HomeMy WebLinkAbout11-12-2008 Council Work Session Minutes Council Work Session
6:15 p.m., Wednesday, November 12, 2008
Orono City Council Chambers
AGENDA
l. Casco Point Project— Question &Answer Session with Xcel (6:15-7:00)
2. Civic Systems—Demo on New Accounting Software (7:00-7:30)
3. MSA Matter(7:30-8:00)
4. Planning Commission Members (8:00— 8:05)
5. 3415 Crystal Bay Road/Dock Rights (8:05-8:15)
6. Similar Use Interpretation (8:15-8:30)
Previous Work Session Topics
October 28 —Minutes attached
o MSA Matter Update �
o Casco Point Project— Soil Boring Report
o Police Commission Discussion
o Tobacco Violations
o Administra�ive Fines for Moving Violations
o Grand Opening of New Highway 12-Police Role
o Review of Housing Element of Comp Plan
October 14
o MSA Matter
o Stonebay
o Lake Minnetonka Chamber
o Gillespie Center
o Update on Met Council's Density Issue Regarding 3125 Fox Street
o Comp Plan Process and Scheduling
o Change Orders
o Finance Update
�
MEMORANDUM
TO: MAYOR WHITE AND COUNCIL MEMBERS
MANAGEMENT TEAM
FROM: LIN VEE, CITY CLERK
SUBJECT: C�SCO POINT PROJECT— QUESTION &ANSWER SESSION WITH XCEL
DATE: NOVEMBER 10, 2008
Michelle Swanson, Manager of Community and Local Government Relations, along with a technical
representative from Ycel, will be present at the November 12`h work session to discuss the costs for
placing utilities underground and the status of tree tritnming in the Casco Point neighborhood.
They will be available to answer questions regaYding the feasibility of a project to move from
overhead to undeYground utilities.
Electric Outage Histories
Casco Point, Orono
1/1/07 - 11/10/08
2480 Casco Point
Date Time Duration Level Cause
10/13/08 4:47pm 1 hr 7 min Feeder Pole Fire
"8/30/08 11:02pm 48 min Transformer Suspect trees
8/30/08 3:29pm 1 hr 1 min Recloser Public Damage
8/27/08 5:50am 1 hr 55 min Feeder Osprey Nest on pole
*8/11/08 3:41pm 19 min Recloser Intentional (trees?)
7/25/08 7:30am momentary Feeder Storm
7/10/08 12:36pm 2 hr 49 min Feeder Trees
6/24/08 8:15pm momentary Feeder Trees
4/16/08 1:01 pm 2hr 13 min Feeder Equipment failure
4/11/08 10:23am 5 hr 2 min Recloser Pole failure
4/11/08 5:04am 4 hr 51 min Recloser see above
10/18/07 12:56pm 39 min Feeder Suspect trees
9/11/07 8:16pm 10 min Feeder Accidental
7/16/07 2:50pm 49 min Feeder Equipment failure
7/11/07 1:44pm 54 min Feeder Public Damage
2425 Dunwoody Ave
Date Time Duration Level Cause
10/13/08 4:47pm 1 hr 7 min Feeder Pole Fire
8/30/08 3:29pm 1 hr 1 min Recloser Public Damage
8/27/08 5:50am 1 hr 55 min Feeder Osprey Nest on pole
7/25/08 7:30am momentary Feeder Storm
7/10/08 12:36pm 2 hr 49 min Feeder Trees
*7/10/08 3:59pm 19 hr 16 min Tap Trees
6/24/08 8:15pm momentary Feeder Trees
4/16/08 1:01 pm 2hr 13 min Feeder Equipment failure
4/11/08 5:04am 4 hr 51 min Recloser Pole failure
10/18/07 12:56pm 39 min Feeder Suspect trees
9/11/07 8:16pm 10 min Feeder Accidental
7/16/07 2:50pm 49 min Feeder Equipment failure
7/11/07 1:44pm 54 min Feeder Public Damage
'� Outages caused by trees in the Casco Point area.
Feeder level is main overhead line extending from substation in Mound, east to
Brackett's Point. Recloser, tap and transformer level are outages within the
Casco Point area.
Tree trimming started (on MND072) Nov, 2008.
Created by: Kim Marinac, P.E.
Sr Area Engineer
Xcel Energy
. ' �
DO��NNESpTqyo Minnesota Department�of Transportation
D � State Aid for Local Transportation
�F� �� Mail Stop 500, 4th Floor
�FTPP� 395 John�Ireland Boulevard �
St. Paul, MN 55155-1899 Phone 651 366-3800
Fax: 651 366-3801
�
November 4, 2008 ���A���
Mr. Bill Wells ��`�0 6?p0
Orono City Administrator C�Ty'p,cORo 8
PO Box 66 /�Q
Crystal Bay, MN 55323-0066
Dear Mr. Wells,
I would like to thank you and Mr. Kellogg for your attendance and presentation at
the Municipal Screening Board (MSB) meeting on Tuesday October 21, 2008. As
you know, the MSB held discussion on the Orono issue on Tuesday and took action
on Wednesday October 22.
After a great deal of discussion (see the attached meeting minutes), on Wednesday
morning the MSB voted unanimously to approve the recommendation from the
Combined Subcommittee. The MSB motion states:
Motion by Olson, Seconded by Matthys, to approve the
recommendation of the combined subcommittee for a 5-year
retroactive needs adjustment with a payback over a 3 to 5 year period
as determined by the City of Orono and the DSAE. Motion carried
unanimously.
State Statute 162.13 subd. 3 states in part:
`the board shall submit its findings and recommendations in writing as
to each city's money needs to the commissioner on a form prepared �
by the commissioner. Final determination of the money needs of each
city shall be made by the commissioner.'
If you feel that you have supplemental information that would be helpful for the
commissioner in making his decision, please submit it to him at:
Mr. Thomas Sorel
Commissioner of Transportation
395 John Ireland Boulevard
MS 100
St. Paul, MN 55155
An equal opportunity employer
You have indicated that you will submit additional documentation, if any, by
November 18.
If we do not hear from you by that date, we will consider you in agreement with the
MSB.'s action and are working with your DSAE on a repayment schetlule within the
five year timeframe. Please note that this adjustment for your city also affects the
allocation of the other 143 cities that share in the MSAS allocation. This issue
needs to be settled by December 15, 2008 to be implemented for the January 2009 ,
allocation.
I would like to thank you for your patience and helpfulness during this process.
Please feel free to contact me if you have any questions or concerns.
Sincerely, .
a�;Q�,�,,,�,
Julie Skallman
State Aid Engineer
' cc: Tom Kellogg, Orono City Engineer
Rick Kjonaas, Deputy State Aid Engineer
Greg Coughlin, Metro State Aid Engineer
Melvin Odens, Chair Municipal Screening Board
Marshall Johnston, Municipal State Aid Needs Unit
Attachment
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. , / / f
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MEMORANDUM
TO: MAYOR WHITE AND COUNCIL MEMBERS
MANAGEMENT TEAM
FROM: LIN VEE, CIT'Y CLERK
SUBJECT: PLANNING COMMISSION MEMBER
DATE: NOVEMBER 10, 2008
Council may want to discuss options for replacing the unexpected vacancy of Planning
Coininissioner Dick Kroeger.
�� ;
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October 27, 2008
��E�EI�/E�
City Council of Orono �-'C T 3 0 2008
City of Orono
�;;i '�:! ��.- CJ���Vl�
2750 Kelley Parkway
Orono, MN 55356
RE: 3415 CRYSTAL BAY ROAD/DOCK RIGHTS
Dear Members of the Council:
We reside at 3415 Crystal Bay Road in Orona and have lived in this home for nine years.
We are selling our home due to the unexpected loss of one income and the need to buy at
a lower price point. We have been very open in the documentation€or the hause relevant
to the lakeshore issue and the fact that it is owned by the city but the dock is allowed.
We have had aur home on the market since mid-June with full reaIization of the slower
market and we have priced our house to sell - $81,000 below assessed value. However,
we have had four different and very interested buyers who have stated that we would heaz
back from them within days with an offer. These potential buyers have all called the city
for clarification on the lakeshore issue and they are told: "Yes, you could lose your dock
privileges, we just can't say if or when." And then we never hear from them again.
The history of this situation was told to us by neighbors whose family had owned 3407
Crystal Bay Road dating back to the time of the events that lead us to where we are
today. As explained to us: One of the larger houses behind us(an the other side of the
Dakota Trail) owned this land(and more) and around the year of 1910 he built these four
cat�ins for his four daughters. He did not want the creation of these cabins to inhibit the
neighbors, at the time, to feel they could not still come down to enjoy the lakeshore. We
think that was a beautiful thought then and still is today. People are welcome to use it but
they don't.
Our abstract states that this lot is"assigned perpetual swimming and boating rights" and
that"si►nilar rights are extended to the houses in the neighborhood defined as Wiley's
Park, Navarre, and in Block 10 in Langdon Park." At the turn of the century, that defined
neighborhood likely consisted of a small number of houses. I understand that, today, that
neighborhood consists of approximately 150 houses. I have discussed with the offices of
the City of Orono what could possibly happen and what possible uses exist that would be
viable for this defined neighborhood. It seems that it is quite a conundrum. There is no
parking or room to create parking. There are no public restrooms and no room to create
such. No one from the defined neighborhood comes down to use the lakeshore-it is not
conducive to picnics or swimming far reasons stated above. It is not the docks that deter
any such activity—there is plenty of room to swim or launch a canoe or kayak—but with
no room for parking or public facilities, it is simply not functional.
These four houses were basically a lakeshore slum for many years because of the
uncertainty of property values reievant to dock rights. That has changed, and we have
invested heavily in our property based upon the assessed value, as have others in recent
years.
We understand that there is an estimate of approximately $30,000 for researching all
titles of the houses in question in the defined neighborhood, but that the City Council is
reluctant to invest this amount of tax dollars for such a small issue. We would certainly
agree, especially when there is no viable solution or plan that would be undertaken and
that would be able to accommodate this defined neighborhood.
We feel this is now infringing on our rights to be able to sell and realize the value of our
home and our investment in it, based on its value. We are assessed and taxed as if we
have deeded access. When we purchased nine years ago the documents indicated that
access was "technically deeded" but that the actual shore was owned by the city and we
spoke with the city and were told there were no plans to change this status.
We would like to respectfully request thax the City Council consider undertaking a"quiet
title action" which would grant permanent dock rights to our property and which should
not trigger any need to address anything that already exists as far as people being
welcome to come down and enjoy the shoreline...again, even though they do not
cunently do so. We also feel that the legal concept of"adverse possession" —relevant to
the fact that this house has had perpetual boating/dock privile�es for almost 100 years-
would support such an action.
Sincerely,
, ���
y
Yousry and Karen Elshazly
3415 Crystal Bay Road
Orono, MN 55391
952-471-8012
karenelshazly a,gmail.com
, _ — _ _ -
To: Mayor and City Council
From: Evelyn Turner, City Planner
Date: November 12, 2008
Subject: Adult Day Services
Sojourn Adult Day Services LLC is considering the purchase of the office building at 3701
Shoreline Drive. Thomas Penn, one ofthe owner/operators of the prograrn,has requested
. assurance they would be allowed to occupy the building. Staff has reviewed the information
Mr. Penn provided,researched adult day service centers and concluded that the opera.�ion
could be considered a clinic.
Sackground
The property is zoned B-4 Office and Professional Business District. Tl�is zoning district is
intended to provide a district which is related to and may adjoin residential dishicts or other
business districts for the lacation of administrative office buildings and related offices. The
office uses allowed in this dis�ict are those in which there is limited contact with the public
and no exteriol•display or selling of inerchandise to the general public.
Permitted uses in the B-4 distr•ict are: .
a. Municipal buildings ... �
b. Professional offices and offices of a general nature. �
a Clinics for human care on an out-patient basis only.
d. Banks and insurance offices.
Conditional Uses include:
a. Nursing homes,hospitals, rest homes or retirement homes...
b. Private academies, schools, trade schools, colleges and universities for
teaching,
c. Research centers.
d. Anuiial hospitals, veterinary clinics or kennels.
e. Libraries. '
f. Museums. '
g. Historical buildings,museums, art institutes, galleries and playhouses. �
h. Restaurants .., located within and mainly servicing an office building,
pi�oviding there is no outside display or advertising of the restaurant use.
i. Off-street parking for an adjacent property...
j. Public service st�uctures...
k. Religious institutions and facilities...
�----------
Adult Day Services
November 12,2008
Page 2 of 2
From the webszte of the National Adult Day Services Association(www.nadsa.org):
Adult day service centers provide a coordinated program of pro:Eessional and
compassionate services for adults in a community-based group setting. Services are
designed to provide social and some health services to adults who need supervised
care in a safe place outside the hame during the day. They also afford caregivers
respite from the demanding responsibilities of caregiving. Adult day centers generally
operate during noirnal business hours five days a week. Some pro�,rams offer services
in the evenings and on weekends. Although each facility may differ in terms of
features, these general services a�•e offered by most adult day centers:
Social activities—interaction with other participa.t�ts in planned activities appropriate
for their conditions
Transporlation—door-ta-door service
Meals and snacks—participants are provided with meals and snacks,those with '
i
special dietary needs are offered special meals ,
Personal care—help with toileting,grooming, eating and other personal activities of
daily living
Therapeutic activities exercise and mental interaction for all participants.
In general,there are three tvpes of adult davi centers: social {which provides meals,
recreation and some health-related services),medical/health(which provides social
activities as well as more intensive health and therapeutic services) and s ecialized
(which provide services only to specific care recipients, such as those with diagnosed
dementias or developmental disabilities. Caregivers typically select the type of center
a care recipient attends based on the cara needed. (Emphasis added.}
Attached in a letter from Mr. Penn received in resp�nse to Staff's request for information.
Mr. Penn further explained that for 70 to 80 percent of the clients the fees are paid by the
State through a pro�•am that provides and arranges a variety of alternative (less expensive)
servicas for elderly persons that would meet the criteria for admission to a nursing horne and
who are eligible for Medical Assistance or will soon be eligible for Medical Assistance. The
rest of the clients pay their own way. Ciienis stay the entire day, with the usual minimurn of
two days a week. They are�i•ansported by Metro Mobility, Dial-a-Ride, or,if they a�•e outside
the service areas of these services, by the center's vehicles.
This is very different from"Senior Centers"such as the Gillespie Center. Senior Centers are
for able-bodied persons who primarily want a place to hang out and socialize.
Conclusion
Because of the medical nature of the program Staff concluded Sojourn could be considered a
"clinic" and, unless Council is of a different opinion, would issue a letter to that effect.
` ---- - ----
Sojourn Adult Day Sexvices LLC
4497 Shoreline Drive
Spring Park, MN 55384
I 10-28-08
E
City of Orono
Zoning Administration
2750 Kelley Parkway
Orono,MN 55356
Request for Zoning Ordinance Interpretation
Back�round•
Sojourn Adult Day Services LLC (Sojourn}is under negotiations to purchase property at 3701
Shoreline Drive, Orono, Minnesota. This property is located within the Orono B-4 Zone(Office
and Professional Business District}as defined by the Orono Zoning Code.
Sojourn Adu1t Day Services has been serving the elderly and people with special needs in the
Western Hennepin County area since 1984. It is currently located on the campus of Presbyterian
Homes of Lake Minnetonka in Spring Park. Sojourn is licensed wi�the Minnesota Department
of Human Services and Minnesota Department of Health and has contracts with Hennepin
County, Carver County, Wright County and the Veteran's Administration.
Sojourn's primary business activity is adult day services which includes a variety of inedical and
therapeutic activities provided to persons over 18 years of age, These services are provided on an
outpatient basis and are offered usually between the hours of 7:30 A.M. and 5:00 P.M,
Statue Issue•
A review of the Orono zoning code revealed that the business definition of"adult day seivices"
is not mentioned"anywhere in the zoning coda" and Sojourn is requesting an interpretation of
the B-4 zoning code, specifically Sec 78-733-3: "Clinics for human care on an out-patient basis
only"to determine if will be permitted to conduct business at the location at 37�1 Shoreline
Drive under this section of the code.
Sojourn Adult Day Services LLC
Request for Zaning Qrdinance Interpretation (Page 2)
Support for Statue Annroval:
Sojourn believes its' services fall within the B-4 zaning code, specifically Sec 78-733-3: "CIinics
for human care an an outpatient basis" as Sojourn's primary business activities fall within the
Webster definition of"clinic", i.e., "a facility for diagnosis and treatment of outpatients"and"a
facility that offers professional services or consultation". To be specific:
• Sojourn provides "human care"through a variety of inedical, therapeutic,recreational
and social services.
• Sojourn is Owned and Managed by Sally G. Hebson who is a Registered Nurse wi#h over
40 years of Community Health nursing experience.
• Sojourn employs a highly experienced, professionally educated and licensed staff
including two Licensed Practical Nurses (LPNs} a licensed 5ocial Worker(LSW) a
licensed massage therapist (LMT) and a licensed PHD family counselor.
• Sojourn only provides services to clients on an outpatient basis.
� Sojourn provides a variety of"clinical services"to its elients including:
o MD ordered skilled nursing services to include by not limited to:
■ I.V. therapy
• medication management
• diabetes education and management
■ foot care
o Cansultation with occupational,physical and speech therapists
o Liaison with area laboratories for blood draws
o Individual and family counseling
I
We would welcome the City Council, Legal Counsel and other city representatives to visit our
current site at 4497 Shoreline Drive to see the services that Sojourn provides ta the community.
We respectfully request that Sojourn's services be approved for the Orono B-4 Zoning area.
Sincerely,
!
Thomas Penn Sojourn�Day Services LLC i
Owner/Operators, So�ourn Adult Day Services LLC
� Sojourn Suites ,�LC
Tom Penn/Sally Hebson, R.N.
Owner Operators
4270 Circle Road,Tonka Bay,Minnesota 55331
Home Phone: 952-474-5304 Fax: 952-400-3542
Email: thpenn@hotmail.com Cell: 612-790-9292
Orono City Council
Committee of the Whole
October 28, 2008, 6:15 p.m.
Orono City Council Chambers
Present: Mayor Jim White, Council Members Cynthia Bremer, Lili McMillan, Jim Murphy and
Dave Rahn; City Administrator Bill Wells, Finance Director Ron Olson, Assistant City
Administrator for Long-Term Strategy Mike Gaffron, Public Warks Supervisor pon
DeBaere, Police Chief Correy Farniok, City Engineer Tom Kellogg
1) MSA Update
a) Bonestroo Engineer and City Administrator updated Council on MSA presentation to
Engineers Screening Committee held in Brainerd.
b) Screening Committee voted 12-0 to uphold pre-screening committee recommendation to
require a 5 year look back and made this recommendation to State Aid Director Julie
Skallman.
c) Julie Skallman will be sending Orono a letter containing Screening Committee's
recommendation.
2) Casco Point: Soil Boring Report
a) Engineer stated that Soil Boring Report found petroleum based contaminants limited to
top 12 inches of road.
b) Material will be odorous upon removal.
c) Contaminated material must be disposed of in an MPCA approved landfill.
d) City Attorney should compile a letter on current status and knowledge of City in regard
to Xcel placing utilities underground.
e) City should request a print out from utility on power outages at Casco Point.
3) Police Commission
a) Police Chief reported on Police Commission meeting held on October 28, 2008.
b) Discussed reasons to provide service with police districts to contracted cities.
c) Discussed contracts and potential to add a one page exhibit to existing contract with
statistics and pertinent data on service accomplishments and benefits . Example: Closure
rates. Orono provides a 20 member department.
d) City could commence offering district policing concept in January 2009 with contracted
cities.
e) Police Commission meetings should be held quarterly.
4) Tobacco Violations
a) Four businesses failed tobacco compliance checks. Plead guilty. Will pay fines.
5) Administrative Fines for Moving Violations
a) Police Chief presented and requested Council consideration for imposing Administrative
Fines for traffic and local violations.
b) Question posed on process City would use for public education on the use of
Administrative Fines.
c) How would County and State respond to City use of Administrative traffic fines?
d) Soren will address Council on Administrative fines.
*Indicates Staff Action Item Page 1
6) Grand Opening of New Highway 12
a) Discussed potential confusion and danger on new Highway 12 striping plan and 2 lane
by-pass.
b) Discussed concern on new Highway 12 passing zones.
c) Orono Police to have a high profile and strong presence on new Highway 12 to ensure
safety.
7) Housing Element of Comp Plan
a) Discussed affordable housing and update to housing element of Comprehensive Plan.
b) Discussed Montessori property and its inability to be included within the MUSA.
c) Discussed Charlie Thompson property and potential for a new plan to include Senior
Housing.
d) Tonka Bay Open House November 13, 2008 regarding trail along County Road 19.
*Indicates Staff Action Item Page 2
Bill Wells
From: Swanson, Michelle M [michelle.m.swanson@xcelenergy.com]
Sent: Monday, November 10, 2008 3:12 PM
To: Bill Wells
Subject: Franchise fee levels
Bill, this gives you an idea of how much money through a franchise fee you could raise. The flat fees
could change, but the fees listed by class below are pretty typical for a franchise.
Bill, attached is quick analysis for franchise fees in Orono. Using an average flat fee compared to
other communities who currently have a fee, you could raise around $68,000 per year. There is
some flexibility with the fees, but this is the general magnitude of monies that could be raised with a
fee.
Round to$0.00 or increments of
ESTIMATED ANNUAL FRANCHISE EQUIVALENT
CUSTOMER CLASS FEE MONTHLY
REVENUES FLATFEE
Residential" $53,604 $1.50
Small C&I — Non-Demand* $2,709 $1.00
Small C&I —Demand $6,343 $9.00
Large C&I $4,364 $40.00
Public Street Lighting $216 $2.25
Municipal Pumping — Non-Demand $187 $0.50
Municipal Pumping —Demand $612 $8.50
Total $68,034
Michelle Swanson
Manager, Community and Local Government Relations
Xcel Energy
5309 West 70th Street
Edina, MN 55439
Phone: 952 - 829 - 4504
Fax: 612 - 573 - 1724
mailto:michelle.m.swanson(c�xcelenerq .y com
i
Orono City Council
Committee of the Whole
November 12, 2008, 6:15 p.m.
Orono City Council Chambers
Present: Council Members Cynthia Bremer, Lili McMillan, Jim Murphy and Dave Rahn; City
Administrator Bill Wells, Finance Director Ron Olson, Assistant City Administrator
far Long-Term Strategy Mike Gaffron, Public Works Supervisor pon DeBaere, Public
Works Supervisor Scott Oberaigner, City Clerk Lin Vee, City Engineer Tom Kellogg,
Xcel —Kim Marinac, Senior Area Engineer, and Michelle Swanson, Manager of
Community and Government Relations, Civic Systems—Alex Gibson and Mike Lash
1) Casco Point Project—Question and Answer Session with Xcel
a) Marinac summarized the outage history on Casco Point and noted that most outages are
related to overhead lines along Shoreline Drive. The majority of these outages were a
result of trees on lines, with a few related to equipment and animal issues.
b) A"loop" system on Casco Point wouldn't guarantee fewer outages or that power would
be restored sooner, especially if the problem is along the main feeder line on Shoreline
Drive. If the utilities were put underground, a loop design would be used.
c) While Xcel has had numerous requests to underground utilities, they are not looking to
do this type of project. Undergrounding doesn't necessarily increase reliability or help
Xcel locate problems and often increases the time for troubleshooting. Aesthetics is often
the main reason far undergrounding utilities.
d) Xcel has a 10 year pole testing policy and plans to test every pole within the next 10
years. This is the only pro-active replacement policy of the overhead system.
e) Xcel has addressed outages by the following:
i) Tree trimming has begun along Shoreline Drive and will continue in the Casco Point
area in mid-January if it is determined that utilities will not be placed underground.
ii) The Mound substation has been upgraded.
iii) Pole testing policy is in place. If a resident calls Xcel to complain about a
deteriorating pole, Xcel would send someone to check it out.
� Xcel has no plan to reconfigure or shorten the feeder lines. Lines and equipment aren't
overloaded.
g) Xcel prefers not to install part of the utilities underground and part overhead in the same
area. If the City requested this type of configuration, they would have to redesign the
project. Underground utilities are generally used only in new development where all
other utilities are underground using a joint trench. Orono's Code requires underground
utilities for all new developments.
h) If joint utilities are installed—Xcel, cable, telephone—Xcel prefers to follow the street
work.
i) Finance mechanisms.
i) Customer Related Facility Surcharge (CRFS)—This is the only finance mechanism
that really works for this area. Every customer in the City is charged a fee per month
over a given amount of time to pay for the project. The design estimate is a large
dollar amount for the number of residents in Orono. The money needs to be collected
in 60 months, although there may be an option to request an extension. CRFS has
been used by a number of communities, including Maple Grove.
*Indicates Staff Action Item Page 1
ii) Tariff—Project could be done in 3 or 4 distinct phases over several years. $ 4.50 per
month per customer could be charged.
iii) Franchise fee— $68,000 to $100,000 would be generated per year. This method
wouldn't provide enough money up front.
j) The design estimate is at $1.2 million and is only good for 90 days. The City most likely
won't have a decision in that timeframe. Increased costs would be added to the project.
2) Civic Systems—Demo on New Accounting Software
a) Finance will be asking Council to approve purchase at $75,000 in the future with an
additional $8000 annual support fee.
b) The Dashboard is a read-only feature that allows users to easily view and obtain data in
the system. The Dashboard was written as a result of customer requests.
c) Software is a server-client installation with data stored at the City on a SQL server.
d) Civic Systems has 320 customers in the upper Midwest, with 26 Minnesota customers
including Independence and Oak Park Heights. Service is what separates them from
other companies. 90% of calls are answered within 1 hour.
e) Implementation would be 4-5 months out if purchased after the first of the year.
� Finance hasn't identified any shortcomings in the software. Reporting and support are
major issues with the current Banyon system.
g) Since this is a capital item and not related to the budget year, Council suggested this item
be brought to the next Council meeting for approval.
3) MSA Update
a) The key item is the November 18 deadline to submit additional information to the
Commissioner.
b) Bill, Soren and Tom Kellogg will work on a letter to the Commissioner based on the
recommendation of Greg Coughlin for the 1 '/4 year look back, minutes from the Pre-
Screening Board meeting, and the City's efforts to comply with all requests and deadlines
since the issue was discovered.
4) Planning Commission Members
a) The City will advertise in January for a new Planning Commissioner and will decide at
that time whether to advertise for an alternate or full term position.
b) At the next Council meeting, Dave Rahn will be appointed to fill the remainder of Dick
Kroeger's term, as well as appointment as the Vice Chair of the Planning Commission.
5) 3415 Crystal Bay Road
a) A 1911 subdivision gave "bathing and boating rights"to approximately 150 properties. A
registration application was submitted to the County, but the County won't research who
has rights to the property. Informally staff has indicated to potential buyers that you could
launch a canoe or carry a lawn chair to the property, but not have a dock. This property
is for sale and owners have lost potential buyers because of the uncertainty of dock rights.
The City owns the properties by Quit Claim Deed. The Assessors have kept property
values commensurate with neighboring properties that have lakeshore dock rights.
b) City should reply to the owner indicating the City stands by its original conclusions. The
owner could pursue the registration work at their own expense.
*Indicates Staff Action Item Page 2
6) Similar Use Interpretation
a) Sojourner approached about use of the Casco Run office building for Adult Day Services.
b) Council concluded the proposed adult day services use is similar enough to clinic use for
Sojourner to move forward with their proposal.
7) Miscellaneous
a) CD's were distributed to Council of the rip rap project on Big Island.
b) City needs to work with Melanie Deluca at the School District regarding use of Big
Island Park property for the Summer Institute.
*Indicates Staff Action Item Page 3