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Home My WebLink About09-23-2013 Council Work Session Packet Orono City Council Work Session Monday, September 23, 2013, 5:30 p.m. Orono City Council Chambers AGENDA 1. Garage Addition and Police Chief's Update (55 Minutes) 2. Human Services Budget (5 Minutes) 3. Comments Regarding Information Updates Previous Work Session Topics July 22, 2013 0 2014 Budget o Comments Regarding Information Updates Au�ust 26, 2013 0 2014 Budget o Bayview Place School Parking o LMCC Subcommittee o Consider Purchase of Lupient Property- Possible Expansion of Lurton Park o Automated Phone Message o Comments Regarding Information Updates 0 . . . • . � - . . , - emo To: Mayor and City Council From: Correy Farniok, Police Chief Date: 9/20/2013 Re: Police Building Project Per Council's recommendation,Finance Director Olson and Police Chief Famiok will discuss the police building project. Steve Kleineman,SKD Architects will also be present if there are questions related to the space neads study or the schematics that were presented at a previous Council Work Session. Police Chief Farniok will also update Council on several other items, including Social Host Ordinance,Administrative Citations, and a possible fee change related to Police Reserves. 1 0 July 2, 2013 j-----�.., �°'Vo\ � -� �l . � :, � �hK�,SHo��/ �-___-= City of Orono Police Remodel and Expansion Study --v,� �-.� architects SKD Architects, Inc. Contents Understanding of the Project Scope of Work and Work Completed 1. Part 1, the Police Remodel and Expansion 2. Part 2, Remodel of the Lobby and General Office Area The Construction Project 1. Existing Building Remodeled 2. New Additions for Office 3. New Garage 4. Site Work 5. General Comments 6. Preliminary Construction Costs Attachments 1. Program Statement (part of this document) (All at 11"x17") 2. Colored Proposed Site Plan with Sheet Index 3. Existing Site and Floor plan and Elevations 4. Proposed Areas of a. Existing Building, Remodeled b. New Garage (Including Armory and Evidence Rooms) c. New Daily Operations Center and Locker Addition d. New Site Work (no specific area) 5. Proposed Site Options and Floor plans 6. Preliminary Exterior Images 7. Roof Plan 8. Village Hall City office, Existing and Remodel Plan Page 2 Main Organizers City of Orono Police Chief Correy Farniok Administrator: Jessica Loftus SKD Architects, Inc. President Steve Kleineman, AIA Understanding of the Scope of Work The purpose of this study is to evaluate the Orono Police Department's building and space needs, establish a scope of work and provide a rough construction cost estimate to meet those needs. It is expected that the current building space will be reconfigured to some extent, a small building addition will be added, and a new garage built to primarily house most of their squad cars. SKD looks at the current building and space layout, determines their spatial and future functional needs, and develops a building design concept that responds to those needs which will be practical and financially responsible. From this plan SKD will establish an expected range of construction costs for the project, and help to implement the direction needed to accomplish this plan. Part 1 Police Expansion SKD Architects 1. Inventoried the existing building space. a. Obtained current site and construction drawing information from the original construction. b. Documented and photographed the current conditions. c. Put the existing information on CAD as the base sheets for the remodel. 2. Evaluated how the current space is utilized and how well it meets the functional needs of the Police department today and into the future. a. Met with stafF to develop an understanding of their needs and goals. b. Developed notes and a program identifying the design parameters, space needs, goals, priorities, equipment, etc. to develop design from. 3. Developed an agreed to concept plan and image that meets these needs, and determines the extent of remodel and additional space that will be required. a. Met several times with the Police department with plans and site changes to review and refine. The remodel and expansion areas are clearly identified. b. Met with the Police and Administration to confirm the design intent and success of the proposed layout. c. Developed very preliminary exterior building concepts matching the brick, concrete block and metal roof details established in the original design. This design will really develop in the next phase of the project after funding is made available and a budget is established. d. Met with Planning and the Water Shed District to see if the proposed improvements met city and water shed requirements. 4. Also, reviewed the general site and parking changes, circulation and secured areas and wetlands. We addressed some general site changes that were being considered during construction: a. Reducing the entry points to the city parking off Old Crystal Bay Road b. Create a main entry that is off of Kelley Parkway c. Attempt to align driveways d. Provide a separate secure driveway access off Kelley Parkway for Police vehicles Page 3 5. Developed an approximated project construction cost for the project, breaking the costs down into groups to help evaluate the priorities. a. SKD met with Mark Kotten of Kraus Anderson several times to review the scope of the project, breaking the improvements down into several categories. i. Remodel of the main building. ii. Addition of a new garage facility. iii. Addition of the Daily Operations Center/Conference/Multipurpose Room, Office, and Locker/Restrooms. iv. Mechanical updates and maintenance. v. Site Modifications b. Kraus Anderson put preliminary construction estimates together by category to determine an overall expected construction costs. 6. SKD Exhibits include a. Existing plans and site plan. b. Schematic or preliminary design showing the remodeled space layout, new construction expansion, new garage, daily operations expansion. c. Site reconfiguring of the parking and drive access. Develops the main entry off Kelly Parkway and eliminates the middle entry point to parking. There is a second option of the north entry point to align with the school entrance. d. Schematic very preliminary images to assist contractor with cost estimates. Village Hall SKD was also asked to help with modifications to the City Office, predominantly the Lobby and front offices of the Village Hall. Part 2 Remodel of the Lobby and General Office Area SKD Architects also: 1. Looked at the main entry of the Village Hall and addressed ways to improve the functionality of space and the aesthetic image of the front lobby and work areas. a. Met with the administrator and her staff, discussed how they all interact with public and the functional issues and what needed to be addressed. b. Developed plan concept options and refined the preferred option. c. The general scope of work did not really move walis. Some were added, work areas reconfigured and the Staff/pubiic work and meeting areas reworked. d. The new plan will be more inviting, the staff will be more accessibie, and the image of the facility will be much stronger. 2. Determined an approximate scope of work and cost of the remodeled areas. a. SKD provided this estimate of construction cost. Page 4 The Construction Project The project scope includes the remodel of the existing space, the small additions for the Daity Operations Center and Restrooms, the new Garage, and related new site work. Existing Building, remodeled 7109 square feet. New Additions for Daily Operation Center, Restroom Expansion, 8� Support, 1,557 sf. The main building (shown in red on the plan diagram) from the point of the entering into the Police secure vestibule, we are reconfiguring the secure glass to improve the efficient use of office space. It allows the open office to move forward and reduce in overall square footage. Within the same space we can provide a separate lunch and break room or additional meeting space, and the officers have their own area now with their file and storage space and 4 common work areas for filling out reports. The print and work area and files are more accessible to staff and officers. The Interview room is made more secure from the office staff by adding a door in the walkway. Most of the offices remain unchanged, but would be helpful to refinish to allow for more small meeting use. The lockers and rest rooms needed to grow. The restrooms were undersized considering that they were shared with staff. Men's lockers, currently split on 2 levels, were integrated into the main locker restroom. A small addition was required to allow this to happen. (Area shown in blue on the plan diagram.) Also, the Sergeants office is shared by 3 people. The small addition allows for the 3�d work space. (Area shown in blue on the plan diagram.) The current Armory and Evidence rooms were inefficient and needed to be reconfigured. These functions work very nicely in the new proposed garage addition. The Evidence room is accessed from the main office close to the garage entry. The Daity Operations/Conference/Multipurpose Room is a necessary daily function, allows for morning roll call, full staff meetings, training and direct outdoor access and use of restrooms without compromise to office security. Generally, the spaces will be repainted, and ceiling tile and lighting matched. Carpet will probably be replaced, but will be evaluated. Entry tile will be replaced with the wall reconfiguration. Lockers will be new, similar in size, but better ventilating. New Garage, 8,991 square feet. The new attached garage (shown on the plan in green) is designed to house16 squad cars. Today there is sensitive equipment in these cars which currently have to be removed daily. Now the equipment can remain in the vehicle. There is comfortable but separate secured access between offices and new garage. The plan also includes space for vehicle maintenance supplies, speed trailer, bike holding area, motorcycles, etc. There will be a wash bay and hand hoses, laundry, enclosed storage, and storage for duty bags by the entry. Page 5 As noted earlier, the secure Armory and Evidence rooms are within the garage space expanded area. Outside of the garage entrance there is additional fence secured parking for additional city police vehicles and employees, 17 stalis. Aiso, space for 2 dog runs. The Dumpster storage for the entire complex is moved to an unsecured area, but is naturally concealed by the garage building layout. It allows easy trash collection access from the private Police driveway. Additionally, there is a small mezzanine about 800 sf. This will accommodate the new Mechanical Equipment for the Daily Operations Center and Garage, and some additional storage. Interior Finishes. The walls would be painted concrete block, some drywall, epoxy floor, higher ceilings. Power plugins to all vehicles. The exterior is very preliminary at this point, but was developed to help establish the construction cost estimate. We have just matched the general feel of the existing buildings and elements. The exterior is concrete block, brick and metal roofing and eaves to match the existing. Windows will match the existing. The garage is a long span truss system to allow for more flexibility inside. All of these features and finishes are subject to the final building budget. Site Work Obviously, due to the new construction, the site parking needs to be reconfigured, and new driveway access developed. The current bituminous is in need of repair, as well, and should be refinished. The entry points to the parking were looked at. It is desirable with a Kelley Parkway address, to actually have a main entrance on Kelley Parkway. It is also desirable to have separate Police access to avoid crossing with other entering or exiting vehicles. This was addressed in this new expansion. The Police secured parking is fenced, with a motorized gate. Trash Collection has been reconfigured as part of this, and as noted above. Also, it made sense to eliminate the angled access to the Village Hall and pick up some of the parking lost to the expansion. We also discussed better alignment of the driveways off Old Crystal Bay Road. An option was developed to address the concept. Part 2, Village Hall Improvements The new plan reconfigures the reception area bringing the staff closer to the visitors. The reception station is a new counter and work area that gives the Lobby a new look at feel. The new logo can be prominently displayed. There will be a clear point of contact with staff, and they will be readily accessible to the public. The working stations for meeting with builders will be set up to be more private for one on one interaction. There will be artistic dividers with typical announcements and forms. There will be a smail sitting area and an open partition conference space for brief ineetings with the pubiic where a bit more privacy is needed. Thoughtful use and layout of space for staff work areas have been incorporated into this scheme. Files are centralized. The walls will be repainted, carpet can probably remain, but the tile needs to be replaced. There will be some additional lighting. Consider some new office furnishings. Page 6 Generat Comments Building Maintenance The building is over 20 years old and is in need of maintenance. Our costs have not addressed all of the areas, but we have discussed the need to assess the mechanical equipment, the current roofing and make recommendations in other areas. Preliminary Construction Costs Part 1 Police Expansion Construction costs are broken into 5 areas 1. Existing Building Remodeled 2. Daily Operations and Lockers 3. New Garage 4. Site Work Modifications 5. Mechanical Equipment Maintenance Mark Kotten of Kraus Anderson met with SKD to review the proposed project drawings and preliminary description of a scope of work. Many assumptions were made at this point, and a general preliminary cost guideline was developed. The following are rough estimates of the general construction cost per group. It is expected that this would serve to establish a range of construction costs up or down. 1. Existing Building Remodeled $520,000 2. Daily Operations and Lockers $275,000 3. New Garage $1,650,000 4. Site Work Modifications $465,000 5. Mechanical Equipment Maintenance (main building) 85 000 Project Total $2,995,000 Part 2 Remodel of the Lobby and General Office Area General remodel of space including some open office furnishings: 1. Front Lobby, and Front Office Remodel $250,000 Page 7 �� i archltects Mer��C�� EXHIBIT 1, Program of Spaces Date: April 29, 2013 Revised May 1, 2013 Revised July 1, 2013 To: File From: Steve Kleineman Re: Meeting Comments and Space Programming Notes General Items • Building is 1991 Construction. • Kraus Anderson built the original structures. • They are behind on Maintenance. Should try to incorporate maintenance in the project. o Roof, Mechanical and Other, not yet discussed. • Initially looking at a project under$1 million, but will determine when we clarify the scope of the project. • Should deal with updates to Mechanical and Electrical. • Site is tighter than it looks. Wetlands may be an issue? Consider options for adjustments to the site. • 10 year contract with city of Mound. Means they are staffed up. 0 34 full time staff 0 15 reserves 0 7 out 0 3-4 part time • Secure parking for employee and outdoor vehicles. Probably will require reconfiguring of drives, parking and access to streets. • Be ready before the June 24th city meeting, and July 15tn • Look to other cities, and how they have improved their departments. Need to be able to account for choices made. • Red labeled spaces are areas where building expansion may have to occur. Site Needs • Secure parking for employees and vehicles, we discussed 20 stalls. 3 are investigative vehicles that don't have vital equipment in them. We decided on space for 16-17 vehicles. • 2 Kennels, and 2 dog runs. Page B • Bike storage. Small structure or some hook system in garage. 15-20 bikes. These are bikes picked up, abandoned or were taken. • Will need to relocate the garbage dumpster for the overall buitding use. Building Spaces Secure Entry Area • Is OK, but is a bit Institutional. Would like to improve, but lower on priority list. • Discussed the need for both entries to the entry and link. They do use them. Interview Room (Current Conference Room) • Want more secure if leave for a minute. Discussed moving this function into the current conference room, and adding a secure door to the offices. Later thought it might want to still be used as a conference room, too. • Size. Liked the current interrogation room and its smaller size with no real view outside. Liked the dimmer lighting. It is a little more intimidating for interrogation, but the small conference room will work fine. • Current small interrogation room will probably stay as a conference room, too. They do have a need for 2 spaces during the day. • AV stuff and camera should be wired in the new interrogation room. They don't need the racks. Shouid be simple bare room. Conference room • Existing room as a conference room is OK, but will use as an interview room, too. • Existing table and chairs are fine. Extra tables and map will come out. • This needs to be separated from the internal secured office area. Discussed a secure door added so they can't access the office area if left alone. • The current smaller interrogation or interview room should remain as a small conference room, too. • Need AV and phone. Administrative Area • There are 2 people who work in open work stations behind the glass who should be visible to people. Heather and Kelly tend to the window. Jessica is currently one of the 2 stations, but does not tend to the window. • Administrative people now greet visitors, and need visibility to the glass. We may want to shift people around. The head administrator, Jessica could move into a small office or close by open space. She does not have to see the glass. • There is a secure glass counter to help visitors in the foyer. The counter is not heavily used, but there are some forms that are filled out with visitors. Most are coming to see someone. • Work stations are good size. • Alcove area currently with 1 clerical and 1 full time community service officer. May add a part time position in the future. • Community Service works in the back, and can stretch out a bit. Needs some added storage. Page 9 • Most of the files are centrally located in the alcove area. They have quite a few. • There are 2 files between the 2 clerical behind the glass. They hold last 2 months. Other files area are held up to a year?? They are going paperless soon, the files wili be reduced and hopefully more space will open up. • Printer areas. Now are separated within this alcove space, but probably should not be. There are printers, color printers and a biz hub type unit. This area can be more efFicient. Reports, logs, shredding area, etc. • Currently, the Community Service Officer repairs equipment in his space, but this should be somewhere else. • Coat closet is by door access. Is not used as designed. Storage of hanging stuff, ofFicer jackets, etc. Can be elsewhere. Women's Locker and Restroom • Currently not bad. Need space for 1 additional locker, but could be OK. • Currently share restroom area with office staff. Should change, but would be OK if it were larger. • Look at adding a sink and additional toilet. • They like the size of the men's lockers. • Will need to expand this. • Need to add power plug-ins to lockers for chargers, and electronic gear. • Option new lockers with more open mesh for better ventilation. Men's Locker and Rest Room • Too small, cramped and currently split upstairs. • Currently share restrooms with office staff. Should change or if expanded could be OK. • Add toilet and sink area. 1 urinal is OK. They tend to be messy. • 1 Shower is OK, but would be nice to have 2. This is a want, but not a need to have. • Short 7-10 lockers. Current locker size is good. • Option for new lockers, would be nice to have more open mesh type for better ventilation. Help dry out wet boots, etc. • Work out space for Squad bags. • Need power to lockers for chargers, too. Full Kitchen, Lunchroom and Break Area • Not in officers' area. • Need separate full kitchen, large refrigerator, maybe Industrial or 2, stove, double sink, dishwasher microwave, etc. • Seating for 8-12 people. • Centrallocation. Officer's Squad Room • 16 officers sharing space. 3-4 working at one time. • Discussed the idea of 3 work spaces in the center area for filling out reports, etc. • Perimeter can be counter space with some chairs, but like the idea of storage and files for the officers around the perimeter with larger cubbies above for personal stuff. Page 10 • Space for forms and mail slots. Maybe can go within their personal space along the perimeter. Patrol SargenYs Room • Currently shared by 3 officers. • Work space is OK. • Need file space. • Would like more privacy between work stations. Phone calis, etc. Armory • Equipment cleaning and storage of guns ammunition and tasers, related equipment, etc. • Consider improved ventilation due to working around lead. • Currently poor layout. • This space could move into the expansion area or garage area?? Evidence Area • Officer processing area. • Needs to be redone. • Currently have a sink and counter space. • Reorganize cabinetry in prop document packaging? • Pass through lockers are too small. They should be larger. Double in length and higher, too. Officers process evidence and set into lockers. • Evidence Room. o May not have to be directly accessible to the evidence processing space. Hallway access is probably OK. o Needs to be a secure Room o Amount of space is OK o Currently has an air scrubber. It was a staff request. o Only 2 people have access to this room. Storage Rooms • First Aid o Medical supplies o Medical Kits for the squad cars. o Sink should be near. o Shelving with ciear doors to see what is there or missing without opening a door. o Current evidence processing room is OK size for medical. • General storage for stuff. Computer IT Room • Need a singie location for servers, cameras and supporting rackable equipment. • Does not have to be large. • Secured and locked. Page 11 Daily Operations Center, Conference and Multipurpose Space. • Needs to be fiexible space. • Table seating for at least 16. Large meeting and roll call daily. Tables can be ganged or separated for training. • Ability to set up for training. Seating and tables for about 30 people and a speaker location. • Watch use of specific built-ins. Space needs to remain fiexible and adaptive. • Plugs for AV and screen presentations, but no built-in projector. • Part of expansion space. • 35-40 people total with an open configuration. Restrooms • Should be by the expanded Training Room. • Basic men and women is OK. • Part of expansion. • Need to be separated from the Police secured offices. Emplayee Entry • May move with additions or stay in the same place. Existing Garage • Have 3 stalls now. Use 2. • Evidence in 3�d stall for DTF inaterials. o Storage of evidence currently in a secure cage. o Need separate ventilation system for this area. o The space be separated out better. Probably a wali. o This area can move, but the secure area within the garage should remain for impounding of vehicles. • Guns are checked prior to entering into the Booking or holding area. New Garage • Space for 16 patrol vehicles with generous space. Space to avoid worry about bumping into other vehicles or maybe allowing for a little expansion for 18. • Need one secure stall caged like for stolen vehicle or impound. • Temperature controlled environment is needed to avoid the severe temperature changes. Squads currently carry equipment that cannot be left in high heat or low temp cold. • Ali patrol cars need access to plug-ins to keep equipment within the vehicle charged up. • Hand wash bay for vehicles with hot and cold water. • Laundry nearby. Should be in a contained space to keep out dust and dirt. Washer and Dryer, and storage for cleaning or related stuff. • Small Mezzanine Area o Allows space for mechanical equipment to service both garage and potential expansions. o Some additional storage. • General storage, o Storage of spare tires, wipers, and general maintenance stuff. Racking is likely. Page 12 o Also, flairs, oxygen, heart start defibrillators, etc. o Generai squad equipment. o Duty Bags, squad bags, etc. possibiy here??? Off hatiway?? o Cubbies. • Space for a speed trailer. • Space for Motorcycles. • ERV Vehicle space, too. • Mezzanine space possible for extra storage, or moving Armory or Equipment function up. • Growth needed only if department acquires another city. • Single oversized garage door access is OK. Booking • This area is currently OK. Holding Cells • This area is currently OK. Room for Breath testing. • These spaces are OK. Offices • General comments for offices. o Offices are small. Look at better furnishings to help make the offices more functional, more appropriate for their spaces. o Tend to want refrigerators and heater within space. Try to avoid by providing in the kitchen. • Police Chief o Will need meeting space in his office. Current space is adequate. • Deputy Chief. o Chairs for some seating within space. Current space can be adequate. • Detective Supervisor o Space is adequate. • Detective o Space is adequate. • School Resource officers. o Space is OK. 2 working out of the same space, but not usually not in at the same time. • Expansion Offices o Look at 2 new additional ofFices if possible. May want to reconfigure or split currently shared spaces. Upper Level Workout Area is good as is. Men's lockers added upstairs and should come down to the main locker area. • 7 Swats at upper area now. o Large bags now on top of their lockers. o Will need to come down into expanded locker area. File Room • Longer term storage. Mechanical Room Page 13 • Mechanical equipment and general stuff. Page 14 MEMORANDUM To: Mayor and Council From: Ron Olson, Finance Director Subject: Facility Upgrade Funding Date: July 8, 2013 The funding for improvements to both the remodeling of the police station and the police garage is anticipated to come from the additional revenue available from the Mound police service contract. The additional expenditures related to the contract are $144,725 less than the additional revenues. As indicated in the Mound Police Revenue attachment that accompanied the 6/28/2013 budget memo, the additional contract expenditures were estimated on the high side of expectations. As a result, it is expected that there will be $185,000 in contract revenue available in the first year of the contract. In addition, there are some one-time funds associated with the contract in the amount of$42,000 available for use. This brings the amount on hand for the construction to $225,000. Additional funds will become available over the term of the contract. The available funds are indentified in the following table. 2013 $ 225,000 2014 $ 175,000 2015 $ 150,000 2016 $ 125,000 2017 $ 100,000 2018 $ 100,000 2019 $ ]00,000 2020 $ 100,000 2021 $ 100,000 2022 $ 100.000 1.275.000 Because the funds will accumulate over time and payment will be needed when the construction is completed, an upfront funding source will be needed in addition to the contract revenue. One option would be to sell bonds for the project, and use the contract revenue to pay the debt service on the bonds. Another option would be to use an inter-fund loan to finance the project. In this scenario, another fund would loan the needed monies to the Police Building Construction Fund and would be paid back with interest as the contract revenue was received. Funding for the parking lot repairs/improvements could come from the Community Investment Fund. The Community Investment Fund was originally created when the Building Fund was closed and the balance was transferred to the community Investment Fund. The current balance of the fund is $1,700,000. If the Council was interested in bonding for the police building project, it could consider bonding an additional amount for the parking lot. It would not make sense to bond for the parking lot by itself. Another project that has been discussed is an upgrade to the HVAC system in the City Hall complex. The Community Investment Fund would also be a logical funding source for this project. However, this fund is also identified as the possible funding source for the turn back and the Navarre street lighting project If all of these projects are funded by the Community Investment Fund, the fund will be gone. Once again, if the council was interested in bonding for the police project, funds for this project could be added to the bond issue. Another option would be an inter-fund loan. A copy of the future debt service levy and the funds that have balance for an inter-fund loan are included with this memo. The City of Orono complies with the Minnesota Data Practices and Open Meeting Law. The recipients of this electronic ftle are asked not to "Forrvard"or "Reply to All" concerning information contained in this email. City of Orono - Proposed Debt Service Levy Debtlssue 2013 2014 2015 2016 2017 2018 2019 2020 2021 2004 Refunding Bonds 2005 HRA Big Island Bonds 210,000 210,000 215,000 250,000 250,000 2008 Street Reconstruction Bonds 178,150 199,200 274,640 192,150 192,840 450,530 456,975 457,275 456,780 2009 Refunding Imp Bonds 4,000 4,200 2010 Fire Hall Refunding Bonds 163,500 142,600 2010 MSA Bonds - - - - - - - - ' 2010 Street Reconstruction Bonds 135,350 135,000 133,880 131,050 133,460 130,470 132,725 134,825 131,520 Current Debt Levy 691,000 691,000 623,520 573,200 576,300 581,000 589,700 592,100 588,300 � � City of Orono - Proposed Debt Service Levy Debtissue 2022 2023 2024 2025 2026 2027 2028 2029 2030 2004 Refunding Bonds 2005 HRA Big Island Bonds 2008 Street Reconstruction Bonds 460,675 - - - 2009 Refunding Imp Bonds 2010 Fire Hall Refunding Bonds 2010 MSA Bonds - - - - 2010 Street Reconstruction Bonds 133,325 134,530 130,000 130,725 Current Debt Levy 594,000 134,530 130,000 130,725 - - - - - Debt Issue 2031 2032 2033 2034 2004 Refunding Bonds 2005 HRA Big Island Bonds 2008 Street Reconstruction Bonds - 2009 Refunding Imp Bonds 2010 Fire Hall Refunding Bonds 2010 MSA Bonds 2010 Street Reconstruction Bonds Current Debt Levy - - - - City of Orono Summary of Fund Balances* *Balance of Enterprise Funds reflects actual cash balance, not total Fund balance As of 6/30/2013 Capital Projects Improvement Eqpt Outlay $808,546 PIR Fund $1,197,085 Community Investment $1,684,539 Capital Projects $3,690,170 Enterprise Funds Water Operating $1,228,315 Sewer Operating $3,188,273 Storm Water Operating $815,367 Enterprise Funds $5,231,955 GRAND TOTAL $8,922,125 0 MEMORANDUM TO: ORONO CITY COUNCIL FROM: JESSICII LOFTUS, CI'I'Y r�DMINISTR�TOR SUBJECT: HUMAN S��.RVICES DATE: SEPTEMB�R 23, 2013 At the September 9t" meeting, Councilmember Printup requested time at this work session to discuss the human service line item in the budget. In 2012, the City contributed $19,000 to the Gillespie Center. In 2013, we budgeted $9,500 for this item and the same amount was presented in the 2014 preliminary budgct. Councilmember Printup may want to discuss other options for this line item. What Should Be Accomplished in 2013-2014? Top 10 Goals (submitted by at least three members) Maintain a flat levy for 2014 budget Continue focusing on improvements to Navarre �;�� .� ��'�� '�i�� Make Golf Course Improvements �� b� _, . _ -- � �� ;. _ -_v3 ._��,�.,��;�� ,.. ..,p� a .�� . Identify MSA Road work and funding tools tt'- ��d� .,�kn .� . Establish a Park Commission and Investment Committee ��.. � r�-a��ti,�rxy��_ �� Add a Third Newsletter � (submitted by two members) Plan for City Hall & Police Parking lot reconstruction & Police Garage County Road 112 Turnback Project `` 'r�� .-�� ` xw 3,. ` a3�� '�� '° a 3 City Brush Pile o- � .�� :,��.�� °,,��,�_ �� Continue Code Updates ��`��"��'`�'��`�' . . What Should Be Accomplished in 2013-2014? Goal Must do Nice to do Not this year Budget ? Budget Deliver a flat levy for 2014 Continue budgeting for zero levy and fiscal restraint in CIP planning Maintain 0%levy Navarre Continue seeking community outreach and making ped.improvements to the Navarre area,streetlights,xwalk Work with Henn Cty to ensure the entire intersection redesign is on their'short'safety improvement list;grants Clean up and repair city land/public spaces in Navarre(especially parking lot) Establish Navarre vision-action plan with citizens;improve road safety-pedestrian access,use of parking lot Research using Blaine Ave.as an internal bike route to Dakota Trail-cost for shoulder work? Identify/investigate a feeder path/trail/sidewalk from Dakota trail to Navarre Dakota Trail Signage to parking in Navarre Golf Course Complete repairs and upgrades for Orono Golf Course Golf Course and Operations discussion Set up donation fund for Orono Public Golf and continue making improvements to the facility Roads Continue upgrading infrastructure Begin conversation on roads Identify road(s)to repair in 2014, as well as ongoing funding formula to address maintenance Identify MSA road work for 2014 and beyond, as well as funding tool Ongoing funding formula to address maintenance and prioritize long term road improvement plan Watertown Rd road construction 2014, Fox St road construction 2015 Investigate street improvement districts or assessments for residential roads for sealcoating/M&O Establish Investment Committee and Park Commission Create investment policy committee that includes citizens Establish an investment advisory committee of citizens,staff and council Investment and Budget Committee's � i What Should Be Accomplished in 2013-2014? Goal Must do Nice to do Not this year Budget ? Re-establish park/similar commission (including potential regulation elementJ Park Commission Reinstate Park Commission Re-establish the park(or similar) commission Organization Plan for city hali and police parking lot reconstruction (and police garage) Plan for city hall and police parking lot reconstruction Complete organizational review, realign staff as needed and create an accompanying organizational chart Org Review Study and recommend health insurance options for employees Study health insurance options Publish no less than 3 newsletters per year Add a third newsletter Newsletter expansion Further incorporate new logo into city products City Brush pile Sentence to Service conversation to find projects(painting, mowing, cutting,demolition,digging,etc) Assist citizens with removal/clean-up of buckthorn,brush,and dead/fallen trees with a brush pile and STS crews Establish/gain/earn trust between Council &Staff Technology "At a Glance" monthly financial report Provide online mapping and Permitworks for residents Code Updates Continue code rewrites(including related to environment) Code updates: stormwater/drainage trunk fees,avg lakeshore setback, comp plan densities and mixed use, dock regulations,sewer connection charges,slope failure, alt. energy,SWMP Cooperative Efforts Hwy 12 turnback plan Work thru the 112 Road project-vision-prioritize-grants Guidance on using the ratings below. Must do Nice to do Not this year • activities that are required by • not essential services nor key • not necessary to provide law,contract or agreement support for essential services essential services � • include or support essential • would service a major group of serves a small population or I services that serve many citizens citizens need • can be ongoing or new activities • would facilitate improved • is not time-sensitive operations or interadions I • the things that will take up most • can be ongoing or new activities • can be ongoing or new activities i of the resources(time,$,people) • would set the stage for future activities � MEMORANDUM TO: MAYOR AND COUNCIL MEMBERS_ n �.y FROM: RACHEL DODGE, CITY CLERK SUBJECT: COMMENTS REGARDING INFORMATION UPDATES DATE: SEPTEMBER 23, 2013 Attached are the Information Update memos from August 23, August 30, September 6 and September 13 for reference if Council wishes to discuss any of these items. . __ _ _ .. _ _ __ _ __ _ _ __ MEMORANDUM TO: MAYOR AND COUNCIL MEMBERS FROM: ORONO MANAGEMENTTEAM SUBJECT: INFORMATION UPDATE DATE: AUGUST 23, 2013 information Update—08/23/13 • The League of Minnesota Cities Insurance Trust has completed a review of their decision to deny coverage for the water main break at 2705 Walters Port Lane. A copy of the letter to Mr. Crosby is attached. • Please see attached for Willow Dr weekly update. • The Orono Schools will be running a levy referendum election on November 5, 2013. They have provided the attached news release which contains background information. • Mayor McMillan and Council Member Levang introduced a resolution at Tuesday's LMCC meeting that was accepted. The resolution calls for the creation of a subcommittee chaired by the Orono commissioners that will explore revising the LMCC JPA to serve a membership of direct franchise cities. The subcommittee's first of three meetings is Monday with the results to be presented at a special full LMCC commission on Sept. 17th. The Council will be updated on this at Monday's work session. • 66 total citations were issued in the Police Department for the week of August 12 —August 18. Attached is the weekly summary police report. The first page is a summary of the citations issued for the week followed by the activity report, which includes the calls for service that were entered into RMS (Records Management System). Information that is not public has been redacted. Portions of some addresses have been redacted because in some instances it's acceptable to show a block range for an incident, but not the exact address. The activity report does not include all calls our officers were dispatched to, only the calls for which reports were written. Also not included are parking tickets, written warnings and assists to other agencies. Arrests will be noted by an asterisk next to the event. The arrested person's name will be filled in, along with age and city of residence. • Additional attachments and/or links: o Weekly Management Team Notes—August 20, 2013 o Metro Cities News—August 22, 2013 o Westonka Agenda, Packet & Minutes for July 2013. The City of Orono complies with the Minnesota Data Practices and Open Meeting Law. The recipients of this electronic file are asked not to "Forward"or"Reply to All"concerning information contained in this email. , _: _ _ MEMORANDUM TO: MAYOR AND COUNCIL MEMBERS FROM: ORONO MANAGEMENTTEAM SUBJECT: INFORMATION UPDATE DATE: AUGUST 30, 2013 Information Update—08/30/13 • The City of Minnetrista considered a concept plan for Red Oak Golf Course on August 19tn A copy of their staff report and agenda item is attached. • Mayor McMillan has provided a summary (attached) of the LMCC subcommittee working to explore revising the JPA. • B&Z staff has been talking to a representative of the Orono Shopping Center at 2160 Wayzata blvd. They were inquiring about what kind of uses would be allowed. Some of their thoughts were a bingo hall, tobacco shop or a tattoo parlor and gym/health club in the basement. Staff is working on a response. They also indicated they are open to someone opening the gas station again since it closed a couple of months ago. They are hoping for someone with a food operation to go with the fuel sales. The property is for sale, including the house and the garage building. • Please see the weekly update for reconstruction Willow Drive (attached). Perhaps noteworthy: The hot weather has also caused a delay in the final paving activities for Willow Drive. Due to the start of school next week, the decision has been made to delay paving until Saturday, September 7th, (weather permitting) so that the construction activities do not conflict with school traffic including bus pick up and drop off. In addition, the detour will be taken down by Tuesday morning to help reduce traffic congestion on Old Crystal Bay Road during the school week. • Thomas Longe and volunteers have continued to work hard all week on his Eagle Scout project. They have removed one of the trees, installed concrete footings, installed plantings and woodchips, and began altering the sprinkler system to allow for full coverage of the area. The group has done a lot of work in less than ideal conditions and the area is looking pretty nice. He anticipates completing the project toward the end of September or early October once the granite is delivered. • Reminder, if anyone has anything they would like to see in the newsletter, please submit your preliminary articles to Rachel by Friday, September 6tn • 79 total citations were issued in the Police Department for the week of August 19—August 25. Attached is the weekly summary police report. The first page is a summary of the citations issued for the week followed by the activity report,which inctudes the calls for service that were entered into RMS (Records Management System). Information that is not public has been redacted. Portions of some addresses have been redacted because in some instances it's acceptable to show a block range for an incident, but not the exact address. The activity report does not include all calls our officers were dispatched to, only the calls for which reports were written. Also not included are parking tickets,written warnings and assists to other agencies. Arrests will be noted by an asterisk next to the event. The arrested person's name will be filled in, along with age and city of residence. • Additional attachments and/or links: o Weekly Management Team Notes—August 27, 2013 The City of Orono complies with the Minnesota Data Practices and Open Meeting Law. The recipients of this electronic file are asked not to "Forward"or"Reply to All"concerning information contained in this email. _ _ _ _ _ _ _ MEMORANDUM . _ _ TO: MAYOR AND COUNCIL MEMBERS FROM: ORONO MANAGEMENTTEAM SUBJECT: INFORMATION UPDATE DATE: SEPTEMBER 6, 2013 Information Update—09/06/13 � The attached letter was sent to Amy Hubbard and copied to Jay Kanive per Council's direction at the August 6th Council meeting. • Please see the weekly update for reconstruction on Willow Drive (attached). Perhaps noteworthy: Willow Drive will be paved on Saturday, September 7. The roadway will be closed all day on Saturday but local traffic can still access the local roads. • Weather permitting, Public Works will pour the stamped /color concrete entrance to the golf course main entrance next week Tuesday. • Public Works has begun ramping up the sanitary sewer cleaning. Over the next month PW crews will be working to clean all the sanitary sewer lines in the District #1 (see attached). This is the first year of an annual cleaning program which will clean approximately 10 miles of sanitary sewer every year. The goal of the Sanitary Sewer Program is to clean all of Orono's sanitary sewer lines every 5 years and to inspect (televise) all of the City's lines every 10 years. This will allow staff to adequately assess the condition of the sanitary sewer mains and will allow staff to focus available funds to areas which are in need of repair. • This week Public Works got a call from a resident who flushed a wedding ring down the toilet. We assisted the resident by cleaning the sewer lines to a lift station and then sucked the contents of the lifts station out. The material was dumped in our pit at PW and the material was dewatered. PW then spread the material out and the resident rented a metal detector to try to locate the ring. Unfortunately, PW and the resident were not able to locate the ring. August 2013 Building/Planning/Zoning Update In addition to normal day-to-day business (which includes preparing PC and Council memos, letters written, and regular phone calls, etc) Planning Staff inet with a number of residents, developers, realtors etc in the month of August. Some highlights include but are not limited to the following: Site Visits—General Inquiry: • Site inspection regarding a signage/light emission complaint and follow-up with sign owner. Site Visits—Current Permit or Land Use Application: • Site visits to take photos for current/upcoming applications; Site Visits/Follow-Up—Code Enforcement: • Junk & debris; • Unpermitted filling/grading; • Noxious weeds; • Work without proper permits; • Unpermitted tree cutting, etc; • Working with a builder and homeowner to resolve an outstanding hardcover issue/open permit; • Staff is spending a great deal of time working with the builder/developer on finalization of permits and resolution of issues (permits, sediment control, CO) in the "Maple Place" neighborhood; • Met with a homeowner regarding a notice of violation for their property-fencing; • Several lengthy phone conversations with a property owner to discuss the resolution of on-going violations on their property; Meetings—Current Land Use Applications: • Met with applicants for upcoming PC or Council agenda; • Meeting with developer about finalizing a subdivision on Sixth Ave; • Meeting with property owner regarding final plat requirements, etc.; • Met with Your Boat Club representatives—follow up; • Follow up phone calls with a property owner regarding the status of an application a developer is working on their behalf; Meetings—General Inquiries, Permits & Pre-Application: • Fielded many stop-ins, calls and inquiries on the potential upcoming development of the Lakeview Golf course property; • Met with a builder/property owner about a hazardous building; • Met with property owner several times regarding permit and survey requirements for a new home; • Met with a builder regarding several potential projects in the City; • Met with a builder to discuss options for a lakeshore property: redevelopment, modifications, etc.; • Met with homeowner and builder regarding a permit for demolition and a new home; • Met with a builder and property owner to discuss several potential projects on a large lakeshore property: land alterations, dock changes, demolition/construction, variances, etc; • Met (& several phone calls) with a property owner about improvements which would require several variances; • Met with a new commercial property owner in Navarre to discuss code requirements, etc.; • Met with another developer regarding a subdivision or redevelopment of a property on West Lafayette; • Met with homeowner regarding finalization of the landscaping and hardcover to get a CO for a newly constructed home; • Meeting with a homeowner, and builder about an upcoming project involving variances and/or road vacation; • Met with the attorney for a property owner to discuss a potential commercial site plan review; • Met with a developer/planner about options for a large lakeshore property to be developed/sold in the near future: sewer, lot sizes/density, tree preservation, conservation design, dock access, etc; � Met with a builder about a CUP for a guest house; • Met with property owners about an incomplete building permit application; • Met with a property owner regarding a lot line rearrangement request; • Met with a property owner about a project involving wetland and a potential pool; • Met with an architect about a project involving variances for hardcover on a Tier 1 property; • Met with an architect/planner about options for expansion of an existing commercial property in Navarre; • Met with homeowners in the Crystal Bay neighborhood regarding variances for a detached garage construction; • Met with a property owner on Togo regarding wetlands and a detached garage; • Met with a property owner (& many phone calls) regarding/explaining hardcover and structural coverage limits on a takeshore property. • Met several times with 3 separate builders/architects regarding 3 separate building permits having issues with determining whether their proposal constitutes a half-story or full-story (this is a number of stories issue, not a height issue); • Met with a potential buyer and realtor/representatives about purchasing and finishing an unfinished commercial development; • Met several times with builder and surveyor regarding discrepancies between permit survey and foundation as-built survey. Issue has been resolved. • Met with a landscape contractor about a project involving grading with 75' of the lake; • Met with a landscaper to discuss the hardcover and permit requirements; • Met with a builder regarding a project for lake access stair replacement, tree removal and planting with the 75' zone; • Met with a homeowner and builder to discuss permit and code requirements for a new home on a vacant property; • Met with a builder regarding a proposal for a detached garage requiring variances; • Met with a designer about a columbaria project; • Met with an architect about a project to construct a home in the floodplain; • Met with a builder regarding issues with a new home permit—height, basement, grading; • Met with a builder interested in purchasing multiple Stonebay lots for continued build- out; _ • Two separate meetings with representatives of owners of property near Lurton Park regarding any City interest in purchasing them. Permit and Plan Reviews: • Issued 24 building &/or zoning permits during month of August (See attached); Research & Follow Up: • Research is ongoing regarding sewer connection charges for old projects - possible fee schedule revision in the works; • Provided 2008 City Survey data to Three Rivers Parks regarding public trail use. • 38 total citations were issued in the Police Department for the week of August 26 — September 1. Attached is the weekly summary police report. The first page is a summary of the citations issued for the week followed by the activity report, which includes the calls for service that were entered into RMS (Records Management System). Information that is not public has been redacted. Portions of some addresses have been redacted because in some instances it's acceptable to show a block range for an incident, but not the exact address. The activity report does not include all calls our officers were dispatched to, only the calls for which reports were written. Also not included are parking tickets, written warnings and assists to other agencies. Arrests will be noted by an asterisk next to the event. The arrested person's name will be filled in, along with age and city of residence. • Additional attachments and/or links: o Weekly Management Team Notes—September 3, 2013 o Metro Cities News—September 6, 2013 o Gear West % Marathon, 1786 W. Wayzata Blvd, Going Through Orono (Saturday, October 12, 2013 from 8:30 am — 11:30 am) o Wedding & Reception, 2640 North Shore Drive (Saturday, September 21, 2013 from 4:00—11:30 pm) o Fall Parade of Homes, 2670 Kelley Pkwy#211 (Saturday, September 7, 2013 8:00 am to Sunday, September 29, 2013 at 6:00 pm) The City of Orono complies with the Minnesota Data Practices and Open Meeting Law. The recipients of this electronic file are asked not to "Forward"or"Reply to All"concerning information contained in this email. _ _ _ _ . _. _ _.. _. _ _ _ _ _ . . _ . _ _ MEMORANDUM TO: MAYOR AND COUNCIL MEMBERS FROM: ORONO MANAGEMENTTEAM SUBJECT: INFORMATION UPDATE DATE: SEPTEMBER 13, 2013 Information Update—09/13/13 • Willow Drive is substantially complete. There are some very minor tree planting/ landscaping to finish, but the detour signs should be removed shortly. • The pouring of the concrete entrance to the golf clubhouse had been delayed for a couple of weeks. • The forcemain on Rest Point was completed today and the contractor will begin work on Tonkawa Rd next Monday. The contractor will be restoring the road early next week and final pavement wiil be completed when the Tonkawa Rd forcemain is complete. Due to the forcemain replacement, Tonkawa Rd will be closed starting on Monday for approximately 2 weeks. The road will be open to local traffic and residents will have access their homes. � On Tuesday, Staff received an email with comments on the Bayside Meadows plat. Planning staff let the sender know that the subdivision received final approval in June and has been recorded with the County and that the timeframe to submit effective comments relating to the subdivision has passed. The sender acknowledged this and asked to have the comments passed along to the planning commission and Council. The comments are included in the Planning Commission's packet for the current Bayside Meadows application (boulevard landscaping trees). • Attached are the Lake Minnetonka Conservation District Regular Board Meeting Agenda for September & Minutes from the August meeting. • Archery season starts on Saturday, September 14th. To-date, staff has processed 51 permits and additional permits are coming in daily. • 39 total citations were issued in the Police Department for the week of September 2 — September 8. Attached is the weekly summary police report. The first page is a summary of the citations issued for the week followed by the activity report, which includes the calls for service that were entered into RMS (Records Management System). Information that is not public has been redacted. Portions of some addresses have been redacted because in some instances it's acceptable to show a block range for an incident, but not the exact address. The activity report does not include all calls our officers were dispatched to, only the calls for which reports were written. Also not included are parking tickets, written warnings and assists to other agencies. Arrests will be noted by an asterisk next to the event. 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I KIOSKS � I I I GATE I I I I I STATION I STATION 2 I RECsISTER J I I I I i — — — — — — — — I I I ___________________� I sroR.a�� I � PROPOSED FLOOR PLAN A8 ��g°=1'-0" U O � I � _ _ I � �n n ❑ I Q2013 SKD Architects i � N �pNO Remodel for. .�� ASBUILT Orono City Offices � 2 � y ,� 2730 Keiley Parkway ar'�'e�s � A8 1/16"=1'-0" `��.� ��j Orono, Minnesota »>�M�.� � Q KF�.,n: