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Home My WebLink About12-08-2021 Regular Meeting CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA December 8, 2021 at 7:00 P.M. A. CALL TO ORDER: B. ROLL CALL: ANDREWS ___ GUSTAFSON____ LEEHY___ MIAZGA ___ WEHYEE___ STAFF PRESENT: THONGVANH____ C. PRESENTATION D. APPROVAL OF MINUTES: E. PUBLIC HEARINGS: 1. 2022 Truth in Taxation and Budget Presentation F. CONSENT AGENDA: 1. General Disbursements through: 12/03/21 $202,049.99 Payroll through: 11/30/21 $38,571.21 2. Approval of City License(s) 3. Appointment of Prosecuting Attorney 4. Appointment of City Attorney 5. Appointment of City Engineer 6. Appointment of City Auditor 7. Designation of Official Newspaper 8. 2022 Cost of Living Adjustment (COLA) 9. Statutory Tort Limits Liability Coverage for the City in 2022 10. 2021 Year End Budget Amendments 11. Close Fund 312 to Fund 403 in 2021 12. General Fund Transfer(s) 13. Northeast Youth and Family Services Cooperative Service Agreement for 2022 14. Building Permit Software - IWORQ G: POLICY ITEMS: H. INFORMATION/ANNOUNCEMENTS: I. COMMUNITY FORUM: Please limit comments to 3 minutes per person. Items brought before the Council will be referred for consideration. Council may ask questions for clarification, but no council action or discussion will be held on these items. J. ADJOURNMENT: BLANK PAGE REQUEST FOR COUNCIL ACTION Families, Fields and Fair __________________________ Item 2022 Truth in Taxation Hearing to Adopt 2022 Tax Levy and Budget Description Each year the City Council is required to adopt a budget and tax levy to fund City operations. This action must be completed before the end of the year, and the adopted levy is then provided to Ramsey County so they can produce property tax statements for each parcel in the County. On September 22nd, the City Council adopted a preliminary levy and established December 9th as the date at which the public would be given an opportunity to address the Council about the proposed budget and tax levy. Before the Council, are a proposed property tax levy of $2,360,444 and a General Fund Budget of $2,937,516. The Proposed Final Levy for 2022 is 4.9%. The levy and budget with a comparison to previous years is detailed below: 2020 Levy 2021 Levy Proposed 2022 Levy % Increase (Decrease)/ 2021 to 2022 Ad Valorem $1,909,536 $2,037,731 $2,166,934 6.3% Debt Service $227,988 $211,544 $193,510 -8.5% Total $2,137,524 $2,249,275 $2,360,444 4.9% 2020 General Fund Budget 2021 General Fund Budget Proposed 2022 General Fund Budget % Increase 2021 to 2022 $2,857,675 $2,890,221 $2,937,516 1.7% The impact of this proposed levy on a median valued home, which in 2022 is assessed at $299,570 (2% decrease over 2021), is estimated to result in an increase of $47, in the City portion of the homeowner’s taxes. A full presentation with more details will be presented at the City Council meeting and Meeting Date December 8, 2021 Agenda Item Public Hearing E1 Attachment Resolutions(s) Submitted By Sack Thongvanh, City Administrator 1 of 69 will be available on the City’s website. In addition, attached to this report is the budget cover letter which goes into more detail about specific budget line items, factors influencing the proposed budget, and historical information. Budget Impact This budget preserves the core functions of the City’s current operations. Attachment • Resolutions 21-47 Approving 2022 Tax Levy • Resolution 21-48 Approving 2022 City Budget Due to the size and cost of printing the 2022 Budget, the document is available on the City’s website (https://www.falconheights.org/home/showdocument?id=2820) and at City Hall. Action(s) Requested Staff recommends that the Falcon Heights City Council hold a public hearing and receive comment. Once the hearing is closed, staff recommends that the City Council adopt attached resolutions regarding the 2022 Tax Levy and regarding the 2022 City of Falcon Heights Budget. 2 of 69 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION December 8, 2021 No. 21-47 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - RESOLUTION ADOPTING THE 2022 TAX LEVY FOR THE CITY OF FALCON HEIGHTS, COUNTY OF RAMSEY, STATE OF MINNESOTA BE IT RESOLVED by the Mayor and City Council of the City of Falcon Heights, County of Ramsey, State of Minnesota, that the following sums of money be levied for the taxes payable 2022, upon the taxable property in the City of Falcon Heights, for the following purposes: CERTIFIED LEVY GENERAL FUND $2,166,934 DEBT SERVICE (G.O. Fire Truck Bond, Series 2013B) $193,510 TOTAL LEVY $2,360,444 BE IT FURTHER RESOLVED that the City Administrator is hereby directed to transmit a certified copy of this Resolution to the County Auditor and should extend the tax levy in the amount of $2,360,444 to be collected for the year 2022. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved by: ________________________ Randall C. Gustafson Mayor GUSTAFSON ___ In Favor Attested by: ________________________ MIAZGA Sack Thongvanh ANDREWS ___ Against City Administrator LEEHY WEHYEE 3 of 69 BLANK PAGE 4 of 69 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION December 8, 2021 No. 21-48 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - RESOLUTION ADOPTING THE 2021 BUDGET BE IT RESOLVED by the City Council of the City of Falcon Heights that the General Fund Operating Budget for the year 2022 in the amount of $2,937,516 and other Fund Budgets as listed are adopted. Fund Name Fund Number Amount ($) Park Program Fund 201 38,990 Charitable Gambling 1,000 Community Garden 203 2,000 Water Fund 204 17,902 Recycling Fund 206 105,690 Community Development Fund 208 9,300 Street Light Utility 209 39,900 Community Inclusion 210 35,000 GO Improvement Street Series 2017A 316 139,000 GO Improvement Street Series 2021A 313 23,275 General Capital Improvements 401 7,300 Public Safety Capital 402 800 Parks Recreation/Public Facilities Capital 403 1,681,900 TIF District #1-3 414 289,800 Infrastructure Capital 419 9,300 2021 Street Project 426 65,800 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ---- Moved by: Approved by: ________________________ Randall C. Gustafson Mayor GUSTAFSON ___ In Favor Attested by: ________________________ MIAZGA Sack Thongvanh ANDREWS ___ Against City Administrator LEEHY WEHYEE 5 of 69 BLANK PAGE 6 of 69 REQUEST FOR COUNCIL ACTION City of Falcon Heights, Minnesota __________________________ Item General Disbursements and Payroll Description General Disbursements through: 12/03/21 $202,049.99 Payroll through: 11/30/21 $38,571.21 Budget Impact The general disbursements and payroll are consistent with the budget. Attachment(s) • General Disbursements and Payroll Action(s) Requested Staff recommends that the Falcon Heights City Council approve general disbursements and payroll. Meeting Date December 8, 2021 Agenda Item Consent F1 Attachment General Disbursements and Payroll Submitted By Roland Olson, Finance Director 7 of 69 BLANK PAGE 8 of 69 9 of 69 10 of 69 11 of 69 12 of 69 13 of 69 14 of 69 15 of 69 16 of 69 17 of 69 18 of 69 19 of 69 20 of 69 21 of 69 22 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Approval of City License(s) Description The following individuals/entities have applied for a Municipal Business License for 2022. Staff have received the necessary documents for licensure. 1. Cox Insurance Associates 2. John A. Knutson & Co., PLLP 3. Curves 4. Merwin’s Liquors 5. Falcon Heights Gas & Convenience Inc. (BP) 6. New Fresh Wok 7. Hamline Family Dental 8. Phone Swap LLC 9. Premier Health of Roseville/St. Paul 10. American Family Mutual Ins. Co. S.I. The following individuals/entities have applied for a Restaurant License for 2022. Staff have received the necessary documents for licensure. 1. Dino’s Mediterranean Fresh 2. Jimmy John’s 3. New Fresh Wok The Following individuals/ entities have applied for a On-sale Wine and 3.2% Malt Liquor License for 2022. Staff have received the necessary documents for licensure. 1. Dino’s Mediterranean Fresh 2. New Fresh Wok The following individuals/entities have applied for a Refuse Hauler License for 2022. Staff have received the necessary documents for licensure. 1. Aspen Waste Systems of Minnesota, Inc. 2. Waste Management of Minnesota, Inc. Meeting Date December 8, 2021 Agenda Item Consent F2 Attachment N/A Submitted By Vandara Thammavongsa Assistant to the City Administrator 23 of 69 (continued on following) The following individuals/entities have applied for a Home Occupation License for 2022. Staff have received the necessary documents for licensure. 1. David L. Wasson – Graphic Design 2. Jennifer Milbacher - The Touch-Up Artist, Inc 3. Cynthia Cyd Wicker – Dance Studio The following individuals/entities have applied for a Holiday Tree Sales License for 2022. Staff have received the necessary documents for licensure. 1. University of Minnesota Forestry Club The following individuals/entities have applied for a Tree Contractors License for 2022. Staff have received the necessary documents for licensure. 1. Tree Trust 2. Precision Landscape and Tree 3. Three Trees Horticulture 4. Birch Tree Care The following individuals/entities have applied for a Off-sale License for 2022. Staff have received the necessary documents for licensure. 1. Merwin’s Liquors The following individuals/entities have applied for a Cigarette License for 2022. Staff have received the necessary documents for licensure. 1. Merwin’s Liquors 2. Falcon Heights Gas & Convenience Inc. (BP) The following individuals/entities have applied for a General Contractor License for 2022. Staff have received the necessary documents for licensure. 1. Nexius Solutions, Inc The following individuals/entities have applied for a Car Wash License for 2022. Staff have received the necessary documents for licensure. 1. Falcon Heights Gas & Convenience, Inc. (BP) The following individuals/entities have applied for a Gasoline Operator License for 2022. Staff have received the necessary documents for licensure. 1. Falcon Heights Gas & Convenience, Inc. (BP) The following individuals/entities have applied for a Retail Grocery License for 2022. Staff have received the necessary documents for licensure. 1. Falcon Heights Gas & Convenience, Inc. (BP) 24 of 69 (continued on following) The following individuals/entities have applied for a Massage License for 2022. Staff have received the necessary documents for licensure. 1. Diane M. Marshman - DM Massage 2. Ferehcz Mihaly Vincze Turcean – Hair Designs Unlimited The following individuals/entities have applied for a Multifamily Rental Dwelling License for 2022. Staff have received the necessary documents for licensure. 1. Larpenteur Manor, LLC – 1710 & 1720 & 1730 & 1740 Larpenteur Ave W 2. Birch Terrace Apartments/Gary Carlson – 1511 Larpenteur/1688 Arona 3. Jian An Liu, B&E, LLC – 1496 Larpenteur Ave 4. John Patrick McDonald – 1490 Larpenteur Ave The following individuals/entities have applied for a Single Family Rental Dwelling License for 2022. Staff have received the necessary documents for licensure. 1. EvaJane Koeper – 1488 Crawford 2. Ramsey County Historical Society – 2129 Larpenteur Ave W 3. Bradley Phillip Peper – 1758 Maple Court 4. Rosalind Maria Elmquist – 1701 Albert St N & 1703 Albert St N 5. Alejandro Kovacs – 1805 Prior Ave N 6. Charles E. Spaulding – 1879 Arona St 7. 1483 Larpenteur Ave W #1, #2, & #3 8. Jeff P. Daley – 1843 Hamline Ave 9. Matthew Lange - 1495 Larpenteur Ave W #1, #2, & #3 10. Joseph Florczak – 1354 California Ave 11. Brian James Bigelbach – 1491 Larpenteur #1, #2, & #3, 1503 Larpenteur Ave & 1505 Larpenteur Ave 12. Adam Drew Heil - 1475 Larpenteur Ave W #1, #2, & #3 Budget Impact Revenues accounted for in the 2022 Budget. Attachment(s) N/A Action(s) Requested Staff recommends approval of the City license applications contingent on background checks and fire inspections as required. 25 of 69 BLANK PAGE 26 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Designation of Prosecuting Attorney Description Each year the City of Falcon Heights designates a prosecuting attorney. This person works closely with the Ramsey County Sheriff’s Office and City Staff in prosecuting all misdemeanor and felony level offenses as well as Ordinance Violations. For several years our prosecuting attorney has been Katrina Joseph. She also serves as the attorney for the City of Lauderdale. Budget Impact The monthly retainer will not change and has been included in the 2022 operating budget. Attachment(s) N/A Action(s) Requested Staff recommends that the Falcon Heights City Council approve Katrina Joseph and the law firm of Hughes and Costello as the City’s prosecuting attorneys for 2022. Meeting Date December 8, 2021 Agenda Item Consent F3 Attachment N/A Submitted By Sack Thongvanh, City Administrator 27 of 69 BLANK PAGE 28 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Appointment of City Attorney Description Falcon Heights has used the law firm of Campbell Knutson, P.A. for Civil Attorney services for many years. Andrea McDowell-Poehler is the main contact, but the City uses various attorneys in the firm for our daily needs. Budget Impact Funds have been allocated in the 2022 Budget. Attachment(s) N/A Action(s) Requested Staff recommends that the Falcon Heights City Council approve the law firm of Campbell Knutson, P.A. for civil legal services for 2022. Meeting Date December 8, 2021 Agenda Item Consent F4 Attachment N/A Submitted By Sack Thongvanh, City Administrator 29 of 69 BLANK PAGE 30 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Appointment of City Engineer Description For several years the City has contracted with the City of Roseville for engineering services. Staff is seeking to continue this relationship and appoint Roseville’s City Engineer, Jesse Freihammer, as the City Engineer for 2022. Budget Impact Funds have been allocated in the 2022 Budget. Attachment(s) N/A Action(s) Requested Staff recommends the approval of Jesse Freihammer and the City of Roseville Engineering Department as City of Falcon Heights’ Engineer for 2022. Meeting Date December 8, 2021 Agenda Item Consent F5 Attachment N/A Submitted By Sack Thongvanh, City Administrator 31 of 69 BLANK PAGE 32 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Appointment of City Auditor Description Each year the City is required to have an independent firm audit our financial records. For the past several years, we have used Kern-DeWenter-Viere as our auditors, and we have been very satisfied with their services. Budget Impact Funds have been allocated in the 2022 Budget. Attachment(s) N/A Action(s) Requested Staff recommends the approval of KDV, Kern-DeWenter-Viere, as the City Auditor for 2022. Meeting Date December 8, 2021 Agenda Item Consent F6 Attachment N/A Submitted By Sack Thongvanh, City Administrator 33 of 69 BLANK PAGE 34 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Designation of Official Newspaper Description State statute requires that a city designate a legal newspaper of general circulation in the city. This newspaper is used when the city is required to publish legal notification regarding public hearings, elections and city financial matters. With the loss of the Roseville Review in October, the city designated the Pioneer Press as the official newspaper for 2021. After working with the Pioneer Press for a year and based on circulation of the paper in Falcon Heights, staff recommend that the city designate the Pioneer Press as the legal newspaper for 2022. Budget Impact Funds have been allocated in the 2022 Budget. Attachment(s) N/A Action(s) Requested Designate the Pioneer Press as the city’s legal newspaper for 2022. Meeting Date December 8, 2021 Agenda Item Consent F7 Attachment N/A Submitted By Sack Thongvanh, City Administrator 35 of 69 BLANK PAGE 36 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item 2022 Cost of Living Adjustments (COLA) Description As part of the 2022 Budget process, employee salaries are adjusted based on various factors, one of which is a cost-of-living adjustment (COLA). Incorporated into the approved 2022 budget is a three (3) percent increase for all full-time employees. Budget Impact The three percent COLA is incorporated into the approved 2022 Budget. Attachment(s) N/A Action(s) Requested Staff recommends that the Falcon Heights City Council approve a three percent cost of living adjustment for all full-time city employees for 2022 as reflected in the approved 2022 Budget. Meeting Date December 8, 2021 Agenda Item Consent F8 Attachment N/A Submitted By Sack Thongvanh, City Administrator 37 of 69 BLANK PAGE 38 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Statutory Tort Limits Liability Coverage for City in 2022 Description Effective January 1, 2022, the statutory tort limits for the City of Falcon Heights under our insurance policy with the League of Minnesota Cities Insurance Trust will continue to be $1,500,000. An individual claimant would be able to recover no more than $500,000 on any claim to which the statutory tort limits apply. The total which all claimants would be able to recover for a single occurrence to which statutory tort limits apply would be limited to $1,500,000. The League of Minnesota Cities Insurance Trust is requesting that cities determine if they wish to waive the statutory tort limits for 2022. Under certain circumstances the LMCIT, which represents the city in these claims, may negotiate above the legal liability limit if necessary because some claims like employment are exempt from the cap. The general council from the LMCIT states that cities make different choices depending upon their circumstances. However, they perceived that maintaining the limit was prudent in many cases. The city has had no claims for settlements for several years. Since 2000, the city council has voted not to waive the statutory tort limits. Budget Impact N/A Attachment(s) • Liability Coverage Waiver Form from the League of Minnesota Insurance Trust (LMCIT) Action(s) Requested Staff recommends that the city council approve a motion not to waive the city’s statutory tort limits for 2022 and authorize the City Administrator to execute all necessary documents. Meeting Date December 8, 2021 Agenda Item Consent F9 Attachment Tort Limit Liability Form Submitted By Roland Olson, Finance Director 39 of 69 BLANK PAGE 40 of 69 41 of 69 42 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Budget Amendments for Year End Description Sometimes at the end of the year, budget amendments need to be made to improve the financial statements for year end. These budget changes occurred during 2021 after the original budget had been prepared. Staff recommends the following: To reflect the revenue received from the sale of the fire trucks and fire equipment to be deposited into the Parks/Recreation/Pubic Works capital fund: dr cr Revenue: 403-36420-000 350,000 The TIF 1-3 Capital Fund (414) received more increments than what were originally estimated when the 2021 budget was formulated. These increments are difficult to estimate. With an increase in revenue there would also be an increase in the “Pay As You Go” expense payments to the developer. dr cr Revenue: 414-30113-000 50,000 Expenses: 414-4414-93000-000 50,000 When the 2013A G.O. Improvement bond was paid off, there were additional bond fees paid above what was originally budgeted. dr Expenses: 311-4311-94900-000 2,000 The Infrastructure Fund (419) also had additional expenses that were not budgeted since they occurred during 2021: Traffic control light at the Hoyt/Snelling intersection and Larpenteur Avenue median improvements: dr Expenses: 419-4419-92015-000 15,000 419-4419-92056-000 15,000 Amend budget line items as explained above. Meeting Date December 8, 2021 Agenda Item Consent F10 Attachment N/A Submitted By Roland Olson, Finance Director 43 of 69 Attachment(s) N/A Action(s) Requested Staff asks for council approval to amend the budget line items as explained above. 44 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Close Fund 312 to Fund 403 in 2021 Description This ladder fire truck has now been sold. Some of the proceeds ($150,000) were deposited in Fund 312 to help pay off the debt since at that time the 2nd quarter tax proceeds had not been received by the city. This debt has now been paid and a balance exists of approximately $120,000 in fund 312. Since the majority of the sale proceeds were deposited into the Parks/ Recreation/Public Works Capital fund for future capital needs, Staff recommends transferring the remaining balance into the same capital fund since the excess balance resulted from deposited sales proceeds. Staff recommends the following budget amendments along with the transfer of funds to close the fund. dr cr Revenue: 403-39200-000 120,000 Expenses: 312-4312-97000-000 120.000 In addition, the budget line item for the principal payment of $180,000 retiring this debt needs to be increased. Expenses 312-4312-94000 180,000 Budget Impact Close debt service fund. Attachment(s) N/A Action(s) Requested Request the council approve the budget amendments, transfer of funds, and the closing of fund 312 before the end of year. Meeting Date December 8, 2021 Agenda Item Consent F11 Attachment N/A Submitted By Roland Olson, Finance Director 45 of 69 BLANK PAGE 46 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item 2021 General Fund Transfer(s) Description The City of Falcon Heights had a favorable outcome for the 2020 year-end audit. Moving forward, any increase in unassigned fund balance that exceed 100% of coverage for revenues versus expenditures will be considered for transfers to needed funds or capital projects. The requested General Fund transfer of $400,000 will be designated towards the Community Park Building Project. Budget Impact The general fund will be credited (101-4141-97000-000) and the Parks/Recreation/Public Works Capital Fund will be debited (403-39200-000). Attachment(s) N/A Action(s) Requested Request Council approval for a transfer of funds from the General Fund to the Parks/Recreation/Public Works Capital fund to provide future funding for capital improvements Meeting Date December 8, 2021 Agenda Item Consent F12 Attachment N/A Submitted By Sack Thongvanh, City Administrator 47 of 69 BLANK PAGE 48 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item 2022 NYFS Cooperative Service Agreement Description For many years now, the City of Falcon Heights has been a partner with Northeast Youth and Family Services (NYFS). Some of the services they provide include senior chore services and diversion programs for youth in various law enforcement cases. Each year the City allocates money in the general fund to help pay for these services. Attached is the 2022 Agreement that NYFS is asking all of their partner cities to approve. Budget Impact 2022 Contribution of $11,286.74 which is accounted for in the 2022 Budget. This is a 3% percent increase from 2021. 2017 2018 2019 2020 2021 2022 1.0% Increase 1.4% Increase 2.8% Increase 6.8% Increase 9.2% Increase 3% Increase $9,017 $9,143 $9,399 $10,038 $10,958 $11,286.74 Attachment(s) • 2022 NYFS Cooperative Service Agreement Action(s) Requested Staff recommends Council approval of the 2022 NYFS Agreement and authorization of the Mayor and City Administrator to sign all necessary documents. Meeting Date December 8, 2021 Agenda Item Consent F13 Attachment 2022 NYFS Cooperative Service Agreement and Contribution History Submitted By Sack Thongvanh, City Administrator 49 of 69 BLANK PAGE 50 of 69 51 of 69 52 of 69 53 of 69 54 of 69 55 of 69 56 of 69 57 of 69 58 of 69 City of Falcon Heights Report Period: January 1, 2021 to September 30, 2021 $10,958 $13,276 # of Clients Hours Service Cost 3 41 5,125.00$ 1 6 360.00$ * 1 31 762.50$ ** 5 78 6,247.50$ 1 56 7,028.75$ 1 56 7,028.75$ 6 134 13,276.25$ (0 volunteers) The following is a brief report on Northeast Youth & Family Services’ programs that directly affect the residents of your community. If you have any questions about this report, please call Tara Jebens-Singh, President & CEO, at (651) 379-3404. Contracted Services Services Provided City Totals (Please note that these numbers represent the actual cost of services provided, not what NYFS charges clients for these services. Because of your collaboration with NYFS, many of these services are offered free of charge or on a sliding-fee scale based on income.) Annual City Contract for Service 2021 Total cost of all services through September 30 Mental Health Senior Chore Seniors Diversion Services Total for Contracted Services Non Contracted Services *There are no NYFS clients that have completed community service work through our Diversion program Northeast Educational & Therapeutic Services Totals for Non-contracted Services Totals for all Individual Services ** 3 senior were provided 6 hours of seasonal special events valued at $150 Northeast Youth and Family Services 59 of 69 BLANK PAGE 60 of 69 ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Building Permit Software - IWORQ Description IWORQ is a software development company located in Utah and specialized in software designed to assist and enhance citizen and community engagement. IWORQ applications developed by IWORQ are a Software as a Service (SaaS) designed to increase efficiency in the building and community development process while minimizing the need to invest in new hardware. This is accomplished by operating the software in the cloud. By moving the permitting, code enforcement, and development process to IWORQ, and therefore to the cloud, the city will increase it accessibility through an “always available” online portal that supports in-office and remote applications. The IWORQ system will provide permit management, code enforcement management, and a Home Portal for staff and the public that will be an always-on system improved and enhanced accessibility. This will allow staff to more efficiently track contractors, inspections, property information, code violations and fees. The software also provides staff with reports to aid in analysis and progress of new and ongoing projects and enforcement cases. Additionally, custom letters and forms provided by IWORQ will increase the responsiveness of staff to ongoing issues. IWORQ also provides GIS capabilities that add a visual component to information retrieval and analysis. The proposed contract is for a one-year agreement to provide setup, training, and data storage. IWORQ is currently used by Minnesota city including: the City of Shorewood, City of Austin, City of Staples, City of Madison Lakes, City of Lonsdale, Vermilion Township, and Fillmore County. Meeting Date December 8, 2021 Agenda Item Consent F14 Attachment N/A Submitted By Sack Thongvanh, City Administrator 61 of 69 Budget Impact The cost for use of the software will be $4,000 that include setup, training, and data storage. Attachment(s) • IWORQ Proposal Action(s) Requested Staff would recommend the one-year agreement with IWORQ and authorize the City Administrator to execute all necessary documents. 62 of 69 www.iworq.com iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323 IWORQ SERVICE AGREEMENT For iWorQ applications and services Falcon Heights here after known as ("Customer"), enters into THIS SERVICE AGREEMENT ("Agreement") with iWorQ Systems Inc. ("iWorQ") with its principal place of business 1125 West 400 North, Suite 102, Logan, Utah 84321. 1. SOFTWARE AS A SERVICE (SaaS) TERMS OF ACCESS: iWorQ grants Customer a non-exclusive, non-transferable limited access to use iWorQ service(s), application(s) on iWorQ's authorized website for the fee(s) and terms listed in Appendix A. This agreement will govern all application(s) and service(s) listed in the Appendix A. 2. CUSTOMER RESPONSIBILITY: Customer acknowledges that they are receiving only a limited subscription to use the application(s), service(s), and related documentation, if any, and shall obtain no titles, ownership nor any rights in or to the application(s), service(s), and related documentation, all of which title and rights shall remain with iWorQ. Customer shall not permit any user to reproduce, copy, or reverse engineer any of the application(s), service(s) and related documentation. iWorQ is not responsible for the content entered into iWorQ's database or uploaded as a document or image. Access to iWorQ cannot be used to record personal or confidential information such as driver license numbers, social security numbers, financial data, credit card information or upload any images or documents considered personal or confidential. 3. TRAINING AND IMPLEMENTATION: Customer agrees to provide the time, resources, and personnel to implement iWorQ's service(s) and application(s). iWorQ will assign a senior account manager and an account management team to implement service(s) and application(s). Typical implementation will take less than 60 days. iWorQ account managers will call twice per week, provide remote training once per week, and send weekly summary emails to the customer implementation team. iWorQ can provide project management and implementation documents upon request. iWorQ will do ONE import of the Customer's data. This import consists of importing data, sent by the Customer, in an electronic relational database format. Customer must have clear ownership of all forms, letters, inspections, checklists, and data sent to iWorQ. 63 of 69 www.iworq.com iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323 Data upload and storage is provided to every Customer. This includes uploading files up to 3MB and 10 GB of managed data storage on AWS GovCloud. Additional upload file sizes and managed data storage sizes can be provided based on the application(s) and service(s) listed in Appendix A. 4. CUSTOMER DATA: Customer data will be stored on AWS GovCloud. iWorQ will use commercially reasonable efforts to backup, store and manage Customer data. iWorQ does backups twice per week and offsite backups twice per week. The subscription will renew each year on the anniversary date of this Agreement unless terminated (see 7. TERMINATION). Customer can run reports and export data from iWorQ application(s) at any time. Customer can pay iWorQ for additional data management service(s), onsite backups, application(s) and other service(s). Data upload and storage is provided to every Customer. This includes uploading files up to 3MB and 10 GB of managed data storage on AWS GovCloud. Additional upload file sizes and managed data storage sizes can be provided based on the application(s) and service(s) listed in Appendix A. 5. CUSTOMER SUPPORT: Customer support and training are FREE and available Monday-Friday, from 6:00 A.M. to 5:00 P.M. MST, for any authorized user with a login. iWorQ provides unlimited remote Customer training (through webinars), phone support, help files, and documentation. Basic support request is typically handled the same day. iWorQ provides "Service NOT Software". 6. BILLING: iWorQ will invoice Customer on an annual basis. iWorQ will send invoice by mail and by email to the address(s) listed in Appendix A. Terms of the invoice are net 30 days. Any billing changes will require that a new Service(s) Agreement be signed by Customer. Any additional costs imposed by the Customer including business licenses, fees, or taxes will be added to the Customer's invoice yearly. 7. TERMINATION: Either party may terminate this agreement, after the initial 1-YEAR TERM, without cause if the terminating party gives the other party sixty (60) days written notice. Should Customer terminate any application(s) and or service(s) the remaining balance will immediately become due. Should Customer terminate any part of the application(s) and or service(s) a new Service(s) Agreement will need to be signed. 64 of 69 www.iworq.com iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323 Upon termination (6. TERMINATION), iWorQ will discontinue all application(s) and or service(s) under this Agreement; iWorQ will provide customer with an electronic copy of all of Customer's data, if requested by the Customer (within 3-5 business days). During the term of the Agreement, the Customer may request a copy of all of Customer's data for a cost of no more than $2,500; and all provisions of this Agreement will continue. 8. ACCEPTABLE USE: Customer represents and warrants that the application(s) and service(s) will only be used for lawful purposes, in a manner allowed by law, and in accordance with reasonable operating rules, and policies, terms and procedures. iWorQ may restrict access to users upon misuse of application(s) and service(s). 9. MICELLANEOUS PROVISIONS: This Agreement will be governed by and construed in accordance with the laws of the State of Utah. 10. CUSTOMER IMPLEMENTATION INFORMATION: Primary Implementation Contact__________________________Title___________________ Office Phone ____________________________ Cell _________________________ Email ____________________________________________ Secondary Implementation Contact_________________________ Title __________________ Office Phone ____________________________ Cell _________________________ Email ____________________________________________ 11. CUSTOMER BILLING INFORMATION: Billing Contact_________________________________ Title____________________________ Billing Address: _________________________________________________________________ Office Phone ____________________________ Cell __________________________ Email ___________________________________________ PO# _______________________ (if required) Tax Exempt ID #_________________________ 65 of 69 www.iworq.com iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323 12. ACCEPTANCE: The effective date of this Agreement is listed below. Authorized representative of Customer and iWorQ have read the Agreement and agree and accept all the terms. Signature ____________________________ Effective Date: ______________ Printed Name ___________________________ Title ___________________________________ Office Number___________________________ Cell Number _____________________________ 66 of 69 www.iworq.com iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323 iWorQ Service(s) Agreement APPENDIX A 67 of 69 www.iworq.com iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323 iWorQ Price Proposal Annual Subscription Fees Application(s) and Service(s) Package Price Billing Community Development (Department) *Permit Management *Code Enforcement *Portal Home Quarterly upload of parcel information to iWorQ's GIS Map Track contractors, inspections, property information Track code violations, fees, and activities Unlimited reports and ad- hoc reporting Unlimited access to iWorQ's template library including 3 custom letters & 3 custom forms for Portal Home Premium Data (25MB Uploads & 100GB Storage) $4,200 $4,000 Annual Subscription Fee Total (This amount will be invoiced each year) $4,000 Annual One-Time Setup, GIS integration, and Data Conversion Fees Service(s) Full Price Cost Package Price Billing Implementation and Setup cost year 1 $2,700 $2,700 Included Year One Up to 5 hours of GIS integration and data conversion $1,000 Included Year One Data Conversion $4,900 Included Year One One-Time Setup Total (This amount will be added year 1) $8,600 $2,700 Included Year One Grand Total Due Year 1 $12,600 $4,000 Year One Falcon Heights Population- 5,491 2077 W Larpenteur, Falcon Heights, MN 55113 Prepared by: Ben Freeman and Steve Hulse 68 of 69 www.iworq.com iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323 NOTES AND SERVICE DESCRIPTION I. Invoice for the (Annual Subscription Fee Total + One-Time Total) will be sent out 2 weeks after signature and Effective Date II. This subscription Fee and Agreement have been provided at the Customer's request and is valid until, December 10th, 2021 III. This cost proposal cannot be disclosed or used to compete with other companies. 69 of 69