be eligible for selection consideration 6. Click on the Submit button to complete the application process. · Application information may be edited at any time up to March 7, 2010, 1.1.:59 PM EST by logging into the NFSTC Event Portal and clicking on the Edit My Details link displayed next to the Essentials of Crime Scene Investigation Training Application event. Questions related to the application process should be directed to: Jennifer Claiborne National Forensic Science Technology Center Training Program Support Associate Jen nifer.CI aiborne@nfstc.org 727-549-6067, Ext: 155 Expenses Training program participants will be provided travel, lodging, per diem and transportation to/from hotel and NFSTC training facility with the following requirements/restrictions: · Training participants who live within 50 miles of the NFSTC training facility are not eligible for lodging accommodation reimbursementj roundtrip daily mileage from home to the NFSTC will be reimbursed. · Travel mileage reimbursement for driving a personal vehicle In lieu of flying must be preapproved by the NFSTC program manager (via email).Reimbursement will be based upon actual mileage and will not exceed the cost of a corresponding round trip flight itinerary obtained through the Carlson-Wagon lit travel agency. Meal per diem is also based on the flight itinerary relative to the applicable travel days. o Travel related costs (gas, tolls, in town travel, etc.) are factored into the mileage reimbursement rate and are not reimbursable as separate items. MapQuest documentation in place of actual odometer readings must be submitted with the TRC. o Travel costs for state, local, and federal agency vehicles are not reimbursable. 3 28 o Driving a personal vehicle In lieu of flying - the following must accompany the Travel Reimbursement form: · Copies of email approval confirmation from NFSTC Program Manager · MapQuest printout from starting point to hotel · Start and end odometer readings · Copy of flight itinerary provided by Susan Cessna at Carlson Wagon lit Travel · Only one roundtrip (home to airport/airport to home) will be reimbursed per training session; original receipts required. · Super Shuttle reservations for travel from/to the airport and the hotel will be made by and direct billed to the NFSTC. There is no out of pocket expense, except tip up to a maximum of 10 %, (receipt required). Only one roundtrip airport to hotel shuttle service will be reimbursed per training session; original receipts required. o The NFSTC reserves the right to limit the reimbursement for local transportation outside of prearranged services. · Hotel accommodations are reserved by and direct billed to the NFSTC. o Attendees are responsible for any incidentals at the hotel and must provide a credit card to the hotel upon arrival. · Transportation to/from training sessions is provided by the NFSTC. The hotel transport will bring trainees to the training location and back to the hotel after class. o Transportation costs incurred during the training event and after-hours are not reimbursable. · Parking - original receipts required. · For checked luggage fees, including excess luggage fees, the maximum reimbursement is $60 per one-way trip (receipts required). · For excess luggage weight fees, the maximum reimbursement Is $25, regardless of number of luggage items, per one-way trip (receipts required). · Travel-related tipping maximum Is 10% of the bill/receipt; original receipts required. · Luggage handling and housekeeping/hotel gratuities are not reimbursable. · Breakfast will be served at the hotel and lunch will be provided by the NFSTC; dinner per diem is $20.00. · Meal per diem on travel days will be based on the trainee's flight itinerary. · Travel Reimbursement (TRC) forms and instructions for proper completion will be provided by the NFSTC. The TRC must be accompanied by a copy of the flight itinerary and all ORIGINAL travel-related receipts. All forms and required documentation must be received by the NFSTC no later than 60 days following the last class day. · Reimbursement for those who do not attend the entire training session will be adjusted accordingly. Notification of selection status Is planned to take place no later than March 1.2, 201.0. 4 29 7e City of Farmington 430 Third Street l;armington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.l~rmingt4m.mn.L1..; TO: Mayor and Councilmember's City Administrator FROM: Brian Lindquist Police Chief SUBJECT: School and Conference Police Investigations DATE: AprilS, 2010 INTRODUCTION / DISCUSSION Detective Dirks will be attending the Basic Fire/Arson Investigation Course put on by the Minnesota BCA. The Course will be held on April 19-22, 2010 in Albert Lea, MN. The training will cover the latest and most advanced techniques in fITe and arson investigations. The course will provide our Detective with 40 hours of training covering the intermediate skills required in a fire scene investigation. Detective Dirks will learn about fIre behavior, basic origin and cause investigation techniques, along with scene preservation, documentation and evidence collection. Legal aspects and arson motives are also covered. This is the second and third parts in this training series put on by the Minnesota BCA. Detective Dirks attended the first part in February of this year and was very pleased with the training. BUDGET IMPACT The cost for attending this course will be a total of approximately $600 (tuition, lodging & meals). The funding will come out of the 2010 investigation budget. ACTION REOUESTED Information only. Respectfully submitted, .~$ / .,,".: .' . ,( -f" . "'7#::"""'" .' .<. -?i..~~';7 -!.-tZ-"'-':I-;V- .-a..~4_.-/ . / Brian Lindquist Chief of Police 30 7-F City of Farmington 430 Third Street .'armingtoll, Minnesota 651.280.6800. Fax 651.280.6899 www:ci.tarrningtI1l1.n11l.L1,'.; TO: Mayor and Councilmember's City Administrator FROM: Brian Lindquist Police Chief SUBJECT: School and Conference Police Investigations DATE: April 5, 2010 INTRODUCTION I DISCUSSION Officer Scovil~ who has been assigned to the Dakota County Drug Task Force, will be attending the annual Minnesota State Association of Narcotics Investigators Conference (MSANIlCAN- AM) as part of required training for this position. The conference will be held May 26-28,2010, in Brainerd and will cover 16 hours of training. Training will include the latest and advanced techniques to combating the illegal drug trafficking crimes in our area. This department has been very pleased with the past training that it has received by MSANI, CAN-AM Conferences. BUDGET IMPACT The MSANI conferences are very affordable for the training it provides. The only cost to the City of Farmington will be $100 for the conference and $325 plus tax for lodging and meals. The funding will come out of the 2010 investigation budget. ACTION REOUESTED Information only. Respectfully submitted, /'~# ..,,(" /t.-:;; ~_/ ,_.;,f?~".,..,.,... . L.-t..~[l"""",,; ,_?i;r'- / Brian Lindquist Chief of Police 31 Is- City of Farmington 430 Third Street l;armington. Minnesota 651.280.6800. Fax 651.280.6899 www:ci.fil.rmiTl!,Ttll11.nm.U'i TO: Mayor and Councilmember's City Administrator FROM: Brian Lindquist Police Chief SUBJECT: Resolution to Participate in All Hazard Mitigation Planning Process DATE: AprilS, 2010 INTRODUCTION / DISCUSSION In 2005, the City of Farmington partnered with Dakota County and several other cities within the county to prepare a plan that would make sure our communities would be eligible for FEMA (Federal Emergency Management Agency) funds to mitigate and recover from disaster. This multi-jurisdictional plan is called the Dakota County All-Hazards Mitigation Plan. It was approved in 2006; however, FEMA requires the plan be updated every five years. An updated plan is due in 2011. BUDGET IMPACT Dakota County has recently received a $56,000 grant to facilitate the plan update process. The County will schedule several meetings with staff in the future to discuss and update the plan in accordance with our needs. I foresee no additional costs to the City. ACTION REOUESTED Adopt the resolution allowing the City of Farmington to participate in the planning process. Respectfully submitted, .~;"",-, ,./ ~~~;'":7" ,.-,.~~-t.d'Lr- / . .4'" ..."'_+;..1.."",_-" "..../.{.J.f ,....~/ Brian Lindquist Chief of Police 32 CITY OF FARMINGTON RESOLUTION NO. R -10 AUTHORIZING THE CITY OF FARMINGTON TO PARTICIPATE IN ALL HAZARD MITIGATION PLANNING PROCESS 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 5th day of April 2010 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, the County of Dakota coordinated preparation of an initial multi-jurisdiction all- hazard mitigation planning process as established under the Disaster Mitigation Act of 2000; and, WHEREAS, the City of Farmington participated in drafting the plan, and later reviewed and approved the plan; and, WHEREAS, federal law requires the plan be updated every five years, and, WHEREAS, the Act requires public involvement and local coordination among local units of government and businesses as part of the planning process; and, WHEREAS, the plan must include descriptions ofland uses and development trends, risk assessment including past hazards, hazards that threaten the county, maps of hazards, and estimates of structures at risk; and, WHEREAS, the plan must include a mitigation strategy including goals and objectives and an action plan identifying specific mitigation projects and costs, in addition to a maintenance or implementation process including plan updates, integration of the plan into other planning documents, and public education components; and, WHEREAS, approval of the all hazard mitigation plan update will continue the County's eligibility to receive federal and state Hazard Mitigation Grant Program project grants; and, WHEREAS, this resolution does not preclude the City of Farmington from preparing its own plans sometime in the future should they desire to do so. NOW THEREFORE BE IT RESOL YED, that the City of Farmington supports the County all hazard mitigation planning effort, agrees to participate with the County in preparing an update to the multi-jurisdictional plan and recognizes that the plan will apply within the townships. 33 Adopted on this 5th day of April, 2010. Attested to the day of Apri1201O. Mayor City Administrator 34 7~ City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 w\....w.ci .farmingtlm.n111.Ll,.; TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: City Participation in Spring Auction DATE: April 5, 2010 INTRODUCTION The City of Farmington has an opportunity to dispose of surplus equipment through participation in a public auction. Valek Auctioneers will serve as the auctioneer at a spring auction that will occur on Saturday, April 17,2010. The auction will be held just south of the Dakota County CSAH 70 and I 35 interchange in Lakeville on Valek Auctioneer's property. DISCUSSION City staff will be responsible for delivering the items to the auction site. Any items that do not sell will be disposed of by the auctioneer. Attached to this memo is Exhibit A, which contains a list of items to be sold at the auction. City staff members have gone through these items and have determined that they are surplus items. Currently these items are being stored in the Rambling River Center building and staff would like to put them up for sale so they can be removed from the building, which will open up more storage space for the Rambling River Center. BUDGET IMPACT Revenues from the sale of the surplus equipment will have a positive impact on the budget. The commission rate for Valek Auctioneers is 25% of the price paid per item. The City will receive payment from the sale of the equipment shortly after the auction date. ACTION REOUESTED Approve the sale of the surplus equipment identified in Exhibit A at Valek Auctioneer's spring 2010 auction. Respectfully submitted, Randy Distad Parks and Recreation Director 35 EXHIBIT A Equipment Items to be Sold at April l' _ 2010 Auction . 1 - 4 drawer horizontal file . 1 - 5 drawer horizontal file . 4 - 4 drawer vertical files . 1 - 2 drawer vertical file . 1-12 drawer cabinet . 2 bulletin boards . 3 document holders for wall . 6 boxes of document holders for desks/in boxes/desktop file holders . 1 side arm from a desk . framed photo of Rambling River Park in winter . framed photo of Rambling River Park trail . framed photo of Rambling River Park bridge . framed print by John Accheo . framed print "bathtime" by Aurther John Eisley 1861-1952 . framed print of doe & fawn . framed print of a buck . framed print of water with water lilies . 3 wood doors . 78 desk phones . 1 HP DesignJet 650C plotter . Upright piano . 15 Gatewav 19 inch CRT monitors /1' 1:' li"j , ,,,. .. \~ ! \,~ ~:.,p~ ""'A~~ City of Farmington 430 Third Street l;armington, Minnesota 651.280.6800. Fax 651.280.6899 www:ci.numingtlll1.mll.IJ.'i TO: Mayor, Councilmembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Temporary On-Sale Liquor License - S1. Michael's Catholic Church DATE: AprilS, 2010 INTRODUCTION S1. Michael's Catholic Church is requesting a Temporary On-Sale Liquor License for their Spring Fundraiser. DISCUSSION S1. Michael's Catholic Church is requesting a Temporary On-Sale Liquor License for their Spring Fundraiser to be held on May 5,2010, at 22120 Denmark Avenue. Per State Statute, a Temporary On-Sale Liquor License must fIrst be approved by the City and then forwarded to the State for approval. BUDGET IMPACT The State of Minnesota waives all fees for Temporary Liquor Licenses for non-profIt organizations. Therefore, the City has not established a fee for a Temporary On-Sale Liquor License. ACTION REOUESTED Approve the attached application for a Temporary Liquor License for S1. Michael's Catholic Church for their Spring Fundraiser on May S, 2010. Respectfully submitted, Cynthia Muller Executive Assistant 37 Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division 444 Cedar St-Suite 133 St. Paul, MN 55101-5133 (651)296-6439 TDD (651)282-6555 APPLICATION AND PERMIT FORA TEMPORARY ON-SALE LIQUOR LICENSE DATE ORGANIZED TAX EXEMPT NUMBER ~q5 tS~'-\-\33 STATE . I ZIP CODij W\ N 5"5oJ '-t . HOME PHONE (~51) '-\-b3-3360 (t) . TYPE OF ORGANIZATION o CLUB DCHARITABLE GmBLIGIOUS DOTHBR NONPROFIT ADDRESS /' J o tLv.--.L . p.-.S tU? () l/'L ADDRESS /I " ADDRESS " II Location where license will be used. If an outdoor area, describe J;:U~O Uenv-NW'I-) Ave.-. V'I 5 J-O/O Will the applicant contract for i to . eating liquor services? If so, give th name and address of the liquor licensee providing the service. Aio Will the applicant cany liquor liability . (NOTE: Insurance is not mandatory.) APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMlTl'ING TO ALCOHOL & GAMBLING ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID SIGNATURE CITY CLERK OR COUNTY OFFlCJ,AL APPROVED Alcohol & Gambling Enforcement Director Note: Do not separate these two parts, send both parts to the address above and the original signed by this division wiD be returned as the license. Submit to the city or County B! least 30 days before the event. PS-09079 (6/98) 38 ), J City of Farmington 430 Third Street larll1ington, Minnesota 651.280.6800. Fax 651.280.6899 www:ci.fimningtlll1.mn_LL'l TO: Mayor, CounciImembers and City Administrator FROM: Cynthia Muller Executive Assistant SUBJECT: Gambling Event Permit - St. Michael's Church DATE: April 5, 2010 INTRODUCTION St. Michael's Church is requesting a Gambling Event Permit for their Spring Fundraiser and Fall Festival. DISCUSSION Per State Statute 349.166 and pertinent City Code, a Gambling Event Permit must be issued by the City for this type of event. An application has been received, along with the appropriate fees. The City Attorney has reviewed the application and the attached resolution approving the request. BUDGET IMPACT Gambling fees are included in the revenue portion of the 2010 budget. ACTION REOUESTED Consider the attached resolution granting a Gambling Event Permit to St. Michael's Church, at 22120 Denmark Avenue, on May 5, and September 18-19,2010. Respectfully submitted, Cynthia Muller Executive Assistant 39 RESOLUTION NO. R -10 APPROVING A MINNESOTA LAWFUL GAMBLING EVENT PERMIT APPLICATION FOR CHURCH OF ST. MICHAEL 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 5th day of April 2010 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, pursuant to M.S. 349.166, the State of Minnesota Gambling Board may not issue or renew a Gambling Event Permit unless the City Council adopts a Resolution approving said permit; and, WHEREAS, the Church of St. Michael submitted an application for a Gambling Event Permit to be conducted at St. Michael's Church, 22120 Denmark Ave., on May 5,2010 & September 18- 19,2010, for Council consideration. NOW, THEREFORE, BE IT RESOLVED by the Farmington City Council that the Gambling Event Permit for the Church ofSt. Michael to be conducted at St. Michael's Church, 22120 Denmark Ave., on May 5,2010 and September 18-19, 2010 is hereby approved. This resolution adopted by recorded vote ofthe Farmington City Council in open session on the 5th day of April 2010. Mayor Attested to the _ day of April 20 10. City Administrator SEAL 40 7k City of Farmington 430 Third Street larmington, Minnesota 651.280.6800. Fax 651.280.6899 www:ci.fiLnningtll11.mn.LL'i TO: Mayor, Councilmembers, City Administrator FROM: Jen Dullum, Natural Resource Specialist SUBJECT: 2010 Mowing Contract DATE: AprilS, 2010 INTRODUCTION/ DISCUSSION Bids were opened for the 2010 Mowing Contract on March 26,2010. This contract for mowing is for properties that, after being notified of violation of the City's weed ordinance, property owners have not complied with the requirements in the City's ordinance. Three bids were received as shown on the bid summary below. The bids were normalized based on the number of lots mowed in 2009. Developed lots are properties with existing homes and vacant lots are those in newer developments that have yet to be built on. x 152 lots TOTAL Developed x 7 lots in Vacant (based on 2009 Contractor Lots 2009 Lots in 2009 numbers) Summit Custom Landscape, Inc. $49.00 $343.00 $49.00 $7,448.00 $7,791.00 Gilmer Excavating, Inc. $59.50 $416.50 $55.50 $8,436.00 $8,852.50 Nowack's Lawn & Snow Service $75.00 $525.00 $95.00 $14,440.00 $14,965.00 It is recommended that the project be awarded to Summit Custom Landscape, Inc. $49.00 per lot for developed lots and $49.00 per lot for vacant lots. BUDGET IMPACT The low bidder on the project was Summit Custom Landscape, Inc. with a bid of $49.00 per lot for developed lots and $49.00 per lot for vacant lots. Charges are passed on to the property owners. 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TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: School and Conference - Human Resources DATE: AprilS, 2010 INTRODUCTION The annual Upper Midwest Employment Law Institute for Human Resource Professionals and Attorneys is planned on being attended by human resources staff, Brenda Wendlandt and Georgia Larson. The conference will be held on Monday and Tuesday, May 24 and 25,2010, in St. Paul. DISCUSSION The Employment Law Institute provides Human Resource professionals the opportunity to attend seminars on the latest developments in employment law. The conference is designed to increase the skills and knowledge of the participants by offering continuing education credits to maintain various professional certifications. It is also an opportunity for attendees to participate in peer discussions about the challenges public employers face when dealing with a wide range of complex employment law issues. BUDGET IMPACT The cost ofthis conference is $695.00 per person and is provided for in the 2010 budget. ACTION REOUESTED Approve attendance for Brenda Wendlandt and Georgia Larson to attend the 2010 Upper Midwest Employment Law Institute. Respectfully submitted, -"'I ,/ i4~/I::.;./~{~/t:- Brenda Wendlandt, SPHR Human Resources Director cc: file 46 - - -- - - - - ------~~~--- 71J City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.funningtllll.nm.LL.i TO: Mayor and Councilmember's City Administrator FROM: Brian Lindquist Police Chief SUBJECT: Joint Powers Agreement for Dakota County Law Enforcement Records Management System DATE: AprilS, 2010 INTRODUCTION / DISCUSSION For the past several years, The Farmington Police Department and approximately 24 other metro Law Enforcement Agencies contracted Local Government Information Systems (LOGIS) to provide us with a public safety software suite including Computer Aided Dispatch (CAD), Mobiles (Squad Car Computers) and Records Management Systems (RMS). In the fall of 2008, LOGIS advised member cities that Motorola, the current provider of that software, would discontinue support for that system in the near future. A task force was formed and after a long arduous process, a new product developed through Motorola was selected. At the time the selection was made, Motorola did not have the RMS portion of the suite completed and we felt uncomfortable committing to a product that had not been presented for review. Based on the above information, eight Dakota County Law Enforcement Agencies expressed interest in exploring other possibilities and vendors for an RMS product. Working in conjunction with Criminal Justice Integration Information Network (CJIIN), a task force was developed and a request for proposal drafted. After consideration of the proposals, ProPhoenix Corporation was selected as the preferred vendor in mid-January, and staff initiated a 30-day in-depth evaluation period. During the evaluation period, site visits occurred in five Wisconsin law enforcement agencies currently using the ProPhoenix. records management system. The recommendation was to move forward with the selection of ProP hoe nix.. On February 11th and 24th representatives from eight law enforcement agencies, the CJIIN Office, and the Dakota County Attorney's Office worked through the major components of a Joint Powers Agreement (JPA) to govern the police records management system. The JPA 47 - - - - -- - - - - - - - ---- provides participating Dakota County Law Enforcement Agencies with a multi-jurisdictional computerized police records management system (RMS). The agreement also provides for a RMS Managing Committee with individual members selected by each RMS agency. No party to the agreement may withdraw until three years from the initial date of the implementation of the RMS. The agreement delegates a number of authorities to Dakota County through the CHIN Office, such as to provide analysis and assistance to the members and enter into contracts with the selected vendor. The cost to purchase the records management system, the annual hosting fee paid to the County, and the annual maintenance and support fee to the vendor will be shared equally by all members. BUDGET IMPACT The purchase price of the ProPhoenix Records Management System is $328,200. The revenue for the purchase will include $200,000 from the 2010 COPS Technology Grant and $70,000 for a pending modification of the 2008 COPS Technology Grant. Remaining funds to complete the purchase will be shared equally by the eight law enforcement agencies and are projected at $7,275 for each agency, for a total of $58,200. Attached is a copy of the Joint Powers Agreement and a spread sheet showing the cost comparison between ProPhoenix and LOGIS. ACTION REOUESTED Authorization to execute Joint Powers Agreement and execute a Contract For Dakota County Law Enforcement Agencies Records Management System. Respectfully submitted, ~:.f" / ,'<';::" .....-,?"!,.-t.6PLr- ;..' .( J...~_I-)_-c..'\-';i -~'Ji."JI' 4I:.-"!""" ~ / Brian Lindquist Chief of Police 48 Farmington Police Department Records System Cost Comparison 2010 2011 $75,000* LOGIS - Motorola Premier One Records 2012 2013 2014 2015 $39,000 $39,000 $39,000 $39,000 $231,000 2010 $13,095 2011 $15,572 OliN - Pro-Phoenix Records 2012 2013 2014 2015 $15,808 $16,059 $16,324 $16,605 $93,463 Projected Savings Through 2015 $137,5371 * 2011 LOGIS expenditure Includes $39,000 annual support and $36,000 software purchase. 49 Joint Powers Agreement Between Dakota Law Enforcement Agencies to Establish and Maintain a Records Management System [Final] Prepared by the Dakota County Attorney's Office 3/30/2010 1 50 TABLE OF CONTENTS RECITALS .............................................................................................................................1 PURPOSE...............................................................................................................................1 TERM OF AGREEMENT.......................................................................................................2 MANAGING COMMITTEE POWERS AND FUNCTIONS...................................................2 MANAGING COMMITTEE MEMBERSIDP.........................................................................3 MANAGING COMMITTEE OFFICERS................................................................................4 MANAGING COMMITTEE MEETINGS ..............................................................................4 ADDING NEW DAKOTA RMS MEMBERS .........................................................................4 WITHDRAWAL OF A DAKOTA RMS MEMBER................................................................ 5 AUTHORITY DELEGATED TO CJIIN ......... ..................................... .............. ............. ........5 RMS BUDGET AND COST SHARING .................................................................................6 PAYMENTS.... .......... ..... ....... ...... ................... ................... ........... ............... ...... ........ ............. 7 DATA OWNERSHIP AND SECURITy................................................................................. 7 TERMINATION AND DISSOLUTION ........... ............... ......... ..................... ............... .......... 7 WITHDRAWAL OF A MEMBER..........................................................................................8 LEGAL LIABILITY AND INDEMNIFICATION.............. ........ .......... .......... .........................9 RESOLUTION OF DISPUTES.............. ......... ....... ............................. ........... .......... ......... ...... 9 FORCE MAJEURE ................................................................................................................ 9 MISCELLANEOUS PROVISIONS... .... .......... .................. .................... ............. .................. 10 2 51 This Agreement is entered into between the following political subdivisions of the State of Minnesota, located within the County of Dakota, by and through their respective governing bodies: City of Burnsville City of Farmington City of Hastings City of Inver Grove Heights City of Mendota Heights City of South St. Paul City of West St. Paul County of Dakota Individually and collectively, the parties to this Agreement are referred to as the "Dakota RMS Members". RECITALS WHEREAS, pursuant to Minnesota Statutes g 471.59, the Dakota RMS Members are empowered to provide assistance to, and act in coordination with, other political subdivisions within the state of Minnesota as deemed necessary to benefit the public; and WHEREAS, the Dakota RMS Members wish to cooperatively engage in the acquisition, deployment and ownership of a Records Management System (RMS) to be utilized by the Dakota RMS Members and any outside agencies that want to utilize the RMS that are approved by the Dakota RMS Members, for the mutual benefit of all; and WHEREAS, by executing this Agreement the Dakota RMS Members intend to work cooperatively to improve the management of public safety and law enforcement information for participating Dakota County communities; and WHEREAS, each Dakota RMS Member represents that it is duly qualified and authorized to enter into this Agreement and will comply with its respective obligations and responsibilities as set forth in this Agreement. NOW, THEREFORE, in consideration of the mutual undertaking and agreements hereinafter set forth, the Dakota RMS Members agree as follows: SECTION I PURPOSE Through this Agreement and the authority provided by Minnesota Statutes g 471.59 to act cooperatively, the Dakota RMS Members will provide participating Dakota County law enforcement agencies with a multi-jurisdictional computerized records management system (RMS) that provides for the storage, retrieval, retention, manipulation, archiving, and viewing of information, records, documents, or files pertaining to law enforcement operations by each participating law enforcement agency. Other purposes of this Agreement include: A. To define the commitment of the Dakota RMS Members to provide the facilities, infrastructure, hardware, software, services and other items necessary and appropriate to acquire, establish, operate and maintain the RMS for the mutual benefit of the Dakota RMS Members and the people of Dakota County; 1 52 I B. To authorize the Dakota RMS Members to approve the use of RMS services by other governmental units that are not Dakota RMS Members, through a fee for service contract; C. To define the rights and obligations of the Dakota RMS Members with respect to the acquisition, operation, use and maintenance of the RMS; and D. To authorize the Dakota RMS Members to create a managing committee (RMS Managing Committee or Committee) that receives information on and by popular vote deddes matters that are relevant to operation of the RMS and other the purposes as set forth in this Agreement. SECTION II TERM OF AGREEMENT This Agreement shall be effective upon execution as authorized by the governing body of all parties hereto (Effective Date) and shall continue until terminated as provided in Section XIII. No party may withdraw from this Agreement until three (3) years from the initial date the RMS is first used as the primary operational records management system by anyone of the Dakota RMS Members (Initial Date). If there is any disagreement among the Dakota RMS Members as to the Initial Date of operation, the RMS Managing Committee will make the final determination of the Initial Date. SECTION III MANAGING COMMITTEE POWERS AND FUNCTIONS The coordinated effort between the Dakota RMS Members that is required to establish and maintain the the operational aspects of the multi-jurisdictional records management system shall be directed by the RMS Managing Committee which shall possess the following powers: A. To take actions necessary and convenient to discharge the duty to implement, maintain, and operate a multi-jurisdictional records management system; B. To adopt bylaws consistent with this Agreement as deemed necessary to effectively exercise the powers of the RMS Managing Committee and to accomplish its objectives; C. By May 1 of each year, to adopt a recommended annual operating and capital budget for the RMS operations and capital needs for the following calendar year, including a statement of sources of funding and allocation of costs among the Dakota RMS Members, to be presented to the governing bodies of each of the Dakota RMS Members for approval; D. To set and modify fees to be paid by Dakota RMS Members or other agencies outside Dakota County for access to the RMS, and for any special service or RMS functionality that is provided to some Dakota RMS Members constituting less than a majority of the Members, or provided to agencies outside Dakota County. 2 53 E. To provide direction to Dakota County Criminal Justice Information Integration Network (OlIN) program staff and Dakota County on the use of RMS system funds and the acquisition of upgrades and modifications to the RMS application and System. The powers of the RMS Managing Committee are limited to directing the acquisition, use and maintenance of the RMS and the Committee is not an independent government entity nor joint powers board as defined in Minnesota Statutes 9 471.59, Subd. 11 (2009). SECTION IV MANAGING COMMITTEE MEMBERSHIP 4.1 RMS Managing Committee Members All parties to this Agreement and any political subdivisions within Dakota County added later are the Dakota RMS Members. Each Dakota RMS Member shall have one representative (Representative) on the RMS Managing Committee and each Representative is entitled to one vote. The Representatives' votes shall be non-weighted (all votes having the same weight). If the Committee determines that a law enforcement agency outside of Dakota County should be permitted to use the RMS application and services for its own law enforcement records through a service agreement with Dakota County, the outside agency may attend and participate in discussions at RMS Managing Committee meetings, however the outside agency will not have a Representative on the Committee and will have no vote on matters coming before the Committee. 4.2 Appointment of RMS Managing Committee Representatives Each Dakota RMS Member shall appoint an individual Representative to represent that Member on the RMS Managing Committee and attend Committee meetings and vote on measures coming before the Committee. Within each Member, the Representative selection and appointment process shall be as determined by that Member, consistent with the terms of this Agreement. The Representatives shall be elected officials or employees of the Member. The Representatives serve without salary or compensation from the RMS Managing Committee. Each Member may also designate one named elected official or employee as an alternate Representative to attend Committee meetings and vote on measures coming before the Committee when the primary Representative is absent, consistent with the procedures contained in Bylaws adopted by the Committee. If a Representative or alternate Representative ceases to be an elected official or employee of the Member during his or her term, such seat shall become vacant until a successor Representative is appointed by that Member. 4.3 Requirement of Good Standing Continued participation on the Committee by any Dakota RMS Member shall be contingent upon payment of the annual assessment of costs and any additional fees as determined by the RMS Managing Committee as set forth in Section X. 3 54 SECTION V MANAGING COMMIlTEE OFFICERS The RMS Managing Committee shall have two Officers; a Chair and Vice Chair. The Chair and Vice Chair shall be elected from among the appointed representatives of the RMS Managing Committee. They shall hold office for one year terms commencing with the election of officers at the first meeting of the Committee each calendar year. The officers shall comply with any conditions set forth in Bylaws adopted by the RMS Managing Committee. Chair: The Chair of the Board shall conduct meetings of the RMS Managing Committee, prepare and publish meeting agendas and minutes, and perform all duties incident to the office of Chair and other duties as delegated by the RMS Managing Committee from time to time, prOVided that such actions are consistent with this Agreement and the Bylaws, if any are adopted by the Committee. . Vice Chair: If the Chair is absent or incapacitated, or in the event of the inability or refusal of the Chair to act, the Vice Chair of the RMS Managing Committee shall perform the duties of Chair. SECTION VI MANAGING COMMIlTEE MEETINGS The RMS Managing Committee shall have at least two regular meetings each calendar year at a date, time and location indicated in the meeting notices. The Chair may schedule more regular meetings as the Chair deems appropriate or as established by the Bylaws adopted by the RMS Managing Committee. At least 21 days prior notice shall be provided to each Representative and alternate Representative of the date, time and location of such regular meetings. All meetings shall be subject to Minn. Stat. ~13D, the Open Meeting Law. A special meeting of the RMS Managing Committee may be called by its Chair or by any four Representatives of the Committee on at least 3 days notice. SECTION VII ADDING NEW DAKOTA RMS MEMBERS Any political subdivision within Dakota County that maintains a law enforcement agency, but is not a party to this Agreement, is eligible to become a Dakota RMS Member and use the records management system. A new Dakota RMS Member may be added after the Effective Date if the addition of the Member is approved by a majority vote of the RMS Managing Committee. Any political subdivision that becomes a Dakota RMS Member after the Effective Date shall be solely responsible for all costs of adding or modifying hardware, software or services necessary to effectively accommodate the operational needs of the new Member, and of insuring that there is no degradation of existing system capability due to the new Member's needs, as determined by the RMS Managing Committee. Each new Dakota RMS Member shall pay a pro rata share of the normal, continuing operating expenses of the RMS as well as a pro rata share of any special assessments, as approved from time to time by the Dakota RMS Members. A 4 55 political subdivision seeking to become a Dakota RMS Member may be required to pay one-time initiation, assessment and capital investment fees or to establish an escrow account for such fees as determined by the RMS Managing Committee. SECTION VIII WITHDRAWAL OF A DAKOTA RMS MEMBER A Dakota RMS Member may withdraw from this Agreement after three (3) years has elapsed from the Initial Date. Withdrawal shall be accomplished as set forth in Article XIV of this Agreement. Withdrawal shall not discharge any liability that was incurred or chargeable to the withdrawing Member prior to the effective date of withdrawal. No Member is entitled to a refund of cost-sharing assessments or other fees imposed by the RMS Managing Committee that have been paid or are owed for the costs of owning, operating or maintaining the RMS on the effective date of withdrawal. SECTION IX AUTHORITY DELEGATED TO CJIIN The parties to the Agreement delegate to Dakota County, acting through its OlIN office or any successor to the OlIN office, the authority to do the following: A. Provide analysis and assistance to the Dakota RMS Members in selecting a vendor to provide a multi-jurisdictional records management system that will best meet the needs of the Members. B. Enter into one or more contracts with the selected vendor to: 1. Purchase a sufficient number of end user licenses for the selected multi-jurisdictional records management application which Dakota County shall own on behalf of all Dakota RMS Members; 2. Provide vendor customization of the application to meet the needs of the Members; 3. Provide vendor development of web services or other integration tools needed by the Members; 4. Deploy the application on hardware owned by Dakota County and located in Hastings, Minnesota for use by all Dakota RMS Members and outside agencies approved to use the RMS; 5. Provide vendor support and maintenance of the application after installation. C. Integrate the records management system with other OlIN applications, as directed by the RMS Managing Committee and the OlIN Steering Committee. D. Provide technical support and analysis to the Dakota RMS Members on the implementation and operation of the application to the extent that the Members provide adequate funds to the County to provide these services. At the request of any Dakota RMS Member, OlIN and that Member will negotiate and enter into a service level agreement defining the services and support OlIN will provide to that Member and the cost for services and support, if any. 5 56 SECTION X RMS BUDGET AND COST SHARING 10.1 Preparation of Recommended Annual Budget The cost of the RMS operations, maintenance, and capital projects will be shared by the Dakota RMS Members as determined by the RMS Managing Committee, and approved by the governing bodies of the Dakota RMS Members as part of their budget adoption process. Beginning in 2011, the Chair of the RMS Managing Committee shall prepare a proposed annual operating and capital budget no later than April 1st of each year and shall distribute the proposed budget to the RMS Managing Committee by April 3rd to allow Members to discuss the proposed budget at a regular meeting of the Committee and consult with their respective governing bodies. No later than May 1st of each year, the RMS Managing Committee shall approve a recommended RMS operating and capital budget for consideration by the governing bodies of the Dakota RMS Members. During the first meeting of the RMS Managing Committee in 2010, the Committee shall approve an operating and capital budget for the remainder of 2010 with the funds to be provided by the Dakota RMS Members, grants or other sources as approved by a majority vote of the Committee. 10.2 Allocation of Costs to Dakota RMS Members For each annual operating and capital budget, the RMS Managing Committee shall also establish a cost-sharing allocation formula for the Dakota RMS Members and any outside agencies in amounts sufficient to provide the funds required by the approved annual operating and capital budget for the following year. Each Representative shall take all required actions to authorize the funds necessary to meet its obligations under the annual operating and capital budget as approved by the Members' governing bodies. The allocation of RMS costs across the Members may be amended by the RMS Managing Committee each year at the meeting during which the Committee adopts the recommended annual budget for the follOwing year. From the Effective Date of this Agreement as defined in Article II through the end of 2010, the 2010 budget costs will be allocated across Dakota RMS Members as described in Exhibit A, Member Cost Allocation. This allocation method will continue to be utilized until the formula is modified by the RMS Managing Committee consistent with this Section X. A Member's allocation may not increase more 50% over the previous year allocation without the consent of that Member. 10.3 Fiscal Agent 6 57 The RMS Managing Committee may appoint one of the Dakota RMS Members to serve as the fiscal agent for the Members, with the consent of the selected Dakota RMS Member. The fiscal agent shall receive and manage RMS operating and capital funds related to the records management system, provide any budgetary and accounting services necessary and convenient for the Dakota RMS Members, including contributions and grant monies awarded to the Dakota RMS Members for the records management system, and to administer receipts and payments of funds required under contracts related to the records management system. The Member providing fiscal agent services and the RMS Managing Committee shall agree upon the spedfic tasks that the fiscal agent is obligated to perform on behalf of the Dakota RMS Members and reimbursement for providing such services, if any. SECTION XI PAYMENTS Each Dakota RMS Member shall pay its proportional share of the annual operating and capital budget to Dakota County on or before February 1 of each calendar year, or to the fiscal agent if one has been appointed. If the allocated costs include an extraordinary expense, the RMS Managing Committee may authorize payment of the allocated costs through a series of payments. SECTION XII DATA OWNERSHIP AND SECURITY 12.1 Data Ownership Any data that a Dakota RMS Member or outside agency enters into the RMS is owned by the Member that entered the data. Upon termination of this Agreement or a Member withdrawal from this Agreement, CJIIN shall provide a copy of the RMS data to the Member or Members that entered data into the application. 12.2 Data Security During the term of this Agreement, CJIIN or Dakota County shall~ at a minimum, implement the following procedures designed to protect the security of the RMS data: A. Install and maintain industry standard firewalls regulating data entering Dakota County's internal data network from an external source, which will enforce valid secure connections between internal and external systems; B. Maintain and follow a disaster recovery plan designed to allow access to the RMS and to prevent the unintended destruction of RMS data. SECTION XIII TERMINATION AND DISSOLUTION 13.1 Termination. This Agreement shall terminate upon the occurrence of anyone of the following events: 7 58 A. When 4/SthS of the Dakota RMS Members agree by non-weighted voting, pursuant to a resolution of their governing bodies, to terminate the Agreement. B. When necessitated by operation of law or as a result of a decision by a court of competent jurisdiction. 13.2 Effect of Termination. Upon the occurrence of one or more of the events in Section 13.1, the following provisions shall apply. A. Termination shall not discharge any liability incurred by the RMS Managing Committee or the Dakota RMS Members or outside agencies during the term of this Agreement related to the acquisition, operation or maintenance of the RMS. B. Property that was acquired on behalf of and paid for by the Dakota RMS Members, but is owned by the Dakota County or CJIIN at the time of termination, shall be divided among the Dakota RMS Members remaining at the time of termination, in proportion to their financial contributions toward the operating and capital budgets for the preceding three (3) fiscal years. If unpaid liabilities related to the RMS exceed the value of all property assets described above, the difference shall be made up by contributions from all remaining Dakota RMS Members on a proportional basis according to the current annual budget assessment formula. C. The RMS Managing Committee shall prepare a final report of its activities and affairs prior to dissolution. D. Upon such termination and dissolution, and after payment of all debts, all files, documentation and RMS records shall be distributed to the Member that has jurisdiction over the subject matter of the file, documentation or records without charge. E. Equipment and property that is owned by an individual Dakota RMS Member that is being used by CJIIN or the RMS Managing Committee at the time of termination shall be returned to the owner upon termination and dissolution. SECTION XIV WITHDRAWAL OF A MEMBER At any time after three (3) years from the Initial Date, any Member may withdraw from the RMS system and this Agreement, subject to the provisions of this Section. A. The withdrawing Member shall give written notice before July 1st of any year and at least 6 months prior to the intended date of withdrawal, in the form of a resolution passed by its governing body, a copy of which must be mailed or delivered to the Chair of the RMS Managing Committee. B. Withdrawal of a Member shall also constitute withdrawal of its Representative from the RMS Managing Committee. C. The withdrawing Member forfeits any and all interest, right, title and access to the RMS application, other than the Member's data entered into the application. 8 59 D. The withdrawing Member is liable for all costs incurred by the other Dakota RMS Members as a direct result of the Member's withdrawal. E. The withdrawing Member shall continue to be responsible for one hundred (100%) percent of that Member's pro rata share of the annual operating and maintenance costs of the RMS system that are incurred up to the date of withdrawal, and one hundred (100%) percent of that Member's pro rata share of any capital obligations of the RMS system that were incurred prior to the date of providing notice of intent to withdraw and are due and payable before the effective date of withdrawal. F. Withdrawing shall not discharge the withdrawing Member of any and all liabilities incurred while it was a party to this Agreement related to the acquisition, operation or maintenance of the RMS. SECTION XV LEGAL LIABILITY AND INDEMNIFICATION Each Member to this Agreement is responsible for its own acts and omissions and for the acts and omissions of its officers, employees and agents. Each Member expressly confirms, and the other Members agree, that they will not be responsible for the liabilities, acts, or omissions of another Member or of the other Member's officers, employees or agents. Each Member therefore agrees to indemnify and defend the other Members for claims arising out of acts or omissions of its officers, employees or agents asserted against another Member. The Members' liability is governed and limited by the Municipal Tort Claims Act, Minnesota Statutes, Chapter 466. Nothing in this Agreement shall be construed as a waiver of any municipal tort liability limits, governmental immunities or defenses. Under no circumstances shall a Member be required to pay, on behalf of itself and other Members, any amount in excess of the limits of liability applicable to anyone Member. The statutory limits of liability may not be added together or stacked to increase the maximum amount of liability for any Member. Each Member acknowledges and agrees that it is insured or self-insured consistent with the limits established in Minnesota Statutes. SECTION XVI RESOLUTION OF DISPUTES The Dakota RMS Members agree to engage in good faith efforts to resolve any disputes that arise over the terms of this Agreement or the acquisition, operation or maintenance of the RMS. Dakota RMS Members that have concerns about the operations of the RMS may appear at meetings of the RMS Managing Committee to discuss issues of concern. SECTION XVII FORCE MAJEURE A Member and CJIIN shall not be liable to the any other Dakota RMS Member or CJIIN for the failure to perform an obligation under this Agreement due to unforeseeable acts or events 9 60 outside the defaulting party's reasonable control, provided the defaulting Member gives notice to the other Dakota RMS Members and CJIIN as soon as possible. Acts and events may include acts of God, acts of terrorism, war, fire, flood, epidemic, acts of civil or military authority, and natural disasters. SECTION XIII MISCELLANEOUS PROVISIONS 18.1 Entire Agreement This Agreement shall supersede all prior oral or written statements, agreements and understandings between or among the parties hereto with respect to the establishment and operation of a multi-jurisdictional records management system. 18.2 Severability: If any provision of this Agreement shall be held to be invalid by a court of competent jurisdiction, the remaining terms of this Agreement to the extent not inconsistent with any such holding, shall not be affected thereby if such remaining terms would then continue to conform to the requirements of applicable laws. 18.3 Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be deemed to be an original, but all of which together shall be deemed to constitute one and the same agreement. 18.4 Waiver: Any right or remedy that a party may have under this Agreement may be waived in writing by such party without the execution of a new or supplementary agreement, but any such waiver shall not affect the future exercise of the rights of such party hereunder (to the extent not previously waived in writing) or any other rights of the parties not specifically waived. No waiver of any right or remedy by any party at anyone time shall be deemed to be a waiver of any such right or remedy in the future. 18.5 Amendments, Modifications: This Agreement may be amended or modified only by a written document, duly executed by all parties that are Dakota RMS Members on the date the amendment is executed by the last Member. 18.6 Section Headings: The descriptive headings of the articles, sections and subsections of this Agreement are for convenience only and shall not affect the meaning or construction of any of the provisions hereof. 18.7 Governing Law. The respective rights, obligations and remedies of the parties under this Agreement and the interpretation thereof shall be governed by the laws of the State of Minnesota which pertain to agreements made and to be performed in the State of Minnesota. 18.8 Binding Effect: This Agreement shall be binding upon and shall inure to the benefit of the parties hereto. 18.9 Further Assurances: Each party hereto shall from time to time execute, acknowledge and deliver such further instruments and perform such additional acts at no cost to such party as the other party may reasonably request to further effectuate or confirm the intent of this Agreement. 10 61 J 18.10 Good Faith: In exercising its rights and fulfilling its obligations hereunder, each party shall act in good faith. Each party acknowledges that this Agreement contemplates cooperation between and among the parties. O:\civi~contracts\2010\RMS JPA Final 3-30-2010 (tracked changes) 11 62 IN WITNESS WHEREOF, the undersigned governmental units, by action of their governing bodies, have caused this Agreement to be executed in accordance with the authority of Minnesota Statute ~471.59. Approved by the City Council CITY OF FARMINGTON By Date of Signature Attest Date of Signature Date 12 63 Exhibit A - Member Cost Allocation Dakota County RMS Joint Powers Agreement The costs incurred to acquire, operate and maintain the multi-jurisdictional records management system will be allocated across the Dakota RMS Members during 2010, and thereafter until modified by the RMS Managing Committee, as follows. The cost to purchase the RMS application user and administrator licenses and the professional services to configure, customize and construct needed interfaces with the RMS application will be paid by equal contributions from each of the Members. The total cost allocated to the Members will first be reduced by the amount of grant funds the County determines it will apply toward the RMS acquisition and professional services costs. The cost of each annual support and maintenance agreement with the RMS application vendor will be paid by equal contributions from each of the Members. The cost of County/OlIN staff required to provide technical support to the Dakota RMS Members will be paid by contributions from each of the Members. Each Member's contribution will be that share of the total OlIN staff costs equivalent to the proportion that the Member's OlIN users is to the total number of OlIN users for all Dakota RMS Members at the time the RMS Managing Committee adopts each recommended annual RMS budget. The cost of the annual hosting fee for the RMS application will be paid by equal contributions from each of the Members. 13 64 ~ ~ $! <:> ~ ~ ~ 1 2: 2:- ~ ~ :i! rn ~ J II. (,) ~ ~ o r-l o C'\l .. 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N ... .. ~ .. N lI) ~ ...J ~ ::::l ~ '" '" ~ '" o to '" Co W /J.. ~ D: ~ o ~ to) ..,. tI) W 0> to) '" D: 0 ::l CD o CD tI) ~ ~ r; ~ D: < W W Z U W ::l ~ [ o lI) ffi :! z ... ~ ~ ~ .. 0 CD ... = Co S! ~ o 0 ... ... c-i ct) CD CD to to NN .. .... .. ~ ... ~ ... N ... .. ~ .. N 00 H ~ o p:: Pol Pol ~ '" r-, ... to o r-: to CD 0) ]j {!. 1:: o 0- CD D:: J z o 00 p:: ~ H >t H H ril Z Z o o City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Mayor and Councilmembers Peter J. Herlofsky, Jr. a City Administrator (y Supplemental Agenda FROM: SUBJECT: DATE: April 5, 2010 It is requested the April 5, 2010 agenda be amended as follows: CONSENT AGENDA ADD: 7p) Approve Temporary On-Sale Liquor License - Farmington VFW Club Approve a Temporary On-Sale Liquor License for the VFW for April 17 & May 15, 2010. Respectfully submitted, Peter J. Herlofsky, Jr. City Administrator ~ 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: Lisa Shadick, Administrative Services Director SUBJECT: Temporary On-Sale Liquor License - Farmington VFW Club DATE: April 5, 2010 INTRODUCTIONIDISCUSSION The Farmington VFW Club has submitted an application for a Temporary On-Sale Liquor License for events on April 17, 2010 and May 15,2010. As part of their Club License a Temporary Liquor License is required to hold events open to the public. BUDGET IMPACT The State of Minnesota waives all fees for Temporary Liquor Licenses for non-profit organizations. Therefore, the City has not established a fee for a Temporary On-Sale Liquor License. ACTION REOUESTED Approve the attached applications for a Temporary On-Sale Liquor License for the Farmington VFW Club on April 17, 2010 and May 15,2010. Respectfully submitted, ~~ddz. ~ Lisa Shadick, CMC Administrative Services Director Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DMSION 444 Cedar Street Suite 133, St. Paul MN 55101-5133 (651) 201-7507 Fax (651) 297-5259 TTY (651) 282-6555 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION -oJ> Z)fitJ- f7fJ6T DATE ORGANIZED - ...J t:)Pe> CITY TAX EXEMPT NUMBER , 1-<J9~CJ~;)r- STATE ZIP CODE "Tp N~ OF PERSON MAKING APPLICATION 1i'\o1).( }?~S'F$ t. 'D DATES LIQUOR WILL BE SOLD 4/.,.IJ 7'" "'/P ORGANIZATION OFFICER'S NAME Afi!- Y<JN BUSINESS PHONE (,;$1) '-( bt> ~~ "J"f~ /YI'N. 5'0 HOME PHONE ~) -z..u.,.3 - ,j'g '1b ---- ORGANIZATION SS /.l,GU1 JJ 9 ORGANIZATIO OFFICER'S NAME ./' 'G. ~.:5~d Location license will be used. If an outdoor area, describe 7/84:G; ADDRESS J{-tp/~ ADDRESS ;,ySS .5 G-r:~~uP'. fllJf)....-~~~ ~.s':J-~ /~e>~..,....J?2V~ Fi-1:L~ UJ/- ~t).3'~ ~~ ff z:: A ~-r;#~ ~"u;:. ~r p,-fr dpn-,k. ~ /' --.-r5 - r;p~ .:5; Fr>BL r1?, ~ Will the applicant contract for intoxicating liquor service? If so, give the name and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so, please provide the carrier's name and amount of coverage. ;:-,:J :7~~~wcG RnJ,)/ ~~,:7 /' ()168E:>~e>p;iI Il'P ~L~;;: *1 eN .." ~ APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLING ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE: Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. H the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event PS-09079 (05/06) (i;;~OfPlJ~/\ \~e~ "'~ MiiU'f.~ Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN 55101-5133 (651) 201-7507 Fax (651) 297-5259 TTY (651) 282-6555 WWW.DPS.STATE.MN.US APPLICA TION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE ;);:;:;0 ?pa:r 7- DATE ORGANIZED ol ~~e CITY TAX EXEMPT NUMBER / -cJ9 ro (J -;L,?S- STATE ZIP CODE /, T, NAME OF PERSON MAKING APPLICATION Fop.( ~~5?&LP DA TES LIQUOR WILL BE SOLD $...., /.Y '-:7&' ORGANIZATION OFFICER'S NAME 7/8 /!5. ADDRESS -- .....- . ~--- ". .--.- 6(' ~l';!7IN~ (<:.-:t". Y')"; ~..5-":>..:J;<. 4 5~~ ~~ ,/"L>1/ &> --$7 ~ ,K'z v r-<<" i~u.); c.:J J.... %t",--::;-~ :u~ "7'T: t:= ~ P>h ~ "-p;'",.;~ I.(~f~ 7 ORGANIZA no OFFICER'S NAME ./ . G ~_-1pd Location license wilI be used. Ifan outdoor area, describe N-t?/~ ADDRESS ~5.s.s /fr //':'" r /-Jpn-, ~ . /" ------ ~J .......- rp/'C- :;,/ po r>fIlL rt<1 .... Will the applicant contract for intoxicating liquor service? If so, give the name and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? Ifso, please provide the carrier's name and amount of coverage. .r'" p.J :ju,' ~"hfv c.;;7 /in J,) / :$&>~.:;; /' i)IQI!1CJ ..&>~." r,f ;':-/.c:..i? ",.r (j;'-y ;i~<.;;.- ~ ~ APPROVAL APPLlCA nON MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLING ENFORCEMENT CITY/COUNTY DATE APPROVED CITY FEE AMOUNT LICENSE DATES DATE FEE PAID SIG:-.IA TURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBL~G E~FORCEME:"I'T ~OTE: Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application Is approved the Alcohol and GamblIng Enforcement Division will return this application to be used as the License for the enOl PS.09079 (05/06) c. .~ JCL City of Farmington 430 Third Street l'8.rmington, Minnesota 651.280.6800. Fax 651.280,6899 www:ci.tarmingt4111.n11l.L1I; TO: Mayor, Councilmembers, City Administrator FROM: Kevin Schorzman, P.E., City Engineer SUBJECT: Public Hearing - Walnut Street Reconstruction Plan Bonds DATE: AprilS, 2010 INTRODUCTION The Walnut Street Reconstruction Project was awarded at the February 16, 2010, City Council meeting. Subsequently Council called for a public hearing on the sale of Street Reconstruction Plan Bonds at the March 15, 2010, City Council meeting. DISCUSSION The total estimated cost for the Walnut Street Reconstruction Project, based on the low bid received, is $2,640,000. Of that, $221,000 will be funded from the City's sewer, storm water, and water funds. The balance of the project will be funded through bond proceeds. The bonds have a IS-year repayment structure. Bond payments will be covered by a combination of special assessments and levied funds. BUDGET IMPACT Because the City received favorable bids on the project, the bond sale will be approximately $1.24 million less than was anticipated in the original project budget. ACTION REOUESTED Adopt the attached resolution giving preliminary approval for the issuance of the City's General Obligation Street Reconstruction Plan Bonds in an amount not to exceed $2,510,000 and adopting the City of Farmington Minnesota Street Reconstruction plan of2010 through 2014. Respectfully submitted, Kevin Schorzman, P .E. City Engineer cc: file 97 EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL OF THE CITY OF FARMINGTON, MINNESOTA HELD: AprilS, 2010 Pursuant to due call and notice thereof, a regular or special meeting of the City Council of the City of Farmington, Minnesota, was duly called and held at the City Hall in Farmington, Minnesota on Monday the Stli day of April, 2010 at 7:00 p.m. for the purpose, in part, of giving preliminary approval for the issuance of the City's general obligation street reconstruction plan bonds and adopting the City's street reconstruction plan. The following members were present: and the following were absent: Member introduced the following resolution and moved its adoption: RESOLUTION GMNG PRELIMINARY APPROVAL FOR THE ISSUANCE OF THE CITY'S GENERAL OBLIGATION STREET RECONSTRUCTION PLAN BONDS IN AN AMOUNT NOT TO EXCEED $2,S10,000 AND ADOPTING THE CITY OF FARMINGTON MINNESOTA STREET RECONSTRUCTION PLAN OF 2010 THROUGH 2014 THEREFORE A. WHEREAS, the City Council of the City of Farmington, Minnesota (the "City") proposes to issue its general obligation street reconstruction plan bonds (the "Bonds") and adopt the City of Farmington, Minnesota Street Reconstruction Plan of2010 through 2014 therefore (the Plan"); and B. WHEREAS, the City has caused notice of the public hearing on the intention to issue the Bonds and on the proposed adoption of the Plan to be published pursuant to and in accordance with Minnesota Statutes, Section 47S.S8, Subdivision 3b; and C. WHEREAS, a public hearing on the intention to issue the Bonds and on the proposed Plan has been held on this date, following published notice of the hearing as required by law; and 98 NOW, THEREFOR, BE IT RESOLVED by the City Council of the City of Farmington, Minnesota, that the City hereby gives preliminary approval for the issuance of up to $2,510,000 aggregate principal amount of the Bonds. The Plan is hereby adopted, the same being before the City Council and made a part of these proceedings by reference. The City declares its official intent to reimburse itself for the costs of the Plan from the proceeds of the Bonds. The motion for the adoption of the foregoing resolution was duly seconded by Member and, after full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. 99 - -- - - - - - - - ---- -------------- -- 2010 through 2014 Five-Year Street Reconstruction Plan for the City of Farmington, Minnesota AprilS,2010 Prepared by: City of Farmington and Ehlers & Associates, Inc. 3060 Centre Pointe Drive Roseville, MN 55113 I ~A~O~I~E~I~ 100 Table of Contents I. mTRODUCTION ............................................................................. 3 II. PURPOSE......................................................................................... 4 m. THE STREET RECONSTRUCTION PLANNING PROCESS ......... 5 IV. PROJECT SUMMARy..................................................................... 6 V. FmANCmG THE STREET RECONSTRUCTION PLAN .............. 7 PROJECT COSTS ......................................................... APPENDIX A PROPOSED SRP BOND ISSUES ................................. APPENDIX B Ehlers & Associates, Inc. Page 2 101 City of Farmington, Minnesota Five- Year Street Reconstruction Plan 2010 through 2014 I. INTRODUCTION In 2002, the Minnesota State Legislature passed into law a bill which generally exempts city bonds issued under a street reconstruction program from the referendum requirements usually required for bonding expenditures. Ehlers & Associates, Inc. Page 3 102 - ,.- - .-- - -- - - - - - II. PURPOSE Street reconstruction is a major expenditure of city funds for the reconstruction of streets. Street reconstruction may include utility replacement and relocation, public safety street modifications, and other incidental costs, turn lanes and other improvements having a substantial public safety function, realignments, other modifications to intersect with state and county roads, and the local share of state and county road projects. Except in the case of turn lanes, safety improvements, realignments, intersection modifications, and local share of state and county road projects, street reconstruction does not include the portion of project costs allocable to widening a street or adding curbs and gutters where none previously existed. A Street Reconstruction Plan (SRP) is a document designed to anticipate street reconstruction expenditures and schedule them over a five-year period so that they may be purchased in the most efficient and cost effective method possible. A SRP allows the matching of expenditures with anticipated income. As potential expenditures are reviewed, the city considers the benefits, costs, alternatives and impact on operating expenditures. The City of Farmington, Minnesota (the "City") believes the street reconstruction process is an important element of responsible fiscal management. Major capital expenditures can be anticipated and coordinated so as to minimize potentially adverse fmancial impacts caused by the timing and magnitude of capital outlays. This coordination of capital expenditures is important to the City in achieving its goals of adequate physical assets and sound fiscal management. In these fmancially difficult times good planning is essential for the wise use of limited fmancial resources. The Street Reconstruction Plan is designed to be updated on an annual basis. In this manner, it becomes an ongoing fiscal planning tool that continually anticipated future capital expenditures and funding sources. Ehlers & Associates, Inc. Page 4 103 _. _. - - ___ _n_______ III. THE STREET RECONSTRUCTION PLANNING PROCESS The street reconstruction planning process is as follows; the City Council authorizes the preparation of the Street Reconstruction Plan (SRP). The City staff is instructed to assemble the capital expenditures to be undertaken within the next five years. The City Council then reviews the expenditures according to their priority, fiscal impact, and available funding. From this information, a preliminary street reconstruction plan is prepared. A public hearing is held to solicit input from citizens and other governmental units. Changes are made based on that input, and a fmal project list is established. The City Council then prepares a plan based on the available funding sources. If general obligation bonding is necessary, the City works with its fmancial advisor to prepare a bond sale and repayment schedule. Over the life of the SRP, once the funding, including proceeds from the bond sales becomes available, the individual capital expenditures can be made. In subsequent years, the process is repeated as expenditures are completed as new needs arise. Street reconstruction planning looks five years into the future. For a city to use its authority to finance expenditures under Chapter 475.58, Subdivision 3b, it must meet the requirements provided therein. Specifically, the city council must approve the sale of street reconstruction bonds by a unanimous vote of its membership present. In addition, it must hold a public hearing for public input. Notice of such hearing must be published in the official newspaper of the city at least 10, but not more than 28 days prior to the date of the public hearing. The city council approves the SRP unanimously following the public hearing. Although a referendum is not required, a reverse referendum is allowable. If a petition bearing the signatures of at least 5 percent of the votes cast in the last general election requesting a vote on the issuance of bonds is received by the municipal clerk within 30 days after the public hearing, a referendum vote on the issuance of the bonds shall be called (if a vote is taken and the referendum passes, the taxes would be levied on market value rather than tax capacity). Ehlers & Associates, Inc. Page 5 104 IV. PROJECT SUMMARY The expenditures to be undertaken with this Street Reconstruction Plan (SRP) are limited to those listed in Appendix A. All other foreseeable capital expenditures within the City government will come through other means. The following expenditures have been submitted for inclusion in this SRP: 2010 Exnenditures . $2,400,000 in project costs for the Walnut Street Reconstruction Project 2011 Exnenditures . No projects planned for inclusion at this time 2012 Expenditures . No project planned for inclusion at this time 2013 Exnenditures . No projects planned for inclusion at this time 2014 Expenditures . No projects planned for inclusion at this time Ehlers & Associates, Inc. Page 6 105 V. FINANCING THE STREET RECONSTRUCTION PLAN The total amount of requested expenditures under the Street Reconstruction Plan is $2,400,000. If these expenditures are to be funded, that amount of money is anticipated to be generated through the tax levy and the sale of $2,510,000 in bonds over the five-year period. In the fmancing of the Street Reconstruction Plan, one statutory limitation applies. Under Chapter 475, with few exceptions, cities cannot incur debt in excess of 3% of the assessor's taxable market value for the city. In the City the TMV is $1,804,253,700 (P2009). Therefore, the total amount of outstanding debt cannot exceed $54,127,611. As of April 5, 2010 the City had $15,820,961 subject to the legal debt limit. Under the Street Reconstruction Plan, the City will secure $2,510,000 in general obligation bonds in the year 2010 to fmance the Walnut Street Reconstruction Project. In the year 2011 through 2014 no other projects are planned at this time. The 2010 general obligation bond issues will be repaid over a 15 -year period. The par amount of the issue is based on the amounts listed in Appendix A plus estimated issuance costs. The proposed general obligation street reconstruction bonds (including issuance costs) are shown in Appendix B. Continuation of the Street Reconstruction Plan This Street Reconstruction Plan should be reviewed annually by the City Council using the process outlined in this Plan. It should review proposed expenditures, make priority decisions, and seek funding for those expenditures it deems necessary for the City. If deemed appropriate, the Council should prepare an update to this Plan. Ehlers & Associates, Inc. Page 7 106 APPENDIX A PROJECT COSTS (Capital Expenditures to be funded with Bond Proceeds) Costs associated with the 2010 Walnut Street Reconstruction project EWers & Associates, Inc. Page 8 107 APPENDIX B PROPOSED SRP BOND ISSUES Farmington, MN $2,510,000 G.O. Street Reconstruction Bonds, Series 2010 Debt Service Schedule Date Principal Coupon 02101/2011 02101/2012 155,000.00 1.000% 02101/2013 155,000.00 1.300% 02101/2014 160,000.00 1.600% 02101/2015 160,000.00 1.950% 02/01/2016 165,000.00 2.400% 02101/20 17 165,000.00 2.700% 02/01/2018 170,000.00 3.000% 02101/2019 175,000.00 3.200% 02101/2020 185,000.00 3.350% 02/01/2021 190,000.00 3.500% 02101/2022 195,000.00 3.600% 02101/2023 205,000.00 3.700% 02101/2024 210,000.00 3.800% 02101/2025 220,000,00 3.900% Total 52,510,000.00 Interest 45,433.85 72,372.50 70,822.50 68,807.50 66,247.50 63,127.50 59,167.50 54,712.50 49,612.50 44,012.50 37,815.00 31,165.00 24,145.00 16,560.00 8,580.00 5712,581.35 Total P+I 45,433.85 227,372.50 225,822.50 228,807.50 226,247.50 228,127.50 224,167.50 224,712.50 224,612.50 229,012.50 227,815.00 226,165.00 229,145.00 226,560.00 228,580.00 53,222,581.35 Yield Statistics Bond Year DoJlars Average Ufo Average Coupon $21,545.72 8.584 Years 3.3072985% Net Interest Cost (NIC) True Interest Cost (TIC) Bond Yield fur Arbitrage Pmposes All Inclusive Cost (AlC) 3.4529191% 3.4443106% 3.2717330% 3.6121585% IRS Form 8038 Net Interest Cost Weighted Average Maturity 3.3072985% 8.584 Years Sar 10 $2,4M StrootRecon I SINGLE PURPOSE I 311012010 112:28 PM Ehlers & Associates, Inc. Leaders In PubliC Finance Ehlers & Associates, Inc. Page 9 108 - - -- - -- - - -- --- - -------------- -.--o-o-D EHLERS lEADERS IN PUBUC FINANCE Debt Issuance Services April 5, 2010 Pre-Sale Report for $2,510,000 General Obligation Street Reconstruction Bonds, 2010C City of Farmington, Minnesota WW\N.ehlers-inc.com Minnesota Offices also in WlSCOnslAllf)9IDinois phone 651-697-8500 fax 651-697-8555 3060 Centre Polnte Drive RoseviUe. MN 55113-1122 .-0-0-0 Debt Issuance Services Details of Proposed Debt Proposed Issue: $2,510,000 General Obligation Street Reconstruction Bonds, Series 2010C Purpose: Construction and engineering costs of approximately $2,400,000 for the Walnut Street reconstruction project. Authority: The 201 OC Bonds are being issued pursuant to Minnesota Statues, Chapter 429 (special assessment debt) and Chapter 475.58 (Street Reconstruction Plan "SRP"). The Bonds count against the City's legal debt limit of 3% of market value. The City has held the required public hearings and is under the maximum amount of debt limit proscribed in each statutory authority. Funding Source(s): For the Bonds, it is the intent of the City to levy property taxes to support a portion of the debt service beginning with taxes payable in 2012. In addition, the City will utilize property tax and utility revenues to pay the principal and interest on the Bonds. The tax levy on the resolution for the 2010C bonds will show higher tax levy payments, but the City may use utility revenues to write down a portion of the tax levy each year. Risk Factors: We have assumed no pre-paid special assessments. The School District, which will be assessed for a material portion of the project, has indicated that the assessments will be paid over the 15 year duration of the bonds. If the City receives a significant amount of pre-paid assessments, it may need to increase the levy portion of the debt service to make up for lower interest earnings than the expected 5.10% assessment interest rate. Arbitrage Monitoring: The IRS is becoming more active in surveying municipal issuers. IRS rules regarding the amount of interest that the City may earn on bond proceeds must be taken into consideration. If the City spends the bond proceeds within 24 months according to specific percentages each six months, interest earned on the proceeds above the bond interest rate does not need to be rebated or repaid. The excess interest earnings are known as arbitrage. The City will also need to keep its debt service funds within IRS parameters to avoid penalties for carrying too high of a balance during the life of the issue. Pre-paid special assessments may cause the Debt Service Fund to be higher than IRS parameters. Presale Report October 8, 2009 Page 2 110 -II-O-O-D Debt Issuance Services Rating: Bank Qualification: Term/Call Feature: Other Considerations: RATED: It is anticipated that Standard and Poors will rate the Bonds an "AA-". Because the City is issuing less than $30,000,000 in the calendar year, the City will be able to designate the Bonds as "bank qualified" obligations. Bank qualified status broadens the market for the Bonds, which can result in lower interest rates. The 20IOC Bonds are being issued for a I6-year period plus six months of capitalized interest. Interest is payable each six months beginning February 1,2011. Principal on the 20IOC Bonds will be due on February 1 in the years 2011 through 2025. The 20IOB Bonds maturing February 1, 2018, and thereafter will be subject to prepayment at the discretion of the City on February 1, 2017. The par amount of the bonds may be changed up to a week prior to the sale if necessary. We have reviewed all outstanding indebtedness for the City and fmd there are no opportunities to refund any of the City's existing bonds. We will continue to monitor the market and the call dates for the City and will alert you to any future opportunities. , Presale Report October 8,2009 Page 3 111 -II-D-D-D Debt Issuance Services Proposed Debt Issuance Schedule Pre-Sale Review by Council: April 5, 2010 Distribute Official Statement: Week of April 26, 2010 Reverse Referendum period ends: May 5, 2010 Conference with Rating Agency: Week of May 10,2010 City Council Meeting to Award Sale of the Bonds: May 17, 2010 Estimated Closing Date: June 10,2010 Attachments Sources and Uses of Funds and Proposed Debt Service Schedule Bond Buyer Index Ehlers Contacts: Financial Advisors: Shelly Eldridge Bruce Kimmel Bond Sale Coordinator: Alicia Aulwes (651) 697-8504 (651) 697-8572 (651) 697-8534 (651) 697-8536 (651) 697-8523 Bond Analysts: Diana Lockard Debbie Holmes The Official Statement for this financing will be mailed to the Council Members at their home address for review prior to the sale date. Presale Report October 8,2009 Page 4 112 -II-D-D-D Debt Issuance Services Resolution No. Council Member introduced the following resolution and moved its adoption: Resolution Providing for the Sale of $ , Minnesota, has heretofore determined (the A. WHEREAS, the City Council of the City of that it is necessary and expedient to issue the City's $ "Bonds"), to finance in the City; and B. WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ("Ehlers"), as its independent fmancial advisor for the Bonds and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Minnesota, as follows: 1. Authorization: Findings. The City Council hereby authorizes Ehlers to solicit proposals for the sale of the Bonds. 2. Meeting: Proposal Opening. The City Council shall meet at on the purpose of considering sealed proposals for and awarding the sale of the Bonds. , for 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an official statement for the Bonds and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by Council Member and, after full discussion thereof and upon a vote being taken thereon, the following Council Members voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. Dated this _ day of City Clerk 113 >- c o 18 en o a. .. :s D. c o 'Iii en :s CJ en Q .. o II. ~ ell C :~ e D. .... u .!!!. e a. .... Gl 1: t/) .... ::I C ~ " z S ::i E :p .rI c .s at..!!! c oS .~ ~ 1ft/) .... ~ o I;: ~= o 0 o o 0' C') N '=t Gl ::I C Gl > &! .... 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Ides O~ Ul('l) Cll Ul In 0 :: ~ N - ..c CD CD BnV as ~ ClCl c:: c:: Q.a:l ~ Cll Alnr .u ~ CD .... - CD .- E Cll- " Cll C 0 Ul" ~.::: .- Ul aunr .e .- :E CJ) - .e Q) ....- co - .E a 0 C ~ Aew 0 CD~ N .- >- - CD ~ Cll- "C32 0::: Cll ~ C m _0::: IMtt lQ al- e s: alal "tI .eal "#. "#. "#. "#. "#. "#. "#. "#. ~ t- Cl:: 0 0 0 0 0 0 0 0 lQ .- 0 0 0 0 0 0 0 q 0 GI .e_ CD CD ~ cO to ~ cti N ci ~ .e .e Gi 1-1- ~ 0 U) 115 eta.. City of Farmington 430 Third Street h..rmington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.tarmingtun.nm.u.l TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Award Contracts for Completing Schmitz-Maki Arena Improvement Projects DATE: AprilS, 2010 INTRODUCTION The City Council approved plans and specifications and authorized the advertisement for bids for the Schmitz-Maki Arena Project (the Project) at its March 1, 2010 meeting. DISCUSSION The bidding process for the Project is complete. A sealed bid opening occurred at 10:00 a.In. on March 31,2010. The Project was broken into three separate project bids: Ice System Replacement, Ice Rink Dasher Boards and Ice Rink Dehumidification System. Exhibit A., which is attached, shows the tabulation of the bids submitted for all three projects. There were six bids submitted for the Ice System Replacement Project. The Engineers estimate for the Ice System Replacement Project was $910,000. Total Mechanical Services was the lowest responsible bidder for the Ice System Replacement Project in the amount of $808, 149.00, which includes Alternate 2 a subsoil heating system and Alternate 3 a subsoil drainage system. Two bids were submitted for the Ice Rink Dasher Boards Project. The Engineer's estimate for the Ice Rink Dasher Boards Project was $140,000. Becker Arena Products was the lowest responsible bidder for the Ice Rink Dasher Boards Project in the amount of $1 06,41 0.00, which includes Alternate 1 providing curved shielding at all 4 rink radii instead of straight sections. Two bids were submitted for the Dehumidification System Project. The Engineer's estimate for the Dehumidification System was $290,000. Total Mechanical was the lowest responsible bidder for the Dehumidification System in the amount of $280,032.00. After discussing the bids submitted for each of the three projects, staff members feel that the Dehumidification System Project, which was bid as an alternate, should not be included in the overall Schmitz-Maki Arena Project based on the following reason: . Schmitz-Maki Arena is not used during the summer months and the existing system is still functional and can remove moisture from the facility in the fall and spring when temperatures can sometimes be warm enough to cause humidity levels to be higher in the building. 116 BUDGET IMPACT The following table shows the breakdown of all costs associated with the Schmitz-Maki Arena Improvement Project as recommended by staff. . Ice System Dasher Boards 5% Engineering Construction Total Project Replacement Project Contingency and Design Management Services Cost Project including Fees (proposed and would including Alternate 1 not include Alternates 2 dehumidification and 3 system) $808,149.00 $106,410.00 $45,727.95 $41,400 $20,500.00 $1,022,186.95 Additional information is attached showing how the project will be financed. ACTION REOUESTED Adopt the attached resolution accepting the low bid from Total Mechanical Services in the amount of $808,149.00 and awarding the project and adopting an attached resolution accepting the low bid from Becker Arena Products in the amount of$106,410 and awarding the project. Respectfully Submitted, Randy Distad Parks and Recreation Director 117 RESOLUTION NO. AWARD CONTRACT FOR SCHMITZ-MAKI ARENA ICE SYSTEM REPLACEMENT Pursuant to due call and notice thereot: a regular meeting of the Ci% Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 5 day of Apri~ 2010 at 7:00 p.m. Members Present: Members Absent: Member introduced and Member seconded the following: WHEREAS, pursuant to an advertisement for bids for the Schmitz-Maki Arena Improvement Project bids were received opened and tabulated according to law; and, WHEREAS, six bids were received complying with the advertisement from firms determined to be responsible and competent for the Project; and, WHEREAS, the fIrm of Total Mechanical Services is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED that the bid from Total Mechanical Services in the amount of $808,149.00 is hereby accepted and awarded and the Mayor and Clerk are hereby authorized and directed to enter into a contract therefore. This resolution adopted by recorded vote ofthe Farmington City Council in open session on the 5th day of Apri~ 2010. Mayor Attested to the _ day of Apri~ 2010 City Administrator SEAL 118 RESOLUTION NO. AWARD CONTRACT FOR SCHMITZ-MAKI ARENA ICE RINK DASHERBOARDS Pursuant to due call and notice thereof: a regular meeting of the Cit~ Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 5 day of April, 2010 at 7:00 p.rn. Members Present: Members Absent: seconded the following: Member introduced and Member WHEREAS, pursuant to an advertisement for bids for the Schmitz-MaId Arena Project bids were received opened and tabulated according to law; and, WHEREAS, two bids were received complying with the advertisement from firms determined to be responsible and competent for the Project; and, WHEREAS, the fIrm of Becker Arena Products is the lowest responsible bidder. NOW THEREFORE BE IT RESOLVED that the bid from Becker Arena Products in the amount of $106,410.00 is hereby accepted and awarded and the Mayor and Clerk are hereby authorized and directed to enter into a contract therefore. This resolution adopted by recorded vote ofthe Farmington City Council in open session on the 5th day of April, 2010. Mayor Attested to the _ day of April, 2010 City Administrator SEAL 119 II m ~ .. i-tl: Ii ~~I m ll=!i!; a n- o ; 9 ~ I I ~ j! s I z i "U ~ ~ i i i ~ ~ I I !1! ;!E I I c:: Iii & if , I I U~!ir ~ r ... f .. I l!i .. S . ~nln HI I!l- r I I ... 0 I 1>> f: Jii E f ~I~ 8 ~ ~ J .. i ~I , I J ("" ... if ~~ 88 I !i~~~ !/J~J ~ ~ f i II~U .hl ii :1 j I i I ~ 1110 0 iaih.. 0 I ; ~ ~ !!. ~ ! i I '" i ~~ ... . ~ 8s i q. J ~ l '1 i . or . ~ R 120 II m ~ '" ... 14- !i: ! !~III; ~~~~I! ~ !!j ~~~.. = i~~j!!i~!l a ;I~ j n In 0 R i ; ! ~ il.~ ~ I I j!!i ~ ~~~ : ~ 1: ~I~ i p .... g 8 ffi i i ~ ~ ~gl ~ ... ... t a ~ ::I I i ~ = ~ . Z f i ~ :;E i I In In I ~ f I if II i I ~ i f ~ w I I i -0 ... .. . ~~ i f ~ . f ii';; J!I ~ it ~ c:: I s I ~ j 1" 'NN ~ll! if ... I ~ I ~~;8 il ~ ... ~ p ~jl m is 8 I I w ifiI .. I ~ ~ "''2 .. ~ ~ .... ~ ~ f Ii I: i ~ Ii 8~ p 8 II n iiI .... i I i .... I i .\'I iSst 'Xi 8 ! i!! ~ p s i ; ~ zlQ5' 8 is ~ ~ n f : 8 'o,j ~ ~~ ! ~ .... I ~ N j a~ .. ~ ~ ~~ ... 8 88 121 ~ I ~ ... g f I I~ ~ ! !hJi' i [i!;~ ~;I~' ~ !!li~ $J 1:"' i>- ~ ~If 8 Ii > =i;~~ lij a.!~ij!d . li~ j~~ :f! ~iiii~ >!~~~ffiiIaJ ifi"~~ ~~ J <I> In;hl i .... g II' UI ~i~ ~S~" " n li~ ;il iil III1 !!II~! ~i~ !i~ I~~ i ~; I~a.i~ ~~l; !~i :~~ ~ ~~ ~ IZ~~ .. n \::J . a 0 a Z iE~ !ii! i!!! i~~ ~ ~ N s ~ ~g ~~ ~ ~~! ~ - i g~ .g~ r = ~ .. " ~ i U~ I j ~ & ~ .fl z ~ ~ I .... ... .... .... .... ~ i ';} ll/. i s I z ~ I I ill: ~ i J ! ~ i f "U I i i i I i! i I ; ~ ~ ~ N ~ r f J :t I'" 8 '" "" ... Iii Iii Iii Iii Iii > "'Ii! l5:rLl~~ lIJ~ 11~11 ;ri ~ Hloa ~ 2 it.~ 8 if c i ! I .~ o I ! 11il.. l-I- i! r. :IE I i Ii I . Il CD ~. g o I ~ i ... r ~. I i 8 i II i H ~ I I I 122 I i ~ !j!l "" I I III f & IJif~ir. i > [un 1~li ~I~~ ~ W Ii f I "'lli~lam ~:S~ (~:J.~ ~~i ~I.~~ "3:141- ~~ :J t:Z ~ I In A ~ "" ... il ~~i ~Ii ~ii ~~Ii ~!II~! 5~~ ~~~ 5~~ 5~~~ I~I~~~ I~f lIe li~ I ~~ ; ~~~ !~i !~i !~i ! ~i ~~~ . l'{G . iilG . ~G . '-to . m 1aI i~~ i3~ i ~ i I~ ~i~! ~i ~ ~ ~ ~ ~j~ i ! ~ I ~ ~ o Iii Iii Iii Iii Iii ... ... ... ... ... I .... ... ." 8 g .... i g j ~ g ! ~ "mill J... g'" 8m k~ -a I~ 8~ I g 'C ~ g <It ::: ~ 8 .... i j 8 I 8 .. .... j:...... J ~ p... III Ie l!I 1;;:: l5~ Qol5! i:to~ !;:13 88 C5 0 08 123 g e ~ i i I I I J if r in i i I i i: as I I i ~ i ! I ::II I~ City of Farmington 430 Third Street "armington, Minnesota 651.280.6800. Fax 651.280,6899 www.ci.mrmingtlm.nm.L1:; TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Schmitz-MaId Ice Arena Bonds DATE: AprilS, 2010 INTRODUCTION At the AprilS, 2010, Council meeting, Council will receive the bids for the replacement of the floor, the dasher boards, and the dehumidification system. Following review of the bids, Council may make a determination to award bids. DISCUSSION We are estimating the cost for repair of the arena to be $1 million. We are estimating the cost on an annual basis, for a lO-year bond, to be approximately $160,000. The bonds will be paid through a City levy. BUDGET IMPACT The 2011 - 2020 budget will need to include funds necessary to retire the bonds. ACTION REOUESTED Authorize a resolution for bonds to be sold for the repair ofthe Schmitz-Maki Arena. Respectfully submitted, Peter J. Herlofsky, Jr. City Administrator 124 Resolution No. Resolution Providing for the Sale of $1,160,000 General Obligation Equipment Certificates, Series 201 OD Pursuant to due call and notice thereot: a regular meeting of the City Council of the City of Farmington, Minnesota, was held in the Council Chambers of said City on the 5th day of April 2010 at 7:00 p.m. Members Present: Members Absent: Council Member introduced the following resolution and moved its adoption: A. WHEREAS, the City Council of the City of Farmington, Minnesota, has heretofore determined that it is necessary and expedient to issue the City's $1,160,000 General Obligation Equipment Certificates(the "Certificates"), to finance equipment purchases for the City; and B. WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ("Ehlers"), as its independent fmancial advisor for the Certificates and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Farmington, Minnesota, as follows: 1. Authorization: Findings. The City Council hereby authorizes Ehlers to solicit proposals for the sale of the Certificates. 2. Meeting: Proposal Opening. The City Council shall meet at 7:00 pm on May 17, 2010, for the purpose of considering sealed proposals for and awarding the sale of the Certificates. 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an official statement for the Certificates and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by Council Member and, after full discussion thereof and upon a vote being taken thereon, the following Council Members voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. Dated this _ day of "_e City Clerk 125 -II-D-D-D EHLERS LEADERS IN PUBUC FINANCE Debt Issuance Services April 5, 2010 Pre-Sale Report for $1,160,000 General Obligation Equipment Certificates, 2010D City of Farmington, Minnesota www.ehlers-inc.com Minnesota Offices also in Wisconsint~ IDlnois phone 651-697-8500 fax 651-697-8555 3060 Centre Polnte Drive RoseviUe. MN 55113-1122 -II-O-O-D Debt Issuance Services Details of Proposed Debt Proposed Issue: $1,160,000 General Obligation Equipment Certificates, Series 2010D Purpose: To fmance the purchase of $1,100,000 of equipment for the City's Ice Arena in 2010. Authority: The 201 OB Certificates are being issued pursuant to Minnesota Statutes, Chapter 412. If the amount of equipment certificates issued is more than .25% of the taxable market value ("TMV"), a public hearing and reverse referendum must be held. The City's P2009 TMV was $1,804,253,700. The proposed Equipment Certificates are under $4,510,634, so no public hearing is required for this issue. The Certificates count against the City's legal debt limit of 3% of market value. Funding Source(s): For the Certificates, it is the intent of the City to levy property taxes to support 105% of the debt service beginning with taxes payable in 2011. The City may annually write down the levy with other revenues. Arbitrage Monitoring: The IRS is becoming more active in surveying municipal issuers. IRS rules regarding the amount of interest that the City may earn on bond proceeds must be taken into consideration. If the City spends the bond proceeds within 18 months according to specific percentages each six months, interest earned on the proceeds above the bond interest rate does not need to be rebated or repaid. The excess interest earnings are known as arbitrage. The City will also need to keep its debt service funds within IRS parameters to avoid penalties for carrying too high of a balance during the life of the issue. Rating: It is anticipated that Standard and Poors will rate the Bonds an "AA-". Bank Qualification: Because the City is issuing less than $30,000,000 in the calendar year, the City will be able to designate the Bonds as "bank qualified" obligations. Bank qualified status broadens the market for the Bonds, which can result in lower interest rates. Term/Call Feature: The 2010C Certificates are being issued for a 10-year period plus six months of capitalized interest. Interest is payable each six months beginning February 1,20114. Principal on the 2010D Certificates will be due on February 1 in the years 2011 through 2020. The 2010D Certificates maturing February 1,2018, and thereafter will be subject to prepayment at the discretion of the City on February 1,2017. Presale Report October 8. 2009 Page 2 127 --.0-0-0 Debt Issuance Services Other Considerations: We have reviewed all outstanding indebtedness for the City and fmd there are no opportunities to refund any of the City's existing bonds. We will continue to monitor the market and the call dates for the City and will alert you to any future opportunities. Proposed Debt Issuance Schedule Pre-Sale Review by Council: April 5, 2010 Distribute Official Statement: Week of April 26, 2010 Conference with Rating Agency: Week of May 10,2010 City Council Meeting to Award Sale of the Bonds: May 17,2010 Estimated Closing Date: June 10,2010 Attachments Sources and Uses of Funds, Proposed Debt Service Schedule and Tax Impacts Resolution Authorizing Ehlers to Proceed With Bond Sale Ehlers Contacts: Financial Advisors: Shelly Eldridge Bruce Kimmel (651) 697-8504 (651) 697-8572 (651) 697-8534 (651) 697-8536 (651) 697-8523 Bond Analysts: Diana Lockard Debbie Holmes Bond Sale Coordinator: Alicia Aulwes The Official Statement for this financing will be mailed to the Council Members at their home address for review prior to the sale date. 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"C- .t: l!! o....................................'C"""".... 0- E Q).E a- .3;:! 0000000000 e ~ 8.< '" 151ii "Iii g!~ NNNNNNNNNN a- U e Gl l:l c..- ..- <I- a..!:! ~ -II-D-D-D Debt Issuance Services Resolution No. Council Member introduced the following resolution and moved its adoption: Resolution Providing for the Sale of $1,160,000 General Obligation Equipment Certificates, Series 20100 A. WHEREAS, the City Council of the City of Farmington, Minnesota, has heretofore determined that it is necessary and expedient to issue the City's $1,160,000 General Obligation Equipment Certificates(the "Certificates"), to finance equipment purchases for the City; and B. WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ("Ehlers"), as its independent financial advisor for the Certificates and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of-the City of Farmington, Minnesota, as follows: 1. Authorization: Findings. The City Council hereby authorizes Ehlers to solicit proposals for the sale of the Certificates. 2. Meeting: Proposal Opening. The City Council shall meet at 7:00 pm on May 17, 2010, for the purpose of considering sealed proposals for and awarding the sale of the Certificates. 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an official statement for the Certificates and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by Council Member and, after full discussion thereof and upon a vote being taken thereon, the following Council Members voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. Dated this _ day of City Clerk 130 IC~ City of Farmington 430 Third Street h1..rmington, Minnesota 651.280.6800. Fax 651.280.6899 www:ci.tarmingl:lm.mlU1.'i TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Hiring Construction Manager for Schmitz-Maki Arena Improvement Project DATE: AprilS, 2010 INTRODUCTION The City Council approved plans and specifications and authorized the advertisement of bids for the Schmitz-Maki Arena Improvement Project (the Project) at its March 1, 2010 meeting. A request will be made to award the contract for the Project at the AprilS, 2010 City Council meeting. Management of the construction of the Project still has to be determined. DISCUSSION Bonestroo was hired by the City to complete the plans and specifications and work with the City through the bidding process. Now that the bidding process for the Project has concluded, Bonestroo has met the contractual obligation it was hired to complete. During the completion of the plans and specifications phase of the project, Bonestroo was asked to submit a separate proposal on managing the Project. Attached in Exhibit A is the proposal that Bonestroo submitted. City staff would like to hire Bonestroo for the construction management part of the Project. The reasons for hiring Bonestroo to manage the project include: . Since Bonestroo designed the improvements to be completed it seems to make sense to also have them manage the project in order to ensure that the contractor is completing construction the way the plans and specifications has identified the improvements to be completed. . Bonestroo has a tremendous amount of experience with understanding and managing ice arena improvement projects that involves the replacement of refrigeration systems, dasher board systems and dehumidification systems. . The proposed costs to hire Bonestroo are based on a lump sum fee rather than a percentage of the construction costs and so if there are any change orders it does not affect the payment to Bonestroo for its services should a change order need to be completed. BUDGET IMPACT The cost of utilizing Bonestroo's services to manage the construction of the Project is broken out over the three different areas of the Project and are as follows: Pro_iect Item Cost Reimbursable Cost Refrigeration System $17,750.00 $700.00 Dasher Board System $2,750.00 $60.00 Dehumidification System $5,650.00 $200.00 Totals $26,150.00 $960.00 131 The cost ofBonestroo providing construction management for the Project would be wrapped into the fInal Project costs. ACTION REOUESTED By motion, approve the hiring of Bonestroo to provide construction management of the Schmitz-Maki Arena Improvement Project. Respectfully,submitted, Randy Distad Parks and Recreation Director 132 EyJf)~ ~ '.4- A 2335 Highway 36 W St. Paul, MN 55113 Tel 651-636-4600 Fax 651.636-1311 www.bonestroo.com ... Bonestroo March 9, 2010 Mr. Randy Distad City of Farmington 430 Third Street Farmington, MN 55024 Re: Schmitz-Makl Arena Ice System Replacement Construction Phase Services Proposal Dear Mr. Olstad: On November 20, 2009, a proposal to complete the study, design, and bidding phases for the replacement of the Ice systems at Schmitz-Maki Arena was submitted by Bonestroo to the City. The City awarded that work to Bonestroo, the design phase Is nearing completion, and bids will be opened on March 31, 2010. The City has requested a proposal from Bonestroo to provide construction phase services related to the project. Our proposal Is as follows: Proiect Understandin9 The project consists of the following major components: · Demolition of existing rink floor, dasherboards, refrigeration system, and related mechanical and electrical systems · New reinforced concrete surfaced Ice rink floor. · New industrial quality ammonia based refrigeration system. · New dasherboards and accessories. · New desiccant style dehumidification system utilizing compressor waste heat for desiccant regeneration. ScoDe of Services The City of Farmington has requested construction phase engineering services related to the Ice System Improvements at Schmitz-Makf Arena. Our proposed scope of construction phase services Is as follows: Engineel ing Planning SCience Mr. Randy Distad Gty of Farmington Page20f4 March ~ 2010 1. The ice systems are specialized and important components of the facility. Because of our extensive knowledge and experience in these special project elements, we recommend the specific construction observations outlined below during the consttuctlon phase: · Pre-construction Conference Ice System Engineer and Mechanical Engineer will meet with the Contractor and Owner to discuss overall project requirements, schedule, testing procedures, required submittals, project manuals, inspections, alternative materials/construction methods and payment request/change order procedures. · Demolition Observation of the removal of the existing rink floor, dasherboards, and refrigeration, as well as associated mechanical and electrical systems. · Sub-Floor Heating System Observation of the sub-floor heating system located beneath the refrigerated rink slab, including: a) View headers and tee connections to the 1" diameter heat piping. b) Observe pressure testing of subsoil headers and heat piping. c) Review controlled fill procedures over above assemblies. · Insulation and Vapor Barrier Installation Observation of the frost insulation layer and vapor barrier installation located under the refrigerated rink floor, including: a) Review of granular fill beneath Insulation layer b) Review insulatlon/Vapor barrier quality and tolerances of installation c) Observation of the Insulation joints and vapor barrier joints d) Provide elevation grid survey over entire rink slab area to verify compliance to critical tolerances e) Discuss special concerns for installation of refrigeration headers and refrigeration piping. · Refrigeration Piping Observation of partially completed Installation of piping to review: a) Procedures for all piping joint connections b) Horizontal clearances of critical piping and headers c) Tolerances and spacing of refrigeration piping, spacers, and supports d) Generally observe all material qualities and Installation methods, to ensure that piping Installation Is on track. · Refrigeration Piping/Floor Pour (Two days) Observation of completed rink piping system and observation of the full rink concrete pour, including: 134 Mr. Randy Distad City of Farmington Page3of4 March 9, 2010 a) Review tolerances and quality of installation b) Witness pr~ssure test c) Conduct pre-pour meeting with contractors, suppliers, testing firm, and City staff d) Observe entire rink concrete pour e) Review concrete curing methods and floor sealer application requirements · Rnal Punch List and Equipment Start-up Ice System .Englneer and Mechanical Engineer will conduct a walk- through review of all rink floor, dasherboard, refrigeration, mechanical, and electrical equipment construction In the presence of the Owner and Contractor and document all nonconforming items on a final punch list. Witness start-up and running performance of all equipment; and review O&M manuals, start-up, and shut down requirements with Owner and Contractor. · Punch List Completion Conduct a walk-through review of all construction In the presence of Owner and Contractor and document satisfactory completion of all punch list work. 2. Provide complete review and comments of Contractor's submittals, Including shop drawings and data, equipment layout drawings, and manufacturer's literature. Provide additional reviews of rejected items as necessary. 3. Review pay requests submitted by the Contractor. Prepare progress payment requests and change orders for submittal to the City, as well as recommendations for payment. 4. Receive and respond to construction related questions submitted via telephone, mail or e-mail. 5. Review and evaluate contractor's closeout submittals, including operations and maintenance manuals, warranties, and record plan red-lines 6. Equipment demonstrations and training will be provided by the Contractor and by the factory representatives for the equipment installed. Fee ProDosal We propose that the proposed construction phase services be completed on a lump sum basis as follows: 1. Project 1 - Ice System Replacement (Ice Rink Floor and Refrigeration System) 135 Mr. Randy Distad Oty of Farmington Page40f4 March ~ 2010 Lump sum fee of $17,750.00, plus reimbursable expenses estimated at $700.00. This fee does not include outside testing firm fees, which we propose be contracted directly with the City. 2. Project 2 - Dehumidification System Lump sum fee of $5,650.00, plus reimbursable expenses estimated at $200.00. This fee does not Include outside testing firm fees, which we propose be contracted directly with the City. 3. Project 3 - Dasherboard System Lump sum fee of $2,750.00, plus reimbursable expenses estimated at $60.00. This fee does not Include outside testing firm fees, which we propose be contracted directly with the City. Additional on-site meetings requested by the City and not Included in the Scope of Services would be attended on an hourly basis, plus reimbursable expenses. The reimbursable expenses on this project include travel, mileage, printing costs, postage, and supplies. If you have any questions regarding this proposal, please feel welcome to call us at 651- 636-4600. Sincerely, tofitz, P~E. 136 FORM OF AGREEMENT TillS AGREEMENT, made and signed this _ day of Apri~ 2010 by and between the City of Farmington hereinafter called the "Owner" and Bonestroo hereinafter called the "Consultant". TillS AGREEMENT WITNESSETH, that the Owner and Consultant, for the consideration hereinafter stated, agree as follows: ARTICLE I The Consultant hereby covenants and agrees to perform the scope of service of providing construction phase engineering services as described in Bonestroo's proposal dated March 9,2010 (attached) for the following project: Schmitz-Maid Arena Improvement Project and to complete everything required by this Agreement. ARTICLE II The Consultant agrees that the work is scheduled to be completed by October 1, 2010. If the work is not completed on time, the Consultant's fee will increase only if the Scope of Services described in Bonestroo' s proposal is exceeded, and if specific written authorization is received from the City. ARTICLE ill The Consultant already has on file with the Owner a Certificate oflnsurance listing the Owner as "additional insured" with at least $2,000,000 per occurrence liability coverage. ARTICLE IV The Owner agrees to pay and the Consultant agrees to receive and accept payment in accordance with the prices quoted for services provided and set forth in the accepted Consultant's Proposal on file in the Office of the Parks and Recreation Director, the aggregate of which prices, based on the approximate schedule of services, is estimated at $26,150.00 plus reimbursables of$960.00 and shall under no circumstances exceed these amounts without specific written authorization of the City. ARTICLE V The Contract Documents shall consist of the following component parts: 1. The Proposal Form submitted by the Consultant. 2. Consultant'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. CONSULTANT: OWNER: BY: BY: ITS: MAYOR ITS BY: ITS: CITY ADMINISTRATOR 137 IDe. City of Farmington 430 Third Street l:armington, Minnesota 651.280.6800. Fax 651.280.6899 w\.,w.ci.tllnllingtlm.n11l.Lls TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Rejecting Bid for the Rambling River Center HV AC Project and Authorizing a Re- Advertisement for Bids DATE: AprilS, 2010 INTRODUCTION On Thursday, March 25,2010 a sealed bid opening was held for the Rambling River Center's Heating, Ventilation and Air Conditioning Project (HV AC Project). DISCUSSION A copy of the advertisement of bids was mailed to eleven HV AC contractors. Gopher Heating and Sheet Metal (GHSM) was the only contractor who purchased the bid document and drawings. No sealed bids were submitted for the project by the bid opening deadline of 10:00 a.m. on Thursday, March 25,2010. However GHSM did submit its bid electronically at 10:00 a.m. and did not include a 5% bid bond with its electronic bid. The Engineers estimate for the project including alternates was $160,542.00. GHSM bid, including all alternates, was $59,000. The bid was $101,542 less than what was estimated by the Engineer. After reviewing the bid received from GHSM with the City Attorney and with the Dakota County CDA start: it is being recommended to reject all bids and have the City Council authorize the re- advertisement for bids for the HV AC Project since the bid requirements of submitting a sealed bid and a 5% bid bond not being met by GHSM. Staffwill submit a new advertisement in the appropriate publications soliciting new sealed bids. BUDGET IMPACT There will be an additional cost to place a new advertisement for bids in the appropriate publications but the cost should be under $250.00 to do so. ACTION REOUESTED By motion reject the bid received and authorize the re-advertisement of bids for the Rambling River Center's HV AC Project. Respectfully Submitted, Randy Distad, Parks and Recreation Director 138 Jla- City of Farmington 430 Third Street l;armington, Minnesota 651.280.6800. Fax 651.280.6899 www.ci.mnningtll11.n1n.U.l TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Community Survey Agreement DATE: AprilS, 2010 INTRODUCTION A request is being made to approve an agreement that would hire a consulting fIrm to complete a community survey on parks, trails, recreational facilities and recreational programs. DISCUSSION The City Council approved at its December 7,2009, meeting a Request for Proposals (RFP) process to be completed in order to receive proposals for completing a Parks and Recreation community survey. Four proposals were received. After review by the Park and Recreation Advisory Commission (the Commission) and City staff, a recommendation was made to hire Leisure Vision from Olathe, Kansas to complete the survey. The City Council at its March 1, 2010, meeting postponed the decision until after it had an opportunity to further discuss what the community survey should focus on. On March 22,2010 the City Council and the Commission held a joint workshop to discuss the community survey. Based on the discussion that occurred at the workshop it was agreed that the following would occur related to a community survey: . An Agreement form would be brought to the City Council at its AprilS, 2010 meeting that would approve hiring ETC Institute/Leisure Vision (Leisure Vision) from Olathe, Kansas to complete the community survey. . The survey would only be sent to City residents . The Commission would work with staff and the consultant from Leisure Vision to develop a list of questions to ask on the survey and then the list of questions would be provided to the City Council for its review prior to a survey being sent to City residents . The survey would include questions asking residents how they would feel about a referendum being held during the 2010 general election . Leisure Vision would be hired to complete a sampling of 400 households At the City Council workshop a discussion also occurred about a time line for completing the community survey. A revised proposed time line for completing the community survey and having the results presented to the City Council is included with this memo. 139 BUDGET IMPACT Leisure Visions in its proposal identified the following breakdown in costs based on the number ofhousehold samplings: Number of Household Samples Cost 600 $13,950 500 $12,600 400 $10,900 Completing a sample of 400 households has the same confidence level of95% as completing a sample of 600 households. The margin of error difference between 400 and 600 samples is +/- 1 %. Given this information it makes sense that Leisure Vision should complete a survey of 400 households in order to reduce the cost by $3,050.00. Leisure Vision in its proposal stated that should more than 400 surveys be returned, it will process the additional returned surveys at no cost to the City. The cost of the survey would be paid from the Park Improvement Fund, which at the end of2009 had a fund balance of$145,805. ACTION REOUESTED By motion, approve the attached Agreement form to hire Leisure Vision to complete a community survey. Respectfully submitted, Randy Distad Parks and Recreation Director 140 City of Farmington 430 Third Street l;armington, Minnesota 651.280.6ROO. Fax 651.280.6899 w\....w:ci.filrmmgtI111.n11l.LL'i ~osed Timeline for Completing Community Survey March 22, 2010 City Council workshop to discuss survey April 5, 2010 City Council approves agreement to hire Leisure Vision April 8, 2010 Agreement executed on or before this date April 9-28, 2010 Survey instrument completed May 3,2010 City Council approves survey questions May 18-June 18,2010 Survey completed in community June 28,2010 Survey results known & draft results shared/reviewed with staff July 6 or 19,2010 City Council meeting presentation of survey results 141 FORM OF AGREEMENT THIS AGREEMENT, made and signed this _ day of Apri~ 2010, by and between the City of Farmington hereinafter called the "Owner" and ETC Institute hereinafter called the "Consultant" . WITNESSETH, that the Owner and Consultant, for the consideration hereinafter stated, agree as follows: ARTICLE I The Consultant hereby covenants and agrees to perform the scope of services of completing a community survey and providing the results of this survey as indicated in the Request for Proposal for the following project: "Parks and Recreation Community Survey" and to complete everything required by this Agreement. ARTICLE n The Consultant agrees that the work contemplated by this Contract shall be fully and satisfactorily completed based on a revised date of on or before July 30, 2010. ARTICLE ill The Consultant agrees to provide to the Owner a Certificate oflnsurance listing the Owner as "additional insured" and an effective insurance policy evidencing general liability coverage in the amount not less than One Million, Five Hundred Thousand Dollars ($1,500,000.00). ARTICLE IV The Owner agrees to pay and the Consultant agrees to receive and accept payment in accordance with the prices quoted for services provided and set forth in the accepted Consultant's Proposal on file in the Office of the Parks and Recreation Director, the aggregate of which prices, based on the approximate schedule of services in the proposal submitted by the Consultant, is estimated at $10,900.00 to complete a sampling of 400 households and shall under no circumstances exceed $10,900.00 without specific written authorization ofthe City. ARTICLE V The Contract Documents shall consist of the following component parts: 1. The Proposal Form submitted by the Consultant. 2. Consultant's Certificate oflnsurance 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 ofthe date fIrst above written. CONSULTANT: OWNER: BY: BY: ITS: MAYOR ITS BY: ITS: CITY ADMINISTRATOR 142 /3CL City of Farmington 430 Third Street farmington, Minnesota 651.280.6800. Fax 651.280.6899 www:ci.farmingt4l11.n1n.LL"i TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Weed Mowing Protocol DATE: AprilS, 2010 INTRODUCTION As we are approaching the spring and summer season, I wanted to remind Council of our weed ordinance. DISCUSSION Attached is a current copy of the City's weed ordinance. In particular, I would like to bring to Council's attention the portion on undeveloped platted lots: Any platted lot within the City that is undeveloped and does not share a common property line with any developed lot(s) which contains a principal structure may be left in a natural state. ACTION REOUESTED For your information. Respectfully submitted, Peter J. Herlofsky, Jr. City Administrator 143 6-7-1 6-7 -1 CHAPTER 7 WEEDS SECTION: 6-7-1 : 6-7-2: 6-7-3: 6-7-4: Weed Defined Notice To Destroy Action Upon Noncompliance Charge A Lien 6-7-1: WEED DEFINED: For the purpose of this section, the term "weeds" means noxious weeds as defined by state law (and such useless and troublesome plants as are commonly known as weeds to the general public). All weeds or growing grasses upon any platted lot in the city which are in excess of one foot (1'), or have gone or about to go to seed, are hereby declared to be a nuisance and dangerous to the health, safety and order of the city, with the following exceptions: (A) Slope Areas: Slopes that are steeper than three to one (3:1) may be left in natural state. (B) PondslWetlands: Property adjacent to ponds may be left in a natural state. Property owners will not be allowed to mow city property, including that property surrounding ponds. (C) NaturallWildlife Areas: Natural areas which include parks, wetlands! ponds, unplatted land and other city designated areas may be left in a natural state. (D) Natural Areas On Platted Lots: Natural areas will be allowed on platted lots in backyards from the most rear corner of the home subject to a six foot (6') setback from the property lines, except in the case where the natural area Is adjacent to another natural area or fence. A natural area contains "native grasses" meaning those species of perennial grasses other than those designated as noxious weeds by the Minnesota department of agriculture in 1505.0730 and 1505.0740. December 2009 City of Farmington 144 6-7-1 6-7-4 (E) Undeveloped Platted Lots: Any platted lot within the city that is undeveloped and does not share a common property line with any developed lot(s) which contains a principal structure may be left in a natural state. Noxious weeds must be removed regardless of where they exist. It shall be unlawful for an owner, lessee or occupant of any land described above to allow, permit or maintain a "nuisance" as defined herein on any such land or along the sidewalk, street or alley adjacent thereto. (Ord. 009-608, 8-17-2009) 6-7-2: NOTICE TO DESTROY: The city administrator is hereby authorized and empowered to notify, in writing, the owner of any such lot, place or area within the city, or the agent of such owner, to cut, destroy and/or remove any such weeds or grass found growing, lying, or located on such owner's property or upon the sidewalk or boulevard abutting same. Such notice shall be by registered mail, addressed to said owner, at his last known address. (Ord. 009-608, 8-17-2009) 6-7-3: ACTION UPON NONCOMPLIANCE: Upon the failure, neglect or refusal of any owner or agent, so notified, to cut, destroy and/or remove such weeds or grass within ten (10) days after receipt of the written notice provided for in section 6-7-2 of this chapter, the city administrator is hereby authorized and empowered to pay for the cutting, destroying and/or removal of such weeds or grass or to order the removal by the city. (Ord. 009-608, 8-17-2009) 6-7-4: CHARGE A LIEN: When the city has effected the removal of such obnoxious growth or has paid for its removal, the actual cost thereof, plus accrued interest as provided by law, and penalty as set forth from time to time by resolution of the city council, if not paid by such owner prior thereto, shall be charged to the owner of such property on the next regular tax bill forwarded to such owner by the city, and said charge shall be due and payable by said owner at the time of payment of such tax bill, pursuant to the provisions of MSA 429. (Ord. 009-608, 8-17-2009) December 2009 City of Farmington 145 )36 City of Farmington 430 Third Street l;armington, Minnesota 651.280.6800. Fax 651.280,6899 www.ci.fanniTl!.T\:4m.mll.LL.\ TO: Mayor, Councilmembers, and City Administrator FROM: Brenda Wendlandt, Human Resources Director SUBJECT: Summer Hours DATE: AprilS, 2010 INTRODUCTION The purpose of this memorandum is to provide information to the Council regarding the proposed summer hours for City facilities. DISCUSSION Again this year, the City is asking to implement the summer hour schedule for City Hall. These hours are intended to provide better service to our customers by giving them extra time on Monday through Thursday to take care of business with the City without having to take time out of the normal work day to do such things as be home for a deck inspection or pick up their permits from City Hall. Additionally, these hours allow us to maximize efficiency as well as provide some flexibility to City staff regarding their summer work schedules. The hours for the City facilities are listed below and would begin June 7, 2010 and end Friday, September 3, 2010. City Hall: Monday - Thursday 7:00 a.m. to 5:00 p.rn. Friday 7:00 a.m. to 12:00 p.m. Police Department Monday - Friday 8:00 a.m. to 5:00 p.m. Maintenance Facility Monday - Friday 8:00 a.m. to 12:00 p.m. Rambling River Center Monday - Friday 7:30 a.rn. to 3:30 p.m. Farmington Liquor Downtown Monday - Thursday 10:00 a.m. to 9:00 p.m. Friday - Saturday 10:00 a.rn. to 10:00 p.m. Pilot Knob Monday - Saturday 10:00 a.m. to 10:00 p.rn. Outdoor Pool Open June 16th through August 22nd. 146 -- -- --- ------------- ------ ---------~---~--------- These hours will be posted on the City website, Cable Access Channel 16, at City Hall and the Maintenance Facility. Additionally, an article about these new hours will be in the next edition of The Bridge newsletter that is mailed to all residents. BUDGET IMPACT As total hours worked during the week will typically not exceed 40 hours, this schedule does not negatively impact the City's budget. ACTION REOUESTED Approve the summer hour schedule for City Hall. Respectfully Submitted, Ji ..."\ i .'/ I f "I- i~..t . ~~4tl; Wt.. Brenda Wendlandt, SPHR Human Resources Director cc: file 147