HomeMy WebLinkAbout11-25-2008 Council Work Session Packet Council Work Session
6:15 p.m., Tuesday, November 25, 2008
Orono City Council Chambers
AGENDA
1. Long Lake Fire Department Update—James Van Eyll (6:15-6:30)
2. Presentation— Senior Housing at 875 Wayzata Boulevard West (6:30-6:45)
3. Attorney Contract (6:45-7:15)
a. Contract Services and Rates
b. Discuss Xcel Franchise Agreement
4. Engineer's Report (7:15-7:45)
a. Contract Services and Rates
b. Discuss Casco Point Draft Feasibility Report
5. TNT Preparation by Finance (7:45-8:00)
6. Review of Citizen Survey—Final Documents (8:00-8:05)
7. Finalize Work Session Dates for 2009 (8:05-8:15)
Previous Work Session Topics
November 12 —Minutes Attached
o Casco Point Project—Xcel Q &A
o Civic Systems—Accounting Software Demo
o MSA Matter Update
o Planning Commission Members
0 3415 Crystal Bay Road/Dock Rights
o Similar Use Interpretation
October 28
o MSA Matter Update
o Casco Point Project— Soil Boring Report
o Police Commission Discussion
o Tobacco Violations
o Administrative Fines for Moving Violations
o Grand Opening of New Highway 12-Police Role
o Review of Housing Element of Comp Plan
Third Quarter 2008
Mutual Aid, 7, 7% Long Lake, 18, 17%
Medina, 5, 5%
.�j� ���
Orono, 77, 71%
Breakdown of calls for 2007
Number
T e of Call of Calls % Notes
Fire in a buildin 18 4%
Vehicle Fire 6 1%
Grass Fire&Ille al Burn 15 3%
Medical 109 23%
Car Accident 11 2% 4 re uired extrication&General Cleanu was 6
Water or ice Related Call 7 1%
Gas Leak Naturai or LPG 13 3%
Carbon Monoxide incident 6 1%
Electrical Wirin or E ui roblem 15 3%
Power Line Down 20 4%
Dis atched&Cancelled Enroute 173 36%
False Alarm Unintentional or Malfunctional 51 11%
Severe Weather 5 1%
Misc. 27 6%
7otal Calls 476
Breakdown of calls from Jan 1, 2008 to Sept 30, 2008
Number
T e of Call of Calis % Notes
Fire in a buiidin 15 4%
Vehicle&Boat Fire 6 2%
Grass Fire&Ille al Burn 14 4%
Medical 63 18%
Car Accident 13 4% 8 re uired extrication,3 with no in'uries&2 General Cleanu
Water or Ice Related Call 3 1%
Hazardous Condition ie Gas Leak, S ill... 23 6%
Carbon Monoxide incident 3 1%
Electrical Wirin or E ui roblem 9 3%
Power Line Down 32 9%
Dis atched&Cancelled Enroute 106 30°/o
Faise Alarm Unintentional or Malfunctional 49 14%
Severe Weather 3 1%
Misc. 17 5%
Total Calls YTD 356
Breakdown of Calis for Qtrs 1 , 2 and 3 of 2008
�Number of Calis
____ __________
__,__
Misc. , 17 ' ;
i I k
� Severe Weather, 3 �� (
� False Alarm Unintentional or , !
Malfumctional,49
Power Line Down,32 , Dispatched&Cancelled '
Electrical Wiring or Equip Enroute, 106
' � problem, 9 '
� Carbon Monoxide incident, 3 , � ' '
� �
�;� Hazardous Condition(ie Gas � �;'�
„ Leak, Spill...),23 I
j� Water or Ice Related Call,3 ,, �I
��"�`°t Car ACcident, 13 ,
Medical,63
Grass Fire&Iliegal Burn, 14
' �Vehicle&Boat Fire,6 ,
�
� ""' ='�� Fire in a building, 15 I
__ ___.__�____ _�- m__._----___ _____ �,,
0 20 40 60 80 100 120
� - -- - - _ _ _ _ _ - ___
Breakdown of Emergency Calls for 2007
0 Number of Calls
_ . ._ . _ _ . _ _ . ___
Misc. , 27
Severe Weather, 5 False Alarm Unintentional
or Malfunctional, 51 Dispatched & Cancelled '
Enroute, 173
� Power Line Down, 20 �
Electrical Wiring or Equip '
problem, 15
� Carbon Monoxide
incident, 6
� Gas Leak (Natural or
LPG), 13
� Water or Ice Related Call,
7
Car Accident, 11
Medical, 109
Grass Fire & Illegal Burn,
15
Vehicle Fire, 6 '
Fire in a building, 18
0 20 40 60 80 100 120 140 160 180
City of Long Lake
Fire Contract Cost Allocation Formula
Fire Service Area Statistics
2009 Proposed BudgetProcess
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Fire Department
Call Hours: 2005 4,981 3,847 77.23% 965 19.37% 169 3.39%
(excluding Mutual Aid)
2006 4,182 3,287 78.60% 551 13.18% 344 8.23%
2007 6,647 5,244 78.89% 1,196 17.99% 207 3.11%
Three Year Total 15,870 12,378 78.29% 2,712 17.15%a 720 4.55%
Annual Averege 5,270 4,126 904 240
2009 Call Pct Factor 100.00% 78.29% 17.15% 4.55%
Wei htin Factor 30.00% 23.49% 5.15°/a 1.37°/a
Pav 2008 Fire Service
Area R.E.Market Values (Estimate)
(in Millions S 1: $ 3,311.60 E 2,869.92 86.66% $ 274.91 8.30% $ 166.77 5.04°/a
Wei htin Factor 70.00% 60.66% 5.81% 3.53%
Combined 2009
Bud et Alloc Pcts 100.00°/a 84.15% 10.96% 4.89%
com arison to 2008 Pcts 81.06% 13.63% 5.30%
Total Baseline 2009 LL
FD Net Operatinq Budget
(Excluding Apparatus CIP Items) $ 408,690
Apparatus CIP Items 180,000
Prelim 2009 LL FD $ 588,690 $ 495,392 $ 64,503 $ 28,795
Com arison to 2008: $ 401,000 $ 325,051 $ 54,656 $ 21,253
2009 Bud et$Increase $ 187,690 $ 170,341 $ 9,847 $ 7,542
Pct Chan e'08 to'09 46.81% 52.40% 18.02% 35.49%
City of Long Lake
Fire Department Opereting Expenses
Proposed 2009 Budget
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�� •. •.
1000 FT Admin Sal $ 77,900 $ - $ - $ - $ - y 77,900
1005 PT Admin Sai
10601106 Fire Call Pa 48,000 27,000 75,000
�075 Trainin Pa 14,000 12,000 26,000
1080 Fire Officer Pa 13,560 13,560
'1110 Unused VaGSick
7130 Ins 0 l Out 3,805 3,805
1210 PERA 10,985 10,985
1220 F�CA 2,460 4,750 2,985 10,195
1310 Em Paid Health 280 280
1420 Unem lo ment Benefits 3,000 3,000
1510 Work Com Ins 9,000 9,000
Subtotal Sal&Benefits 120,990 66,750 41,985 229,725
2010 Office Su lies 1,450 1,450
2030 Printed Fortns 600 600
2080 Treinin InstructMaterials 1,100 900 200 2,200
2120 Motor Fuels 9,000 3,000 12,000
2150 Sho Su lies 500 50 550
2160 Chemicals/Foam 1,000 1,000
2175 Fire Prevention Materials 1,500 1,500
2180 Uniform Allowance 450 450
2190 Medicai Su lies 1,200 400 1,600
2210 E ui ment Paris 2,500 250 2,750
2215 SCBA E ui ment Parts 350 100 450
2230 Bld &Grounds Maint Su 2,000 100 1,000 3,100
2400 Small Tools 500 250 750
2410 Prolective Gear/Uniforms 3,000 1,500 4,500
2415 Turn Out Gear 7,000 3,000 10,000
Subtotal Su lies 5,100 25,950 2 000 8 S50 1,000 42,900
3000 Professional Services 500 500
3030 En ineerin Fees
3050 Ph sicais Other Medical 4,800 3,200 8,000
3090 Software Su ort S00 500
3095 Com uter Network Su ort 1,500 1,500
3110 WA.F.T.A.Dues 2,000 2,000
3150 LL Administration Fee 17,000 17,000
3210 Land Line Tele hones 2,600 2,500 5,100
3215 Cell Phones Nextel/S rint 5,000 5,000
3275 InternetAccess Cable/DSL 990 1,D00 1,990
3235 800 mHz Radio Admin Fee 7,900 7,900
3260 Pa ers/Radios Ancom 700 200 900
33�0 Travei/Milea e Reimb 150 250 400
3350 Education I Conferences 1,000 7,000 3,500 11,500
3610 General Liabilit Insurance 16,000 16,000
3700 Insurance BrokerFee 900 900
3810 Electricit Ex Excel 9,500 5,000 14,500
3820 Cit WatedSewedStorm 1,300 1,200 2,500
3830 Natural Gas CenterPoint 7,500 4,000 11,500
3840 Custodial&Waste Removal 6,000 3,000 9,000
3845 Lawn&Turi Maintenance 2,500 2,500
40'f 0 Bld Maint&Re air 2,500 2,200 4,700
4030 Li ht Truck MainURe air 3,000 500 3,500
4035 Heav Truck MainURe air 9,000 2,500 11,500
4040 Other E ui /Boat Maint 1,500 500 500 250 2,750
4045 Insurance Claim Ex enses 500 500
4135 Co ier Maintenance 625 625
4330 Dues 8 Subscri tions 1,200 1,200
4600 Reco nition Ex enditures 100 100
SubtotalPurchased Svcs 41 475 39,150 33,890 10,400 19,150 144,065
57�0 Com uter/Printer Re lace 2,000 2,000
Subtotal Ca ftal 2 000 2 000
Total O eratin Bud et 169 565 131,850 35,890 61,235 20,150 418,690
City of Long Lake
Fire Department Budget Analysis
Estimated 2008 YE Actual & Proposed 2009 Budget
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Operational Costs:
Administration 42280 E 81,965 E 93,904 S 118,296 S 172,240 S 166,740 5,500 3.19% $ 169,565 S 2,675 -1.60%
Willow Stn 1 Fire O s 42281 91,302 100,687 105,900 121,170 119,965 1,205 0.99% 131,850 10,680 8.90%
Willow Stn 1 Facili Costs 42282 40,645 34,845 39,145 40,750 31,860 8,890 21.82% 35,890 4,860 -15.25%
Subtotal Station 1 213,912 229,436 263,341 334,160 318,565 15,595 4.67% 337,305 3,145 0.99%
Navarre Stn 2 Fire O s 42285 10,757 51,663 42,140 53,985 11,845 -28.11% 61,235 19,095 35.37%
Navarre Stn 2 Faciti Costs 42286 - 20,421 22,700 22,300 400 1.76°/, 20,150 (2,550 -11.43%
Subtotal Station 2 10,757 72,084 64,840 76,285 11,445 -17.65°/ 81,385 16,545 21.69%
Subtotal Gross O eratin Cost 213,912 240,193 335,425 399,000 394,850 4,150 1.04% 418,690 19,690 4.99%
Less:Non-Contract Rev
-State DNR Grant 2,000 2,000 2,000
-Other Revenue 5,060 390) - (5,000 (5,000
-North Mem Rent 3,000 3,000 3,000 3,000 3,000 3,000
-Ins Claims Reimb 360 3,894 10,813 -
-SubtoWl O Rev 8,420 9,284 13,813 3,000 3,000 10,000 7,000
Net O erations Costs 205,492 230,909 321,612 396,000 391,850 4,150 1.05% 408,690 12,690 3.24%
Cit Contract Revenues:
Lon Lake 2008 13.63%;2009 10.96% 31,883 40,607 49,776 46,173 46,173 (566 44,792 1,381 -2.99%
Medina 2008 5.30%;2009 4.89% 14,968 16,564 16,550 20,434 20,434 (220 19,985 449 -2.20°/
Orono 2008 81.06%;2009 84.15% 158,641 173,738 255,286 329,393 329,393 3,364 343,913 14,520 4.41%
Total Contract Revenue 205,492 230,909 321,672 396,000 396,000 (4,150 408,690 12,690 3.20%
Bud et Over Shortfall - - - 4,150
Non-O erational Costs:
State Fire Aid 42283 72,463 77,799 68,649 80,000 85,866 5,866 -7.33°/, 78,000 2,000 -2.33°/
Re lace Rescue R-11 5520 -
30,000 30,000 #DIV/0!
Re lace Tanker T-11 5530 150,000 150,000 #DIV/0!
Re lace Minitor Pa ers 5800 5,352 6,284 5,000 3,165 1,835 36.70% 5,000 -157.98%
Dual Head Radio/Ice Suits 5800 7,486 - #DIV/0! - #DIV/0!
Re lace SCBA E ui ment 5810 177,793 - #DIV/0!
Subtotal Ca ital Additions - 190,631 6,284 5,000 3,165 1,835 36.70% 180,000 175,000 5,000
Total Non-O Costs 42283 72,463 268,430 74,933 85,000 89,031 4,031 -4.74% 258,000 173,000 194.31°/
State Relief Aid 72,463 77,799 68,649 80,000 85,866 5,866 -7.33% 78,000 (2,000) -2.33%
L Lake Ca ital Contrib 23,309 861 580 503 77 13.24% 19,728 19,148 3804.98%
Medina Ca ital Contrib - 10,592 325 260 232 28 10.89% 8,802 8,542 3687.01°/
Orono Ca ital Contrib 156,730 5,098 4,160 2,430 1,730 41.58% 151,470 147,310 6061.92°/
Total Non-O Revenue 72,463 268,430 74,933 85,000 89,037 4,031 -4.74% 258,000 173,000 194.31%
f
r MEMORANDUM
To: Mayor and Ciry Council
Bill Wells, City Administrator
From: Mike Gaffron, Asst. City Admin. - Long Term Strategy
Date: November 25, 2008
Subject: Presentation by Brian Winges re: 875 Wayzata Boulevard
Brian Winges of Comforts of Home, an organization that builds and operates senior assisted
living and memory care facilities, will be presenting a conceptual proposal for a 40+ unit
facility on the former daycare property at 875 Wayzata Boulevard. The applicant is looking
for informal Council input as to whether this may be an acceptable use for this site.
The property, owned by Charlie Thompson, was the subject of a comprehensive plan
amendment approved by the City Council in August 2006 and approved by the Metropolitan
Council in May 2007, to allow development of 9 units of single family detached townhomes.
In October 2007 the site was rezoned to RPUD and General Development Plan Approval was
granted by the City Council. The site contains approximately 10.4 acres of which 3.9 acres
are wetland.
The proposed use for a senior assisted living facility would require a Comprehensive Plan
Amendment as well as a completely new RPUD rezoning and site plan review, as the
characteristics of the proposal are significantly different than the proposal for which
Thompson was granted approval.
CMP Amendment Timin I�ues. The Comprehensive Plan Amendment process requires
review by the Plannin� Commission and approval by the City Council, as well as
Metropolitan Council acceptance. The timing any request far Comp Plan Amendment at this
time is problematic, because Orono is in the midst of updating its Comprehensive Plan. Plan
Updates were required to be submitted to adjacent municipalities for a 6-month review
period by June 30, 2008 and formally submitted to Met Council by December 31, 2008.
Orono's Plan update is still being drafted and the City has recently received an extension to
July 31, 2009 for submittal of the Plan Update to Met Council. However, Met Council has
adopted a policy of not accepting for review after December 31, 2008 any comp plan
amendments that are not directly related to the statutory requirement for Decennial Update,
as follows:
"After December 31, 2008, the Metropolitan Council will accept for review only 2030 plan
updates that are submitted pursuant to Minnesota Statutes section 473.864, and
amendments to those plan updates. This means that, as of January 1, 2009, the only
amendments the Metropolitan Council will process and review are amendments to 2030
(updated) comprehensive plans."
�
'' 875 Wayzata Boulevard
November 25,2008
Page 2
The timing problem here is that the City Council can take action to approve an amendment of
the current (2020) comp plan only after review by Planning Commission, and the application
deadline for review by the Planning Commission in 2008 was in mid-October. The Planning
Commission does not meet in December, hence any application made now will not be
reviewed by the Planning Commission until mid-January, at the same time that the City is
intending to hold hearings on its 2030 update. Met Council action to approve the 2030 Plan
Update is not likely to oceur until late summer or early fall of 2009.
Met Council staff has indicated to me that it would be acceptable for the City to add land use
amendments such as this to the Plan Update, rather than waiting until next fall to amend the
approved 2030 Plan. This process would save the applicant a few months next fall by
allowing review of the CMP Amendment now and working through the RPUD rezoning and
Development Plan approval during the spring of 2009. The timing is such that the applicant
should make a CMP Amendment application by noon on December 17 for review by the
Planning Commission at a public hearing on January 20, with Council preliminary action
potentially on January 26 or February 9 in order to have the amendment added to the 2030
CMP Update.
MEMORANDUM
TO: MAYOR WHITE r�ND COUNCIL MEMBERS
Mr�NAGEMENT TE�M
FROM: LIN VEE, CITY CLERK
SUBJECT: FINALIZE WORK SESSION DATES FOR 2009
DATE: NOVEMBER 24, 2008
�-�ttached is a draft calendar for 2009 with the dates completed for regularly scheduled holidays,
Council and Planning Cominission meetings, and Planning Commission work sessions. TheYe is
one floating holiday to be determined. Council work sessions also need to be designated. Staff is
requesting that Council discuss and fmalize woYk session dates for 2009.
2009 City of Orono Meeting Schedule
Council Chambers, 2780 Kelley Parkway
_ _______--___ -_ __ __ _ _ _ _ _ _ _ __ �
January February March
S M T W T F S S M T W T F S S M T W T F S
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18 19�� 21 22 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 28
25 26 27 28 29 30 31 29 30 31
� April �.���� May � �, � Jun��_y�
S M T W T F S I S M T W T F S �I S M T W T �F S �
� 2 3 4 1 2 � 1 2� 4 5 6
5 6 7 8 9 10 11 3 4 5� 7 8 9 7 8 9 10 11 12 13
12 13 14 15 16 17 18 10 11 12 13 14 15 16 14� 16 17 18 19 20
19� 21 22 23 24 25 17�� 19 20 21 22 23 21 22 23 24 25 26 27
26 27 28 29 30 24 25 26 27 28 29 30 28 29 30
' 31
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July August ��,d,� �� September �
S M T W T F S S M T W T F S S M T W T F S
� 2 3 4 1 1� 3 4 5
5 6 7 8 9 10 11 2 3 4� 6 7 8 6� 8 9 10 11 12
12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19
19 21 22 23 24 25 16� 18 19 20 21 22 20 22 23 24 25 26
26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30
30 31
---- -- ----------____----- -- -- ---_ _ ------
October �� November December
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 3�# 5 6 7 1� 3 4 5
4 5 6� 8 9 10 8 9 10 11 12 13 14 6 7 8 9 10 11 12
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18 20 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26
25 26 27 28 29 30 31 29 30 27 28 29 30 31
I�Y
❑ Council Nleeting,2nd&4th Nlonday,7:00 pm � Council Work Session,6:15 pm
� Planning Commission vleedng,3rd NIonday,6:00 pm � Planning Commission Work Session,5:30 pm
Q Official Holiday
[,] Other Event
*PLANNING COMMISSION-May
through October- lst Tuesday is an Adopted:
alternate meeting date.
�
il
Orono City Council
Committee of the Whole
November 25, 2008, 6:15 p.m.
Orono City Council Chambers
Present: Council Members Cynthia Bremer, Lili McMillan, Jim Murphy; Council Member-
Elect Doug Franchot; City Administrator Bill Wells, Finance Director Ron Olson,
Assistant City Administrator for Long-Term Strategy Mike Gaffron, City Clerk Lin
Vee, City Attorney Soren Mattick, City Engineer Tom Kellogg
1. Long Lake Fire Department Update—James Van Eyll, Fire Chief, and D.J. Goman, Assistant
Chief of Operations
a. Handouts were distributed to reflect the following:
i) Statistics and breakdown of calls for 2007 and January 1 to September 30, 2008
(1) Call volume is down for 2008
ii) Budget allocation
iii) Budget revisions
(1) Part-time administrative position eliminated
b. Council agreed that the position of full-time Fire Chief has been a positive addition.
c. The recent practice fire on ivy Place went we1L These types of burns provide an
excellent training tool.
d. Chief Van Eyll commented that he approves of not requiring a permit far recreational
fires as long as rules are published and well-known. The phone system at the Fire
Department has a designated line for calls related to burning permits.
2. Presentation— Senior Housing at 875 Wayzata Boulevard West
a. Charlie Thomas, property owner, Brian Winges and Rufino Lorenzo, Comforts of Home,
provided information about a conceptual proposal for a senior assisted living and memory
care facility.
i) This would be a low impact, 44-bed facility where no one drives. Low traffic is �
generated with only family, visitors and 3-10 employees who drive to the facility.
ii) Their facilities specialize in memory care/Alzheimer's and high acuity-24 hour
care.
iii) They have no request for TIF or special considerations for tax reductions.
iv) They are typically located along main thoroughfares. Some locations include
Champlin, Blaine, Maplewood, White Bear Lake, and North Branch. The units
usually fill up in 3 months and stay full.
v) The company was started 10 years ago in Wisconsin. These types of facilities are
financed in several different ways.
vi) Rates are affordable with rental and care packages. Resident assessments are
repeated every 60 days to ensure they are placed at the appropriate care level.
vii) Rooms are simply designed so staff can easily monitor residents. Residents are
encouraged to be outside their rooms. There are large common areas to facilitate
group activities where families can also participate.
viii) Medical transport is minimal; some in-house medical resources and services are
included.
ix) Building materials would probably include stone and Hardy siding with flexibility
in colors.
*Indicates Staff Action Item Page 1
b. Gaffron distributed a memo regarding the position of Met Council.
i) Timing— If the City receives a Comp Plan amendment application by December 17,
the application would go to the January PC meeting and the City could include in the
2030 Comp Plan amendment update to Met Council.
c. Utilities for sewer and water would work on this site and could potentially be included
with a Myrtlewood project.
d. Council agreed this would be good site for this type of use.
3. Attorney Contract
a. Contract Services and Rates
i) In January of 2006 the rate was established for general work at $130/hour with the
original contract. Discussion took place regarding rate increases in 2007 and 2008;
however, the rates have not changed since 2006. The City has received a proposed
contract with a rate at $145/hour. Historically the company adjusts rates in even
years and honors for 2 years.
ii) The City's budget process can be used to help determine how much time is needed
and the funds available for attorney work. The City has the option to cut back on use
of the attorney to address recession factors. Staff generally has sophisticated legal
questions.
b. Discuss Xcel Franchise Agreement and Casco Point Underground Utilities
i) Basically two options exist for financing the underground utilities.
(1) Special assessment procedure through the City. Although the underground
utilities were not part of the original bond, the City could probably work this out
with the bond company. The City would act as the bank, front the costs, and
collect payments from Casco Point residents through a special assessment.
Various methods could be used to determine the assessment for each individual
property.
(2) Negotiate cost as part of the Xcel Franchise Agreement.
(a) Franchise agreements were originally used to monitor what went into right-of-
ways and for maintenance of those utilities. The agreements were in
ordinance format so they could be enforced with an expiration clause, often 20
years or more. Many communities are renegotiating these agreements or
establishing their own right-of-way agreements.
(b) The proposed agreement is another 20 year agreement and is basically a
glorified right-of-way ordinance only for city streets. It governs location of
new utilities, but not reconstructed or existing utilities. The City has been
unable to come to agreement with Xcel. One of the terms the City wants
included is to have Xcel utilities removed from the City right-of-way if they
are abandoned. Xcel doesn't want to remove them for economic reasons.
(c) City could refuse to sign the franchise agreement and pass its own right-of-
way ordinance. The City could require Xcel to underground utilities with any
new development or major reconstruction road project and require Xcel to
allow other utilities to use the power poles. A potential downside is that Xcel
would go to the Public Utilities Commission and ask for a rate adjustment that
would affect the whole city.
ii) Council has learned that undergrounding utilities only reduces the number of power
outages on Casco Point by 10-15%.
iii) Undergrounding utilities at this point is basically an aesthetic improvement.
*Indicates Staff Action Item Page 2
iv) Check with Minnetonka Beach to see if they are making any progress in their efforts
to underground utilities.
v) Council determined that a neighborhood meeting should be scheduled on December
lOth at the Freshwater Center. Tom Kellogg and Soren will work on a letter with
details about undergrounding utilities. Xcel representatives will be invited to attend
to respond to resident questions.
4. Engineer's Report
a. Contract Services and Rate
i) Rates are proposed to increase by an average of 2.5% with no service changes. For
2008 there is an additional retainer rate that allowed for office hours. Tom and Bill
will work together to develop a plan for something in addition to standard rates for
2009.
ii) Council commented that working with the engineer during the City Administrator
transition has worked well. City staff and Council have a strong working relationship
with Tom Kellogg.
iii) As with the City Attorney, the City has the option to cut back on use of the
engineering services to address recession factors.
b. Casco Point Draft Feasibility Report
i) Brief discussion was held regarding the Feasibility Report. Council will review more
closely and direct comments to Lin, lvee a,ci.orono.mn.us, to compile in the next
week to 10 days.
ii) The report can be brought to the next Council meeting for adoption with discussion
about specific topics at the next work session.
iii) The costs for street replacement in the feasibility report are similar to the original
costs from Pavement Management Plan and are very close to the bond documents.
As the street project was discussed, it made sense to look at replacing existing utilities
under the street at same time. These costs were included in the report and increases
the total costs. Currently there are not enough funds in sewer, water and stormwater
funds to adequately cover the entire cost of sewer, water and stormwater
improvements.
iv) Replacement of sewer and water lines that are under the road and directly related to
the street project could be included with work done as part of the bond funds. Sewer
and water funds could then pay back costs to the debt service fund.
v) Stormwater costs address issues of 35 — 36 properties with problems. The stormwater
fund would be depleted if all issues were addressed. Many of the stormwater issues
could be scheduled for improvement at a later date.
vi) Finance will work on options and a recommendation for financing additional costs for
sewer, water and stormwater improvements.
vii)The mill and overlay and street seal coat projects for 2008 costs were less than
budgeted. An adjustment will be made to the Pavement Management Plan.
5. TNT Preparation by Finance
a. Presentation for the Truth in Taxation Hearing includes the following main points:
i) General fund increase of 2.95%
ii) Flat revenues
iii) Positions not filled—3
iv) One of the lowest tax rates in the State
*Indicates Staff Action Item Page 3
v) 50% of budget is related to police and fire
vi) Include pie charts of expenditures and revenues
vii) Property tax formula
viii) Tax capacity rates
b. Mayor White will lead the meeting. Ron Olson will use presentation materials as needed
to address questions from the residents.
6. Review of Citizen Survey—Final Documents
a. Summary and conclusions have been provided to Council. A full report will be copied
and distributed to Council.
b. Results of the study will be used by City departments.
c. Employee survey results also need to be reviewed.
7. Finalize Work Session Dates for 2009
a. There is some benefit to work sessions on alternate weeks to help prepare for the next
Council meeting. It is sometimes difficult for staff to prepare for two meetings in the
same week.
b. Council decided to continue with work sessions on the 2"d and 4t" Tuesdays of the month
and will consider other options in 2009. The calendar will be amended if work sessions
are rescheduled.
*Indicates Staff Action Item Page 4