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HomeMy WebLinkAbout01-13-2014 Council MinutesMINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 1 of 17   ROLL CALL The Orono City Council met on the above-mentioned date with the following members present: Mayor Lili Tod McMillan, Council Members Cynthia Bremer, Lizz Levang, and Aaron Printup. Representing Staff were City Administrator Jessica Loftus, Assistant City Administrator for Long-Term Strategic Planning, Finance Director Ron Olson, Planning Coordinator Melanie Curtis, Public Works Director/City Engineer Jesse Struve, Attorney Soren Mattick, Consulting City Engineer David Martini, and Recorder Jackie Young. Mayor McMillan called the meeting to order at 7:00 p.m., followed by the Pledge of Allegiance. APPROVAL OF AGENDA 1. CONSENT AGENDA Item Nos. 8, 9, 10, 11, 13, 14, 16, and 17 were added to the Consent Agenda. McMillan noted Item No. 5 will only be a review of the Comprehensive Plan amendment and not the sketch plan. Bremer moved, Levang seconded, to approve the Consent Agenda as amended. VOTE: Ayes 4, Nays 0. APPROVAL OF MINUTES *2. REGULAR CITY COUNCIL MINUTES OF DECEMBER 9, 2013 Bremer moved, Levang seconded, to approve the minutes of the Orono City Council meeting of December 9, 2013, as submitted. VOTE: Ayes 4, Nays 0. PUBLIC HEARING – 7:00 P.M. 3. GREEN TREES ROAD SANITARY SEWER EXTENSION – RESOLUTION NO. 6358 Struve stated at the July 22, 2013, City Council meeting, the residents on Green Trees Road petitioned the City to do a feasibility report to extend a sanitary sewer stub down Green Trees Road to serve the existing six properties which access through Green Trees Road. Initially five of the six residents signed a petition, but the one person who originally voiced an opinion against has now indicated he is in favor of the project. Struve stated it will cost approximately $21,000 per home to extend the sewer and the costs will be assessed to the individual property owners. Dave Martini, Bolton & Menk, stated the impetus of the project was a petition to the City from five out of the six property owners on Green Trees Road. The City Council ultimately ordered a feasibility study to take a look at the proposed project. Plans and specifications were also authorized to be prepared. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 2 of 17   (3. GREEN TREES ROAD SANITARY SEWER EXTENSION – RESOLUTION NO. 6358, Continued) The existing conditions of Green Trees Road consist of a private street that serves six residential projects. Each property has an onsite sewage disposal system which consists of a septic tank and a drain field. The existing municipal sanitary sewer system is located on Shoreline Drive, and as part of the feasibility study, the condition and capacity of that sewer line was looked at. It was ultimately determined that the municipal system does have the capacity to serve the properties on Green Trees Road. The feasibility study proposes two alternates for extending sewer from the existing gravity sewer on the eastside of Shoreline Drive. Alternate 1 proposes a 2-inch forcemain and Alternate 2 proposes an 8-inch gravity sewer. Alternate 2 would eventually eliminate the need for the pump stations. Martini noted that a gravity system is generally preferred over a forcemain due to the long-term costs associated with maintaining the pump stations. Both alternates are proposed to be constructed by use of trenchless construction methods to minimize the need for reconstruction Martini indicated under the forcemain option, it is possible, even with the trenchless construction, to put some curves in the alignment of the pipe. Martini stated the alignment of the sewer would stay within the existing right-of-way until you get to the end of the cul-de-sac. Martini noted it would be necessary to obtain an easement from the property owners to extend the sewer to each of the properties from the cul- de-sac. Alternative two is the gravity sewer option. The project would start essentially at the same point on Shoreline Drive but would require straight lines and a manhole where the alignment would be turned. Under this alternate, the contractor would not able to follow the curvature of the road and would require an additional easement. Martini noted Alternative 1 is significantly less expensive than Alternative 2 and the directional drilling is able to provide some curvature on the alignment of the road. Martini noted near the intersection of Shoreline Drive and Green Trees Road there are some Indian burial mounds and that Staff has been in contact with Indian Affairs to make sure the proposed construction is taking that sensitive area into proper consideration. Martini stated the proposed alignment was picked in an attempt to minimize the number of easements required, but noted for the northern properties, it will be necessary to cross some other properties. Jesse Struve will be working with those property owners in order to obtain the necessary easements. In addition, Martini indicated they did look at setbacks and buildable areas and Staff does not believe the proposed extension impacts any of the buildable areas on the properties. The estimated cost as presented in the feasibility study for Alternative 1 was $123,600, with the idea that the costs would be 100 percent assessed to the benefitting properties for an individual cost of $20,600. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 3 of 17   (3. GREEN TREES ROAD SANITARY SEWER EXTENSION – RESOLUTION NO. 6358, Continued) Martini stated if the City elects to assess these costs to the benefitting properties; certain steps need to be followed. One option would be for the City Council to authorize the improvements by a super majority or, in this case, since the project was offered as a petition by the property owners, the City has acted to move forward with the project to this point based on that petition and requested a feasibility study be performed and plans and specifications be prepared. Notice of a public hearing for considering the improvements has gone out and the affected property owners have been individually notified. Tonight’s public hearing provides the public a chance to comment on the proposed improvements. Martini stated the next steps in the process are to obtain public comment, adopt a resolution ordering the improvements, approve the plans and specifications that have been provided, and then advertise the project for bids. The assessment hearing would be held prior to the project being awarded to ensure the property owners are still interested in moving forward with the project. Once the bids are received; an assessment roll would be prepared based on those bids and a contract awarded to the lower bidder. Martini noted the City would then levy the assessments and collect them either up front or added to the property owner’s property taxes. Martini stated with the assessment hearing being held ahead of the improvements, it is possible that the amount could go down but noted it cannot go up at that point. Levang asked if there is only one failing system. Struve indicated there is one system that is in noncompliance. Levang asked if all the property owners have now agreed to the project. Struve indicated five initially agreed to the project and that the sixth property owner has recently agreed to the project. Struve indicated all of the septic systems were installed in the early 1980s and all of them are reaching the end of their useful life, which is one reason why the majority of the homeowners opted for the project. Struve noted the property owner can hook up at a time of their choosing and that each property owner will need to install a pumping station at a cost of $10,000 to $12,000. Martini noted there are some costs that are associated with hooking up but those would not be due until the time of connection. Levang asked if any of the homeowners have indicated when they would be hooking up. Struve stated the one property that has the noncompliant system is for sale at the present time but they have the option of creating an escrow fund for those funds if the home sells prior to the assessment being levied. Levang asked what type of maintenance is required with a pumping system. Struve stated private grinder stations require fairly minimal maintenance. Some homeowners will pull them every so often to have them cleaned and inspected but many homeowners do nothing with them until they fail. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 4 of 17   (3. GREEN TREES ROAD SANITARY SEWER EXTENSION – RESOLUTION NO. 6358, Continued) Martini indicated it would be similar to a sump pump. McMillan noted the grinder stations do run off of electricity. Struve stated all of the homeowners have been notified of that as well. Martini stated to his understanding one of the properties has a pump from the tank to the drain field currently. Struve stated the homeowners have been informed of the potential downfalls to the system but they have elected to move forward with the project. McMillan commented it is usually better to have a gravity system. Struve stated in this case the expense did not warrant a gravity system since it would require a lot of manholes to make the corners, which would require a number of different setups for the directional boring, or it would require an open cut in the roadway, which essentially requires replacement of the road and adds significantly to the costs. There would also be some restoration and additional easement costs. Struve indicated the City will be asking for voluntary easements and that the estimated costs are predicated on the fact that the easements will be obtained for minimal or no cost. Struve indicated there are still some details to be worked out prior to final approval but based on the conversations he has had with the property owners, he is confident the City will be able to obtain those easements. Mayor McMillan opened the public hearing at 7:19 p.m. There were no public comments regarding this item. Mayor McMillan closed the public hearing at 7:19 p.m. Printup moved, Levang seconded, to direct Staff to advertise the project for bidding and to adopt RESOLUTION NO. 6358, a Resolution Approving the Plans and Specifications and Ordering the Improvement. VOTE: Ayes 4, Nays 0. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 5 of 17   RECOGNITION 4. RETIREMENT OF POLICE OFFICER JAMES CORNICK – RESOLUTION NO. 6359 McMillan stated she would like to recognize Officer Jim Cornick for his 28 years of service on the Orono Police Department. McMillan noted Officer Cornick started service on January 1, 1986, and was promoted to police sergeant in 2004. McMillan indicated she would like to recognize and commend his service to Orono during that time period and noted that he also served as an auctioneer at the City holiday parties. Bremer stated he also did excellent work with the Citizens Academy over the years and took an active role in making the police department accessible to the citizens. Bremer moved, Levang seconded, to adopt RESOLUTION NO. 6359, a Resolution Recognizing Sergeant James Cornick for his Twenty-eight Years of Dedicated Service to the City as a Police Officer. VOTE: Ayes 4, Nays 0. PLANNING COMMISSION COMMENTS – JOHN THIESSE, REPRESENTATIVE Thiesse stated he has nothing to report but would be available for questions. LMCD REPORT – ANDREW MCDERMOTT, REPRESENTATIVE McDermott reported Lake Minnetonka is now frozen over and it is still debatable whether there will be high or low water levels in the spring. As of right now, it appears to be an average year for snowfall. McDermott stated the LMCD has received a report from the Hennepin County Water Patrol on various violations this past year, such as DWIs, and it shows pretty much an average year. Hennepin County Water Patrol has purchased a new air boat. McDermott noted the boat sounds like a jet engine and the residents may initially wonder what it is. The air boat will be parked permanently in Spring Park and is mainly for use on Lake Minnetonka. McDermott noted the majority of the representatives to the LMCD will be reappointed this year but the representative from Shorewood had elected to step down. McDermott stated the City Council Members should have received an invitation to the Save the Lake banquet being held this year in February and that he hopes they can attend. McMillan asked what the advantage is for the air boat. McDermott indicated stated it is mainly for rescues when the ice is just forming and when the ice is just going out. This year the lake froze fairly smoothly and no ice ridges have formed yet so the Water Patrol is able to patrol on snowmobiles. McDermott stated as the ice starts to get thinner, that is when the air boat will be used. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 6 of 17   (LMCD REPORT – ANDREW MCDERMOTT, REPRESENTATIVE, Continued) McMillan commented she understands the LMCD is working on the LMCC with televising their meetings. McDermott stated the LMCC has informed the LMCD that there will be an expense associated with taping each of their meetings as well as live streaming them. Levang asked if the LMCD would still be utilizing the Wayzata chambers. McDermott indicated they will be for at least the next year. PUBLIC COMMENTS Jerry Hertaus, State Representative, stated the MN Legislature will be convening again at the end of February in approximately 50 days. Hertaug stated he would encourage the members of the Orono City Council and public to contact him if they have concerns about any upcoming issues. Hertaus stated during the last session, one of the pieces of legislation that was passed affecting cities makes it easier for organized trash collection. It was also determined that the Metropolitan Council will be redistricted in years ending in three. The next redistricting will occur in 2023. In addition, there was legislation passed with regard to Metropolitan Council wastewater treatment services that gives cities the ability to have some deferment of the costs, which would also include interest. Hertaus stated he currently serves on the education finance, housing, and property tax committees. Hertaus stated some of the things that happened in this last legislative session resulted in a fair increase in taxes and spending, such as increasing the State’s investments in infrastructure and education. Hertaus noted there was approximately a 10 percent increase in all funds spending. Hertaus stated the generally reported $2 billion increase is just referring to the increase in general fund revenues, but what are typically not mentioned are all the extra fees and increases that were also passed for the all funds budget. In actuality there was a $6.12 billion dollar increase, with fees being raised on real estate license renewals as well as an increase for attorney, dentist and nursing licenses. A fourth tier of income tax bracket was created from 7.85 percent to 9.85 percent, which means that single filers over $145,000 will be subjected to that highest rate and married couples filing jointly with income over $250,000 will also be subject to that new rate. In addition, the MN Legislature passed new cigarette taxes, new gift taxes. Hertaus noted one of the provisions of that legislation was a claw back provision to allow the state to go back on inheritances for two years and tax some of that. Hertaus stated he has co-authored legislation that will be discussed this next session proposing to bring the Minnesota inheritance tax exemption into conformity with the federal exemption. Currently in Minnesota anything over $1 million is taxable and at the federal level it is $5 million. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 7 of 17   (PUBLIC COMMENTS, Continued) Hertaus stated the State’s 2013 budget also included an increase on the repair tax for farm and business equipment and a warehouse tax. Hertaus noted $90 million for a new senate office building was included in the omnibus tax bill rather than in a bonding bill. Hertaus stated very few legislators knew about it at the time the legislation was passed. In addition, $338 million of state aid was awarded to the Mayo Clinic infrastructure improvements project, $26 million of assistance was given to the Duluth and St. Paul teacher pension plans, there was a $60 million increase on certain property classifications to fund a general education levy, $400 million of additional money is being spent on K-12, and an extra $15 surcharge on speeding tickets was also added. Hertaus stated approximately $38 million was appropriated from the LCCMR, which involves the Legislative Citizens Commission and the voluntary sales tax that was added a few years ago; $8 million went into natural resource data information; $13 million for habitat restoration and recreation; $3.8 million for water resources; $10.9 million for aquatic and invasive species; and another $636,000 for environmental education. Hertaus stated he also authored a bill that modified the Save Schools levy, which was passed. Hertaus indicated there are little different buckets of money in education that have to be saved for certain things, and one of the things the Safe School Levy was about was for fire protection and mold remediation. The modified bill changed the language to allow the school districts to use some of that money for security enhancements at the schools. Hertaus stated at the beginning of the session the citizens heard a lot of rhetoric about lowering the sales tax rate and broadening the tax base. What this related to was the imposition of a broader tax base and business-to-business taxes. Hertaus stated council members and mayors of communities are aware of the modest budgets that cities have, and oftentimes if the city does not have in-house planners, the city ends up paying quite a bit of money for legal and consultant fees, which typically ends up being around 25 percent of a city’s budget. Hertaus indicated he asked House Research how much sales tax is collected by counties, cities and townships. The fiscal impact of the business-to-business tax was approximately $250 million, which would mean that $250 million would have to be collected at the local level to pay the business-to-business taxes. Hertaus indicated he subsequently co-authored some legislation which was attached to the omnibus tax bill making cities and towns exempt from sales tax. Hertaus indicated the savings probably averages out to be about $30,000 to $40,000 per million dollars for most cities. Hertaus stated he also co-authored legislation modifying the Location Equity Funding Formula for the local school districts. In Senate District 33A, there are eight school districts that service this area. Some school districts, such as Buffalo, Rockford, Delano, and Mayer, have their district office located just outside of the county line but they serve well into Hennepin County. Because the district offices are not located in Hennepin County, they do not qualify for the Location Equity Funding Formula. Hertaus indicated many of the school districts were contemplating relocating their district offices to Hennepin County in order to gain access to that money. Hertaus stated he co-authored legislation to change that to allow those four districts to gain access to that money. Hertaus noted in some of the school districts, it amounted to approximately $1 million. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 8 of 17   (PUBLIC COMMENTS, Continued) Hertaus indicated in addition, the MN Legislature approved $500,000 of funding for the Pioneer/Lake Sarah Watershed District as well as the Three Rivers Park District to do some total maximum daily load or TMDL mitigation. Hertaus noted that legislation made it all the way to the governor’s desk but was ultimately line item vetoed. Hertaus indicated he will leave some business cards with his contact information if any citizen would like to get ahold of him. PLANNING DEPARTMENT REPORT 5. #13-3638 and #13-3639 SOURCE LAND CAPITAL, LLC (PAT HILLER) ON BEHALF OF GRANT WENKSTERN (LAKEVIEW GOLF), 405 NORTH ARM DRIVE, COMPREHENSIVE PLAN AMENDMENT AND SKETCH PLAN REVIEW – RESOLUTION NO. 6360 Alan Brixius, Northwest Associated Consultants, noted a motion was passed at the January 6 meeting directing Staff to draft a resolution approving the proposed land use change for the Lakeview Golf Course from parks and open space to rural residential. In the Council’s packet tonight is a copy of the resolution. (5. #13-3638 and #13-3639 SOURCE LAND CAPITAL, LLC (PAT HILLER) ON BEHALF OF GRANT WENKSTERN (LAKEVIEW GOLF), 405 NORTH ARM DRIVE, COMPREHENSIVE PLAN AMENDMENT AND SKETCH PLAN REVIEW – RESOLUTION NO. 6360, Continued) Brixius stated he will briefly review the resolution and requested the City Council review the resolution and determine whether any additional changes are necessary. Brixius noted the first page of the resolution reflects that the City adopted its 2008-2030 Community Management Plan in 2010. Brixius stated the Comprehensive Plan is basically what guides the City as far as land use and land use patterns. The property in question consists of 142 acres, which was operated as a golf course from the 1950s, which was well before the adoption of the first Comprehensive Plan and zoning ordinances. The first Comprehensive Plan identified this area for parks, recreational and open space, which encompasses all of the City’s public parks as well as private golf courses and other recreational facilities. Currently the property is zoned RR-1B, which is rural residential. The intended purpose of that is to accommodate single-family rural residential as well as limited agricultural activities. Within that district, 2-acre single-family lots are the dominant permitted use and golf courses are a permitted conditional use. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 9 of 17   (5. #13-3638 and #13-3639 SOURCE LAND CAPITAL, LLC (PAT HILLER) ON BEHALF OF GRANT WENKSTERN (LAKEVIEW GOLF), 405 NORTH ARM DRIVE, COMPREHENSIVE PLAN AMENDMENT AND SKETCH PLAN REVIEW – RESOLUTION NO. 6360, Continued) Brixius stated during this process, the applicant has provided information and made an argument that it is no longer economically feasible for them to continue to operate their golf course and they are requesting an alternative use consistent with the current zoning. The proposed development is an unsewered, 2-acre lot rural residential development. The development is also intended to reflect the rural densities that are currently allowed in the neighborhood. At the last City Council meeting, the Council specifically indicated to the developer that no lot averaging will be considered and that he must meet the required two acres of buildable land for each lot. Brixius noted to date there have been no formal approvals of any development plans or subdivisions and these would have to subsequently be presented. Brixius stated the proposed development will be an unsewered area and will depend on either private well systems for each lot or possibly water coming out of Minnetrista, which is undetermined at this time. Any new subdivision will be required to comply with Orono’s current contemporary stormwater management requirements that will address both rate control and water treatment. The development will likely cause improvements in both of those areas. Information has been provided that the proposed development will have similar traffic generation as the golf course, and through the subdivision design will create alternative access points that will distribute the traffic in a variety of manners. Brixius noted the City currently has in place contemporary management and regulations on stormwater, septic systems, water supply, and road designs that will all have to be incorporated and addressed through the subdivision process. Brixius noted the findings of the City are that historically Orono has only chosen to acquire public land or open space through dedication, donation, or negotiated purchase, and has not sought pubic acquisition of property against the wishes of the property owner. In choosing to follow that current practice, the designation of the property to an alternative land use would be appropriate. Brixius noted that the City is also is making a finding that the application of the rural residential land use category to this site appears to be the most viable and realistic alternative and is most consistent with the surrounding land uses. In addition, the City is making the finding that the proposed use will not overburden the City’s public service capacity or infrastructure, and the City is also stipulating that the conversion from open space to rural residential will not have a substantial impact and will be consistent with the surrounding land use in the area. Brixius noted that the Planning Commission voted in October on a 6-1 vote to approve the land use change. If the City Council is satisfied with the findings contained with the resolution, the City Council should make a motion to approve the Comprehensive Plan change. Brixius noted the Comprehensive Plan change would be subject to Metropolitan Council review and approval. McMillan noted many of the findings were discussed last week at the special meeting on Monday and that the proposal was also discussed on November 12, including a public hearing, which was followed by a 60-day extension. McMillan stated in her view the City Council has had a fairly lengthy discussion on all the issues regarding this amendment. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 10 of 17   (5. #13-3638 and #13-3639 SOURCE LAND CAPITAL, LLC (PAT HILLER) ON BEHALF OF GRANT WENKSTERN (LAKEVIEW GOLF), 405 NORTH ARM DRIVE, COMPREHENSIVE PLAN AMENDMENT AND SKETCH PLAN REVIEW – RESOLUTION NO. 6360, Continued) Bremer stated as it relates to Three Rivers Park and whether they would have been interested in this piece of property, the City has received some pretty good information from Three Rivers that they are not interested in a property like this in that location. Bremer stated she understands some members of the City Council have received e-mails from the residents regarding that and that the City Council Members have attempted to let the residents know that. Printup moved, Levang seconded, to adopt RESOLUTION NO. 6360, a Resolution Granting Preliminary Approval of Amendment No. 2 of the Orono 2008-2030 Community Management Plan: 405 North Arm Drive (Also known as Lakeview Golf Course), Property Identification Numbers 06-117-23-32-0003; 06-117-23-33-0005; 06-117-23-33-0007; 06-117-23-34-0002; and 07- 117-23-12-0001. VOTE: Ayes 4, Nays 0. 6. #13-3640 JAMES MURPHY AND SANDRA SMITH, 20 ORONO ORCHARD ROAD NORTH, EASEMENT VACATION – RESOLUTION NO. 6361 Curtis stated in November the City Council approved a request for a lot line rearrangement between the applicants’ properties at 20 Orono Orchard Road and 30 Orono Orchard Road in order to move the common lot line east approximately 94-98 feet so that the barn and the land around the barn would become part of 20 Orono Orchard Road. As part of the lot line rearrangement, the applicants granted new utility and drainage easements along the new common lot line. Due to the publication timing, the necessary vacation of existing drainage and utility easements currently shown on 20 Orono Orchard Road were not able to be vacated as part of the lot line rearrangement approval. Curtis noted the appropriate utility companies have been notified and there are no identified facilities existing within the easements to be vacated. In order to move the common lot line, the applicants have granted new utility and drainage easements along the new lot line. The City Council should open the public hearing regarding the vacation of the easements and hear any testimony. The Council should then adopt or amend the attached resolution regarding the vacation request. Mayor McMillan opened the public hearing at 7:46 p.m. There were no comments regarding this application. Mayor McMillan closed the public hearing at 7:46 p.m. Levang moved, Printup seconded, to adopt RESOLUTION NO. 6361, a Resolution Vacating a Dedicated Drainage and Utility Easement for the property located at 20 Orono Orchard Road North. VOTE: Ayes 4, Nays 0. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 11 of 17   PUBLIC WORKS DIRECTOR/CITY ENGINEER’S REPORT 7. CAPITAL IMPROVEMENT PLAN (CIP) Struve stated before the City Council tonight is the most recent update to the City’s Capital Improvement Plan. Struve noted at the last City Council meeting there were some changes requested and those changes have been incorporated in the CIP. Levang noted on Page 4 is the replacement of a building inspection vehicle if a second inspector is on staff. Levang asked if that is simply a contingency that has been included. Struve stated that is a contingency if it is deemed necessary to bring on a second building inspector. Struve indicated otherwise that is an item that will get pushed back if it is not needed. Levang stated in 2018, a veneer chipper is scheduled to be purchased, and asked if this is a replacement for the existing one and or whether the Public Works Department is purchasing a chipper with bigger capacity. Struve indicated it is a replacement chipper and that a bigger chipper would result in substantially more money. Printup asked how the equipment on the trucks with the brining solution holding up. Struve indicated the City only has one three-quarter ton pickup with a tank attached for the brine solution and that the tanks are not installed on the City’s bigger trucks. Struve stated the City has experienced a few more events this year that have shown the benefit of the brine solution but that he is not necessarily sold on utilizing it to a greater degree. McMillan stated she noted some has been put down today in anticipation of the snow. Struve indicated tomorrow will be a good test of it and that the brine solution allows some additional time for the Public Works Department to get out there and plow. Levang stated Page 5, under building CIP, the first item lists city parking lot replacement and reconfiguration. Levang asked whether the City has applied for a grant or will be applying for a grant to help with the costs of that item. Struve indicated they will be applying for a grant and that he has a meeting with the Watershed District scheduled in the next couple of days. Struve indicated he will be moving forward with applying for that grant and noted the CIP does not reflect any grants and contains the full project costs. Levang asked what is being contemplated as it relates to the reconfiguration. Struve stated the flow through the parking lot is not very good at the present and that currently there are three entrances. Some of the options being considered are to eliminate one of the entrances and to realign the other entrance to an area across from the school to allow for better access and create a safer intersection. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 12 of 17   (7. CAPITAL IMPROVEMENT PLAN (CIP), Continued) Bremer asked if that cost would also include the landscaping around the entrances or whether it is just the hardscape. Struve stated he does not know the full amount at this time but that it is his belief it does contain some landscaping costs. Struve indicated he will need to look into that a little more and get back to the City Council on that item. Levang asked if the 2016 public works parking lot is a full reconstruction or replacement. Struve indicated it would be a full reconstruct of the road and that it is beyond the point of doing an overlay. Struve stated the project may be able to be pushed back a year or two. Levang asked if the seal coat in 2018 would be pushed back as well. Struve indicated it is for the city hall and public works parking lot and that typically you do a seal coat within three to five years of putting new asphalt down. Levang asked how the 2014 imaging project is coming along. Loftus stated that is a project that has not moved forward given the retirement of the previous City Clerk and that Staff will need to refocus on that project in 2014. Levang noted Page 7 lists a replacement Chevy pickup for 2016, and asked if that is simply a reflection of how old the current vehicle is and what will be needed in the future. Struve stated that is based on the use of that pickup and to his understanding it is approximately 15 to 20 years old. Struve stated that vehicle does not get a lot of use so the useful life is able to be extended but they are anticipating it will need to be replaced in 2016. Levang asked if that is Orono’s portion of the improvements under the Long Lake Fire CIP. Loftus indicated Orono pays approximately 85 percent of those costs. Levang asked whether the Public Works Department is looking at obtaining a grant for the sidewalk project. Struve stated if grants and additional funding sources become available, that is a possible project that could be done but it is dependent on obtaining outside funding sources. Levang asked what the $12,000 for the Navarre Park-N-Ride project consists of. Struve indicated that is stripping of the parking lot. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 13 of 17   (7. CAPITAL IMPROVEMENT PLAN (CIP), Continued) Bremer noted for the public that the CIP is a planning document and not a funding document and typically changes on a somewhat regular basis. McMillan thanked Staff for the 2013 historical information. Bremer moved, Printup seconded, to approve the 2014 Capital Improvement Plan. VOTE: Ayes 5, Nays 0. *8. PAY REQUEST NO. 1 – WILLOWBROOK DRIVE OVERLAY PROJECT Bremer moved, Levang seconded, to approve Pay Request No. 1 for the contractor Omann Brothers, Inc., in the amount of $21,368.83 for the Willowbrook Overlay Project. VOTE: Ayes 4, Nays 0. PUBLIC WORKS DIRECTOR/CITY ENGINEER’S REPORT, CONTINUED Struve reported the wood pile should be chipped by the end of the week. The contractor has indicated the machine is en route from Iowa. Struve stated depending on the weather, the machine should be out there in the next couple of days, with work commencing later in the week. Levang asked if it will only take a couple of days to complete the work. Struve indicated that is correct and that the Public Works Department will be retaining some of the chips with the majority of them being removed by the contractor. Levang asked if the barriers will be put up again to prevent people from dumping there once the area is cleared out. Struve stated it will be used again for parking for the trail. Levang asked if signs will be erected stating no more dumping. Struve stated since the brush pile has been there, there has been an increase in dumping at that site, but that he will look into erecting better signs to deter dumping at the site. MAYOR/COUNCIL REPORT Levang noted Jesse Struve had indicated the state variance commitment needed more volunteers and that she has volunteered to serve on that committee. Levang stated she has attended her first meeting on that committee and that she is getting a good education on how the state sets the standards for road construction. Levang stated when it comes to Watertown Road, the City might be in the position of having to ask for a variance and so it is good to become more educated on that aspect. Levang indicated it is a small committee consisting of five members. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 14 of 17   (MAYOR/COUNCIL REPORT, Continued) McMillan noted the City is live streaming tonight’s meeting on the City’s website. Testing was conducted last week, with last week’s meeting being live streamed as well. McMillan indicated the meetings are now available through the City’s website and that she would like to thank Jessica Loftus and the rest of the Staff for pulling this all together in the past couple of months. The residents will also be able to download videos of the meetings from the website. McMillan indicated the Granicus software will have the agenda and attachments for the meeting on the website and will also allow the residents to download the videos of the meetings. McMillan commented the new software will allow the residents to more easily access the meeting information. McMillan noted back in December the Long Lake Fire Department hosted the United Firefighters regional meeting, with a number of representatives from the various local fire departments attending. McMillan indicated she was very impressed with the level of expertise the local fire chiefs have and that the communities are very lucky to have a great group of volunteer firefighters. CITY ADMINISTRATOR’S REPORT *9. ANNUAL APPOINTMENTS – RESOLUTION NO. 6362 Bremer moved, Levang seconded, to adopt RESOLUTION NO. 6362, a Resolution Designating Selected Appointments for the Year 2014. VOTE: Ayes 4, Nays 0. *10. WAYZATA FIRE SERVICE AGREEMENT Bremer moved, Levang seconded, to approve the Wayzata Fire Service Contract with the City of Wayzata and to approve payment for fire protection services. VOTE: Ayes 4, Nays 0. *11. PHASED RETIREMENT OPTION PLAN Bremer moved, Levang seconded, to approve the Phased Retirement Agreement with Ron Steffenhagen. VOTE: Ayes 4, Nays 0. 12. MEMORANDUM OF UNDERSTANDING (MOU) FOR ORONO/LONG LAKE REGIONAL TRAIL PROPOSAL Loftus noted the City Council has been working with the Hennepin County Transportation Department on the turnback of Old Highway 12 and one element of the project is reviewing the trail system. Loftus indicated Mayor McMillan and Long Lake Mayor Tim Hultmann have reached out to Three Rivers to see if there were any opportunities to collaborate on the trail. Three Rivers has indicated they would like to enter into a formal memorandum of understanding, which is basically a commitment to evaluate the trail but is not a commitment to funding any project. Loftus stated the City Attorney is comfortable with the memorandum and that Staff would recommend approval of the memorandum. Loftus noted some maintenance and funding options may be available if the trail turns out to be feasible. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 15 of 17   (12. MEMORANDUM OF UNDERSTANDING (MOU) FOR ORONO/LONG LAKE REGIONAL TRAIL PROPOSAL, Continued) McMillan stated Three Rivers indicated they would be interested in it if it would be beneficial on a regional basis and how to connect to the Luce Line and Dakota Trail. McMillan noted the City is not obligated to undertake any projects and that it is her understanding Long Lake is also in favor of the memorandum of understanding. Bremer moved, Printup seconded, to approve the Memorandum of Understanding with Three Rivers Park District and the City of Long Lake to evaluate the feasibility of a potential new regional trail along County Road 112 connecting Baker Park Reserve to the Dakota Rail Regional Trail. VOTE: Ayes 4, Nays 0. *13. ACCEPT RESIGNATION OF POLICE OFFICER MIKE SUSSMAN Bremer moved, Levang seconded, to accept the resignation of Mike Sussman effective January 20, 2014. VOTE: Ayes 4, Nays 0. *14. REQUEST TO HIRE FULL-TIME POLICE OFFICERS Bremer moved, Levang seconded, to approve the hiring of Phil Spanjers and Joshua Needham as Full-Time Police Officers, effective January 28, 2014, for Phil Spanjers, and February 11, 2014, for Joshua Needham. VOTE: Ayes 4, Nays 0. 15. GOLF COURSE DONATIONS – RESOLUTION NO. 6363 Loftus stated this past year the City has had an active group of citizens who have taken an interest in the Orono Golf Course. The group has recently sent out a fundraising letter, with the City receiving 15-plus donations to date. Loftus stated the City needs to formally accept those donations to keep in compliance with their audit requirements. Staff is requesting the City Council adopt a resolution accepting those donations and a thank you letter will be sent to each person recognizing their donation. Levang asked how many times a year the City will be doing this. Levang asked if the City will wait until there is a certain amount of money donated or how it will be handled from here. Loftus stated it will likely be quarterly but that Staff is open to the Council’s thoughts on it. McMillan noted the letter just went out and that hopefully the donations will continue. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 16 of 17   (15. GOLF COURSE DONATIONS – RESOLUTION NO. 6363, Continued) Finance Director Olson noted the City is not able to deposit any of the money until the donations are accepted formally and that the City does not like to hold on to the checks for a long period of time. Olson stated the City did receive another check today in the amount of $300 that is not included in tonight’s list. Olson indicated he would like to see it happen monthly. McMillan suggested Staff decide when it is appropriate to bring the donations to the City Council. Levang moved, Printup seconded, to adopt RESOLUTION NO. 6363, A Resolution to Accept Golf Course Donations. VOTE: Ayes 4, Nays 0. CITY ADMINISTRATOR’S REPORT, CONTINUED Loftus noted residents are welcome to drop off their Christmas trees at a number of the city parks through the month of January. Loftus stated the City Council will be receiving the year-end financial information at the next City Council meeting, but noted permit numbers have come in for 2013 and show that the City has exceeded some of the numbers since 2008 and, in some cases, 2007. Loftus stated 2013 has been an active year for construction projects. CITY ATTORNEY’S REPORT Mattick stated he had nothing to report tonight and noted there will be a closed session at the next City Council meeting to discuss a pending piece of litigation. *16. LICENSES AND PERMITS Tobacco Licenses 1. Navarre Liquors Richard Wood 3421 Shoreline Drive 2. Spring Hill Golf Club Jeffrey Kringen 725 Sixth Avenue North 3. Navarre Amstar LeRoy Koehnen 3360 Shoreline Drive 4. Wayzata Country Club Lee Walters 200 Wayzata Boulevard West MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 13, 2014 7:00 o’clock p.m. _____________________________________________________________________________________       Page 17 of 17   (*16. LICENSES AND PERMITS, Continued) 5. O’Sullivans Holiday No. 546 John O’Sullivan 2420 Shoreline Drive 6. O’Sullivans Holiday No. 547 John O’Sullivan 3340 Shoreline Drive *17. CLAIMS/BILLS Bremer moved, Levang seconded, to approve payment of the All Funds Account. VOTE: Ayes 4, Nays 0. ADJOURNMENT Printup moved, Levang seconded, to adjourn the Orono City Council meeting at 8:16 p.m. VOTE: Ayes 4, Nays 0. ATTEST: _______________________________________ _______________________________________ Rachel Dodge, City Clerk Lili Tod McMillan, Mayor