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Home My WebLink About11-23-2015 Council Work Session MinutesMINUTES OF THE ORONO CITY COUNCIL WORK SESSION November 23, 2015 5:00 o'clock p.m. PRESENT: Mayor Lili Tod McMillan, Council Members Jim Cornick, Jr, Lizz Levang, Aaron Printup, and Denny Walsh. Representing Staff City Administrator Jessica Loftus, Finance Director Ron Olson, Police Chief Correy Farniok, Public Works Director/ Engineer Adam Edwards, Community Development Director Jeremy Barnhart and City Clerk Diane Tiegs 1. 2016 Budget A. Non -Union Compensation Finance Director Olson reviewed the previous Council Work Session discussion during which Council agreed to implement Option 1 of the Compensation Study. Council now has the task to determine if there will be a Cost of Living Adjustment (COLA). The general consensus of the Council was a 2.75% traditional COLA should be presented at the December meeting. B. Capital Improvement Program (CIP) Olson stated that Public Works Department affects 75% of the Capital Improvement Program (GIP). Edwards provided information for future park expansion and improvements. Capital Improvement Program (CIP) (continued) Walsh wants assurance the CIP is a planning document only, nothing is approved until there is formal Council action. Olson reported for the next 15 years the Park Fund is in good shape. Edwards stated the purchase amount of a wing mount plow and new truck replacement for 2018 has increased from $175,000 to $192,000. Replacement is based on the age and mileage as well as maintenance records for a piece of equipment. Life of equipment is extended out as far as safely possible. The new truck replacement has distribution systems that are modernized with salt automation of the roads; which is much more efficient than manual and decreases wasted chemicals. Council Member Levang inquired about the value of brining versus salting. Edwards responded that brining works if the forecast is accurate and the brine is laid at the proper time before a storm. The goal is to have a number of different tools to use for the right situation. November 23, 2015, Council Work Session Meeting Minutes The $25,000 fire system upgrade for 2016 will be moved to 2018. Bad pipes indicate the air compressor is not functioning efficiently. Edwards noted that next year the salt shed roof needs replacement. He will bring an inspector in to inspect the roofs before investing money into the building. Walsh stated the roof inspection should be done annually as preventative action. Walsh inquired about the City Hall roof. Edwards said when the City Hall roof was originally done the metal joints were not good. The repair needs to happen because the soffits are rotting due to water damage. Edwards said in 2016 $7,800 has been budgeted for the Orono Golf Course kitchen rehabilitation. The plan is to install a stainless steel counter top and sink along with shelves. In house labor, with the exception of the floor, will keep costs in budget. It was noted that in 2016 $15,000 should be added for irrigation. Olson said the Fire Long Lake CIP fund has $440,000 to consider replacement of a rescue pump truck and $50,000 for carpet replacement at Station 1. Council Member Cornick thought $50,000 for carpet and paint was high for one building and then there is another request for $30,000 in 2017 for carpet and paint for Station 2. Did Fire Chief Eyll go out for bids on the project? Loftus relayed that Fire Station II is fully owned by the City of Orono and that Station I is only 50% Orono owned. Perhaps that is how the carpet/paint maintenance could be addressed. Loftus said that the Fire Department has formed a committee to research the purchase of the new truck. Walsh wants detail on purchasing equipment rather than have a committee do the research since it is City funds. Olson relayed that the Community Investment Fund would be in the red once the Navarre Park and Ride, County Road 112 Turn Back Project, and the Navarre Trail improvements are completed. McMillan would like a placeholder for funds to address the intersection improvements of CSAR 15/19 for year 2020. This can be moved to the year when it realistically happens. Hennepin County and Three Rivers Park District (TRPD) will address Council in January regarding the grant funding. The funding would assist with stormwater improvements if we agree to TRPD involvement Edwards reviewed the 10 year CIP wish list for road repair and reconstruction. Unfortunately there are no funds available for this Public Works pian. McMillan, Printup and Walsh would like a plan that names the ten worst roads and when it is eminent to repair. The plan should go out 10 years but realistically we do not have the funding to provide that repair work. Printup would like to see a 5 year plan with discussion at a work session in February. November 23, 2015, Council Work Session Meeting Minutes Edwards stated a pavement condition index score is how the ten year plan was crafted. Edwards stated that work has already been done and the list in the CIP for street repair has a solid basis. Walsh would like the top ten roads identified and then a realistic number that can be dedicated to the repair. Cornick asked if residents have input regarding road maintenance. Edwards responded that phone calls are documented and residents respond via petition. Edwards has a map and tracks the locations of resident complaints. Levang stated road maintenance decisions need to be based on engineering not resident complaints. Edwards said proposed improvements of the water main extension could be done to the edge of Dumas property and if the decision was made to develop the property Eisinger or Dumas would pay for the rest. Walsh asked why between the years 2016 and 2020 there are 18 squads are being replaced. How many patrols are out at any given time and do we need 18 squads? He would Iike to know the work schedules. Walsh would like more detail to determine if 18 squads actually need replacement. Cornick responded that 2 officers are assigned to a car. Assignment helps with the accountability of the squad. Typically 5-6 squads are out per shift and three shifts are run. Each shift is 12 hours. C. 2016 Public Works Plan Edwards would like to change how we go through the projects each year and the key is to have the Council review the Public Works project calendar and have Council recommendations. He would like pre -approval and the 2017 road projects would be good discussion in perhaps in April or May of 2016. D. Fee Schedule Council reviewed the Staff recommended changes to the fee schedule for 2016 and made suggestions for golf fees. GOLF COURSE FEES - Effective Date: 2016 Season MONDAY THR U S UNDA Y RA TES Individual (Regular) Seniors (60 years or older) SEASON PASS RATES (Unlimited Play) Senior Season Pass (60 years or older) GOLF CART RENTAL RATES Motorized Cart Rental/Per Round November 23, 2015, Council Work Session Meeting Minutes $16.00 increased from $15.00 $13.00 increased from $12.00 $325.00 increased from $300.00 $ 20.00 increased from $14.00 2. City Administrator Verbal Update Loftus reported to Council the need for an active participant on the Orono Ice Arena Board. The Orono Ice Arena Board would like an appointment made in December. If someone is interested they should contact Dick Lewis. If no one is interested there will need to be a change made to their by- laws. Loftus is meeting with Spring Park and Minnetonka Beach to discuss the Orono Police Contract Services. They would like to look at options regarding the formula used to determine the fees. The Hackaberry park property purchase is in discussion with the owner. Council should note that the increase in Data Requests has put pressure on the clerk's workload. 3. Future Work Session Topics Loftus would like Council to consider what they would like for future work session discussions. Printup and Cornick would like the January discussion to address the Council Packet usefulness regarding information provided to Council and electronic packets. In March, Community Race Relations training for Council will be on the work session agenda and then possibly a roll-out to all staff. ADJOURNMENT: 6:40 p.m. ATTEST s ane Tiegs, City Clerk + ;V,. Li K&x - Lili Tod McMillan, Mayor November 23, 2015, Council Work Session Meeting Minutes 4