The URL can be used to link to this page

Home My WebLink About05-29-2018 Council Work Session PacketOrono City Council Work Session Tuesday, May 29, 2018 Council Chambers 5:00 p.m. AGENDA 1. 2019 Street Maintenance, Engineering & Budgeting 2. Double Fee Discussion 3. Committees, Boards & Commissions Discussion Annual: • Budget: Part of June, All of July, August and October. • City Administrator & Police Chief Update (3 times per year for 15 minutes) Previous Work Session Topics May_ 14, 2018 • Discuss Fire Department April 23, 2018 • Police Pay Disparity • Process Discussion Dealing with Policy Around Private to Public Road Conversions • Land Acquisition / Sale April 9, 2018 • Navarre Area Plan AGENDA ITEM Item No.: 18 Date: May 29, 2018 Item Description: 2019 Street Maintenance Planning and Engineering Presenter: Adam T. Edwards Agenda Public Works Director/ Public Works Director/City Engineer Section: City Engineer's Report 1. Purpose. The purpose of this action item is to gain council approval to commence the planning and engineering of the 2019 Street Maintenance Project. 2. Background. At the March 22"d, 2017 Council Work Session the Council provided guidance on a way forward for road maintenance funding for road maintenance projects and funding. That guidance was used to prepare the Capital Improvement Plan (CIP). The CIP was in turn used to prepare this action item. Due to an increase in the required scope and a reduced funding availability in 2018 the Forest Arms Lane project is recommended to be deferred from 2018 to 2019. Engineering and design is already complete for this street and therefore not included in the engineering proposal for 2019. This proposal was presented at the April 23rd Council meeting and tabled to allow council members to drive the selected roads. 3. Scope. Planning and engineering will consist of topographic surveying, utility inspections, design, permitting, public input and solicitation of bids for select roads. 4. 2019 Recommended Roads. The table below list the streets identified on the Capital Improvement Plan (CIP) for projects in 2019. The first column provides the staffs recommended priority. The second column depicts council guidance from the May 29t' Work Session (to be updated after the work session). Prepared By: Reviewed By: Approved By: Street Type CIP Estimated Cost w ' o Pavement Stormwater Utilities Total d 1 Forest Arms Reconstruction Lane * $ 383,856 $ 13,101 $ 34,124 $ 431,081 2 East Long Lake Reconstruction Road (South) $ 166,900 $ 77,000 $ 243,900 3 Windjammer Reconstruction Lane $ 71,834 $ 7,200 $ 24,750 $ 103,784 4 Tonkaview Lane Mill and overlay $ 90,204 $ 9,000 $ 99,204 5 Lyman Avenue Mill and overlay $ 46,321 $ 4,600 $ 50,921 6 Chevy Chase Mill and Drive overlay $ 175,532 $ 17,500 $ 193,032 7 Kenwood Way Mill and overlay $ 22,795 $ 2,300 $ 25,095 8 Casco Circle Mill and overlay $ 120,435 $ 12,000 $ 132,435 2019 prqiects TOTAL $ 694,021 $ 129,600 $ 24,750 $ 848,371 TOTAL With Forest Arms $ 1,077,877 $ 142,701 $ 58,8741 $ 1,279,452 Prepared By: Reviewed By: Approved By: *The table also included Forest Arms Lane which was designed in 2018 but is recommended for execution in 2019 due to funding shortfalls in 2018. Forest Arms Lane Cost estimates are based on 2018 Bid Amounts. 5. East Long Lake Road (Northern Section). Staff is also seeking direction from Council on the long term disposition of East Long Lake Road. This is a separate council action for May 29th, 2018. 6. Resident Input. City staff has received a petition from the residents on Casco Circle asking the city to address road issues (Exhibit A). In addition Staff has received numerous appeals from residents on Chevy Chase and Lyman Avenue for maintenance. 7. Engineering and Design Cost. Bolton and Menk has provided a scope of services for a fee estimate not to exceed $165,000 (Exhibit B). The estimated construction cost for each project from the CIP is listed in the table below. 8. Funding. The engineering as well and the eventual projects will be funded with a combination of the Pavement Management Fund, Utility Funds, and Stormwater Fund. a. Funding Needs Estimates. Fund Cost Estimate Est. 2019 End of Year Fund Balance Pavement Fund $ 1,077,877 $ 120,053 Stormwater Fund $ 142,701 $ 1,366,573 Utility Funds $ 58,874 $ 1,594,158 Total $ 1,279,452 b. Pavement Fund. Adequate resourcing of the Pavement Fund continues to be of concern. See Pavement CIP/Funding Table at Exhibit C. Planning for 2019 and beyond is based on the funding guidance provide at the March 22nd, 2017 Council Work Session. Adequate funding for the 2019 projects is based on several assumptions: one, the pavement levy for 2019 is set at $750K; two, $450K is available for positive fund balances from 2018, and that $100K of water tower lease revenue is dedicated to street maintenance. COUNCIL ACTION REQUESTED: Move to: 1. Approve the 2019 Road Maintenance plan 2. Acceptance of the Bolton and Menk's proposal for design and engineering services for a fee not to exceed $ 165,000. Exhibits A. Casco Point Petition B. Bolton and Menk Construction Proposal C. Pavement CIP/Funding Table CITY OF ORONO MEMORANDUM DATE: May 29, 2018 TO: Mayor Walsh, City Council members FROM: Jeremy Barnhart, AICP, Community Development Director RE: Double Fee issue At the City Council meeting on April 2311, the council received some negative feedback from a resident who expressed concerns that the city did not charge the double permit fee for work started without a permit. This individual also expressed concerns that the permits, once applied for, were issued too quickly. These comments were based on work being done at 1440 Shoreline. A review of the history was requested by the City Council. The timeline of events: Feb 8, Thursday, complaint received, inspector visited site. Permit requirements were provided to the contractors. Feb 9, Friday, Contractor applied for mechanical and remodeling permit, mechanical permit issued Feb 12, Monday, Contractor applied for plumbing permit, plumbing permit issued Feb 13, Tuesday, remodeling permit issued Double fees. As is the case in code enforcement situations, our goal is compliance, rather than penalties. Using his discretion as Building Official, a double permit fee penalty was not charged. If a contractor or homeowner quickly remedies the situation, a penalty isn't assessed, in keeping with the 'kinder, gentler, customer centric' Orono goals requested by the City Council. No inspections were missed. Issuance of permits. Mechanical and Plumbing permits are often "over the counter" permits, and with Citizenserve online now, our goal is to issue those within 4 business hours of receipt. This internal remodel did not require zoning, engineering, or septic review, and the permit review is uncomplex compared to additions or new structures. The City Council should provide staff direction if they desire a change in practice. CITY OF ORONO MEMORANDUM DATE: May 29, 2018 TO: Mayor Walsh, City Council members FROM: Dustin Rief, City Administrator RE: Committees, Boards and Commissions Council Member Seals has requested to discuss how committees, boards and commissions operate for the City of Orono. Specifically, the level of engagement that should be required of alternates for the various committees, boards and commissions. Staff would like to also discuss the potential need for additional committees related to Finance and Capital Improvements Planning to provide guidance through budgeting Attached is City's list of Appointments to various committees. Staff would like guidance on whether formal policy is required to address the governing of Committees and alternates to clarify expectations and responsibilities of holding those positions. CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. A RESOLUTION DESIGNATING SELECTED APPOINTMENTS BE IT RESOLVED, by the City Council of the City of Orono, Minnesota that the appointments and designations for the year 2018 are as follows: APPOINTMENT/DESIGNATION Acting Mayor Aaron Printup Association of Metropolitan Municipalities Legislative Contact Dennis Walsh Association of Metropolitan Municipalities Representative Dustin Rief Attorney -City Lead (Civil) Soren Mattick Attorney -City Firm (Civil) Campbell, Knutson Attorney -Alternate Dorsey & Whitney Attorney -Lead Prosecuting Tallen & Baertschi Attorney -City Prosecuting Firm Tallen & Baertschi Auditor Clifton Larson Allen LLP Big Island Steering Committee Victoria Seals Tom Kolar Rick Carter Peter Lanpher Adam Edwards Dustin Rief Code Review Committee Dennis Walsh Wendy Dankey Jeremy Barnhart Ben Goodwin Will Haack Matt Johnson Peter Lanpher Andy Johnsrud Brad Maener CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. Communications Committee Dennis Walsh Victoria Seals Dustin Rief Anna Carlson Data Practices Compliance Official Anna Carlson Data Practices Compliance Official — Police Department Correy Farniok Development Review Committee Laura Oakden Melanie Curtis Jeremy Barnhart Emergency Preparedness Director Correy Farniok or designee Engineer -Lead Consulting David Martini Engineer -City Firm Bolton & Menk Fiscal Agents Ehlers & Associates Gillespie Center Dennis Walsh Hennepin Emergency Communications Organization Correy Farniok Highway 12 Safety Coalition Dennis Walsh Aaron Printup Correy Farniok Highway 12 Turnback Committee Dennis Walsh John Thiesse Bob Erickson Adam Edwards Dustin Rief Housing and Redevelopment Authority Dennis Walsh, Chair Dustin Rief, Executive Director Richard Crosby Wendy Dankey Aaron Printup Victoria Seals Ron Olson, Secretary Insurance Agent of Record Ronald Youngdahl, Northern Capital Lake Minnetonka Conservation District (LMCD) Mark Kroll Long Lake Fire Advisory Commission Aaron Printup Richard Crosby Dustin Rief Mayor's Association Official Newspaper Official Depositories/Investment Vendors CITY OF ORONO RESOLUTION OF THE CITY COUNCIL NO. Dennis Walsh The Pioneer Admirals Bank - Boston, MA Ally Bank — Midvale, UT Am Express Bank — SLC, UT Am Express Centurion — SLC, UT Bank North — Thomasville, NC Bank Baroda — New York, NY Barclays Bank — DE Belmont Savings Bk - Mass BMW Bank — UT Bridgewater Bank — Navarre, MN Capital One Bank NA — Glen Allen, VA Capital One Bank USA — Glen Allen, VA Cmnty Bank Chesapeake — Waldorf, ME Comenity Bank - UT Community 1 st Bank — Roseville, CA Compass Bank — Birmingham, AL Conestoga Bank — PA Connectone Bank, Englewood, CO Discover Bank — Greenwood, DE Eagle Bank — Bethesda, ME Everbank — Jacksonville, FL First Bank — Highland Park, IL Goldman Sachs — NY HSBC Bank — McClean, VA JP Morgan Chase — Columbus, OH Lakeside Bank — Chicago, IL Long Lake Community Bank - LL, MN League of MN Cities — 4M Fund Live Oak Bkg - Wilmington, NC Mercantil Commerce Bank, Coral Gables Morgan Stanley Smith Barney, Mpls Peoples Bank, York, PA RBC Wealth Management, Mpls RCB Bank - Claremore, OK Reading Coop Bank — Reading, MA Sallie Mae Bank — Salt Lake City, UT Suntrust Bank - Atlanta, GA Synchrony Bank — Draper, UT Synovus Bank — Columbus, GA TBK Bank - Dallas, TX Third Fed Savings & Loan - Cleveland, OH Toyota Savings Bank — Henderson, NV WebBank - Salt Lake City, UT CITY OF ORONO RESOLUTION OF THE CITY COUNCIL Police Advisory Commission Dennis Walsh Victoria Seals Dustin Rief School District Committee Dennis Walsh Wendy Dankey Correy Farniok Dustin Rief Suburban Rate Authority Adam Edwards Transportation Committee Adam Edwards Correy Farniok or designee Weed Inspector Dennis Walsh Weed Inspector -Assistant Jason Goehring Adopted by the City Council of the City of Orono, Minnesota, at a regular meeting held January 8, f►0=11 ATTEST: Anna Carlson, City Clerk Dennis Walsh, Mayor NO. Official Depositories/Investment Vendors - Continued Wells Fargo - Sioux Falls, SD Wells Fargo Advisors, Minneapolis Whitney Bank - Gulfport, MS UBS Financial Services, Wayzata ZBNA, Salt Lake City, UT Organizational Development Committee Victoria Seals Aaron Printup Dustin Rief Orono Ice Arena Board Member Dennis Walsh Park Commission Chair Rick Meyer Park Commission Representative Dennis Walsh Victoria Seals Planning Commission Chair Alternating Planning Commission Representative to Council Alternating Police Advisory Commission Dennis Walsh Victoria Seals Dustin Rief School District Committee Dennis Walsh Wendy Dankey Correy Farniok Dustin Rief Suburban Rate Authority Adam Edwards Transportation Committee Adam Edwards Correy Farniok or designee Weed Inspector Dennis Walsh Weed Inspector -Assistant Jason Goehring Adopted by the City Council of the City of Orono, Minnesota, at a regular meeting held January 8, f►0=11 ATTEST: Anna Carlson, City Clerk Dennis Walsh, Mayor