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Agenda for Council Meeting Set for Monday, February 14, 7:00 P.M.
Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356
Directions: www.yahoo.com/maps - 952-249-4600 / www.ci.orono.mn.us
Roll Call
Pledge of Allegiance
Approval of Agenda
1. Consent Agenda – Consent agenda items, including (*) asterisk items, are considered to be routine items to
be enacted upon by one motion by the City Council under this section of the agenda. Items on the Consent
Agenda are reviewed in total by the City Council and may be approved through one motion with no further
discussion by the Council. Any item may be removed by any Council Member, staff member or person from
the public for separate consideration. If you wish to remove any item from the Consent Agenda, please state
the item number and description of the item. Memos regarding each of the Agenda items are available in the
Public Packet - located in the lobby near the sign in sheet.
Approval of Minutes
* 2. Council Work Session of January 24, 2011
* 3. Regular Council Meeting of January 24, 2011
* 4. Special Council Meeting of January 31, 2011
Presentation
5. LMCC Process to Televise City Council Meetings – Jim Lundberg
6. Westonka Schools Update – Kevin Borg, Superintendent
LMCD Report – Andrew McDermott, Representative
Planning Commission Comments – Kim Kang, Representative
Public Comments – (Limit 5 Minutes Per Person)
Planning Department Report
7. #11-3496 City of Orono, Amend City Code 78-71, Nonconforming Structures and Uses –
Ordinance
8. Barry Tanner, 3435 Shoreline Drive – Appeal of Administrative Decision
9. Purchase of 2009 Aerial Photos
City Engineer’s Report
10. Old Crystal Bay Road Reconstruction Plan Update
11. Bid Award – Street Maintenance Materials Bid 2011
Mayor/Council Report
8:00 P.M. – HRA Annual Meeting
City Administrator's Report
12. Evidential Breath Tester Instrument Agreement
13. Police Department Equitable Sharing Agreement
14. Accept Resignation of Officer Eric Pike
Agenda for Council Meeting Set for Monday, February 14, 7:00 P.M.
Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356
Directions: www.yahoo.com/maps - 952-249-4600 / www.ci.orono.mn.us
15. Request to Call Back (Hire) Police Officer
16. 2010 Financial Report
17. Western Communities Action Network (WeCAN) Request for Support
18. Big Island – Removal of Structures
City Attorney's Report
19. Licenses & Permits
Kennel Licenses
* 20. Bills
Closed Meeting
21. Labor Negotiations
Adjournment
Upcoming Issues and Events
2011
02/14 – Council Work Session, Monday, 5:00 p.m.
02/14 – Council Meeting, Monday, 7:00 p.m.
02/21 – HOLIDAY, Monday, Presidents’ Day
02/22 – Planning Commission Meeting, Tuesday, 6:30 p.m. (Council Liaison – Cynthia Bremer)
02/28 – Council Meeting, Monday, 7:00 p.m.
03/02 – Joint Council and Planning Commission Work Session, Wednesday, 5:30 p.m.
03/14 – Council Work Session, Monday, 6:00 p.m.
03/14 – Council Meeting, Monday, 7:00 p.m.
03/21 – Planning Commission Meeting, Monday, 6:30 p.m. (Council Liaison – Mayor McMillan)
03/28 – Council Meeting, Monday, 7:00 p.m.
MINUTES OF THE
ORONO CITY COUNCIL WORK SESSION
Monday, January 24, 2011
5:00 p.m.
Page 1 of 1
Present: Mayor Lili McMillan, Council Members Cynthia Bremer, Doug Franchot, Aaron Printup and City
Administrator Jessica Loftus
Council conducted interviews with four of the eight applicants for the open seat on the Orono City Council. The
applicants who were interviewed are Elizabeth Levang, Kim Kang, Richard Pula and Jeanne Mabusth.
The meeting closed at 7:00 p.m.
ATTEST:
________________________________________ _______________________________________
Linda S. Vee, City Clerk Lili Tod McMillan, Mayor
Item #02 - CC Agenda - 02/14/2011
Approve Council Work Session Minutes 01/24/2011
[Page 1 of 1]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 1 of 15
ROLL CALL
The Orono City Council met on the above-mentioned date with the following members present: Mayor
Lili Tod McMillan, Council Members Cynthia Bremer, Doug Franchot, and Aaron Printup. Representing
Staff were City Administrator Jessica Loftus, City Attorney Andrea Poehler, City Clerk Lin Vee,
Assistant City Administrator of Long-Term Strategic Planning Mike Gaffron, Planning Coordinator
Melanie Curtis, City Engineer Tom Kellogg, and Recorder Jackie Young.
Mayor McMillan called the meeting to order at 7:00 p.m., followed by the Pledge of Allegiance.
APPROVAL OF AGENDA
1. CONSENT AGENDA
Item Nos. 6, 9, and 10 were added to the Consent Agenda. Item No. 2 was removed from the Consent
Agenda.
Bremer moved, Printup seconded, to approve the Consent Agenda as amended. VOTE: Ayes 4,
Nays 0.
APPROVAL OF MINUTES
*2. COUNCIL WORK SESSION OF JANUARY 10, 2011
Bremer moved, Printup seconded, to approve the minutes of the City Council work session of
January 10, 2011, as submitted. VOTE: Ayes 4, Nays 0.
3. REGULAR COUNCIL MEETING OF JANUARY 10, 2011
Printup requested that Paragraph 4 on Page 4 of the minutes be amended to clarify his statement and state
that “spending money to make Old Crystal Bay Road more attractive is not appropriate and that safety of
the road is the most appropriate.”
Franchot moved, Printup seconded, to approve the minutes of the regular City Council meeting of
January 10, 2011, as amended. VOTE: Ayes 4, Nays 0.
PRESENTATION
4. GILLESPIE CENTER – 2010 REPORT
Harold Pellett, TGC Co-President, and Donna Smith, Gillespie Center, were present. Pellett invited the
City Council to a new event entitled Family Night Out scheduled for Thursday, January 27th.
Homemade soups and sandwiches will be for sale and there will be music and games as well as other
activities.
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 1 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 2 of 15
(4. GILLESPIE CENTER – 2010 REPORT, Continued)
Pellett noted he did submit a written report regarding the financial condition of the Gillespie Center to the
City. The Gillespie Center’s unrestricted fund balance is at $246,000, which also serves as a building
reserve account. Pellett thanked the Orono City Council for their financial contribution to the center,
which has enabled them to continue to provide services to the residents of the community. This past year
a separate contract was entered into with the Cities of Mound and Spring Park, and a significant portion
of that money has gone into creating an endowment account.
In addition to the financial contributions by the various cities, the Gillespie Center has also had several
fundraising events, but given the poor economy, they were not able to raise as much as they had in 2009.
The income received from memberships helps offset approximately half of the cost of utilities.
Donations, in conjunction with the membership fees, paid approximately 42 percent of the building
operation costs in 2010.
Pellett noted the total amount of expenses for the Gillespie Center was approximately $130,000 in 2010,
with the contributions by the cities coming to $90,570. Pellett pointed out they are able to provide as
many services as they do in large part to the large number of volunteers that help out at the center.
Franchot noted that the City’s contribution was to provide financial help to the Center and that it would
be difficult at some point in the future to continue to provide financial assistance as the endowment fund
grows.
McMillan asked whether Mound and Spring Park will be contributing a similar amount in 2011.
Pellett indicated Mound and Spring Park entered into a two-year contract in 2010.
McMillan asked whether the Meals on Wheels program is a separate program from the services provided
by the Gillespie Center.
Donna Smith stated the Gillespie Center has a contract with Senior Community Services, SCS, to provide
the Meals on Wheels program and they currently provide approximately 30 meals a week to residents
throughout the community. Smith commented they have made enormous strides in improving the
services offered by the Center based on the financial contributions by the cities.
Some of the upcoming fundraising events include a Hawaiian beach party, a quilting event, lunch cruises,
a golf tournament, and a boutique. The Center is also open to private events such as weddings. The
Center also offers card parties, breakfast and lunch, and exercise classes.
PLANNING COMMISSION COMMENTS – JOHN THIESSE, REPRESENTATIVE
Thiesse stated he had nothing to report but would be available for questions.
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 2 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 3 of 15
PUBLIC COMMENTS
Ralph Kempf, 3675 Togo Road, addressed the City Council regarding the long-term vision for the
Navarre area. Kempf indicated on Sunday he visited the Navarre Bowling Alley, which has turned into a
nice addition to the community and offers some recreational fun for children and their parents.
Kempf stated he also drove around other areas of Navarre that day and discovered that there is a great
diversity of businesses located there, ranging from a hair salon, a coffee shop, an auto parts store, a liquor
store, a grocery store, a hardware store, a tavern/restaurant, a design studio, a glass shop, an insurance
agency, a local bank, a couple fast food restaurants, and three gas stations.
A major concern among the citizens of Navarre is safety, especially given the amount of traffic and the
new addition of the Dakota Trail. Currently there is a sidewalk that runs from the Navarre business
district, past the park, and within one block of the trail. Given the amount and speed of traffic in that
area, pedestrian safety is a big concern. Kempf encouraged the City Council to look at that area to see
what improvements could be made, especially at the intersection of County Road 19 and County Road 51.
The amount of traffic through that area is expected to increase significantly in the coming years.
Kempf encouraged the City Council to develop a long-term plan for the Navarre area.
Franchot noted City Code states that only two gas stations are to be allowed at any intersection, and asked
what the rationale was for the City approving three in that area. Franchot concurred that the City does
need to take a look at the Navarre area.
Gaffron stated to his knowledge the City Council did have a lengthy discussion about allowing three gas
stations in that area and finally came to the conclusion that it would be allowed. Gaffron agreed the City
should revisit the goals for Navarre.
Bremer noted the Dakota Trail has been added to that area since the last time the Council discussed the
long-term vision for Navarre, and that now would be a good time to look at the area again.
PLANNING DEPARTMENT REPORT
5. #11-3495 CITY OF ORONO, AMEND CITY CODE SECTION 78-43 VOTING
REQUIREMENTS – ORDINANCE NO. 84, THIRD SERIES
Curtis stated currently Orono’s City Code requires a two-thirds vote of the entire Council for adoption of
new zoning ordinances and amendments. This is inconsistent with the requirements in MN State Statute
Chapter 462.
The City Attorney has proposed revised language that would be consistent with state statute. The
proposed language requires a simple majority vote for zoning code adoption or amendments. A two-
thirds vote of the entire Council is still required for changes in zoning district classification from
residential to either commercial or industrial zoning.
McMillan asked whether state statute has changed recently making Orono’s Code inconsistent.
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 3 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 4 of 15
(5. #11-3495 CITY OF ORONO, AMEND CITY CODE SECTION 78-43 VOTING
REQUIREMENTS, Continued)
City Attorney Poehler noted the state statute was changed a number of years ago and that it is likely this
section of the code was overlooked and not updated. Poehler indicated there was also some question at
the time the statute was enacted as to whether it was mandatory, and recently the attorney general has
indicated that it is, which has led to the updating of Orono’s City Code.
Bremer moved, Franchot seconded, to adopt ORDINANCE NO. 84, Third Series, an Ordinance
Changing Voting Requirements for the Amendment of Zoning Ordinances. VOTE: Ayes 4,
Nays 0.
*6. #11-3497 CHOICE WOOD COMPANIES ON BEHALF OF WILLIAM TRUBECK, 3300
FOX STREET – CONDITIONAL USE PERMIT – RESOLUTION NO. 6023
Bremer moved, Printup seconded, to adopt RESOLUTION NO. 6023, a Resolution Granting a
Conditional Use Permit Pursuant to Municipal Zoning Code Section 78-303(3)(A), for the property
located at 3300 Fox Street. VOTE: Ayes 4, Nays 0.
7. HARDCOVER ORDINANCE REVISION AND CONSULTANT PLANNER UPDATE
Curtis stated the City of Orono has been regulating hardcover on shore land properties since the mid
1970s. While the basic premise of limiting each setback zone to a specific percentage of hardcover has
not changed, the City’s administrative policies and definitions have evolved. At this time Staff is
proposing an in-depth review and analysis of the City’s hardcover regulations and philosophy. We feel
this is important in light of the recent Supreme Court ruling on variances, in order to be responsive to new
technologies regarding storm water management and pervious pavements, to meet the Council’s goal to
have Orono viewed as an innovative leader and excellent steward of the environment, to respond to the
DNR’s update of the shore land rules and to generally refresh our views on hardcover regulations.
In August the City Council authorized Staff to use a planning consultant to support the Planning
Department on an as-needed basis. The Council asked to be updated on how this consultant was being
utilized. Attached are invoices reflecting $1,034 of incurred charges for planning support from August
through December 2010. The 2011 budget allocates $35,000 for planning consultant services. The
estimated planning consultant cost for this project is $8,000. Staff feels that this project, plus any
additional general planning assistance for 2011, will be within the budgeted amount.
Staff would like to establish a diverse focus group made up of members of the Council and Planning
Commission, a few lakeshore property owners, and perhaps some local industry professionals in order to
have a well-rounded perspective. The focus group’s main goal will be to do the heavy lifting on the
development of the hardcover ordinance. Staff would like to incorporate a variety of public participation
opportunities, such as e-mail, informational open houses, newsletter articles, etc. A public hearing will
ultimately be held before the Planning Commission once the ordinance is in draft form.
The Council should consider directing Staff to proceed with the hardcover ordinance update in
accordance with the draft timeline, authorize the planning consultant to head the project, and determine a
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 4 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 5 of 15
(7. HARDCOVER ORDINANCE REVISION AND CONSULTANT PLANNER UPDATE,
Continued)
date for the joint Council and Planning Commission work session tentatively scheduled for March 2nd or
March 14th.
Franchot stated in his view this is a good idea and suggested that it be called a citizen task force.
McMillan asked whether any parameters have been set for the task group.
Curtis indicated it is Staff’s recommendation that one or two city council members be on the task force as
well as some lakeshore property owners and representatives from different types of local businesses.
Printup asked what amount of interest the City has received on this initiative thus far.
Curtis stated there was good interest displayed when this was first placed on the City’s web site, which
has since slowed down. It is the intention of Staff to send out some e-mail notices and other things to
help generate more interest and participation in the task force. Informational meetings will also be held.
Franchot asked at what point in the process the LMCD and the MCWD would become involved.
Curtis indicated Staff has already contacted both organizations and was told that they would be
participating in the process.
McMillan recommended that pervious pavers and other new technology be looked at. McMillan also
suggested that the City should promote to a greater degree good environmental behavior by the local
residents.
Curtis stated they would like to get industry leaders and builders involved on the task force as well to get
their input.
McMillan stated as it relates to the joint work session with the Planning Commission, she would prefer to
schedule it for March 2nd and to leave the 14th open to discuss goal setting.
Curtis noted the Planning Commission’s work session is scheduled for March 2nd from 5:30 to 7:00.
Bremer moved, Printup seconded, to schedule a joint work session with the Planning Commission
for March 2, 2011, from 5:30 to 7:00, and to direct Staff to proceed with the hardcover ordinance
update in accordance with the draft timeline and to authorize the planning consultant to head the
project. VOTE: Ayes 4, Nays 0.
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 5 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 6 of 15
CITY ENGINEER’S REPORT
8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE
Kellogg noted this item was discussed as the last City Council meeting where different median and
landscaping was discussed in length. Comments have been received from the fire chief on the proposed
layout of the road and Three Rivers Park representatives have also been given plans for their comments
on the realignment of the trail. Two meetings were also held with representatives of the School District
and the owner of the medical facility.
Based on those discussions and input, some revisions have been made to the plans. Those revisions were
based largely on the suggestions by the School District. A transportation consultant has been hired by the
School District and he has made some recommendations on how to improve the drop-off and pickup sites
at the various schools.
Kellogg noted today was their tentative deadline for submitting the plans to the Watershed District and
stated that the plans need to be finalized in the very near future if the road is to be completed before the
start of the 2011 school year.
Kellogg displayed the current design of the roadway. The southern layout of the road will primarily
remain the same. The primary entrance for the elementary students will be via the roundabout, which
also needs to allow for semi-trailers. The concern of the medical center was whether westbound traffic on
Kelley Parkway could make a left turn, which is the case. Signage will be erected to better facilitate
traffic in and out of that site.
The plans will be revised to include a third smaller roundabout in front of the middle school to allow for
an exit at that location. If a car is northbound on Old Crystal Bay Road, they would be required to back
track to access the middle school lot, which increased a car’s time on the road by an additional 60 to 70
seconds. The smaller roundabout would decrease that time by approximately half. That roundabout also
addresses the concerns of the fire chief to allow for faster access to that area.
McMillan noted the School District has reviewed the plans a little bit earlier tonight and asked whether
they had any comments regarding the plans.
Tom Stringer, Business Manager, stated they appreciated the opportunity to provide input on the plans
and that in their view the third roundabout will help with the traffic flow and cut down on the time it takes
to drop off and pick up the students.
Franchot asked whether the School District has any input on the median and landscaping.
Stringer stated the School District sees that more as a city decision.
Kellogg stated at the last meeting they discussed median options and whether the median should be
narrow or wider to allow for landscaping. The feasibility study did look at three different
median/landscaping options ranging from $200,000 to $700,000. The direction from the City Council
was that they wanted to have the median wide enough to allow for some landscaping at some point in the
future. At the last meeting the City Council discussed their desire for low maintenance, inexpensive
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 6 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 7 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
forms of landscaping without the need for irrigation. Since that time, a question has arose on whether the
median should be made narrower and forego the landscaping. Kellogg indicated the City Council will
need to make a decision on that issue either tonight or in the next few days if they wish to meet the
schedule outlined in the feasibility study.
John Slack, Landscape Architect with Bonestroo, presented different boulevard and roundabout
treatments that address traffic/pedestrian safety and prevention of midblock pedestrian crossings. Slack
stated median treatments are possible without irrigation, but they typically do not recommend that.
Typically a maintenance plan is included as part of the construction, which requires the landscape
contractor to provide irrigation for a year or two after the project is completed to ensure that the
landscaping is established prior to the irrigation being discontinued.
Slack stated they looked at three different options for the median treatments to address those two primary
concerns. The first option would be strictly plantings, the second option would be land forms, and the
third option included a combination of the two.
Slack displayed the first option depicting trees in the median and along the boulevard. The roundabouts
would include a cluster of trees and some low lying shrubs. The second option would incorporate some
metal fencing to help prevent pedestrian crossings at undesired locations. Slack noted there are a number
of existing trees, which will largely remain. The purpose of the trees is to create a canopy and a closure,
which helps to slow traffic down and helps separate the pedestrians on the trail from the roadway.
Slack displayed an illustration of one of the larger roundabouts depicting a cluster of trees on the top and
a circle of smaller shrubs towards the edge of the roundabout. Slack indicated the shrubs they are
proposing would be low maintenance.
Slack displayed a mid block section depicting a row of trees and a land form consisting of a metal fence,
which is on the lower end of the cost spectrum.
Slack indicated the last sheet of the packet includes a cost analysis for the various options. The cost is
around $186,000 for a combination of the plantings and the land form. Slack noted these costs are lower
than what was projected in the feasibility study. If the cable railing is eliminated, it would reduce the
costs by $36,000 to $40,000. The cost of the trees is approximately $76,000, which could be reduced
depending on the number of trees.
Franchot asked what the width of the median is that was used in the cost analysis.
Slack indicated it is 10 feet wide from curb to curb.
Kellogg stated based on past discussions, it was felt that a median between eight and ten feet would be the
best approach to allow for some type of landscaping in the future.
Franchot asked what the cost of the project would be with a bare concrete median and no landscaping.
Kellogg stated at a minimum the median should be four feet wide, which could consist of concrete or
colored concrete.
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 7 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 8 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
Franchot asked whether that would include a barrier of any type.
Kellogg indicated the curb would serve as the barrier in that instance. Kellogg stated the cable railing
could also be added at certain points to serve as a barrier. Kellogg stated in his opinion if there is not a
barrier of some type, it would encourage people to cross at undesired locations.
Printup asked what the costs would be associated with that option.
Kellogg indicated they have not come up with any cost estimates since the four foot median was only
brought up as an option on Friday.
McMillan asked what their experience typically has been with that type of median.
Slack stated the cable railing could be added at between 60 to 80 dollars a lineal foot. The median would
likely be filled in with concrete since large aggregate probably would not be ideal in this situation.
Kellogg stated concrete would likely cost between four to six dollars a foot.
McMillan asked if four feet is the narrowest the median could be.
Kellogg stated a four foot median would allow for some type of refuge for pedestrians crossing but that
the median could be made slightly smaller. Kellogg noted that some type of separation needs to be
provided between the two lanes.
McMillan stated there are some material options that could be utilized to help maintain the rural look of
Orono. McMillan cited an example with the bridge on the Dakota Trail being designed with colored
concrete that took on a more rustic look.
Kellogg stated the Council would be looking at $40,000 to $50,000 for a concrete median.
Slack stated if the railing were added, the cost would be approximately $80,000 to $85,000.
Printup asked whether the fire chief is okay with the plan.
Loftus stated she has spoken with the fire chief but he has not provided written comments.
Printup asked whether the third roundabout was discussed with the fire chief.
Kellogg stated the only concern raised by the fire chief was the ability to access the parking lot by the
middle school and that the third roundabout has since been added, which should address his concerns.
Printup asked whether the School District has any skin in the game.
Kellogg noted they have met with representatives from the School District approximately seven times.
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 8 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 9 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
Franchot pointed out the School District will be responsible for constructing the west side bike path.
Kellogg noted the School District will also be making some improvements on the school grounds
themselves in conjunction with this project.
McMillan stated the main two issues for the City Council to decide tonight is the width of the median and
the amount of money they would like to spend on this portion of the project. McMillan asked whether
there are any limitations on the MSA money the City would receive.
Kellogg indicated there are limitations on the MSA money. The City is able to spend as much money on
landscaping as they would like, but the reimbursement would be limited to five percent annually of what
the City’s allotment is. If the City receives $200,000 in MSA money, the City would be reimbursed
$12,500 annually. The majority of the street improvement costs are state aid eligible and 100 percent
reimbursable. Kellogg indicated there is a limit on the amount of reimbursement for costs associated with
landscaping.
Franchot asked how much this project would cost Orono as opposed to money the City would receive
from other sources.
Kellogg stated that was covered in the feasibility study under option two. As it relates to costs, the
sanitary sewer was estimated to be $184,000, which would consist of funds from the sanitary sewer fund.
The water main was estimated at approximately $200,000, which would come from the water main fund,
and the storm sewer was estimated at $355,000, which would be partially eligible for state aid. The rest
would need to come from the storm water utility fund. The street improvements identified in the
feasibility report were $2.3 million and did not include any landscaping. The bond sale for this project
was $1.6 million.
Loftus asked for clarification on the cap that the City is allowed to maintain.
Kellogg stated the City would be penalized if they keep more than $1.5 million or five times the City’s
annual state aid allotment.
Printup asked if the project has to be completed by the end of the year in order to receive the state aid.
Kellogg stated the constraints on this project are more time constraints given the school’s schedule and
the limited amount of time they have to complete the project.
Franchot commented during the course of the discussion over the past few months, he has been impressed
by the contributions of the various parties and the plan that has been arrived at. Franchot stated in his
opinion it would be a serious mistake to treat the landscaping as cheaply as possible and that a concrete
median would not be in keeping with Orono’s rural character and would add to the hardcover in the area.
Franchot stated in his view there needs to be some type of barrier in the median to discourage pedestrian
crossings at undesired locations and that the basic concept that has been presented tonight is attractive and
Item #03 - CC Agenda - 02/14/2011
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MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 10 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
reasonably priced. Franchot suggested drip irrigation be considered as opposed to spray irrigation, which
would help to reduce water usage.
Printup asked whether there is a way to do the landscaping and the median treatments without vegetation
this summer and having involvement from the community landscape it at some point in the future.
Kellogg indicated that was the direction they had received from the Council last fall when the project was
initially approved. Kellogg stated the landscaping/median costs outlined in the feasibility study were
considered too expensive. Kellogg stated another option would be to include the landscaping as an
alternate.
Franchot commented he has a concern with the amount of community involvement they would actually
get.
Printup stated safety is the main concern with the road. Printup expressed a concern that residents
without students attending Orono schools would pay for landscaping this road.
Franchot indicated the past philosophy of the City has been that the residents of the City would share in
these types of expenses rather than just paying for what goes in front of their property. Franchot noted
that another similar project was completed on Casco Point Road. Franchot stated in his view this is not
an egregious use of funds since it is the educational center of the city and provides access to city hall and
is likely the most public street in the city since there are no private residences located on the roadway.
Bremer indicated she is in agreement with Council Member Franchot but that she has a concern with the
number of trees being proposed. Bremer stated she would like to have a 10-foot median with vegetation
with a reasonable budget. Bremer indicated she would not be opposed to delaying the landscaping and/or
eliminating some of the trees to enable the City Council to visualize the street.
Kellogg noted there are 123 boulevard trees being proposed, which amounts to $61,000. Kellogg
indicated he is in agreement that the number of trees could be reduced given the amount of existing trees
in the area.
McMillan stated the best approach would be to replace any trees along the boulevard that would be lost as
a result of the construction work. McMillan commented she likes the three roundabouts and that the latest
design appears to accomplish the objectives of the school. McMillan stated she also likes the roundabouts
since they eliminate the turn lanes, but that a wider median would essentially add another lane and widen
the roadway. McMillan stated she also is concerned about long-term maintenance of the landscaping
within the median and that she would like to have some type of plan in place regarding that before
approving any type of landscaping. Additional landscaping could be added at some point in the future but
that the City could avoid overplanting.
Franchot stated it is unfair to hypothesize things that no one is talking about doing, such as overplanting
or irrigation. The perspective of the footprint of the roadway would be cut down with a wider median and
landscaping. If a reasonable median is not constructed with a reasonable amount of vegetation and a
barrier, the safety of the pedestrians would be not addressed and would add to the appearance of a lot of
Item #03 - CC Agenda - 02/14/2011
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MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 11 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
hardcover. Franchot indicated he has attempted to understand Mayor McMillan’s concerns, but that in his
view a narrower median will not be attractive.
McMillan stated her two main concerns deal with the maintenance of the median and landscaping and the
width of the roadway. McMillan pointed out the roundabouts would have landscaping on them and that
landscaping may add more visual obstacles.
Franchot indicated he would be agreeable to the City committing to maintain the landscaping.
Slack stated typically a maintenance plan is developed outlining the various costs. Slack indicated he
could provide that to the City tomorrow if they would like to see that.
Printup indicated he would like to see an alternative to what has been proposed tonight and that he
personally would like to visualize the alternative as well prior to approving any plan tonight.
Bremer commented it was her understanding that the Council needed to reach a decision on this item
tonight, and asked what the deadline is if the City is going to meet their deadline of having the road
completed before school starts in the fall.
Kellogg indicated they are approximately two weeks behind the schedule outlined in the feasibility study
and that they had hoped to have the Watershed District’s approval by today. Bids are anticipated to be
opened May 9th and construction on the roadway would start immediately after school is finished.
Kellogg stated the preliminary design was anticipated to be complete in January, followed by completion
of the permitting in February.
Printup indicated he is not comfortable approving the landscaping and median tonight and that he would
like to see a plan with the narrower median.
Kempf commented that the discussion tonight appears to be largely driven by costs, and that if the
purpose of the median is to control pedestrian traffic, without landscaping, the Council is possibly looking
at cable railing at $80 to $90 a lineal foot. When those two are weighed against each other, it does not
appear the City would be saving any short-term money by eliminating the landscaping.
Kellogg stated they recently received a bid of $60 per lineal foot for the cable railing.
McMillan commented she is also unsure whether the landscaping would deter pedestrian traffic and that
there are also long-term maintenance costs associated with the railing.
Franchot asked what McMillan would propose for the median.
McMillan stated she would make the medians at the crosswalks wider.
Franchot asked what the narrow points would look like.
Item #03 - CC Agenda - 02/14/2011
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MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
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Page 12 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
McMillan stated the median could be four feet wide at those points and have some type of stamped
concrete or other treatment.
Franchot commented that the main concern the Council has heard from the beginning of this project is
pedestrians crossing the roadway at undesirable locations and the safety hazard that would create.
Franchot stated having a four foot median with nothing in it would not address the safety issue.
McMillan commented that people could also walk across landscaping and that it really is not a deterrent.
Franchot pointed out there would also be fencing in some locations where pedestrian traffic is likely to
occur. Franchot stated he would like to know exactly what Mayor McMillan is proposing.
McMillan stated the fencing is one option but that she would like to see wider, identified crosswalks and
promote crossing at those areas. McMillan stated it is doubtful the City would be able to stop pedestrians
from crossing at other points even if they spent hundreds of thousands of dollars trying to deter that.
Franchot asked if the City Council approves the narrower median and the wider crosswalks, how they
would encourage people to use only those designated areas to cross the roadway.
Slack indicated there would need to be an educational component to that and the school would play a role
in that. Slack stated there could also be additional policing of the area and the possibility of tickets being
issued for those who do not cross at the proper location.
Franchot pointed out the costs associated with signage and lights are also substantial.
Slack stated he is not familiar with the amount of pedestrian traffic that is experienced on this roadway
but that in his estimation it would be substantial based on the fact that the schools are located on this road
and the students need to access the different parking lots and recreational fields. Slack stated even if
landscaping and land structures are added, that likely will not deter all pedestrian traffic.
McMillan stated short of having a special council meeting where they could look at another alternative,
given the time schedule for this project, the Council will need to make a decision tonight.
Franchot moved, Bremer seconded, to authorize the City Engineer to proceed forward with the
median/landscaping plan that has been presented tonight, with 50 percent of the boulevard trees
being eliminated. VOTE: Ayes 2, Nays 2, McMillan and Printup Opposed. MOTION FAILED.
Bremer commented that this is a time where five council members would be helpful but that a decision
needs to be made tonight given the time table and that if Mayor McMillan has a proposal, it should be
made tonight.
Printup noted a special council meeting could be held, at which time an alternate plan could be presented
depicting the narrower median.
Item #03 - CC Agenda - 02/14/2011
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MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 13 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
Tom Stringer, indicated the school would be willing to look at a partnership with the City on maintaining
the median. Stringer stated landscaping would bring a calming, green space that would enhance the area.
Stringer stated they have attempted to define their use of the roadway and identify areas of concern for the
City to look at.
Kellogg asked whether the school can identify any areas where they think undesired pedestrian crossings
would occur.
Stringer stated their main area of concern is from the middle school to the high school since there is no
crosswalk there. In the wintertime a snow berm is created to deter pedestrian traffic in that area. The
other area of concern is people crossing from the east side to the west side, which the sidewalk on both
sides of the roadway and crosswalk addresses. Stringer stated personally he would prefer a wider median.
Kellogg stated on the south end, pedestrian traffic is not a problem, and the sidewalk on the west side and
the marked crossings on the roundabout would assist with the pedestrian traffic. Kellogg stated the
problematic area appears to be isolated near the middle school and the high school and that a compromise
could be a wider median in that area.
McMillan commented all members of the Council need to be comfortable with the plan and that it is a
moving target at this point. McMillan pointed out the most recent plan was only created on Friday, which
has not left the Council much time to study the matter.
Franchot indicated he would be willing to make a motion authorizing the City Engineer to proceed with
the median/landscaping plan that was presented tonight, with all boulevard trees being eliminated.
McMillan stated it comes down to a maintenance issue for her and the costs associated with that long-
term. McMillan commented she would like to see an alternative depicting a narrower median.
Franchot stated the maintenance costs appear to be low and that the School District has indicated a
willingness to work with the City on the maintenance of the median. Franchot noted that there are also
maintenance costs associated with concrete and that it is impossible to eliminate all maintenance costs.
McMillan reiterated she would like to see an alternate plan depicting the narrower median.
Kellogg pointed out that a sketch of a narrower median was included in the feasibility study and that the
Council had decided to go with a wider median with landscaping.
Printup stated the widening of the crossings was raised tonight along with the possibility of a maintenance
agreement being entered into with the School District. Printup indicated he would be comfortable
delaying a vote on this matter until a special meeting can be scheduled sometime in the next few days.
Printup stated it appears the Council is okay with the three roundabouts.
Loftus noted the soonest a special meeting could be scheduled would be Friday given the requirements for
noticing the meeting.
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 13 of 15]
MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 14 of 15
(8. OLD CRYSTAL BAY ROAD RECONSTRUCTION PLAN UPDATE, Continued)
Bremer noted she will be out of town on Friday and over the weekend.
McMillan stated she would like to see the middle roundabout included in the plans, along with a sketch
depicting the four foot median and the costs associated with that.
Loftus asked what types of materials Mayor McMillan would like the median constructed out of.
McMillan indicated she would leave the materials to the engineers but that she would like to see a couple
of options along with some fencing in certain areas.
Bremer moved, Printup seconded, to schedule a special city council meeting for Monday, January
31st, at 8:00 a.m. VOTE: Ayes 4, Nays 0.
MAYOR/COUNCIL REPORT
None
CITY ADMINISTRATOR’S REPORT
*9. BUREAU OF CRIMINAL APPREHENSION (BCA) JOINT POWERS AGREEMENT
(RENEWAL) – RESOLUTION NO. 6024
Bremer moved, Printup seconded, to adopt RESOLUTION NO. 6024, a Resolution Approving
State of Minnesota Joint Powers Agreement with the City of Orono on Behalf of its City Attorney
and Police Department. VOTE: Ayes 4, Nays 0.
CITY ATTORNEY’S REPORT
None
*10. LICENSES AND PERMITS
RESIDENTIAL KENNEL LICENSES
1. Richard & Britt Gage 3. Marty Paradise
2180 Abingdon Way 825 Brown Road South
2. Jane Kline and Steve Bell
4455 West Branch Road
Item #03 - CC Agenda - 02/14/2011
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MINUTES OF THE
ORONO CITY COUNCIL
Monday, January 24, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 15 of 15
LIQUOR LICENSES
4. Club on Sale and Sunday Liquor
Spring Hill Golf Club
Jeffrey Kringen
725 Sixth Avenue North
TOBACCO LICENSE
5. Navarre Liquors 9. Wayzata Country Club
Richard Wood Lee Walters
3421 Shoreline Drive 200Wayzata Boulevard West
6. Spring Hill Golf Club 10. O’Sullivans Holiday
Jeffrey Kringen John O’Sullivan
725 Sixth Avenue North 2420 Shoreline Drive
7. Navarre Amstar 11. O’Sullivans Holiday
LeRoy Koehnen John O’Sullivan
3360 Shoreline Drive 3340 Shoreline Drive
8. Lakeview Golf of Orono, Inc. 12. AllBrand Stores
Grant Wenkstern Jason Knacke
405 North Arm Drive 2160 Wayzata Boulevard West
Bremer moved, Printup seconded, to approve the above listed licenses. VOTE: Ayes 4, Nays 0.
*11. BILLS
Bremer moved, Printup seconded, to approve payment of the All Funds Account. VOTE: Ayes 4,
Nays 0.
ADJOURNMENT
Franchot moved, Printup seconded, to adjourn the Orono City Council meeting at 9:28 p.m.
VOTE: Ayes 4, Nays 0.
ATTEST:
___________________________________ ______________________________________
Linda S. Vee, City Clerk Lili Tod McMillan, Mayor
Item #03 - CC Agenda - 02/14/2011
Approve Council Minutes 01/24/2011 [Page 15 of 15]
MINUTES OF THE
SPECIAL ORONO CITY COUNCIL
Monday, January 31, 2011
8:00 o’clock a.m.
_____________________________________________________________________________________
Page 1 of 12
ROLL CALL
The Orono City Council met on the above-mentioned date with the following members present: Mayor
Lili Tod McMillan, Council Members Cynthia Bremer, Doug Franchot, and Aaron Printup. Representing
Staff were City Administrator Jessica Loftus, Finance Director Ron Olson, City Engineer Tom Kellogg
and Recorder/City Clerk Lin Vee.
Mayor McMillan called the meeting to order at 8:02 a.m., followed by the Pledge of Allegiance.
1. OLD CRYSTAL BAY ROAD RECONSTRUCTION
McMillan stated the purpose of the special meeting is to get an understanding and agreement on the
project so that Bonestroo can submit the design to MnDOT for their review and approval. She proposed
Council consideration and discussion in three segments to include roundabout design, median treatment
between curbs, and any kind of landscaping outside the curbs.
Kellogg explained the background and timeline of the project to-date. Meetings have been held with
members of the school district and school board since last July. The school recently hired a transportation
consultant to study traffic. Based on his recommendations, traffic movements to the middle school have
changed from one access to two, and relocation of the roundabout to the north where busses enter and
exit. This created a longer distance to access the elementary or middle school and a smaller third
roundabout was proposed to shorten the distance and travel time between the north and south
roundabouts.
Franchot asked about safety access issues with the middle roundabout.
Kellogg stated the Fire Chief commented that they wanted to access the parking lot on the west side
which moved middle roundabout north to the intersection to allow access to the parking lot.
McMillan asked if Council was comfortable with the third roundabout and proposed roundabout design.
Bremer stated she had started with a preference for no roundabouts, but information has shown that it
makes sense to have three. While she would have preferred two, she believes three roundabouts is a
better design.
McMillan stated initial discussions included a third roundabout as an option and asked if Council was
satisfied to include the cost for a third roundabout.
Council agreed the cost was justifiable to make the road and design most functional.
McMillan moved forward with discussion of the median treatments and landscaping between the curbs.
Kellogg stated that John Slack, landscape architect at Bonestroo, attended the last Council meeting and
gave a presentation of what a 10’ wide median with landscaping might look like as recommended at the
October 25th meeting. Following discussion at the January 24th meeting, he has also prepared a 4’
concrete median design.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 1 of 12]
MINUTES OF THE
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Monday, January 31, 2011
8:00 o’clock a.m.
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Page 2 of 12
Slack stated he has developed a second median concept, narrowing the median to 4’ and defining
potential enhancements and costs. The primary objective for median improvements is to look at safety
including preventing mid-block pedestrian crossings and traffic calming. They proposed the use of native
landscaping to create a low maintenance median treatment utilizing native plant materials and no
irrigation.
Slack presented images comparing a 10’ landscaped median with a 4’ concrete median. He noted that the
4’ median images didn’t include existing trees or landscape enhancements along the boulevard. The 4’
median image between the high school and middle school represents some sort of architectural fence
element, possibly a short metal wire railing option or it could be a more decorative, larger and taller
railing which would be presented later.
McMillan noted that a line of trees exist from city hall to the middle roundabout on the west side.
Slack stated the 10’ landscape median included boulevard trees on both sides of the road, plant materials
of varying sizes to enhance crossing areas, and a center median with an earthen form and overstory street
trees. The 4’ median has no boulevard trees and but includes screening in the roundabout to help block
the driver's view so the driver focuses to the right rather than looking through the roundabout. Bonestroo
also uses architectural elements such as wall treatments and landforms for screening in roundabouts.
Several images of median work were discussed. The first roundabout with a 10’ wide median uses street
trees to define the edge. Streetscapes utilize landscaping, ground level plantings and overstory trees as
additional methods to control traffic. Vertical elements such as tree trunks are used to break up views and
psychologically slow drivers for traffic calming effects. A narrower median moving away from the
roundabout was shown and although the existing trees were not included, there are several groupings of
trees that will remain.
Franchot asked Slack if Bonestroo uses landscape elements as part of the traffic management plan
because it is considered a best practice or if Bonestroo has just found it to be effective.
Slack confirmed it is a best practice. He noted they like to cluster plant materials to create visual gaps
and makes it less noticeable when a tree dies.
Slack stated the 10' wide median uses a combination of clusters of trees, ground level plants and an
architectural railing element. They would use the best device to limit crossing in unacceptable areas, and
in most cases that would be the railing.
McMillan asked how visitors will identify where schools are once the landscape matures.
Slack responded that one of the goals is to create traffic control with landscaping, and once the tree
canopy grows, it calms and slows traffic. The clusters of trees and ground level plantings will be placed
to maximize important views of the school buildings and/or main entrances. If the landscaped median is
chosen as a final plan, they would revisit the landscape design. He added that signage would also be very
important.
Franchot noted he recently found it difficult to locate the superintendent’s office as the area is not
currently well signed.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
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MINUTES OF THE
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Monday, January 31, 2011
8:00 o’clock a.m.
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McMillan stated the Carlson Towers roadway is a good example of a landscaped median. As the
landscaping has matured, “The Gates” complex has become less visible.
Kellogg noted that signage is part of the project.
Slack continued comparing 10’ and 4’ medians. He noted ground level plantings would not be above the
eye level of vehicles. The landscaped median treatment would alternate from plantings to railing. The 4’
median has several treatments and cost estimates. Options include colored concrete or pavers. Colored
concrete potentially has lower short-term but greater long-term maintenance costs.
Franchot asked why no barrier fencing was included in the area near the elementary school.
Slack responded that the architectural fencing is fairly expensive. The most recent cost estimate was from
$55-65 per lineal foot and long stretches of fence would be very costly.
Kellogg added that the school has indicated the most problematic area is between the middle school and
high school, but fencing could also be added in the elementary school area.
Franchot stated cost has been a constant factor and the assumption has been that the narrower median
would be cheaper. An important point to note is that the expense of a narrower median has become high
enough that a significant length has no barrier as opposed to the landscaped model where there are
plantings the entire length of the median.
Slack continued with images closer to the roundabout between the high school and middle school where
there would be a long length of railing to provide a safety component and prevent mid-block crossings.
McMillan asked about the height of the railings.
Slack responded the railing is shown at just over 3 feet. Another railing treatment at 40-42" at a mid-
block crossing was also shown.
Slack reviewed images of various treatments that Bonestroo has worked on in other cities.
Slack stated two revised cost estimates have been provided. The first cost estimate was originally
prepared as part of the landscape option for the previous meeting but has been refined for the cost of the
cable railing. Cost estimates will continue to be refined as the design moves forward. The new cost
estimate for the 4’ wide median includes three different types of median paving treatments. The colored
concrete estimate for 12,000 s.f. is about $61,000. Brick or stone would cost more.
McMillan asked for further description of materials used for bricks or pavers.
Slack stated the estimates are standard costs and might be a standard 2 x 4’ brick or larger square paver.
Costs would be revised depending on final selection. Stone could potentially be something like a flat
irregular limestone which is generally a nicer material but more labor intensive to install.
Bremer asked about maintenance of various materials.
Slack responded that concrete is generally lower maintenance up front but long-term there are issues with
cracking and larger repair areas; brick and stone have weed control issues.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 3 of 12]
MINUTES OF THE
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Monday, January 31, 2011
8:00 o’clock a.m.
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Page 4 of 12
Bremer noted they are not comparing apples-to-apples because the 4’ concrete median doesn’t include
boulevard street trees, which is a major cost of the landscaped median.
Franchot added by his calculation the landscaped median is 56% of the cost of the 4’ hardcover.
Slack agreed, noting in the landscaped median concept there were 32 median trees and 123 boulevard
trees. The trees have been removed from the images since part of the discussion from the last meeting
included removal of boulevard trees, which also lead to some of the starkness of the images.
Slack stated for the 4’ median concept there are 820 lineal feet of railing between the middle and high
schools. Roundabout treatments stayed the same in both cost estimates but can be refined in the future.
The total for the 4' median is $156,000, which only includes the concrete median pavement and cable
railing. The original landscaped median cost estimate is about $170,000, less $61,500 for removal of the
boulevard street trees, for a total of $108,000.
Slack discussed the additional document that represents a potential long-term maintenance plan. With
approximately 2,000 lineal feet of landscaped areas, minus small median areas around the roundabouts,
the estimate is approximately $6 per lineal feet. Most other streetscapes he has worked on have higher
maintenance costs because they are more labor intensive. Also included is a square foot cost of $.90 for
the roundabout areas for a total annual maintenance cost of approximately $22,000 for the landscaped
median.
Since the city has indicated they do not want to use irrigation, an option would be to establish a
maintenance plan agreement with the landscape contractor for the first two or three years that could
include plant maintenance, replanting trees that die, pruning, trimming, and watering. After the contract
expires, the city would take over maintenance of the landscaping. Tree establishment is key to the
maintenance plan. The $22,000 estimate would begin after the first three years. Slack generally does a
yearly review of maintenance needs.
Slack continued with the second maintenance estimate for the concrete median. This plan wouldn’t need
an agreement with a landscape contractor except for the roundabout area for two years. The majority of
the costs are related to cleaning and redoing concrete and cleaning and repainting of the railing. The
overall length and roundabout area is the same for both estimates. The estimated cost is $3.20 per lineal
foot but would probably be between $2.80 and $3.00. The total estimate for the concrete median
maintenance is between $15,000 and $16,500, probably beginning after the second year.
McMillan asked if the city is taking a risk by not including irrigation in landscape project.
Slack felt confident that the city could move forward without irrigation, but it helps to alleviate potential
issues. It is most beneficial during the initial growth and establishment period. In many of their projects,
irrigation is used in the first three years and then turned off. For this project, they have focused on plant
materials that can survive in urban conditions and heavy salt use.
Kellogg asked if it is more cost effective to install irrigation knowing it will only be used for the first
three years as opposed to including a three-year contract with landscape contractor.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
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Monday, January 31, 2011
8:00 o’clock a.m.
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Slack responded he was unsure but it probably balances out over time. Installing the irrigation system
will have a higher cost but the maintenance plan agreement wouldn’t be needed. The hardest part is
monitoring the landscape contractor to be sure the work is being done.
Bremer stated the good thing with irrigation would be that the city controls it and can zone for irrigation.
Slack noted that once trees are established, they can typically survive on the annual rainfall. At that point,
trees need air in the soil so it’s important not to compact soil.
McMillan asked for comments and thoughts from the Council.
Franchot asked for comments from the school and police chief regarding the landscaped median vs.
hardscaped fence median.
Bremer commented if they decide that the two options are a fenced environment vs. partial trees/partial
fence that the safety issues are the same. She noted a letter from the Long Lake Mayor and Fire Chief
indicates they would like nothing in medians to allow for the ability to cross at any point. Since there are
three roundabouts, there are good access points. At the time the letter was written, they had not seen the
plans that include some type of barrier.
John Ostlund, Building and Grounds Coordinator for Orono Schools, introduced other school
representatives including Superintendent Karen Orcutt, School Board Members Martha Van de Ven,
Mike Bash, Bob Tunheim, and additional staff Tom Stringer, Justin McCoy and Gary Kubat.
Ostlund stated planning has made the process most successful. The school was invited very early in the
process and has helped the project evolve. They are pleased with the location of the three roundabouts
and both median designs meet their safety concerns. He noted a good number of trees exist, but he
believes at least some of them will be uprooted during the construction process and will need
replacement. He added that many are ash trees with the challenge of ash tree disease. He asked that the
need for trees not be minimized. In regard to irrigation and watering, he commented that it is hard to add
and find funding at a later time and should be considered early in the process. The school is willing to
provide in-kind support services, specifically mowing and mulching. The superintendent has already
started working on signage and communication plans, but will need the city’s help with signage.
Mike Bash stated the superintendent and other school representatives have had very positive experiences
in working with city staff on this project. He commented that from the long-term perspective, he would
prefer the wider landscaped median. It gives much greater flexibility to work with landscaping and add
trees in the future.
Franchot asked Chief Farniok for his opinion regarding landscaped vs. concrete median.
Farniok responded that either design works. He noted the crosswalk north of the second smaller
roundabout was of some concern with only a 4' buffer next to the stacking lane and if it would be wide
enough for students and staff waiting for the traffic between lanes.
Printup asked about the commitment from the schools. Bash had mentioned going with a wider median
and looking down the line into plantings, and doing what the city is good at which is sweeping the streets.
Printup stated he wanted more of a commitment from the school in this project.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 5 of 12]
MINUTES OF THE
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Monday, January 31, 2011
8:00 o’clock a.m.
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Page 6 of 12
Ostlund responded that he was specifically referring to mowing in the 10' median. The school would
mow weekly or as needed as they do throughout the school district; trees in that area would have mulch
around them and the school has a regular mulch replacement plan. Mulch also helps with watering
efficiency and the school could add mulch replacement to their plan.
Printup asked if Ostlund was including both the median and roundabout area.
Ostlund responded that the school would do the work anywhere in the middle of roadway.
Printup asked if the work includes shoveling crosswalks in the winter.
Ostlund responded that they would include shoveling the crosswalks because the crosswalks connect to
the school sidewalks.
Ralph Kempf commented that the school had mentioned pruning and some maintenance of low growing
plants and asked if the school would include that type of work.
Ostlund responded that the school would include pruning of trees in the annual maintenance.
Franchot confirmed the school was stating that they would add maintenance of the median to their
landscape maintenance plan, unless there are annuals.
Ostlund stated the school doesn’t work with annuals unless there is a school committee in charge of the
annuals.
McMillan asked if the school has an irrigation system throughout the school property that could be tapped
into. She added that the city doesn’t have irrigation and if the city decided to go down the path of
irrigation, they would want to connect to the school’s system. Fall pipe maintenance is also required.
Ostlund confirmed they do have an irrigation system and could possibly connect in the median to the
school’s system. Fall blow-down of pipes would be a minimal expense and they already have separate
meters on the irrigation system to get a break on water charges from the city. Irrigation is coming out of
the high school in two locations and one at the middle school.
DeBaere noted the city has a small area of irrigation in front of city hall, but it would take a fair amount
of work to tie into another system. He also commented there would be concrete maintenance, such as
washing, and indicated the city would work with the school where necessary.
Ostlund stated there would be weeds amongst concrete cracks and they would help with control since they
also do maintenance on sidewalks, but would not do any repainting.
Bremer stated she was more sure of her previous decision and strongly supports the wider median
concept, adding that further study would need to take place to determine the correct number and dollar
amount to be designated for median and boulevard trees and shrubs. At this point, the exact details aren’t
necessary as long as Kellogg has enough information to handle the landscaping in the budget that will be
sent out for bids. She is opposed to colored concrete because it cracks and after 3 or 4 years it no longer
looks attractive, and would prefer brick or stone. Pavers require a lot of maintenance and she is against
using chemicals for weed control. Adding an underlayment for weed control only increases hardcover
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 6 of 12]
MINUTES OF THE
SPECIAL ORONO CITY COUNCIL
Monday, January 31, 2011
8:00 o’clock a.m.
_____________________________________________________________________________________
Page 7 of 12
which is against the Orono philosophy. She reiterated her support of the wider median to include trees,
grasses and plantings to add a natural look.
Franchot agreed with comments made by Bremer and strongly supports the landscaped median. He added
that he has never seen a concrete median that doesn't have weeds and could be an eyesore. Regarding site
lines, he drives Carlson Parkway every day and doesn’t see any site line issues. He stated this is Orono
and the city regularly gets dinged when it doesn't work to preserve the rural oasis and natural spaces. It is
important that the school have a warm welcoming entrance. Since costs have come in so much cheaper,
the only reasonable objection, which was the substantial cost difference, has gone away. He strongly
supports the landscaped median essentially as it has been presented, with possible adjustments to trees
and plantings as the project moves forward. He is not in favor installing a wide median and delaying the
plantings. There will be other projects and work to do in the future, and given that the landscaped median
has come in lower in cost than concrete, the landscaping should be done as part of the project. Relative to
boulevard trees, fewer tees could be added, but any trees lost in construction should be replaced and the
city should also be mindful of the ash borer. Trees would be a good place to cut costs if necessary as each
tree is $500. Franchot added his appreciation to the school board for their partnership in the project. One
of the concerns has been additional maintenance for the city’s Public Works Department. With the
planning for low maintenance and help from the school, the maintenance issue is well under control, if
not gone.
Printup stated after talking with parents around town and hearing their concerns with the project, it
becomes a need vs. want and they don’t entirely see the need for such landscaping, but they do see a need
for traffic control. The fundamental governmental service from the city is to build the road. The road
will be constructed as part of the project, but beautification and landscaping comes down to a want. He
stated he could go along with an 8’ or 10’ median with very limited landscaping, because he doesn’t want
it to be a beautification project. If the school wants to move forward with landscaping, that would be
great, and there are a lot of volunteers in the area that could volunteer to donate a tree, shrub or plantings
from their own yards. He would rely a lot on volunteerism for landscaping, not coming out of the city
budget. As for site lines for parents dropping children off and watching as they enter school, there
shouldn’t be any obstructions and that goes along with leaving the median open.
Franchot responded to comments regarding site lines and didn’t think there would be an issue with
parents feeling comfortable with their children entering the school safely because the drop-off locations
are off the road in parking lots. Planning has been done to allow for staging and drop-off areas for
students.
Kellogg agreed indicating that many of the design features focus on drop-offs at the elementary and
middle schools and the pedestrian crossings, especially between the middle school and high school.
Comments from the elementary and middle schools have been incorporated into the designs. Parents
dropping off students, especially elementary age, want to watch their child walk into the front door.
Franchot responded to the wants vs. needs issue and felt that argument demands the landscaped median
because it is so much cheaper, and we have a responsibility to our citizens to make it look finished and
good. He does not think the proposed landscaping is excessive. The landscaping helps as a pedestrian
barrier and requires much less of the expensive fencing. While he appreciates Printup’s optimism as to
the generosity of volunteers, he doesn’t think they will step up. This is the time to do the landscaping and
move on with other projects. We could also get donated plants that won't survive. He thought Printup’s
position points to approving the whole plan as recommended.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 7 of 12]
MINUTES OF THE
SPECIAL ORONO CITY COUNCIL
Monday, January 31, 2011
8:00 o’clock a.m.
_____________________________________________________________________________________
Page 8 of 12
Printup responded he is definitely not approving the whole plan as recommended. He reiterated that he
could agree with the 10’ median with a blank slate. In time, things can be added through volunteerism
which has worked well in Wayzata. As far as dropping students off and the finished look, he noted he
sees things differently and that we owe it to our citizens to watch how we spend money. When students
are dropped off, parents aren’t looking at the nice scenery. He stated we should create the road, and
vegetation and beautification can come with time.
McMillan stated she has always had issues with maintenance, especially long-term maintenance
depending on who takes on responsibility. She noted that 70% of Orono taxpayers are not in the Orono
school district and the city should be cognizant of who wants a beautiful road for their school. It is a long
median, over a quarter of a mile, which is necessary for functional safety to stop left-hand terms. Both
the initial costs and long-term ongoing costs of a median have been discussed. If the school is
comfortable with irrigating and maintaining the landscaped median, she could approve it, but doesn't want
the city to take on maintenance costs. She wanted a commitment from the school for future maintenance.
The 4’ median gives an opportunity for a simpler maintenance plan that serves the functionality and
safety of the road, which is the city’s obligation. The project also solves some problems with bussing and
drop-off/pick-up locations. She cautioned against diminishing the large area for landscaping and the
required ongoing maintenance, and did not want a complicated maintenance agreement. She would like
the school to take care of landscape maintenance because they have their own grounds crew while the city
contracts out for mowing services. The school could also swap out shrubs or use school colors to have
school ownership of the median. If the school decides they don’t want the expense of landscaping
maintenance, the city has the 4’ median option.
Because of the time constraint, McMillan stated the Council needs to make a decision as soon as possible.
Superintendent Orcutt stated she was comfortable with what has been said, but requested 5 minutes for
discussion with the school board members who were present at the meeting.
Ralph Kempf, 3675 Togo Road, commented that this has been a wonderful process. He suggested a 10’
median, sloped up with black soil, renamed Otten Parkway and then just stand back. While this adds a bit
of humor, he stated it started him thinking in terms of Navarre and if you get key people involved,
amazing things can happen.
John Thiesse, Planning Commission representative, asked if landscaping is part of beautification or a
traffic calming plan and stopping people from crossing the road. He stated he believed the landscaping is
part of the plan and the design should be left to the professionals. The plan was developed for what is
necessary and the city is removing landscaping as beautification.
Slack stated the intent of the landscaping is to be traffic calming and safety. Landscaping provides less of
a physical barrier for crossing.
Franchot asked if the 4’ median would require an additional 400+ feet of fencing to meet the safety needs.
Slack responded that it may not be necessary to add that much fencing but it allows crossing anywhere
there isn’t a fencing barrier.
A member of the public asked if the school took on the responsibility of the maintenance, including the
first 3 years, if the costs for maintenance wouldn’t be reduced by up to $22,000 for each of the first 3
years since the maintenance costs for the first 3 years would be included in the contract to be let.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 8 of 12]
MINUTES OF THE
SPECIAL ORONO CITY COUNCIL
Monday, January 31, 2011
8:00 o’clock a.m.
_____________________________________________________________________________________
Page 9 of 12
Slack responded that is a good point and the whole concept of the school doing maintenance is great.
Most of the expense is probably in mowing. This would be a wonderful opportunity to work with the
school to design a landscape median that would meet both school and city needs that doesn't happen very
often.
Ostlund asked about the tree budget and if it could be included as contingency with the number and
placement of trees to determined and reduced as needed.
Slack stated there has been discussion about reducing the overall number of trees and what has been
presented is a cursory concept of what can be done.
McMillan stated it is important today to determine whether there will be a 4’ or 10’ feet median and who
will do the maintenance. Plantings and trees can be determined later, and volunteer opportunities can still
be considered. The entity that does the maintenance should have input into the type of plantings to be
included in the landscape plan.
Kellogg added that in order for the project to be constructed this year they need a decision on the median
width today, but they don't need a decision on the number of trees, etc.
Orcutt stated the school board that is present will support maintenance of the natural parts of the median,
but not hard surfaces like the fence. She noted they have not had any problems with cooperation on the
paths in the area.
McMillan stated there will be some fine tuning on the number of plantings and fencing placement and the
school should be involved in these decisions.
Kellogg noted that when Slack put the cost estimates together, he was probably representing worst case
scenarios and they expect the costs to be reduced by eliminating some trees or shortening fencing to the
extent they can.
McMillan asked if the Council needs to determine the costs of landscaping in the median today.
Kellogg responded that if the direction is to build the wider median and minimally or cost effectively
landscape it, that will be sufficient for today. They would work with the school and brings costs back to
Council at a later date.
McMillan also asked about installation of the irrigation system and wanted to clarify that she thought the
school should pay for the cost of installing the irrigation system.
Bremer stated Council should have further information on the cost before deciding if there should be
irrigation and requiring the school to be responsible for the cost. The school would also want to know the
cost before committing to installation of an irrigation system.
Kellogg stated discussions have included irrigation and no irrigation. Slack has indicated it would be
helpful during establishment, but if the school takes on maintenance, maybe there isn't a need for
irrigation.
McMillan noted Council hasn’t determined the cost of irrigation and who pays for it.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 9 of 12]
MINUTES OF THE
SPECIAL ORONO CITY COUNCIL
Monday, January 31, 2011
8:00 o’clock a.m.
_____________________________________________________________________________________
Page 10 of 12
Kellogg stated irrigation information and cost estimates can be brought back to a future meeting. The
width of the median is the important decision for this meeting.
Bremer added that if irrigation is cost prohibitive, irrigation would be eliminated.
Oslund stated the school will continue to do maintenance but they were not looking at doing the initial
capital installation of an irrigation system. He added that there will be a water main in the street for a
water source in the area. At that point it would be determining if the controls were in the median or inside
one of the buildings and they would work with the city.
McMillan stated she is most concerned about maintenance of an irrigation system and doesn't want the
Public Works Department to be responsible for maintaining an irrigation system. She would like to keep
it as one entity’s job to track maintenance.
Ostlund indicated he was most comfortable with discussions about maintenance, which would include
raising and replacing heads as needed.
Franchot asked Olson if the city doesn't do the landscape with the initial project, where the money would
come from in the future.
Olson replied the money could come from the tax levy or construction funds. At that point, landscaping
would be weighed against other projects which may have higher priorities.
Franchot expressed his concern that if the city goes down the path of not including landscaping now, it
will cost considerably more because more steel fencing will be required to get to a modicum of safety.
Bremer stated that she believes it will be a quick process and before things are completed, Council will
know what the landscaping will be, but they don’t have details at this time. As part of the process, the
school may determine less landscaping is needed, which would be Printup’s preference.
McMillan noted that half of the school year the median is covered with snow and the city needs to be
cognizant of spending too much money on landscaping. This is an opportunity for the city to put in the
basics and the school will have the prerogative to add landscaping as they wish. The city’s responsibility
is to provide a safe functional road. The city is giving the school ownership of the landscaping. Long-
term maintenance costs would come out of taxpayer money and shifting maintenance to the school, that
gets most benefit from the landscaping, is the proper fiscal thing to do.
Bremer moved to approve the wider landscaped median option, to establish some type of agreement with
the school based on their representation that they will maintain the landscape features but will not
maintain the railing and hardscape features, and that the school will maintain an irrigation system if
further study determines that an irrigation system is beneficial for both sides to move forward with
installation of an irrigation system.
Franchot seconded the motion.
McMillan recommended adding approval of three roundabouts.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 10 of 12]
MINUTES OF THE
SPECIAL ORONO CITY COUNCIL
Monday, January 31, 2011
8:00 o’clock a.m.
_____________________________________________________________________________________
Page 11 of 12
Bremer amended the motion to include approval of three roundabouts according to the plan for the road
design.
McMillan asked for clarification on the capital costs of the irrigation system.
Bremer stated since the cost for the irrigation installation has not been determined that Council will have
to be comfortable with leaving that open until bids are received. Until bids are received, it’s difficult to
determine the level of support for including irrigation. She added it may be unrealistic to do the type of
landscaping they are considering without irrigation, but the costs need to be determined before making a
final decision as the irrigation costs may be prohibitive.
McMillan asked for clarification of the treatment outside the curb. She stated she is in favor of replacing
any trees destroyed as part of construction, but the city shouldn't pay for additional trees outside of the
curb. The city’s job is to provide a safe functional road and landscaping outside the curb should not be
included in the project.
Franchot asked if landscaping outside the curb should be a topic for future discussion.
McMillan responded that she would like to discuss it further so the school would have a concise
understanding of landscaping outside the curb.
Bremer included in the motion replacement of damaged trees as a result of construction, but they should
leave discussion about trees outside curb open for further discussion. Depending on safety issues, there
may be a need to include a particular type of landscaping to help funnel students to a specific area. She
expressed concern with having too many trees and blocking building views, noting that existing trees
have been planted in certain locations for a reason. Boulevard trees are something to be decided at a later
date and should be coordinated with median treatment.
Kellogg stated generally a certain number of replacement trees are included with the project, but the city
would only pay for those trees that are used. The engineers will have a better idea of impacts on the
existing trees once the design is finalized.
Franchot seconded the amendment to guarantee replacement of trees destroyed but would leave trees
outside the curb open for future discussion.
The amended motion reads Bremer moved, Franchot seconded, to approve the wider landscaped
median option; to establish an agreement with the school based on their representation that they
will maintain the landscape features but will not maintain the railing and hardscape features, and
the school will maintain an irrigation system if further study determines that it is beneficial for
both sides to move forward with installation of an irrigation system; to approve the road design
including three roundabouts according to the plan; to guarantee replacement of boulevard trees
destroyed during project construction; and to leave the decision regarding trees outside the curb
open for future discussion. VOTE: Ayes 4, Nays 0.
ADJOURNMENT
Bremer moved, Printup seconded, to adjourn the Orono City Council meeting at 9:58 a.m. VOTE:
Ayes 4, Nays 0.
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 11 of 12]
MINUTES OF THE
SPECIAL ORONO CITY COUNCIL
Monday, January 31, 2011
8:00 o’clock a.m.
_____________________________________________________________________________________
Page 12 of 12
ATTEST:
___________________________________ ______________________________________
Linda S. Vee, City Clerk Lili Tod McMillan, Mayor
Item #04 - CC Agenda - 02/14/2011
Approval of Special Council Minutes 01/31/2011
[Page 12 of 12]
Item #05 - CC Agenda - 02/14/2011
LMCC Process to Televise City Council Meetings
[Page 1 of 2]
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LMCC Process to Televise City Council Meetings
[Page 2 of 2]
Item #06 - CC Agenda - 02/14/2011
Westonka Schools Update [Page 1 of 11]
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Westonka Schools Update [Page 2 of 11]
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Westonka Schools Update [Page 3 of 11]
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Westonka Schools Update [Page 9 of 11]
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Westonka Schools Update [Page 10 of 11]
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Westonka Schools Update [Page 11 of 11]
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Item #08 - CC Agenda - 02/14/2011
Barry Tanner, 3435 Shoreline Drive - Appeal of Administrative Decision
[Page 1 of 13]
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Barry Tanner, 3435 Shoreline Drive - Appeal of Administrative Decision
[Page 2 of 13]
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[Page 3 of 13]
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[Page 5 of 13]
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[Page 6 of 13]
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[Page 7 of 13]
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[Page 8 of 13]
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[Page 9 of 13]
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[Page 10 of 13]
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[Page 11 of 13]
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[Page 12 of 13]
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[Page 13 of 13]
Item #09 - CC Agenda - 02/14/2011
Purchase of 2009 Aerial Photos [Page 1 of 3]
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Purchase of 2009 Aerial Photos [Page 2 of 3]
Item #09 - CC Agenda - 02/14/2011
Purchase of 2009 Aerial Photos [Page 3 of 3]
Item #10 - CC Agenda - 02/14/2011
Old Crystal Bay Road Reconstruction Plan Update [Page 1 of 1]
Item #11 - CC Agenda - 02/14/2011
Bid Award - Street Maintenance Materials Bid 2011
[Page 1 of 6]
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Bid Award - Street Maintenance Materials Bid 2011
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Item - 8:00 P.M. - CC Agenda - 02/14/2011
HRA Annual Meeting Agenda [Page 1 of 10]
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Evidential Breath Tester Instrument Agreement
[Page 1 of 4]
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Evidential Breath Tester Instrument Agreement
[Page 2 of 4]
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Evidential Breath Tester Instrument Agreement
[Page 3 of 4]
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Evidential Breath Tester Instrument Agreement
[Page 4 of 4]
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Police Department Equitable Sharing Agreement [Page 1 of 6]
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Police Department Equitable Sharing Agreement [Page 2 of 6]
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Police Department Equitable Sharing Agreement [Page 3 of 6]
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Police Department Equitable Sharing Agreement [Page 5 of 6]
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Police Department Equitable Sharing Agreement [Page 6 of 6]
Item #14 - CC Agenda - 02/14/2011
Accept Resignation of Officer Eric Pike [Page 1 of 2]
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Accept Resignation of Officer Eric Pike [Page 2 of 2]
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Request to Call Back (Hire) Police Officer [Page 1 of 1]
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2010 Financial Report [Page 1 of 7]
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2010 Financial Report [Page 7 of 7]
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Western Communities Action Network (WeCAN)
Request for Support [Page 1 of 8]
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Western Communities Action Network (WeCAN)
Request for Support [Page 2 of 8]
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Western Communities Action Network (WeCAN)
Request for Support [Page 3 of 8]
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Western Communities Action Network (WeCAN)
Request for Support [Page 4 of 8]
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Western Communities Action Network (WeCAN)
Request for Support [Page 5 of 8]
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Western Communities Action Network (WeCAN)
Request for Support [Page 6 of 8]
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Western Communities Action Network (WeCAN)
Request for Support [Page 7 of 8]
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Western Communities Action Network (WeCAN)
Request for Support [Page 8 of 8]
Item #18 - CC Agenda - 02/14/2011
Big Island - Removal of Structures [Page 1 of 5]
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Big Island - Removal of Structures [Page 2 of 5]
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Big Island - Removal of Structures [Page 3 of 5]
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Licenses & Permits [Page 1 of 7]
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Bills [Page 1 of 8]Item #
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Bills [Page 3 of 8]Item #
Item #20 - CC Agenda - 02/14/2011
Bills [Page 4 of 8]Item #
Item #20 - CC Agenda - 02/14/2011
Bills [Page 5 of 8]Item #
Item #20 - CC Agenda - 02/14/2011
Bills [Page 6 of 8]Item #
Item #20 - CC Agenda - 02/14/2011
Bills [Page 7 of 8]Item #
Item #20 - CC Agenda - 02/14/2011
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Item #21 - CC Agenda - 02/14/2011
Closed Labor Negotiations [Page 1 of 1]