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Home My WebLink About05-11-2020 Council Work Session PacketCouncil Work Session Monday, May 11, 2020 5:00 P.M. Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 Orono City Council Work Sessions are Open to the Public The Orono Council Work Session is open to the public. To participate in this Work Session please follow the instructions below: Please register to participate in the May 11, 2020 Orono City Council Work Session. The Work Session begins at 5:00 P.M. at: https://attendee.gotowebinar.com/register/1393469766748337677 After registering, you will receive a confirmation email containing information about joining the webinar. Brought to you by GoToWebinar® Webinars Made Easy® Meeting Participation Instructions for Applicants and the Public can be found at: https://www.ci.orono.mn.us/DocumentCenter/View/2255/Instructions-for-Orono-Public- Meetings-Held-Electronically WORK SESSION AGENDA 1. 2021 Streets Plan 2. Summer Hours Discussion Council Work Session Monday, May 11, 2020 5:00 P.M. Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 Orono City Council Work Sessions are Open to the Public Past Meeting Agendas April 27, 2020 • Insurance Committee Update • 2021 Streets Plan April 13, 2020 • COVID-19 Update • Staffing Discussion March 9, 2020 • Interview Planning Commissioner Candidates Annual Discussions Timeframe: • Budget: Part of June, All of July, August and October. • City Administrator & Police Chief Update (3 times per year for 15 minutes) WORK SESSIO AGENDA ITEM Prepared By: Reviewed By: Approved By: 1. Purpose. The purpose of this action item is to gain council approval to commence the planning and engineering of the 2021 Street Maintenance Project. 2. Background. In order to maintain our city streets the engineering department recommends a portion of the city’s streets for various pavement preservation activities. Streets are inspected and assigned a pavement condition index (PCI) rating. The PCI allows street to street comparisons and provides the data required to conduct street maintenance programming and planning. 3. Scope. Planning and engineering will consist of topographic surveying, utility inspections, design, permitting, public input and solicitation of bids for select roads. 4. 2021 Recommended Streets. For 2021, I am recommending maximizing our efforts on mill and overlay projects on a group of residential neighborhood streets as well as executing the previously designed Casco Circle project. The table below list the streets identified for potential projects in 2021 with planning level estimates for each project. As refined cost are developed during design and the 2020 levy and budget are finalized it may become necessary to defer one or more of the projects until 2021 or latter. 5. 2022. In 2022 I propose the city focus on the reclaim and reconstruction projects in the southeast of the city. We would bundle Fox Street, Dickenson and Ferndale West into a project. 6. Funding. The projects will be funded with a combination of the Pavement Management Fund, Sewer Funds, and Stormwater Fund. Adequate funding is available in the Stormwater, Water and Sewer Funds. The Pavement Fund should have sufficient funds to realize the 2021 projects however does not have sufficient projected revenues to meet 2022-2024 needs. a. Pavement Fund for 2021. Adequate funding for the 2021 projects is based on several assumptions: one, an increase in the pavement levy for 2021to $757,450; two, available positive fund Item No.: 2 Date: April 27th, 2020 Item Description: 2021 Street Maintenance Planning and Engineering Presenter: Adam T. Edwards Public Works Director/City Engineer Agenda Section: Public Work/ Engineering Street Estimated Cost Pavement Stormwater Sewer Water Total Contracted Maintenance* $ 100,000 NA NA NA $ 100,000 Casco Circle $ 431,670 $ 52,300 $ 8,600 $ 41,250 $ 533,820 East Navarre Roads (Kenwood, Olive, Lafayette Ridge, Bayview, Navarre Ln,) $ 264,600 $ 39,600 $ 22,500 $ 49,500 $ 376,200 Lakeview Terrace and Country Club Roads $ 177,200 $ 26,600 $ 16,500 NA $ 220,300 Partenwood Road and Lane $ 122,300 $ 18,400 $15,000 NA $ 155,700 2021 projects TOTAL $1,095,770 $ 136,900 $ 62,600 $ 90,750 $ 1,386,020 * This provides funding for the pavement levy for contracted maintenance activities such as crack sealing and full width patching. balances from 2020 of approximately $300,000; and that $125,000 of water tower lease revenue remains dedicated to street maintenance. This would provide $1,182,450 for 2021 Streets. b. Pavement Fund Future. Currently the pavement fund as three funding sources; the Pavement Levy, Water Tower telecom leases, and positive fund balances. The long term annual pavement need is $1,050,000. In the short term however there is approximately $2,000,000 of additional need to catch up with previously deferred maintenance as illustrated in the graph below. In the long term the outlook for achieving a sustainable and reliable source of funding for pavement needs is good assuming the city realizes a pavement levy of $1M. An additional benefit to realizing a sustainable pavement levy would be the availability of the Water tower lease revenue moving to another general fund area such as the Park Fund. In recent years the city has capitalized on positive fund balances to augment pavement funding while gradually increasing the pavement levy. Unfortunately these balances are not a dependable source of funding and tend to only be available when the overall economy, particularly the home construction sector, is in a boom. COUNCIL ACTION REQUESTED: 1. Move to direct the City Engineer to move forward with planning for the 2021 street maintenance projects. 2. Direction on meeting the funding gap for pavement maintenance over the next 3 years. Exhibits $- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 2021 2022 2023 2024 2025 Pavement Needs vs Funding Cost Levy Tower Revenue Other CITY OF ORONO MEMORANDUM DATE: May 11, 2020 TO: Mayor Walsh, City Council FROM: Dustin Rief, City Administrator RE: City Work Hours On January 27, 2020 work session council discussed city summer work hours primarily impacting city hall staff. City Hall’s normal hours are 8:00 AM to 4:30 PM (42.5 hours). At the work session the Council advised moving away from a summer hour’s format of 7:30 AM to 5:00 PM Monday through Thursday and 7:30 AM to 11: 30 AM on Fridays (42 hours) to a scheduled open hours of 7:30 AM to 5:00 PM Monday through Thursday and 8:00 AM to 4:30 PM on Fridays (46.5 hours). Staff began tracking data under normal work hours with City Hall open in beginning February 24, 2020. The goal was to track resident/customer contacts for 6 weeks to better understand customer demand by days of the week. Part way through the tracking the COVID-19 emergency response went into effect changing many of the ways we do business including closing city hall and limiting contacts with residents. Further changes with school and daycare closures required flexibility of staffing for individual employees to accommodate childcare. Currently, we have administrative staff working as late as 10:00 or 11:00 PM and weekends to accommodate them filling their hours without these employees fully available during the entirety of the normal work hours hinders the ability to staff the expanded hours as originally guided. The preliminary data suggests staying open on Friday afternoons is a benefit to the residents. However, the expansion of hours beyond the regular hours under the existing uncertainties of COVID-19 may require compensatory or overtime in order to meet the expanded hours. The current conditions of staffing are as follows: 1 open position, and 4 staff working alternate hours (all exempt employees). This situation places the burden on a much smaller group of employees than during normal operations. Staff’s understanding of meeting the expectations of the expanded hours would require a minimum of 1 employee per department to be available during the originally guided expanded open hours for City Hall. If this expectation is applied under the current staffing situation to the employees on a per department basis, the employees meeting the full burden of the expanded hours are primarily hourly employees increasing the risk of unbudgeted overtime to meet the expectations of the expanded hours and consistency. The status of the current economy and potential for unbudgeted overtime would not be a prudent risk under the circumstances. I would propose to maintain the regular hours year around for consistency. Online and remote access to employees is the current operating procedure for City Hall and our community’s residents have more readily accepted our online options for services out of necessity due to COVID-19. Therefore, I would like to discuss maintaining City Hall hours at 8:00 AM to 4:30 PM year around to be consistent with the Police Department and for the residents. The change in hours is expected to begin May 17, 2020.