[Music] foreign [Music] [Music] [Music] foreign [Music] Council regular meeting to order for Monday May 1st 2023 would everyone please stand for the Pledge of Allegiance cities liberty and justice for all foreign please here here yes here all right thank you uh unless there are any changes to the agenda we look for a motion to approve motion second motion my Holly second by Steve all in favor say aye aye aye all right we'll move on to agenda item five one is the proclamation for Farmington due days and Farmington City code section 3 attack 11 attack 4 states that it is unlawful for any person to drink or to display in an open container any intoxicating liquor or non-intoxicating Malt Liquor upon any public Street alley sidewalk walkway or thoroughfare within the city limits of Farmington City code section 311 attack five exemptions allows the city council to Grant an exception by proclamation for a specific specific period of time to accommodate a public Civic or Municipal activity community-wide such as a celebration or Festival staff is requesting that Council Grant this exception for the 2023 due Days Festival is there any discussion regarding the proclamation and or its impact there's no discussion then we look for a motion to approve the proclamation for due days uh June 22nd to the 25th 2023 motion second motion by Nick second by Steve all in favor say aye aye all right and at this time we will read through the due days Proclamation for this year's event Proclamation Farmington due days whereas in 1979 Pepsi Cola announced that the citizens of Farmington drank more Mountain Dew per capita than any other city and whereas a city festival was planned to celebrate and the citizens of Farmington have continued to support this festival for the past 41 years and whereas Farmington City code section 3tac 11 Attack 5 allows the city council to Grant an exception to ordinance Section 3 attack 11 attack 4 prohibition which states that it is unlawful for any person to drink or to display in an open container in the intoxicating liquor or non-intoxicating Malt Liquor upon any public Street alley sidewalk walkway or thoroughfare within the city limits of Farmington end whereas an exception to the ordinance will be made by proclamation for a specified period of time to accommodate a public Civic or Municipal activity community-wide such as a celebration or Festival where the public may enjoy local in Regional music and arts activities history and culture and whereas the festival may have changed its name location and activities over the years but the one thing that has not changed is the citizens of Farmington who love to celebrate each summer now therefore I mayor Joshua Hoyt on behalf of the city council of the city of Farmington do hereby Proclaim an exception to city code section 3 tac-11 Tech 4 for due days from Thursday June 22nd through Sunday June 25th and ask that the citizens of Farmington join me in celebrating due days June 22nd through June 25th 2023 and witness thereof I have here unto set my hand and caused the Seal of the city of Farmington Minnesota to be affixed on this first day of May 2023. all right moving on we have our public comment portion seeing no one in attendance we will move on to item seven which is our consent agenda unless there are changes we look for a motion to approve the consent agenda motion motion by Holly second second by Nick all in favor say aye aye all right and we'll move on to new business item 12 12 1 which is to authorize a Professional Services agreement for the Aitkin Road Improvement Construction Services John thank you mayor and city council members the city intends to use for the Aitkin Road Improvement project Municipal state aid construction funds a little background about Municipal state aid funds at the state it starts with the highway user tax distribution fund and then that's divided up based on percentages to various um groups roads and bridges things like that and cities of a population of 5000 or over our Municipal state aid cities and an allocation is given to the city based on our population and based on our construction needs and that is our allocation for our annual allocation cities are allowed to take a certain percentage of that as maintenance we currently take 25 percent and then the balance goes into a construction account so we essentially have a count at the state for our Municipal state aid funds and we get about eight or nine hundred thousand dollars a year so over two or three years we've come in and enough funds to pay for a project that's why we're using state aid funds on this particular project but using Municipal state aid funds does require a much higher level of engineering Administration than a typical project examples include a review of labor submittals labor compliance reviews strict adherence to a materials testing protocol submittal of contract and paid documents to state aid for their review and so staff is recommending use of an engineering consultant for this project earlier this year we established a consultant pool and WSB as one of the firms in the consultant pool with extensive experience in construction Administration the major portions of their scope include project management construction Administration observation and inspection their scope also includes all the surveying as well as all the construction materials testing so wsp happens to well they don't happen to have they have a ashto approved lab in Burnsville so they can do all the testing themselves the total estimated not to exceed cost for this work is 142 303 dollars all of which is proposed to be recovered via the municipal state aid construction account generally stated limits project Development and Construction cost to 20 fees to 25 percent of the construction costs were well under that we anticipate that we'd recover all the engineering construction engineering costs through our state aid fund so staff's recommendation is approving a Professional Services agreement with WSB for the Aiken Road Improvement Construction Services and authorized the mayor and City administrator to execute sane and the PSA or professional service agreement that's attached is a format that was provided to us by the City attorney and we have very we have just a few fill in the blanks the rest of it Remains the Same so we don't get into extensive review every time we do these thank you sir any questions Steve you know John I actually did think of one question I have so I believe we had another consultant that essentially designed the scope and the estimated project costs and all that and then we made the decision as a city to delay the project from last year this year um so is the requirement or is some of the work that WSB would be doing is there any type of redundancy and if so it probably just is what it is but I was kind of curious about that mayor and council members there is no redundancy actually we've asked WSB to do a constructability review which is very common in projects of the scope so you have a new set of eyes new set of designers take a look at the project see if there's constructability issues or any ambiguity in the in the documents and now that we're moving into construction we just won't use that portion of the contract that we had with the other consultant it's state aid it's a much different Administration so we're just using WSB so there's really no overlap perfect thank you so that just I understand that is it will be the same plan as it was last year then we're just executing and they're basically supervising the construction then that's correct uh I would clarify be due to use of training that we don't supervise the construction we observe it we document it we inspect it uh supervising takes on a greater role than we have typically on construction projects but it's it's everything that needs to be done for construction all the administration surveying construction materials testing Holly nothing for me I don't have any anything else either John we look for a motion to approve a Professional Services agreement with WSB for the Aiken Road Improvement Construction Services and authorize the mayor and City administrator to execute same motion second motion by Nick second by Steve call the roll please yes yes all right then we will move on to new business item 12 tack 2 which is receive bids and award a contract for the Aiken Road Improvement project so this is the actual contract award the city council approved the plans and specifications back on March 20th and authorize an advertisement for bids five bids were received the apparent low bidder is McNamara Contracting and the amount of one million eight hundred eighty thousand eight hundred and eighty six dollars twenty cents which is about 14 less than the engineer's estimate even before their contingency was added on so uh looking at the bids we believe we've got excellent beds we've got five bitters it was very competitive and we're very comfortable with the cost of the contract in addition to that McNamara Contracting and as has extensive experience in these these types of projects they're close uh so we're very confident they can successfully deliver the project one thing that is different is I want to note that public Improvement contracts are based on estimated quantities so we have maybe a list of 70 items and an estimated quantity and the actual quantity is measured in the field and we pay based on the actual quantity so the final contract amount can vary from the original amount additionally construction issues arise which require an immediate decision and we really can't wait for the next council meeting for formal approval um it's something where if a crew encounters something we're basically paying the crew time until we make a decision to go one way or another to take action so we're also recommending and requesting approval of a change order contingency of 188 thousand dollars which is about 10 percent of the contract be established as an aggregate of all change order increases with a maximum amount of fifty thousand dollars allowed for any single change order increase without prior city council approval uh this is not something that's new I've worked in other cities probably going back a couple of decades and we use the same contingency uh to give a essentially a pre-authorization to keep things moving in the field we do bring things to council as soon as we can particularly major issues but it's a lot of the minor issues where technically we're altering the contract and we like to have some permission in advance for doing that so our recommendation is to accept the bids in award the contract for the Aiken Road improvements to McNamara Contracting and the amount of their bid and authorized the mayor and City administrator to execute the contract and this one include approval of a change or to contingency of 188 thousand dollars as an aggregate of all change orders was a with a maximum amount of fifty thousand dollars for any single change order without prior city council approval thank you sir questions question Steve yeah I do have to ask a question so um this project is going to start when a roughly I mean it's june-ish maybe or before yeah Marion council members uh road closures would not occur until school is out uh once we have the contract the first thing we'll ask the contractor for is a schedule and we'll have a much better handle on that but it's basically going to be completed this summer it's maybe eight or nine weeks worth of work so here's the concern I have about the so a lot of times we do not have a council meeting the first week in July or the first the first you know are you know so essentially we could go mid-june to mid-july and if something came up where it was over fifty thousand you know that that actually could be a big gap so I feel like that could actually hamper or put some cuffs around the project so I'd kind of like a little bit more flexibility towards you and the contractor in in some way do you guys hear what I'm saying with that I mean especially if we have a big gap where you're like well we really need to make this change but our policy is 50 000 but I feel 98. you know 99 sure our council is going to approve it but we still have to wait I feel like we've kind of you know placed some restrictions on efficiency of getting the project done well mayor and council members I identified the fifty thousand dollars based on the scope of the project um we're not doing a lot of extensive water main or sanitary sewer work here which we're getting into underground facilities and potential utility conflicts it's a small amount of storms who are maybe 700 feet and curve and gutter and the rest of it is really grating that's it's reclaiming the pavement and then Paving so we're we're confident with a fifty thousand dollars increase limit that we would not handcuff the project okay and on on that point John worst case if there was a single line that were to exceed fifty thousand dollars with the public notice via the city clerk we could call a special meeting to make sure that we are not only in compliance with all open meeting laws but also to make sure that it doesn't slow down the project certainly so yep anything else on that stuff no no the city fiber runs up Aiken already right so there wouldn't be any deals with Hiawatha getting blocked by the road construction or anything like that right American counts members no we don't anticipate any interference with hbc's fiber build out this year they're aware that the Project's going on they've raised no issues or concerns but uh that 10 188 000 sounds familiar same percentage we use for Spruce Street I think last year too right same number um and then yeah it's nice to see the uh bids coming in close together as opposed to some of the wild ranges we saw last year on some of our projects so hopefully that's the uh consultant pools doing its job the way we wanted it to so well I'm sorry mayor and council members this Pro this uh design was mostly developed before we had the pool in place but like I said it's it's a fairly straightforward type of project there's not a lot of uh uncertainty related to sewer deep sanitary sewer and water mains things like that uh it does reflect we believe that the contractors all looked at the project about the same way and interpreted the documents accordingly so that's definitely a positive sure that's it for me thank you Holly everybody answers my questions tonight I don't have any other questions myself um look for a motion uh to accept the bids and award of the contract for the construction of the Aitkin Road Improvement project to McNamara Contracting of Rosemont and he mounted a little bid one million 880 886 thousand dollars and 20 cents and authorize the mayor and City administrator to execute the same this includes approval of a change order contingency of 188 000 approximately 10 percent of the contract be established as an aggregate of all change order increases with a maximum amount of fifty thousand allowed for any single change order increase without prior city council approval motion to approve second motion by Steve second by Nick call the roll please yes yes yes thank you thank you sir all right city council Roundtable you didn't get to answer or ask any questions so Holly Gets to lead oh I get to lead huh um well it's May so we'll leave talking about the weather no that's not fair uh actually what I wanted to bring up were two things that were included in the consent agenda um that really just support the work of the Farmington Police Department uh more than anything just to bring it to light because I think a lot of times we gloss over that uh one of them was the approval of the uh the Dakota County drug task force joint Powers agreement that continues to work um in mitigating uh forgive me I am like gonna cough um drug issues in in Dakota County the second is the renewal of the body camera contract for the next five years I just think that these are both great things that um really continue to support the Farmington Police Department and the work that they're doing and I wanted to highlight them thank you yeah like I said second that comment I mean from all I've ever understood you guys were kind of early adopters of that whole system so as always your department continues to be ahead of the curve um thank you to Josh for your well-delivered state of the city as always it was nice to be at my second one now so thank you other than that I don't have a whole lot thank you sir I don't have any comments tonight yeah that allowed uh so my comment is not a legal one but apparently there were two bison calves born to Dakota County Spring Lake Park Reserve heard that they have and I'm very excited to go see them hopefully I'll be able to spot them thank you I too wanted to thank the mayor for the state of the city address that you gave on Thursday and to remind the audience members if they did not get a chance to watch it live stream or in person that they can go to the Farmington YouTube channel and watch it and I encourage you to do that thank you thank you also I want to comment on the state of the city address that as a new employee I've really think it's wonderful how you've added the fourth pillar in support of your employees and everyone here has just been so welcoming and friendly and it's truly a wonderful wonderful place to work so thank you thank you ma'am Julie um I would just simply add we are really still looking for seasonal staff across parks in a number of positions so thank you ma'am Deanna thank you mayor and Council um at the state of the city we had our flyers and our little business cards driving people to the social pinpoint site to participate in the community engagement portion of our comprehensive plan and Community Vision so I just encourage people to do that we'll have a lot more information out and about that was sort of our a good event to be able to kind of introduce it to the community so I'm excited to see what will happen and you'll hear more about that in the upcoming month so thank you thank you ma'am John thank you mayor we have completed hydrant flushing until after school is closed so we do all the hydrant flushing and then once school is out for the year we do we flush the area over by the high school um we will have a water main repair this week as long as weather holds over on Dunbury Avenue we had a leak in the backyard between a cul-de-sac and a roadway it was a water main Loop so immediately we actually put a valve on one end it allowed us to isolate that but now we're going to go in and actually make the repair we'll have a contractor doing that so that'll occur hopefully sometime this week and our next likely activity big activity will be with two minutes patching so flushing sweeping patching now that we're not dealing with the white stuff so thank you sir Kelly good evening mayor and Consul this is the last week of the first phage of phase of Engagement for the ramen River Park master plan um the social pin up and also the survey can be found at www.farmingtonmn.gov and it is Pond and park cleanup Saturday um if you're looking to help out we would sure take more School groups neighborhood groups sports teams individuals if you're interested in volunteering contact Emily Shearer or Ed Rutledge and we'll get you signed up on Saturday thank you ma'am Chris uh we formally started the budget process last week and we're almost done with phase one of that process where we come up with what is the cost to keep the lights on here and things like that in the city so I should have numbers by that wrapped up by easily by the end of this week so that's kind of where we're at thank you sir Chief we're just over two months away from our big 150th celebration coming up July 15th at the Dakota County Fairgrounds so we're celebrating the 150th anniversary of fire service here in Farmington we're going to have a open house at the fire station at noon starting with the parade at four o'clock to the fairgrounds and then our bands start at five o'clock at the fairgrounds with the big grand finale of the fireworks at 10 o'clock we are selling raffle tickets for that so there's over twenty thousand dollars in prizes so find your favorite firefighter they all have them buy them from them stop by the Farmington liquor stores they're on sale there hope to see everyone there thank you chief well that's a tough act to follow uh my open house isn't going to be quite that cool um but we're not if you're not gonna have fireworks We're not gonna have fireworks or twenty thousand dollars in price raffle prizes uh we will have a scavenger hunt so that will be cool we have bounce houses uh and SWAT trucks and cool stuff like that most importantly that'll be a Saturday May 20th from 11 to 2 but most importantly in addition all that other stuff come out and get an opportunity to meet some of the Fantastic men and women that uh Serve and Protect the city thank you sir nothing you sure all right fair enough um yeah it's spring is finally here um you know I I think I can speak for many people that have looked at our calendars in the last couple of weeks and started to check off all of the weekends through the summer and realize that we often try to cram too much into that three or four month period of time but get outside and enjoy the weather you know spring Sports have all started up they're in full swing before we know it we're going to be talking about kids getting out of school it's just it comes upon us real quick um construction season as a officially in full swing people have seen Spruce Street getting worked on the enhancements to the front of Schmitz Mackey Arena we talked tonight and accepted for the Aiken Road Project very much needed project granted it was pushed off last year with a few other things going on but that'll be over before it starts last week we did have the state of the city one of the things as mayor that I get to do is the state of the city and it's a it's a very proud moment it's there's a personal piece to it for me but it's it's a real reflection of what the body of the council the team that is the city of Farmington what what we do for our residents and the one piece in there that could not go understated was the importance of your team and that isn't just the team that sits here in Chambers for our meetings uh it's every member of our team every member from our most Junior volunteer paid on call firefighter to our seasonal staff um to those that have been here 36 almost 37 years right each individual plays an important part of this organization and each opportunity that our team has to interact with our residents to increase that level of standard of service needs to be recognized because we we are we're asking more of our team we are you hear from the Council on our goals and priorities about raising the standard and increasing that level of service and it takes people to deliver that and so it was very humbling to be able to speak on that during the state of the city um because it's one thing to say it it's another to put it out there and deliver it and I believe by by example we will continue to deliver for our team and our residents are ultimately the recipients and the benefactors of those actions so um thank you to each and every member of the team that is the city of Farmington but also to our our business owners the volunteers the community organizers are Faith leaders this community runs because each and every one of us has a huge part in our community and will continue to be successful because of the input of each and every one of you so not only from this seat but on behalf of the council we appreciate each and every one of you and everything you do for our community and with that look for motion to adjourn motion motion by Holly second second by Nick nobody wants to leave all in favor say aye aye aye and we are adjourned at 7 27. thank you [Music] foreign [Music] [Music] [Music] [Music]