HomeMy WebLinkAbout08-24-2015 Council Work Session Packet
City Council Work Session
Monday, August 24, 2015, 5:00 p.m.
Orono City Council Chambers
AGENDA
1. Emergency Notification SOP (Standard Operating Procedure)
2. Hwy 12 Safety Audit
3. Budget 2016
4. Living Wall
5. Update On Ordinances
6. City Council Policy
7. Future Work Session Topics
Upcoming Work Sessions
Compensation Study Next Steps
Signs
Work Session Topics or Requests
Annual:
Budget and Goals: part of June, all of July, August and October.
City Administrator & Police Chief update (3 times per year for 15 minutes)
Joint Planning Commission/Park/Council meeting for check-in/direction (done 11/5/14)
Additional topics:
Emerald Ash Borer (LL)
Sewer Connection Fees Policy (MG)
Jennifer Munt from the Met Council (LM)
Marina licensing (MG)
Permit exception criteria for lots less than 2 acres (DW/AP)
Construction Hours – Truck Traffic (LL)
Previous Work Session Topics
July 27, 2015
Compensation Study Draft Report
2016 Budget
US Internet
Goals Documentation
Verbal Update from Park Commission Chair Rick Meyers
June 22, 2015
WeCAB Request
Goals
Street Funding Discussion
2016 Budget Overview
Compensation Study Draft Report
May 26, 2015
Goals
Street Funding Discussion
City Administrator Verbal Update
Memo of Understanding (MOU) for City Administrator
Intergenerational Conversation Draft Report
Spirit of the Lakes Parade
Title: Emergency Notification
Distribution: All Personnel
Purpose: To establish a routine procedure on when an emergency notification is issued.
Standard Operating Procedure: It shall be standard operating procedure that the Orono
Police Department shall make timely emergency notifications to its communities for the
crimes specified below which:
-Occurred in the City of Orono or any other of the communities we provide contracted
police services to.
-Occurred in a area adjacent to the City of Orono or a neighboring police jurisdiction that
has notified the Orono Police Department of the incident and an alert/warning is
warranted based upon the discretion of the Chief of Police or his/her designee and that
are considered to represent a threat to our community.
Timely alerts/warnings shall be provided to the community and residents in a manner
which will aid in the prevention of similar occurrences. The specified crimes are as
follows:
-Criminal homicide, including murder and non-negligent manslaughter
-Forcible and non-forcible sex offenses when the suspect is not known to the victim
-Robbery
-Arson
-Any other crime involving bodily injury in which there is a threat or risk of violence to
the community.
-Non-criminal emergencies that pose a significant or continuing threat to our community
(e.g. weather related emergencies, maintenance issues, environmental health and safety
issues, etc.)
Emergency Notifications may be labeled Crime Alert, Safety Alert or Emergency
Notification.
In the approval of the Chief of Police or his/her designee, the emergency notification may
be electronically distributed to all officers, staff, police commission, the OPD
distribution list, Facebook and localized areas of our community if it is determined that
the threat is specific to particular area. The alerts/warning should include the following
details, if available:
(a) A description of the incident
(b) A physical description of the suspect or vehicle, if applicable
(c) Apparent connection to previous incidents, if applicable
(d) Sex of the victim, if relevant
(e) Injury sustained by the victim
(f) Safety instructions/advice
The emergency notification should also be posted in an accessible area on the OPD
website and removed from the website when the threat is believed to have passed.
Memo
To: Orono City Council
From: Chief Correy Farniok
Date: August 24, 2015
Re: Emergency Notification
The Police Department is working to develop an Emergency Notification SOP (Standard
Operating Procedure).
Attached is a draft copy to review and discuss at the August 24, 1015 work session.
Item 01
Memo
To: Orono City Council
From: Chief Correy Farniok
Date: August 24, 2015
Re: Hwy 12 Safety Audit
The Police Department has been part of the Hwy 12 Safety Committee. A safety audit was
conducted along a portion of Hwy 12 through the city of Orono. A draft report was given to the
committee and was distributed to the Orono City Council on Friday, August 14th. I will review the
draft report with the council at the August 24, 1015 work session.
Item 02
Item 03
MEMORANDUM
TO: ORONO CITY COUNCIL
FROM: JEREMY BARNHART, COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: LIVING WALL
DATE: AUGUST 24, 2015
At the July 27, 2015 Council meeting, under public comments, James Mandel approached the Council with
concerns related to the construction of a row of arborvitae in the lot adjacent to theirs, with the perceived
intent to block their view of the lake. They anticipate the neighbors planting more trees, further blocking their
view. In addition, the Mandels and their neighbors the Russins have voiced concerns and filed complaints
with lighting affecting the enjoyment of their property.
A majority of the Councilmembers directed staff to proceed with developing language to address these
concerns. The Planning Commission will review a draft of an ordinance that will define a living wall, and
prohibit the placement of these walls in the Lake yard.
Further, the Commission will review an ordinance that in some way limits lighting impacts on adjacent
property, and could include a cap on light levels at the property line, length (time) of illumination, or other
regulations.
While not fully vetted, staff is considering the following conceptual amendments:
Living wall means a combination of plants that reach a height at maturity greater than 6 feet,
planted or placed such that their spacing is equal to the width of the plant at maturity.
Living walls are prohibited in the Lake yard. (The Council may wish to exclude them in the
Average Lake Setback)
Exterior lighting in all residential districts shall be shielded so as to not impact neighboring
properties. Acceptable measures may include screening or shielding such that no light is measurable
at the property line, or the light source is facilitated by a timing or other mechanism.
Both of these issues are complex, staff seeks direction prior to finalizing the ordinance.
The City Council will likely receive the Planning Commission recommendation at their meeting on October
12.
Item 04
1
Future/Past Tasks Prioritization Worksheet - (PER MPG 2013)
Below is a list of code or policy items identified by Staff or having been brought up by Planning Commissioners, City Council or others within the past
few years that need attention. We would like Council and PC input as to prioritization of these items - tell us which are highest priority and should be
focused on in the near future. This discussion will assist staff in preparing draft language for review and consideration for approval by the Planning
Commission and Council.
Council & PC Combined-April 2013(Updated 8/24/2015)
Priority
Rank
Title Potential Code & Policy Add/Revise
(alphabetical)
PC & CC Priority Level
(check one)
Staff
Rank
Score
No. Issues/Discussion High Med Low
1 1 Accessory uses & structures - ordinance
revisions
DONE - Ord. 106, 3rd Series adopted 6/10/13 11 Hi 33
2 3 Average lakeshore setback - ordinance
revisions
DONE – Ordinance approved 8/10/15. Codified
practice when adjacent to vacant lots or ROW. No
changes proposed to existing average setback
standards and provisions or consideration of changes
that address various non-typical situations
10 1 Hi 35
3 7 Comp Plan text/map amendments re:
densities in certain districts
MPG has drafted CMP text language to address this
issue which could lead to unintended interpretations
of the density standards
0 11 Med 21
4 8 Dark Skies Standards Consider changes to ordinance standards and public
street light policies which reduce ambient light
emissions to reduce the impact of light pollution to
the night sky in our rural residential lake culture
setting
0 6 5 Low 18
5 8 Grading CUP requirements - ordinance
revisions DONE 15-3710
Consider changes to thresholds for grading CUPs and
potentially make certain types of grading permits
more of an administrative function not requiring CUP
but with more administrative standards
9 2 0 Hi 34
2
6 2 Navarre Mixed Uses Ordinance DONE 15-
3709
Consider drafting standards which regulate mixed use
projects and encourage a higher level of site and
building designs for projects in the Navarre Area
0 8 3 Med 21
8 4 ‘Park’ definition to refer specifically to
passive parks and natural areas, not event-
center oriented - ordinance revision
The issue came about with fear that certain large
lakeshore estate properties might be acquired by
other agencies to use for high-intensity park-related
or event-center uses incompatible with our residential
zoning and/or competing with existing facilities
0 3 8 Low 15
9 11 Private roads standards/policies For continued discussion regarding the anticipated
failure of many roads approaching 30-40 years in age
and increasing pressure on the city to take them over
a fix them up – should this continued practice be
allowed or should a new standard be establish
favoring public roads for subdivisions
0 2 9 Med 15
10 13 RPUD process ordinance revisions PUD, RPUD & PRD contain overlaps in the code and
are confusing; would be an improvement to
consolidate where possible and eliminate extra
requirements by consolidating under a single section
0 5 6 Med 18
11 12 RS Dist. - Bldg. & foundation standards -
ordinance revisions
The RS District (Big Island) has a variety of
standards for construction and setbacks that need to
be revisited in terms of rationality and interpretability
0 11 Low 14
12 5 Sewer Connection Charges Policies -
revisions
MPG is drafted a memo defining the issues and
proposing possible revisions to make the existing
system of connection charges more equitable and
establish a uniform connection charge system
0 7 4 Med 20
13 7 Slope Failure and Stabilization Ordinance
or Policy
Need to define a better process for dealing with slope
failures; standards, review process, collaboration with
MCWD, etc.
5 6 0 Med 29
14 7 Solar, Geothermal Energy Conversion
Systems Ordinance
DONE - Ord. 119, 3rd Series adopted 12/9/13 2 6 3 Med 21
15 2 Storm Water & Drainage Trunk Fees -
ordinance revisions
Council reviewed at Work Session 6/23/14, directed
staff to draft revisions for further discussion;
revisions are in the process of being drafted
11 0 0 Hi 33
3
16 6 SWMP - zoning code revisions to formalize
implementation
While the Surface Water Management Plan contains
standards for managing surface water, much of this
has not made its way into ordinances which can be
readily implemented.
0 6 5 Med 23
17 9 Temporary signage - ordinance revisions In process. PC 8/17, CC 9/14. Temporary signs for
non profits/ community events. Consider revisions to
standards and permitting requirements, given that
enforcement policies solely on a complaint basis are
ineffective enforcement with rampant use of
temporary signs
6 5 0 Med 30
18 12 Tree Preservation Ordinance Consider the development of a clear set of objective
and effective standards for permitting tree removals
on both large and smaller sized lots and for both
smaller lot divisions/plats and conservation
subdivisions
3 3 5 Hi 23
19 1 Wetland - ordinance revisions DONE - Ord. 103 3rs Series adopted 5/28/13 11 Hi 36
20 7 Wind Energy Conversion Systems
Ordinance - “WECS”
Revise adopted ordinance standards lifting
prohibition as per district court order
11 0 0 Hi 36
“Housekeeping” Amendments
22 13 Comm’l/Residential Kennel Def’s (78-
1376, 62-161/183/184)
11 Low 12
23 13 M-6 & RR-1B-1 Districts elimination - code
revision DONE 15-3705
Eliminate unused sections of the ordinance 11 Low 34
Gray shading = Task completed
4
2015 Future Tasks Prioritization Worksheet - Council & PC Joint Work Session
November 5, 2014 Below is a new draft list of code or policy items identified by Staff or having been brought up by Planning Commissioners, City
Council or others since April of 2013. Staff would like Council and Planning Commission input once again as to prioritization of these items. First tell
us which items you feel should be addressed with developing code language. Then what level of priority should be focused on in the near future (next 3-6
months). This discussion will assist staff in preparing draft language for review and consideration for approval by the Planning Commission and Council.
Priority
Rank k
Title Potential Code & Policy
Add/Revise
PC & CC Priority Level
(check one)
Staff
Rank
Score
No. Issues/Discussion High Med Low
24 E-Cigarette sales, licensing &
establishments
Current city code requirements only apply to tobacco in
parks and public buildings and the new technology falls
outside the national & state definitions of a tobacco
product – Task Complete
13 Hi 42
25 Minor building or site modifications,
survey requirements reduced/waived
15-3711
Consider need to revise or eliminate survey stds for
minor building improvements where certain
factors/parameters can be met due to high ratios of the
cost of building projects in relation to soft costs
6 7 Med 34
26 CUP modification procedures &
standards created
Need to add provisions which prescribe the process and
what thresholds trigger minor vs. major amendments
2 8 2 Med 26
27 Interim Use Permits (IUP) standards
created
Should strongly consider provisions which allow
certain uses to be approved without giving them a
‘forever permit
1 9 3 Med 26
28 Non-encroachment standards. for site
grading, retaining walls, etc.
strengthened 15-3707
Need to clarify language on non-encroachments to
more specifically clarify what is and is not permitted
11 2 0 Med 39
29 Completion of exterior building
finishes clarified 15-3712
Done – Ordinance 151 approved 7/27/15. Need to
clarify language in the code which is now inconsistent
with state statute and case law to afford stronger legal
enforcement authority when a project stalls out with no
end in sight for exterior completion
12 1 0 Med 37
30 Existing substandard shoreland lots
of record
Has been amended three times (Ord. 92, 95, and
108) Orono code language should be clarified to be
consistent with state shoreland standards with regard to
minimum lot size and width vs. underlying zoning
13 0 0 Hi 42
5
31 Special lot combinations Drafted, need to schedule. Special lot combos
should be clarified to exclude non-riparian lots in
calculation of average lakeshore setbacks
1 11 1 Med 28
32 Maximum number of vehicles stored
outdoors Consider limitations on the number of vehicles
that can be stored outdoors on single family lots to
avoid excessive clutter in residential properties
0 0 13 Low 14
33 Clarify definition of Bluff Toe 15-
3706
Done - Ord 130 The definition should be redefined to
be consistent with how the city staff has performed this
calculation of the decades
11 2 0 Hi 40
34 Structural site changes with non-
conforming hardcover Consideration should be given to permitting
administrative approvals of structural
modifications for lots with existing non-
conforming hardcover conditions
2 8 3 Med 27
35 Septic Code updates regarding
pumping maintenance intervals &
Type IV systems
Tentatively scheduled for September. Create an
option whereby a landowner can obtain approval for
extending the every 3 year pumping requirement on a
year-by-year basis where documentation is provided
and a management plan agreement is entered into
requiring verification that septic tanks are not needing
to be pumped yet, especially in the case of Big Island
where the transportation cost is exceedingly high
12 0 1 Med 39
36 Fence max height clarified & min
material standards 15-3708 Need to clarify fence height measurement
standards,
12 1 0 Med 40
36
(b)
Fence minimum material standards
15-3708 Consider need for creating a minimum material
requirements, and need for a new permit
requirement to cover the extensive cost of
administration
0 1 12 Low 15
37 Streamline at-grade stair approvals
15-3710 (completed as part of the
50 cy process?)
Consideration should be given to allowing
administrative approvals w/stds. for lake access
stairs at grade vs. mandatory CUP & Variances
which are frequently triggered in the 0-75’ setback
area.
11 1 1 Med 37
6
38 Heliports Heliports and airports are currently defined in
ordinance, but not permitted anywhere; residents
looking for permission to land helicopters on large
lot residences
0 0 13 Low 14
39 Conservation Design Lacks specific direction in study requirements,
what is intended to be accomplished, and what
triggers should be in place
1 0 12 Med 17
40 Wellhead Protection State Department of Health requires local
jurisdictions providing water service to prohibit
new well installations when a public water supply
service connection is available
12 0 1 Med 39
41 Small lots in older neighborhoods
Directed to complete with comp
plan update
There are several areas with lots substantially
below (1/2 acre or less) the minimum 2 acre lot
zoning requirements; and need to have a change in
zoning map or new district classification, i.e.:
Crystal Bay, Mtka Bluffs, Stubbs Bay Ne
0 8 5 Low 22
MEMORANDUM
TO: ORONO CITY COUNCIL
FROM: JEREMY BARNHART, COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: UPDATE ON ORDINANCES
DATE: AUGUST 24, 2015
The Mayor asked for an update on the ordinances working their way through the
amendment pipeline. Attached is a spreadsheet developed and updated as a result of
the joint Planning Commission/ City Council meeting last November. Items in blue
have been completed.
In the last 2 months, amendments related to definitions of barber/ beauty shops,
survey requirements, building permit expiration, clinics in the B-1 and B-3 zoning
districts, expansion of non-conforming structures, land use approval extensions,
Average Lakeshore setback, and administrative citations have been reviewed and
adopted.
Staff is currently working on several ordinances, including temporary signage, vacation
rentals, and septic pumping regulations. Vacation rentals will be reviewed later this
fall.
In November, staff anticipates a joint Planning Commission/ City Council meeting to
review ordinance priorities. Staff would like to discuss amendments related to the
following topics at that time:
Half story definition/ calculation
Nuisances
Simple Plats/ lot splits/ boundary line adjustments
Existing grade definition
Buffer setbacks
Cul de sac length
Item 05
5. If an individual councilmember receives information regarding a matter of concern related to the
administration of the city, the councilmember shall forward the information to the City
Administrator at the earliest possible time. If an individual councilmember directly contacts a
staff member for the purpose of obtaining information, the information shall be provided to the City
Administrator, if the staff member contacted is other than the administrator. The City Administrator
shall then forward the information to the other councilmembers.
6. If the response to a councilmember's inquiry will require significant time and effort, the staff person
shall refer the councilmember to the City Administrator to determine whether the request can be
accommodated within the current workload priorities. If the request conflicts with other workload
priorities, the City Administrator may refer the request to the full council to determine whether the
request should displace other council priorities.
7. Councilmembers work as a team with staff in reviewing proposed development projects or addressing
citizen concerns.
REQUEST FOR COUNCIL ACTION
DATE: July 27, 2015
ITEM NO: 15
Department Approval: Administrator Reviewed: Agenda Section:
Name Jessica Loftus JML City Administrator's Report
Title City Administrator
Item Description: Policy for City Council Meetings
At the July 13th meeting, Mayor McMillan noted it might be worthwhile to have a policy in
Orono for how meetings and council interactions should be conducted. I was asked to compile
examples of what other cities are doing and gather ideas as they were passed onto me.
Agenda
I have received various questions about how items are placed on the agenda and how council
members can add items.
Our process to date has been the city administrator receives items from all the department heads.
Staff organizes and balances requests throughout the year so that Council meetings are
prioritized on relevant issues and so council is not inundated with too many requests outside of
their set goals.
Attachment A provides the relevant code section titled “Council procedure at regular
meetings”.
Attachment B provides the code section regarding the City Administrator’s “General
supervisory capacity” for directing workloads.
Attachment C is the job description for City Council which details some roles/
responsibilities, as well as instruction on work direction coming through a quorum of the
Council.
Attachment D is the League of MN Cities guidance on agenda formation.
Questions for discussion based on issues or suggestions brought forward by various council
members:
1. Is there value in adding a formal roll call at the beginning of the meeting?
2. How should council members add to the agenda? See Attachment E (f) for a
recommended process used in Wayzata.
3. Do we want to add a new business section to our agenda?
4. How should Council Reports be utilized? How would policy guidelines be
balanced with the desire to talk about any constituent matter?
Policy on Norms of Behavior at Council Meetings
Clear agreed upon protocols can be useful to a governing board.
Attachment F provides an example of “Norms of Behavior for Wayzata City Council”.
The previously noted Attachment E from Wayzata also addresses interaction among
members, email, guidelines for developers and the media that may be useful.
Attachment G is the Public Meeting Decorum policy for Lake Elmo.
Attachment H is the League of MN Cities guidance on electronic communications
between council members.
Attachment I is an article titled “The Principle of One Voice”
Attachment J is League of MN Cities PowerPoint presented at this year’s Leadership
Conference titled “Creating More Collaborative Councils”
Questions for discussion based on issues or suggestions brought forward by various council
members:
5. Does the city council want to adopt an official policy regarding behavior or
decorum, including with the public, via email, developers, staff or media?
6. How would the policy balance the need to allow dissent and free speech? Is
polite disagreement acceptable but incivility not? How do you define incivility?
7. How does the group accept decisions once made? Is there respect for each other
to abide by the decisions of the group?
COUNCIL ACTION REQUESTED:
Provide staff with direction on how to move forward.
MEMORANDUM
To: Mayor and City Council
From: Ron Olson, Finance Director
Date: August 24, 2015
Subject: Council Conduct Policy
Attachments: 1. Council Conduct Policy2. July 23 Council Item – Policy for City Council Meetings
At the July 23rd council meeting, the Council discussed a Policy for City Council
Meetings. At the meeting it was decided that council members should provide the City
Administrator with any ideas that they may have for a policy. These suggestions would
then be discussed at tonight’s work session. The attached Council Conduct Policy was
provided by Mayor Mcmillan.
Item 06
MEMORANDUM
To: Mayor and City Council
From: Ron Olson, Finance Director
Date: August 24, 2015
Subject: Paperless Council Packets
Staff has been working to reduce costs and increase efficiency by going paperless
whenever possible. Staff members have been begun to use laptops at the council
meetings which has reduced the number of packets being printed. A logical next step to
further reduce the cost of printed packets would be for the council use a tablet to receive
electronic versions of the packet. This option was discussed with the council a couple of
years ago, and there was not enough interest on the Council’s part to move ahead with
paperless packets. Staff is requesting direction on moving forward with paperless
packets for the Council.
If the Council is interested in moving forward with paperless packets, there are a number
of issues to be addressed:
Type of Tablet: Ipad, Android, Microsoft.
Who purchases the tablet: the City or the council member?
How will paperless packets be implemented?
Two current staff members have experience working at City’s with paperless packets.
One City choose the Microsoft Surface for their Council, the other choose Ipads for the
Council and provided departments heads with a choice of tablets. These staff members
will be able to provide valuable insight to the pros and cons of the various options.
Item 07