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HomeMy WebLinkAbout06-08-2020 Council Work Session PacketCouncil Work Session Monday June 8, 2020 5:00 P.M. Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 WORK SESSION AGENDA The Orono Council Work Session is open to the public 1. Spring Park Public Works Proposal 2. Solicitor License Moratorium 3. Elections Update Council Work Session Monday June 8, 2020 5:00 P.M. Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 Past Meeting Agendas May 26, 2020  Communications May 11, 2020  2021 Streets Plan  Summer Hours Discussion April 27, 2020  Insurance Committee Update  2021 Streets Plan 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) 1. Purpose. The purpose of this document is to outline the framework and provide some preliminary costs for the City of Orono to provide the City of Spring Park public works support. 2. Background. In December of 2019 Spring Park staff reached out to Orono staff to explore the possibility of the City of Orono providing public works support to Spring Park. The City of Spring Park currently contracts out their public works support. Their primary contract is with People Service which expires in September of 2021. 3. Framework. To move the idea forward to a possible agreement staff developed the following phase approach. Phase 1 December 2019 - June 2020 Orono public works analyze the requirements, expectations and estimate the resources necessary to provide the support. Phase 2 July 2020 - September 2020 City Administrators work with city councils to determine the political will to enter into a Service agreement and negotiates broad terms of an agreement. Phase 3 September 2020- January 2021 Staff develop an agreement and bring to Councils for approval Phase 4 February2021 - September 2021 Orono PW hires and trains necessary staff. Phase 5 September 2021- Orono Provides PW Support to Spring Park 4. Spring Park Infrastructure Summary. Water System Sewer System 1 Water Plant 1 Water Tower 3 Wells 6 Miles Of Water Main Servicing 364 Properties 6 Lift Stations 6 Miles Of Sewer Main 132 Manholes Servicing 364 Properties Streets Stormwater 2.4 Miles of Paved Streets 12500 Feet of Sidewalk 79 Street Lights (Decorative) 46 Street Lights (Utility) 300 Feet of Retaining Wall 8700 Feet of Storm Sewer 43 Catch basins 56 Outlets 26 Manholes Parks Facilities 3 Parks Facilities- 1 City Hall Item No.: 1 Date: June 8, 2020 Item Description: Provision of Public Works Service to the City of Spring Park by the City of Orono Presenter: Adam T. Edwards Public Works Director/City Engineer Agenda Section: Work Session 5. Service Levels and Types. To estimate the work effort required to provide service, we assessed the types of service that would be required. Throughout the analysis we made the assumption that the level of service provided to Spring Park would be the same as provided for the City of Orono. The types of service include: routine day to day maintenance and operations service; emergency response service; and special project/ capital improvement service. For the routine service we would provide an annual fixed rate. For the emergency response and special project services we will provide an hourly rate. a. Routine Maintenance and Operations. Routine services would include those currently being provided by the Spring Park People Service contract as well as snow removal, street sweeping, pothole repair, and sewer cleaning. A list of these services and estimated workload are attached. The labor and equipment costs would be at an annual fixed cost as part of the agreement. Any supplies and materials would be passed through or billed directly to Spring Park at cost. b. Emergency/ Call Out Services. Orono would provide On-Call coverage to Spring Park. The standby cost associated with this service would be included in the base contract fee and any call outs billed on a case by case basis at the Orono overtime rates. Any materials or contracted services would be passed through or billed directly to Spring Park at cost. c. Contracted Services. To optimize the service provided it would make most sense for the two cities to use the same vendors for contracted services. Examples include: Park Mowing, Lift station Annual Services, and Generator service. Staff proposes that as any of the Orono service contracts reach is end/ renegotiation period we will coordinate with Spring Park to see if they would like to be included in the renegotiated contract. d. Special Project/ Capital Improvement Service will include providing support to Spring Park’s staff, engineers and contractors during the planning and execution of capital improvement projects and major maintenance projects. Service will include providing access to sites, and providing adjustments and operation of systems to facilitate construction. e. Other Services. Other services that could be included would be facilities/custodial services for the city hall, and utility billing support. 6. Work Flow. The City of Orono uses the Cartegraph software system to perform asset management and public works workflow management. Spring park should be required as part of the agreement to use the system. It will facilitate communication and allow Orono to provide Spring Park with more detailed reports of work effort and activities. 7. Cost Analysis. In order to estimate the cost of providing labor and equipment support we used two methods. Any agreement will need to identify haw material and contract costs are to be managed as well as overhead expenses. Staff’s initial estimate is that providing support to Spring Park will cost $ 200,400 - $ 210,100 per year. a. Work Effort by Task. In the first method we analyzed the work effort by major task type and then determined the labor and equipment costs to complete those tasks. See Exhibit A for a more details. Based on this estimate the annual cost for the city of Orono to provide this service would be $ 208,900 /year. b. Work Effort by Proportion. In the second method we analyzed the labor and equipment usage cost by asset from the Orono 2019 budget and then applied those cost to the quantity of similar assets owned by Spring Park. See Exhibit B for more details. Based on this estimate the annual cost for the city of Orono to provide this service would be $ 198,900 per year. c. Pass Though Costs. As described in 5 above any call outs would be billed at the applicable Orono standard or overtime labor and equipment rates. Any supplies and materials would be passed through or billed directly to Spring Park at cost. Any City Engineer Work beyond administering the contract and basic capital programing advice would be billed at the applicable labor rate. Any contracted work would be passed through. Any agreement would need to identify the contracting threshold Orono public works would be authorized to make on spring parks behalf in emergency situations (example afterhours Watermain break repairs). d. Other Costs. To manage workflow and account for effort expended supporting Spring Park, the city’s assets will need to be added to Orono’s GIS and asset management systems. Currently Orono uses ESRI for GIS and Cartegraph for asset management with Bolton and Menk providing GIS tech consultant services. The estimated baseline software licensing and consultant support is $1500/ year. e. Current Spring Park Expenses. The Spring Park City Administrator provided a summary of their current Public Works related costs as a comparison. See Exhibit C. 8. Impact to Orono. Based on our initial assessment to provide the necessary support to Spring Park the City of Orono would need to add one full time maintenance worker to the department as well as truck with snow and ice capabilities. The Public works department would need additional administrative support to administer the agreement. The agreement would have the largest impact on the Utility Supervisor positon by adding a 30% increase in responsibility in the water system and a 15% increase in responsibility for the sewer system. The additional work load and responsibilities will likely necessitate an organizational change with in the public works department. 9. Transition. If the two cities agree to proceed, a period of preparation and transition will be required. The City of Orono would need to complete hiring action for additional personnel, procurement of equipment and familiarization training for all employees on Spring Park’s infrastructure. Council Action Requested: Guidance and direction on whether to pursue such a partnership with Spring Park. Exhibits A. Work Effort by Task B. Work Effort Proportioned C. Spring Parks Existing PW Expenses. Exhibit A. Task Who Hours/Week Hours per year Department Daily Water plant checks and Testing Maintenance Worker 10 520 Water Coordinate Water Supply Vendors Maintenance Worker 2 104 Water Valve exercising Maintenance Worker 62 Water Water meter reading Maintenance Worker 32 Water Water meter Replacements Maintenance Worker 4 Water Twice Annual Hydrant Flushing Maintenance Worker 38 Water Monitor alarms Maintenance Worker 1 52 Water Maintain Water License Maintenance Worker 12 Water Escort Contractors Maintenance Worker 2 104 Water Prepare/ Check Reports Utility Supervisor 1 52 Water Supervise Utility Supervisor 1.5 78 Water Resident Interacation Utility Supervisor 2 104 Water Coordinate & Inspect Contractor WorkUtility Supervisor 1 52 Water Resident Interaction Admin 1 52 Water Escort Contractors Maintenance Worker 12 Sewer Weekly Lift Station Checks Maintenance Worker 6 312 Sewer Maintain Sewer License Maintenance Worker 12 Sewer Sewer Main cleaning and inspectionsMaintenance Worker 57 Sewer Prepare/ Check Reports Utility Supervisor 1 52 Sewer Service Line install/ replacements Utility Supervisor 5 Sewer Supervise Utility Supervisor 1.5 78 Sewer Inspect Contractor Work Utility Supervisor 1 52 Sewer Supervise Streets Supervisor 1 52 Streets Sign inspections Maintenance Worker 2 Streets Sign install/ replacements Maintenance Worker 2 Streets Pavement repairs Maintenance Worker 16 Streets Coordinate & Inspect Contractor WorkStreets Supervisor 20 Streets ROW Mowing/Maintenance Maintenance Worker 12 Streets Snow Removal Streets Maintenance Worker 87 Streets Snow Removal Sidewalks Maintenance Worker 312 Streets Street Sweeping Maintenance Worker 12 Stormwater Clean Culvert and drains Maintenance Worker 22 Stormwater Inspect 1/5 of system per year Streets Supervisor 15 Stormwater Routine Maintenance Parks Maintenance Worker 6 312 Parks Park Inspections Parks Supervisor 3 Parks Inspect Contractor work Parks Maintenance Worker 1 52 Parks Manage Mowing Contract Parks Supervisor 5 Parks Maintain City Hall Custodian 10 0 Facilities Plow Parking Lots Maintenance Worker 15 Facilities Manage contract and services PW Dir/City Engineer 1 52 Administration Budget and CIP assistance PW Dir/City Engineer 20 Administration Process Invoices Admin 1 52 Administration Process Invoices Utility Supervisor 0.5 26 Administration Process Invoices Streets Supervisor 0.5 26 Administration Process Invoices Parks Supervisor 0.5 26 Administration Prepare Monthly Reports Admin 1 52 Administration On Call Coverage Maintenance Worker 87 Administration Position Cost per FTE/Yr Hrs/Yr FTE Annual Cost Maintenance Worker 96,400$ 1889 1 96,400$ Admin 77,000$ 156 0.1 7,700$ Utility Supervisor 112,500$ 499 0.3 33,750$ Streets Supervisor 112,500$ 113 0.1 11,250$ Parks Supervisor 112,500$ 34 0.1 11,250$ Parks Maintenance Worker 96,400$ 364 0.2 19,280$ Custodian 44,100$ 0 0 -$ PW Dir/City Engineer 139,600$ 72 0.1 13,960$ TOTAL 3127 1.9 193,590$ Specialty Equipment Cost per hour Hours Annual Cost Sweeper 83.00$ 12 1,033$ Vactor 60.00$ 57 3,442$ Patch Truck 71.50$ 16 1,114$ Small JD Tractor 14.50$ 312 4,527$ Truck with Snow equipment 24.00$ 200 4,800$ TOTAL 15,000$ Labor 193,600$ Equipment 15,000$ Total 208,600$ Task Who Hours/Week Hours per year DepartmentDaily Water plant checks and Testing Maintenance Worker 10 520 WaterCoordinate Water Supply Vendors Maintenance Worker 2 104 WaterValve exercising Maintenance Worker 62 WaterWater meter reading Maintenance Worker 32 WaterWater meter Replacements Maintenance Worker 4 WaterTwice Annual Hydrant Flushing Maintenance Worker 38 WaterMonitor alarms Maintenance Worker 1 52 WaterMaintain Water License Maintenance Worker 12 WaterEscort Contractors Maintenance Worker 2 104 WaterPrepare/ Check Reports Utility Supervisor 1 52 WaterSuperviseUtility Supervisor 1.5 78 WaterResident Interacation Utility Supervisor 2 104 WaterCoordinate & Inspect Contractor WorkUtility Supervisor 1 52 WaterResident Interaction Admin 1 52 WaterEscort Contractors Maintenance Worker 12 SewerWeekly Lift Station Checks Maintenance Worker 6 312 SewerMaintain Sewer License Maintenance Worker 12 SewerSewer Main cleaning and inspectionsMaintenance Worker 57 SewerPrepare/ Check Reports Utility Supervisor 1 52 SewerService Line install/ replacements Utility Supervisor 5 SewerSuperviseUtility Supervisor 1.5 78 SewerInspect Contractor Work Utility Supervisor 1 52 SewerSuperviseStreets Supervisor 1 52 StreetsSign inspections Maintenance Worker 2 StreetsSign install/ replacements Maintenance Worker 2 StreetsPavement repairs Maintenance Worker 16 StreetsCoordinate & Inspect Contractor WorkStreets Supervisor 20 StreetsROW Mowing/Maintenance Maintenance Worker 12 StreetsSnow Removal Streets Maintenance Worker 87 StreetsSnow Removal Sidewalks Maintenance Worker 312 StreetsStreet Sweeping Maintenance Worker 12 StormwaterClean Culvert and drains Maintenance Worker 22 StormwaterInspect 1/5 of system per year Streets Supervisor 15 StormwaterRoutine Maintenance Parks Maintenance Worker 6 312 ParksPark Inspections Parks Supervisor 3 Parks Inspect Contractor work Parks Maintenance Worker 1 52 Parks Manage Mowing Contract Parks Supervisor 5 Parks Maintain City Hall Custodian 10 0 Facilities Plow Parking Lots Maintenance Worker 15 Facilities Manage contract and services PW Dir/City Engineer 1 52 Administration Budget and CIP assistance PW Dir/City Engineer 20 Administration Process Invoices Admin 1 52 Administration Process Invoices Utility Supervisor 0.5 26 Administration Process Invoices Streets Supervisor 0.5 26 Administration Process Invoices Parks Supervisor 0.5 26 Administration Prepare Monthly Reports Admin 1 52 Administration On Call Coverage Maintenance Worker 87 Administration Position Cost per FTE/Yr Hrs/Yr FTE Annual Cost Maintenance Worker 96,400$ 1889 1 96,400$ Admin 77,000$ 156 0.1 7,700$ Utility Supervisor 112,500$ 499 0.3 33,750$ Streets Supervisor 112,500$ 113 0.1 11,250$ Parks Supervisor 112,500$ 34 0.1 11,250$ Parks Maintenance Worker 96,400$ 364 0.2 19,280$ Custodian 44,100$ 0 0 -$ PW Dir/City Engineer 139,600$ 72 0.1 13,960$ TOTAL 3127 1.9 193,590$ Specialty Equipment Cost per hour Hours Annual Cost Sweeper 83.00$ 12 1,033$ Vactor 60.00$ 57 3,442$ Patch Truck 71.50$ 16 1,114$ Small JD Tractor 14.50$ 312 4,527$ Truck with Snow equipment 24.00$ 200 4,800$ TOTAL 15,000$ Labor 193,600$ Equipment 15,000$ Total 208,600$ Exhibit B. Work Effort Proportioned D e p a r t m e n t A s s e t U n i t o f M e a s u r e Q u a n t i t y S p r i n g P a r k Q u a n t i t y O r o n o S P / O r o n o O r o n o P e r s o n n e l S e r v i c e s O r o n o E q u i p m e n t O r o n o P e r s o n n e l a n d E q u i p m e n t B u d g e t % o f l a b o r e f f o r t i n 2 0 1 9 p e r d e p a r t m e n t 2 0 2 0 O r o n o O p e r a t i n g B u d g e t ( P e r s o n n e l a n d E q u i p m e n t ) E s t i m a t e d c o s t t o s u p p o r t S P W a t e r P l a n t E A 1 2 0 . 5 0 2 5 5 , 5 0 0 $ 1 1 , 4 0 0 $ 2 6 6 , 9 0 0 $ 5 1 % 1 3 6 , 4 7 5 . 7 2 $ 6 9 , 7 8 5 $ W a t e r T o w e r E A 1 2 0 . 5 0 0 % 3 1 8 . 5 0 $ 0 $ W a t e r W e l l s E A 3 4 0 . 7 5 0 % 7 9 6 . 2 4 $ 2 $ W a t e r M a i n s F T 3 5 0 0 0 1 1 6 2 5 4 0 . 3 0 1 9 % 5 1 , 7 5 5 . 6 7 $ 1 0 , 0 3 6 $ W a t e r H y d r a n t s E A 7 3 2 9 3 0 . 2 5 1 0 % 2 7 , 0 7 2 . 2 0 $ 2 , 7 4 6 $ W a t e r V a l v e s E A 1 2 3 3 0 8 0 . 4 0 1 2 % 3 2 , 1 6 8 . 1 4 $ 3 , 8 7 7 $ W a t e r C o n n e c t i o n s E A 3 6 0 1 0 3 1 0 . 3 5 7 % 1 8 , 3 1 3 . 5 4 $ 1 , 2 5 7 $ S e w e r L i f t s t a t i o n s E A 6 4 5 0 . 1 3 2 8 1 , 5 0 0 $ 1 6 , 5 0 0 $ 2 9 8 , 0 0 0 $ 7 7 % 2 3 0 , 5 8 2 $ 3 0 , 7 4 4 $ S e w e r M a i n ( G r a v i t y ) F T 2 8 1 3 1 2 4 2 5 8 7 0 . 1 2 1 5 % 4 5 , 2 1 8 $ 5 , 2 4 4 $ S e w e r M a i n ( F o r c e ) F T 2 8 0 0 7 8 7 3 5 0 0 . 0 0 1 % 2 , 9 8 0 $ 1 1 $ S e w e r M a n h o l e s E A 1 3 2 1 2 3 4 0 . 1 1 6 % 1 8 , 9 3 1 $ 2 , 0 2 5 $ S e w e r C o n n e c t i o n s 3 6 0 2 2 5 3 0 . 1 6 1 % 4 , 0 8 6 $ 6 5 3 $ S t r e e t s P a v e m e n t M i l e s 2 . 4 4 7 . 8 0 . 0 5 2 9 3 , 2 0 0 $ 9 1 , 7 0 0 $ 3 8 4 , 9 0 0 $ 8 7 % 3 3 6 , 5 2 5 $ 1 6 , 8 9 7 $ S t r e e t s S i g n s E A 6 3 1 2 9 6 0 . 0 5 6 % 2 2 , 7 8 6 $ 1 , 1 0 8 $ S t r e e t s S i d e w a l k s F T 1 2 5 0 0 2 2 2 9 1 0 . 5 6 7 % 2 5 , 5 9 0 $ 1 4 , 3 5 0 $ S t o r m P o n d s E A 0 1 6 - 1 3 2 , 5 0 0 $ 1 3 , 7 0 0 $ 1 4 6 , 2 0 0 $ 3 % 3 , 8 1 4 $ - $ S t o r m P i p e F T 8 7 0 0 1 7 8 8 0 0 . 4 9 2 8 % 4 1 , 3 1 7 $ 2 0 , 1 0 4 $ S t o r m C u l v e r t s E A 0 1 3 3 - 4 4 % 6 4 , 2 0 1 $ - $ S t o r m C a t c h b a s i n s E A 4 3 4 3 3 0 . 1 0 2 5 % 3 6 , 8 6 8 $ 3 , 6 6 1 $ P a r k s 3 2 6 0 . 1 2 1 3 4 , 5 0 0 $ 6 , 3 0 0 . 0 0 $ 1 4 0 , 8 0 0 . 0 0 $ 1 0 0 % 1 4 0 , 8 0 0 $ 1 6 , 2 4 6 $ U t i l i t i e s 1 2 6 , 4 0 0 $ S t r e e t s 3 2 , 4 0 0 $ S t o r m 2 3 , 8 0 0 $ P a r k s 1 6 , 3 0 0 $ T o t a l 1 9 8 , 9 0 0 $ Exhibit C. CITY OF ORONO MEMORANDUM DATE: June 8, 2020 TO: Mayor Walsh, City Council FROM: Dustin Rief, City Administrator RE: Solicitors License Temporary Suspension of Issuance Background: The Governor has restricted businesses and their interactions with people due to the COVID-19 Pandemic. Solicitors going door to door in the community would increase face to face interactions and the risk for spread of the disease. To date, the City has not received a proposal that explains how solicitors are addressing the necessary safety precautions regarding COVID 19. Due to the nature of how business is being conducted, meeting residents at their residence, it adds additional risk to residents that they cannot control. Staff would like to discuss a suspension of issuing Solicitor Licenses for door to door sales until the lifting of the governor’s executive orders related to COVID-19. MEMORANDUM TO: MAYOR WALSH AND COUNCIL MEMBERS FROM: ANNA CARLSON, CITY CLERK SUBJECT: ELECTIONS UPDATE – ABSENTEE BALLOTING PERIOD JUNE 26 – AUGUST 10, 2020 DATE: JUNE 8, 2020 Purpose. The purpose of this memorandum is to update the City Council on In-Person Voting during the Absentee Balloting Period for the 2020 State Primary Election. Background. Hennepin County (HC) has offered to handle and process all Absentee (AB)/In- Person Voting during the Primary AB Voting Period (June 26 to August 10, 2020) to assist Cities during the COVID-19 pandemic. HC is currently planning to only offer this for the 2020 Primary Election. There have been no indications that HC will be offering this assistance during the 2020 General Election. The options presented to all HC Cities are as follows: Conducting In-person Absentee Voting for all 46 days, the last 7 days for Direct Balloting, or to opt out completely during the entire AB Period. Hennepin County Elections required a response from Cities by June 8, 2020. Therefore Staff had responded with their plans to move to the 7 day direct balloting format thereby still allowing time for in person early voting, but limiting exposure and staffing time requirements over an extended period. Communications. Staff plans to notify voters by posting weekly-Biweekly messages through listserv, Facebook, website, Twitter, flyers at the front desk beginning June 9, 2020. Initial responses have been gathered from Hennepin County Elections. The table below shows responses received. The number of ballots that would be processed for a regular Primary Election is relatively low and it may simply not be worth the time, effort and exposure to the virus. Orono had 7 Direct Ballots for the 2016 Primary and 61 Direct Ballots in 2018 Primary. Historically Primary Absentee Balloting is much lower than the General/ Presidential Election. Please see the stats shown in Exhibit A if needed. Surrounding City Responses/Proposals to Council City Open 46 Days Open for Direct Balloting (7 days) Not Open for AB Voting Undecided Bloomington X Brooklyn Center X Brooklyn Park X X Champlin X Corcoran Crystal X Dayton X Deephaven X Eden Prairie X Edina X Excelsior X Ft Snelling X Golden Valley X Greenfield X Greenwood X Hanover X Hopkins X Independence X Long Lake X Loretto X Maple Grove X Maple Plain X Medicine Lake X Medina X Minneapolis X Minnetonka X Mound X New Hope X Orono X Osseo X Plymouth X Richfield X Robbinsdale X Rockford X Rogers X Shorewood X Spring Park X St Anthony X St Bonifacius X St Louis Park X Tonka Bay X Wayzata X Woodland X Totals 11 Cities 14 Cities 10 Cities 8 Cities Exhibits A. 2016 In-Person Primary Direct Balloting for All HC Cities B. 2018 In-Person Primary Direct Balloting for Orono 2016 Primary ABs at city locations MCD Name Prior to direct balloting period last 7 days Total Bloomington 125 183 308 Brooklyn Center 25 34 59 Brooklyn Park 165 148 313 Champlin 2 7 9 Corcoran 0 2 2 Crystal 35 25 60 Dayton 1 1 2 Deephaven 3 2 5 Eden Prairie 37 74 111 Edina 74 66 140 Excelsior 0 4 4 Golden Valley 33 48 81 Greenfield 0 0 0 Greenwood 1 0 1 Hanover 0 0 0 Hopkins 6 15 21 Independence 0 1 1 Long Lake 0 1 1 Loretto 0 0 0 Maple Grove 15 43 58 Maple Plain 0 0 0 Medicine Lake 0 0 0 Medina 2 4 6 Minneapolis 2536 715 3251 Minnetonka 86 122 208 Minnetonka Beach 0 1 1 Minnetrista 0 8 8 Mound 4 4 8 New Hope 12 16 28 Orono 3 4 7 Osseo 0 0 0 Plymouth 31 80 111 Richfield 46 79 125 Robbinsdale 0 9 9 Rockford 0 0 0 Rogers 3 16 19 Shorewood 9 4 13 Spring Park 0 1 1 St Bonifacius 0 0 0 St Louis Park 70 45 115 St. Anthony 3 6 9 Tonka Bay 0 0 0 Wayzata 5 6 11 Woodland 0 1 1 Tuesday, August 14, 2018 Orono Precinct P-01 Counting date 8/7/2018 8/8/2018 8/9/2018 8/10/2018 8/11/2018 8/12/2018 8/13/2018 8/14/2018 Total Total ballots accepted (applications + opened signature envelopes)7 6 11 8 0 0 28 1 61 Ballot Counter Public Count: End of Day 7 13 24 32 32 32 60 61 Ballot Counter Public Count: Start of Day 0 7 13 24 32 32 32 60 Total Ballots scanned 7 6 11 8 0 0 28 1 61 Exhibit B Orono 2018 Direct Balloting Period Statistics