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HomeMy WebLinkAbout06-08-2009 Council Work Session Packet _ � i � Council Work Session Monday,June 8, 2009, Following Council Meeting Orono City Council Chambers AGENDA 1. Police Contract Formulas (15 minutes) 2. Engineer's Report (30 minutes) a. Myrtlewood Utility Improvements Project—Water Assessment &Bid Award b. Extension of Sewer&Water to 875 Wayzata Boulevard 3. Sugar Woods—Water Connection Charge (5 minutes) 4. Xcel Energy(5 minutes) Previous Work Session Topics Mav 26, 2009—Minutes Attached o Myrtlewood Road Utility Improvements Project - Award of Contract to Low Bidder - Change Order - Assessment Method for 850 and 875 Wayzata Boulevard o Hennepin County Department of Transportation—Request for Letter of Support for Bridge Project o Comp Plan Status o Other May 12, 2009 o Engineer's Report o Sanitary Sewer Re-routing Options o Other o Name Change of Wayzata Boulevard West o Gillespie Center Agreement for Services o Planning Commission Vice Chair Appointment o Dakota Rail Regional Trail Grand Opening o Karen Fuller Feyo Request to Eliminating Engineering Bills o Police Contracts I � � � Orono City Council Committee of the Whole June 8, 2009, Following Council Meeting Orono City Council Chambers Present: Mayor Jim White, Council Members Cynthia Bremer, Doug Franchot, Lili McMillan and Jim Murphy; City Administrator Bill Wells, Finance Director Ron Olson,Assistant City Administrator for Long-Term Strategy Mike Gaffron, Police Chief Correy Farniok, City Engineer Tom Kellogg and City Clerk Lin Vee 1. Police Contract Formulas • Council discussed the recent Police Commission meeting where the formulas were presented. • Generally members of the Police Commission were in favor of the concept of police districts. • Formulas for Spring Park and Minnetonka Beach generate similar costs. • Use of the term "districts" may imply joint powers; staff will refer to areas as police zones or patrol areas. • Council prefers not to use property valuation as part of the formula. Staff will work on a formula to consider another variable�s) besides number of calls and population. • Administrative fees that affect all cities and have traditionally been paid for by Orono should become part of the base cost. • Consider transition period for the next year or two to a formula without valuation. • Staff will investigate how other cities are distributing costs and if property valuations are used. • The goal of the final contract is separate from how that goal is achieved. 5 year contract is preferable, but 3 year contract may be acceptable. 2. Engineer's Report A. Myrtlewood Utility Improvements Project—Water Assessment& Bid Award • Design of Myrtlewood project—Council directed the engineer to re-canvas the neighborhood to determine the current level of interest in the water and sewer project prior to the first public hearing; 5 owners were in favor of water, 9 in favor of sewer, 1 property in foreclosure. Alternates for extension of water to Montessori School and Comforts of Home were included with the bids. • If only 5 of the property owners are interested in water, the City would carry the costs for the water project until the remaining properties connect to the system. • The low bidder has verbally indicated that he plans to withdraw his bid. Bonestroo is waiting for written documentation. The 2"d lowest bidder is aware they may be awarded the project. • There is no change in the rules for installation of sewer pipes in easements regardless of whether Mn/DOT or the County owns the roadway. Casings to get sewer and water under old Highway 12 and under Wayzata Boulevard would be added costs. B. Extension of Sewer&Water to 875 Wayzata Boulevard West • Neither of the Wayzata Boulevard property owners were present at the public hearing for the Myrtlewood project. • Gaffron met with Comforts of Home and they have requested consideration to become part of the Myrtlewood project to extend sewer and water to their property. They would want the costs assessed over a 15 year period like other portions of the project. • Council directed the engineer to move forward with getting quotes for sewer and water to the Comforts of Home property so this additional work can be considered at the June 22nd Page 1 of 2 � Council meeting with the bid award. This would be a change order to the initial project and wouldn't change the original cost estimates for the Mytlewood properties. • Once property is assessed, the property owner is obligated to pay the costs. If Comforts of Home didn't complete their project,they would still have to pay the assessment. The property becomes more valuable once sewer and water are available. Even though the system has been designed for 40 units, it doesn't guarantee that a different project is entitled to 40 units. The number of approved sewer units would be reviewed as part of a new application; however, it may be difficult to restrict another project to fewer units. C. Casco Point • Mud has become an issue; contractor was out on Sunday and has been working to get things cleaned up. • A map detailing storm sewer information was discussed. A pond will be constructed on a city-owned parcel with the downstream piping to be completed when all easements from affected properties are obtained. 3. Sugar Woods—Water Connection Charge • Questions regarding the water connection fee policy were raised because Public Works had a request for information on how to provide irrigation to the common areas of the Sugar Woods development. • After reviewing the history of the development and water connection fees,Council agreed with the staff recommendation that no additional water connection charges would be required for this particular development. The Homeowners Association will install an irrigation system for the common areas and will be charged for the water usage. 4. Xcel Energy • Information was provided regarding a Lighting Efficiency Program with rebates that is available to Xcel Energy customers. • Although the program may provide savings over time, Council was not in favor of pursing at this time because of budget constraints. II I il �'; Page 2 of 2 il l � Memo � To: The Mayor and Council From: Ron Olson, Finance Director�-v Date: June 8, 2009 Re: Police Contract Allocation Formulas The current police services allocation formula uses population and property values as factors. The City's of Long Lake and Spring Park purchase additional supplemental coverage. In order to use resources more efficiently, the concept of providing service through Police Districts is being explored. This would eliminate the use of supplemental officers If the current formula is used to allocate the costs of the district approach, Orono would see a significant increase in its share of the Police Budget. It is staff's recommendation that property value be removed from the allocation formula. The attached formulas are cost allocation examples that can be discussed. i i'I�� il! i I , !II! Orono Police Service Contract Budget Formula Districts-Current Formula Minnetonka Spring Orono Long Lake Beach Park Total Population Population 7,841 1,725 609 1,926 12,101 Percentage 64.80% 14.26% 5.03% 15.92% 100.00% Weighting 50.00% 32.40% 7.13% 2.52% 7.96% 50.00% Propertv Value Fina12007 2,814,080,000 263,699,700 291,371,000 249,703,600 3,618,854,300 Percentage 77.76% 7.29% 8.05% 6.90% 100.00% Weighting 50.00% 38.88% 3.64% 4.03% 3.45% 50.00% Calls 2007/08 Calls 9,075 2,134 522 2,098 13,829 Percentage 65.62% 15.43% 3.78% 15.17% 100.00% Weighting 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Allocation Percentage 71.28% 10.77% 6.54% 11.41% 100.00% Amount $1,943,898 $293,743 $178,411 $311,115 $2,727,168 IncreaselDecrease) 2009Amount $1,798,003 $302,177 $123,530 $503,458 $2,727,168 Variance 145,895.08 (8,433.73) 54,881.33 (192,342.67) ii I i ;I I', �I �'', n' i,' �II Orono Police Service Contract Budget Formula 25% Pr�perty Value Minnetonka Spring Orono Long Lake Beach Park Total Population Population 7,841 1,725 609 1,926 12,101 Percentage 64.80% 14.26% 5.03% 15.92% 100.00% Weighting 37.50% 24.30% 5.35% 1.89% 5.97% 37.50% Propertv Value Fina12007 2,814,080,000 263,699,700 291,371,000 249,703,600 3,618,854,300 Percentage 77.76% 7.29% 8.05% 6.90% 100.00% Weightiflg 25.00% 19.44% 1.82% 2.01% 1.73% 25.00% Calls 2007/08 Calls 9,075 2,134 522 2,098 13,829 Percentage 65.62% 15.43% 3.78% 15.17% 100.00% Weighting 37.50% 24.61% 5.79% 1.42% 5.69% 37.50% Allocation Percentage 68.35% 12.95% 5.32% 13.38% 100.00% Amount $1,863,955 $353,277 $144,969 $364,967 $2,727,168 Increase(Decrease) 2009Amount $1,798,003 $302,177 $123,530 $503,458 $2,727,168 Variance 65,951.56 51,100.34 21,439.43 (138,491.33) ;,', i' i i' ilj i�II' n. �,'I � iII Orono Police Service Contract Budget Formula 10% Property Value Minnetonka Spring Orono Long Lake Beach Park Total Population Population 7,841 1,725 609 1,926 12,101 Percentage 64.80% 14.26% 5.03% 15.92% 100.00% Weighting 45% 29.16% 6.41% 2.26% 7.16% 45.00% Propertv Value Fina12007 2,814,080,000 263,699,700 291,371,000 249,703,600 3,618,854,300 Percentage 77.76% 7.29% 8.05% 6.90% 100.00% Weighting 10% 7.78% 0.73% 0.81% 0.69% 10.00% Calls 2007/08 Calls 9,075 2,134 522 2,098 13,829 Percentage 65.62% 15.43% 3.78% 15.17% 100.00% Weighting 45% 29.53% 6.94% 1.70% 6.83% 45.00% Allocation Percentage 66.46% 14.09% 4.77% 14.68% 100.00% Amount $1,812,605 $384,187 $130,050 $400,325 $2,727,168 Increase(Decrease) 2009Amount $1,798,003 $302,177 $123,530 $503,458 $2,727,168 Variance 14,602.39 82,010.06 6,520.46 (103,132.92) i�i' i i' �',: � : ��'i �I« Orono Police Service Contract Budget Formula 50% Population/50%Calls Minnetonka Spring Orono Lonq Lake Beach Park Total Population Population 7,841 1,725 609 1,926 12,101 Percentage 64.80% 14.26% 5.03% 15.92% 100.00% Weigh[I�g 50% 32.40% 7.13% 2.52% 7.96% 50.00% Calls 2007/08 Calls 9,075 2,134 522 2,098 13,829 Percentage 65.62% 15.43% 3.78% 15.17% 100.00% Weightirlg 50% 32.81% 7.72% 1.89% 7.59% 50.00% Allocation Percentage 65.21% 14.84% 4.40% 15.54% 100.00% Amount $1,778,373 $404,794 $120,104 $423,897 $2,727,168 Comparison 2009Actual $1,798,003 $302,177 $123,530 $503,458 $2,727,168 Increase/Decrease (19,630.38) 102,616.55 (3,425.52) (79,560.64) 0.00 I ' IIi �I I � i IIII Orono Police Service Contract Budget Formula Base 1/1000 of Population-Balance by Call Percentage Minnetonka Spring Orono Long Lake Beach Park Total Calls 2007/08 Calls 9,075 2,134 522 2,098 13,829 Percentage 65.62% 15.43% 3.78% 15.17% 100.00% Weighting 100% 65.62% 15.43% 3.78% 15.17% 100.00% Base Budqet Non-Patrol Budget 1,571,468.00 1,571,468.00 1,571,468.00 1,571,468.00 Amount 1,031,244.45 242,493.23 59,322.92 238,407.41 1,571,468.00 Patrol Budqet Number of Officers 8.00 2.00 1.00 2.00 13.00 Avg Cost 88,900.00 88,900.00 88,900.00 88,900.00 Amount 711,200.00 177,800.00 88,900.00 177,800.00 1,155,700.00 Contract Amount Calculated 1,742,444.45 420,293.23 148,222.92 416,207.41 2,727,168.00 2009Actual 1,798,003.00 302,177.00 123,530.00 503,458.00 2,727,168.00 Increase/Decrease (55,558.55) 118,116.23 24,692.92 (87,250.59) 0.00 il,i� i! I�; i� ,; I�I, I I �� MEMORANDUM To: Mayor and Council Bill Wells, City Administrator , �%�,Ef,'` From: Mike Gaffron, Asst. City Administrator���,,���� �`�-, . ,�� Date: June 8, 2009 Subject: Sewer Connection Fee Policy - Commons Area Irrigation Systems Back r� The Sugar Woods Homeowners Association wants to install an irrigation system for their common areas and connect it to the City water system. It would be separately metered from any of the individual homes. The Orono Municipal Code does not address whether a separate water connection charge should be assessed for such use. There is no policy we are aware of regarding this topic. The municipal water lateral system serving the Sugar Woods neighborhood was constructed by the developer of Sugar Woods, Sid Rebers. Orono concurrently constructed a new well in 1989 and a water tower shortly thereafter to serve the general Highway 12 area. The Sugar Woods properties were not individually assessed for the costs of the well and tower projects; it is not clear from the records but it is assumed that Rebers also paid a share of the cost of these improvements. As homes were built in Sugar Woods during the 1990s they were not charged any additional connection charges and were considered as fully paid for S&W. The City subsequently established unit charges for the Highway 12 Water System improvements to be charged to any new properties coming into the system, which remained as unit charges unti12000. In 2001 these were converted to an acreage charge which would be charged to any developer based on acreage rather than the number of units being developed. Willow View, Stonebay, and the new Orono Middle School all paid on an acreage basis. Analysis Since the individual units within Sugar Woods were not charged connection fees, it is assumed that any payments by the developer covered the entire costs of the Highway 12 improvements that serve the Sugar Woods subdivision. Based on this assumption, no further water connection charge should be due for connecting the commons area irrigation system to the municipal water supply, as long as it is properly metered and billed for water used. Also note that if the neighborhood was to be charged the acreage charge, currently at $10,480/acre it would total about $97,000 for the 6 acres of open space outlots and 3-plus acres of road and boulevard. This would likely result in the neighborhood foregoing any such connection. Staff Recommendation Staff recommends that the Sugar Woods neighborhood not be charged a connection charge for connecting the common area irrigation system to the municipal water supply. This should not, however, be construed as establishing a policy for future new development, which will still pay fully for sewer and water units on a gross acreage basis (i.e. including commons areas, wetlands, etc.). il. i `7 INTEROFFICE MEMORANDUM TO: Bll.l,WI?1,1,5 FROM: MICIII�;1,1,1?WINI?lt SUBJECT: XCI?1,I?NI?RGl' DATE: 6/3/2009 CC: l,ll,l 11CMI1.1,,AN YC}?I, 1?NI?RGY ].IG[I'1'ING SYS'1'I?1f .AN.U,YSIti Xcel F.nergy works with the Center for Energy and Environment as their "One-Stop Efficienry Shop Lighting Efficiencv Program. Program rebates apply only to lighting retrofits for Xcel Energy electric customers. Your program ID#is 43106. Your Xcel L,nergy account number is 303346674. The City of Orono annual savings will be approximately $2,745.22 bases on 2346 operating hours per year. Gary Schoonover has performed his assessment at the City of Orono. His conclusion is there were updates performed several years ago and the remaining items to complete would be to update all lighting areas with T12 F�luorescent ballasts. This affects all lighting aYeas. The total installed costs without rebate is: $16,078.14 The One-Stop Efficiency Shop Rebate is $6,622.93 Your final cost after rebate is $9,455.21 which gives you a 3.4 year payback. The project �vould recycle the e�sring ballasts bv rotating the old ballasts reached their service life unul all lights are replaced with T12 ballasts. You need to make a decision by June12,2009. 'I'he Center for Energv and Environment has a very low interest rate if�ou choose to finance the project with them. Gary Schoonover is your contact person. His phone number is 612-819-8978. I� i.