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
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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