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Home My WebLink About05-09-2022 Council Work Session PacketCouncil Work Session Monday, May 9, 2022 5:30 P.M. Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 WORK SESSION AGENDA 1. Update on Septic Contractor Council Work Session Monday, May 9, 2022 5:30 P.M. Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 Past Meeting Agendas April 25, 2022 • Fire Department Update • Internet Discussion April 11, 2022 • Navarre Parking Lot • 2023 Streets Selection Discussion • Re-Alignment of Spruce Place - Discussion March 28, 2022 • Park Commission Phone Interview March 14, 2022 • Park Commission Vacancy Update 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) CITY OF ORONO MEMORANDUM DATE: May 9, 2022 TO: Mayor Walsh, City Council Adam Edwards, City Administrator FROM: Jeremy Barnhart, AICP, Community Development Director RE: Septic RFP - update As authorized by the City Council on April 11th, Staff posted a request for proposals for qualified firms to review, inspect, and otherwise administer our septic program. The request was posted on the League of Minnesota’s website, advertised in the local paper, and sent to known contractors. Later, Staff reached out to the current provider (currently a subcontractor to MnSpect) to gauge their interest and costs associated with a direct contract. Staff are about 2 years away from being able to administer the program internall y. To date, the city has received no formal proposals. The previous contractor declined. Staff has received a preliminary information from the current provided, Midwest Sewer Services. Their information is attached. One option, in lieu of hiring a contractor, is to delegate our septic program to Hennepin County. Hennepin County administers the septic program of a number of Hennepin County communities, and would accept our delegation. The City would need to rescind Orono specific rules (time of sale compliance, designs for 5 bedrooms, etc.) and there is no process for the county to un- delegate the program to the city. Notably, our fees ($100 for repair, $460 new/ replacement, $260 for non-residential) are below market and does not cover our costs when using a third party. Attachments Midwest Sewer Services Hennepin Cty response Hennepin Cty sewer application From:Duane E Hudson To:Jeremy Barnhart Subject:FW: [External] Septic Program administration Date:Tuesday, April 26, 2022 2:36:05 PM Attachments:image001.png Rogers City Council resolution and agreement.pdf Hi Jeremy, Following up with the voicemail message I left you today… Answers to some of your questions: For the county to administer the program, we would need from the City: 1. City Council Resolution abandoning their city ordinance(s) related to the SSTS (septic) program. 2. A signed agreement between the City and the County (have an example attached from the City of Rogers). 3. Copies (or originals) of all SSTS (septic) records on file with the City. 4. Notice of 1 year (if possible) ahead of City transferring SSTS authority to the County. No, there is no cost to the City associated with this transfer. Yes, the county has adequate resources – including 4 certified/licensed SSTS inspectors on staff. No, once the transfer of SSTS authority is complete, the county cannot ‘delegated’ back to the city at some future time. Hennepin County has no ‘planning & zoning’ authority in any city. So, we do not have a building inspection program or any other related (construction) programs. We integrate our SSTS services as part of each city’s process – a step – in the city controlled process. So, if you currently have a SSTS (septic) step in any of your permitting procedures, the county would perform that step for the city. For example, if the City receives a building permit for a new home or a remodel that includes an added bedroom, the County would perform the Septic portion of your permitting process. Obviously, there’s some communication needs here, but we can work with the City and your customers to make it a smooth transition. Duane Hudson, RS Program ManagerEnvironmental Health Office: 612-543-5215 | Mobile: 612-408-5002 | Fax: 952-351-5222duane.hudson@hennepin.us | hennepin.us West Suburban Human Services Center1011 First St SHopkins, MN 55343 Connect: Facebook | Twitter | YouTube | LinkedIn | Instagram From: Matthew A Bolterman <Matthew.Bolterman@hennepin.us> Sent: Wednesday, April 20, 2022 12:15 PM To: Duane E Hudson <Duane.Hudson@hennepin.us> Subject: Fwd: [External] Septic Program administration I feel this email is more for you to answer. I figured this was only a matter of time they explored using us since they are having poor customer service but feel in the end they may still want local control and their own person. Matt Bolterman Hennepin county senior Health Inspector 612-919-9221 From: Jeremy Barnhart <jbarnhart@ci.orono.mn.us> Sent: Wednesday, April 20, 2022 12:07 PM To: Matthew A Bolterman <Matthew.Bolterman@hennepin.us> Subject: [External] Septic Program administration Mr. Bolterman, Orono is currently in the process of seeking proposals from septic businesses, as our current contractor isn’t performing satisfactorily. One option I want to give the City Council is delegating our program to Hennepin County. I’ve read your Brochure about the program published on the City of Corcoran’s website. If you are not the person this email should be directed, kindly forward. Can you give me some information as to the process to have Hennepin County administer the program? Is there a cost to the city? Where can I find current permit fees for homeowners? How do you react to permits that aren’t septic related (new homes, additional bedrooms, etc.), but may impact the septic sites by virtue of location? Do you have adequate resources to add Orono? Our building official is in the process of obtaining her licenses, but will not have them for 2 or 3 years. Does the county ever relinquish administration of the program? These questions are just a start. I appreciate you getting back to me. I can be reached by phone if that is preferred. Jeremy Barnhart, AICP Community Development Director City of Orono 952-249-4626 ***CAUTION: This email was sent from outside of Hennepin County. Unless you recognize the sender and know the content, do not click links or open attachments.*** Disclaimer: If you are not the intended recipient of this message, please immediately notify the sender of the transmission error and then promptly permanently delete this message from your computer system. Hennepin County Public Health 1011 South First Street, Suite 215, Hopkins, MN 55343 612-543-5200 | Epi-envhlth@hennepin.us 2022 SEPTIC PERMIT APPLICATION PUBLIC HEALTH A septic permit must be obtained before beginning any activity requiring a permit under Hennepin County Ordinance No. 19 – Individual Sewage Treatment Systems Standards. Please check the activity below, then submit application, fee and complete design to this office. It is the duty of the applicant to notify the Health Authority at least 24 hours before the date/time the inspection is needed. [excludes weekends/holidays] Checks or money orders should be made payable to: HENNEPIN COUNTY TREASURER. Permit expires one year after date of issuance. Owner Name: Parcel Id No.: Site Address: City / Zip: Activity Permit Fee & Supporting Information  Type IV or V septic system requiring an operating permit $721 – site evaluation and design  Type I, or III (floodplain) septic system installed by owner $504 – site evaluation and design  Type I, or III (floodplain) septic system installed by licensed installer $405 – site evaluation and design  Type II holding tank installation, privy or a septic tank replacement $200 – site location  Septic system rejuvenation $99 – site location, activity report, outcome  Abandonment of a system/tank(s) $99 – pumping record and site location  Septic tank pumping filing fee $36 – activity log and site location  Operating permit renewal fee – Residential $95  Operating permit renewal fee – Business $193  Septic review for newly platted subdivision or lot split $185 – per lot  Design revision submitted AFTER permit approval $150 – requiring additional design review  Septic system inspection fee – per time $150 Total Fees: $ •Permit fees include design/plan review and construction inspections. •A permit is required for abandoning an existing system that is not part of the installation of a new/replacement system. All systems must be pumped prior to abandonment. •Conditional approvals of abandonment will be issued pending receipt of SSTS Abandonment Reporting Form required by state law to be submitted within 90 days of abandonment. [We request 1 or 2 photos of the abandonment in process as well] Designer: Name Address MPCA License No. Installer: Name Address MPCA License No. Maintainer: Name Address MPCA License No. I certify that the information on the forms provided are accurate and complete. Please print clearly where appropriate. Applicant Name: Company: Email: Phone: Applicant Signature: Date: □Site Staked? Date Staked If the septic location cannot be determined during permit design review, a Reinspection Fee of $150.00 will be charged to the Applicant. Installers—Please Note! Elevations at rough-up and rockbed inspection will be completed to ensure the required system separation identified in the design have been met. ONCE APPROVED A COPY WILL BE RETURNED TO YOU WITH THE APPROVING INSPECTOR’S NOTES HERE. 1 Jeremy Barnhart From:Brian Humpal <brian@midwestsoiltesting.com> Sent:Wednesday, May 4, 2022 6:18 AM To:Jeremy Barnhart Subject:Re: Septic Contract Jeremy, I finally was able to connect with MnSpec with whom we currently contract with to provide inspection services to the City of Orono. MnSpec confirmed that they would not have any issues if we contracted directly with the City of Orono. Given the short period of time to review the RFP, we’re not going to have time to provide you with all of the information requested in the RFP. We are staffed by two inspectors and one administrative assistant. I have been in the septic industry since 1994 and am licensed as an advanced inspector, advanced designer, installer, service provider, and maintainer. Chris Uebe who performs the majority of our inspection work has been with us since 2008. We currently administer the septic program for the cities of Dellwood, North Oaks, and several other communities under our contract with MnSpec; we also perform advanced inspection services for the City of Medina. We propose to provide subsurface sewage treatment system inspection services to the City of Orono with the following fees: Standard Septic System Permit $600.00 Tank/Repair Permit $300.00 Advanced Septic System Permit $600.00, plus up to an additional $600.00 based on the scope of the project. Commercial Septic System Permit $600.00, plus up to an additional $600.00 based on the scope of the project. Hourly work for work not related to a permit application $105.00 per hour. We have been averaging 2 hours of hourly work a month with MnSpec for work performed for the City of Orono. Please let me know if you have any questions. Thank you, Brian Humpal Midwest Sewer Services P.O. Box 10853 White Bear Lake, MN 55110 Phone: 651-492-7550 www.midwestsewer.com On May 2, 2022, at 10:31 AM, Jeremy Barnhart <jbarnhart@ci.orono.mn.us> wrote: Brian, I imagine MnSpect will confirm no conflict. 2 Assuming they do, can you give me an idea on costs? Id like to report this information to the City Council on May 9th. From: Brian Humpal [mailto:brian@midwestsoiltesting.com] Sent: Friday, April 29, 2022 4:41 PM To: Jeremy Barnhart <jbarnhart@ci.orono.mn.us> Subject: Re: Septic Contract Jeremy, I’m wait to hear back from MNSpec to see if there are any conflicts if we work directly with the City of Orono. Thank you, Brian Humpal Midwest Sewer Services P.O. Box 10853 White Bear Lake, MN 55110 Phone: 651-492-7550 www.midwestsewer.com On Apr 29, 2022, at 12:08 PM, Jeremy Barnhart <jbarnhart@ci.orono.mn.us> wrote: Brian, The City of Orono is seeking proposals to administer our septic program. While the advertisement period just ended, Id like to know if you are interested. The attached RFP outlines what we are looking for. If you are interested, please let me know by noon, May 4th as I have to give the Council an update. Any questions, please give me a call. Jeremy Barnhart, AICP Community Development Director City of Orono 952‐249‐4626 <Septic authorization RFP.PDF>