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HomeMy WebLinkAbout10-28-2013 Council Minutes � MINUTES OF THE � ' ORONO CITY COUNCIL MEETING Monday,October 28,2013 7:00 o'clock p.m. ROLL CALL The Orono City Council met on the above-mentioned date with the following members present: Mayor Lili Tod McMillan, Council Members Kristi Anderson, Cynthia Bremer, Lizz Levang, and Aaron Printup. Representing Staff were City Administratar Jessica Loftus, Finance Director Ron Olson, Assistant City Administrator for Long-Term Strategic Planning Michael Gaffron,Planning Coordinator Melanie Curtis, Public Works Director/City Engineer Jesse Struve, Consulting City Engineer David Martini,City Attorney Soren Mattick, 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 Item Nos. 6, 7, 8, and 12 were added to the Consent Agenda. Levang moved,Bremer seconded,to approve the Consent Agenda as amended. VOTE: Ayes 5, Nays 0. APPROVAL OF MINUTES *2. REGULAR CITY COUNCIL MEETING OF OCTOBER 14,2013 Levang moved,Bremer seconded,to approve the minutes of the Orono City Council meeting of October 14,2013,as submitted. VOTE: Ayes 5,Nays 0. PUBLIC HEARING—7:00 P.M. 3. CERTIFICATION OF DELINQUENT UTILITIES—RESOLUTION NO.6333 Olson stated each year the City is required to certify to Hennepin County all unpaid annual service charges for the septic program,the recycling program, and all delinquent sewer and water accounts amounting to $50.00 or more. These charges are to be collected with the following year's taxes. Olson noted state statutes require the City hold a public hearing regarding the assessment of these fees prior to certifying the assessment roll to Hennepin County. Mayor McMillan opened the public hearing at 7:06 p.m. There were no public comments regarding this item. Mayor McMillan closed the public hearing at 7:06 p.m. Anderson moved,Printup seconded,to adopt RESOLUTION NO. 6333,a Resolution for the Collection of Delinquent 2013 Water and Sewer Utility Service Charges,Recycling Program Fees, On-site Sewage Treatment(Septic)Program, Storm Water Charges. VOTE: Ayes 5,Nays 0. Page 1 of 14 MINUTES OF THE ' ORONO CITY COUNCII.MEETING � Monday,October 28,2013 '7:00 o'clock p.m. 4. CERTIFICATION OF UNPAID SERVICE CHARGES RESOLUTION NO.6334 Olson stated each year the City is required to certify to Hennepin County all unpaid service charges to be collected with the following year's taxes. Olson noted the majority of the charges relate to passed through engineering fees and false alarms with the police department. Olson noted state statutes require the City hold a public hearing regarding the assessment of these fees prior to certifying the assessment roll to Hennepin County. Mayor McMillan opened the public hearing at 7:07 p.m. There were no public comments regarding this item. Mayor McMillan closed the public hearing at 7:07 p.m. Bremer moved,Anderson seconded,to adopt RESOLUTION NO. 6334,a Resolution for the Collection of Delinquent Development and General Service Bills in the total amount of$4,255.60. VOTE: Ayes 5,Nays 0. BIG ISLAND PARK REPORT & AIS UPDATE—GABRIEL JABBOUR,CUSTODIAN Gabriel Jabbour reported that a substantial amount of garbage has been removed from Big Island Park and that very little debris remains on the City-owned portion. Jabbour noted for the past two or three years attempts have been made to remove dead trees and clean up the garbage on the city-owned portion of the park as well as Three Rivers portion. Jabbour displayed pictures of the garbage that was gathered up from Big Island. Jabbour noted Tommy Nicham donated a barge to help haul the garbage off Big Island and a number of veterans assisted in the cleanup efforts. The United States Power Squadron has made it a point to encourage their members to help clean the park and a large number of their members participated in the cleanup. In addition,the docks will be removed and stored over the winter. Jabbour stated as the park becomes cleaner and the garbage is removed, it is his feeling that more and more people will respect the area and not leave their garbage on Big Island. Jabbour noted two years ago the DNR and the Watershed District began a restoration project in Cruisers Cove. Jabbour displayed pictures of the cliff showing the erosion in the area. Jabbour reported the riprapping portion of the project has been completed and that re-vegetation of the area will commence on October 29. Jabbour stated the Minnehaha Watershed District was able to bring in planners from around the world to help develop the restoration plans. Anderson commented the City is very lucky to have Mr. Jabbour and the veterans help keep the park looking nice. Anderson stated the riprap looks very nice. Jabbour suggested the City send the people who participated in the cleanup efforts a thank-you note. Page 2 of 14 � MINUTES OF THE ' ORONO CITY COUNCIL MEETING Monday,October 28,2013 7:00 o'clock p.m. (BIG ISLAND PARK REPORT&AIS UPDATE—GABRIEL JABBOUR, CUSTODIAN, Continued) Jabbour noted he has been somewhat involved with Lake Minnetonka and the LMCD since 1971 and that there are a number of individuals who have been committed to the organization over the years. Jabbour stated the LMCD has done a good job addressing the milfoil problem but has fallen behind on their efforts to address aquatic invasive species due to a lack of resources. Jabbour reported that he and two other individuals have been appointed by the state to be on the AIS committee. Due to the fact that the LMCD receives less than $300,000 through the various levies, it is difficult for the LMCD to make progress on the AIS problem. In prior years the LMA donated to the LMCD for joint projects,but for the past two or three years,the LMA has not provided any funding to the LMCD,which has cut into the funding for boat inspections. Jabbour commented the State of Minnesota does a better job at containing AIS in the lakes than the State of Wisconsin does. Jabbour stated a number of experts sit on the AIS committee, including people from the University of Minnesota-Duluth as well as Concordia College and the DNR. In the middle of the summer, a meeting was hosted for the Minnetonka area on AIS. At that meeting the DNR brought in three rescue dogs that have been trained to sniff out zebra mussels. Jabbour commented the dogs helped bring a lot of attention to the AIS problem. Jabbour reported there are a number of new aquatic invasive species that are coming to this area. Jabbour stated he was informed in one meeting that there is a minnow farm that has become contaminated and that they have been selling Asian carp minnows. Jabbour noted the minnow farm falls under the jurisdiction of the DNR but they were limited in what they could do to address the situation. Jabbour stated the Fish and Wildlife Department has asked him to participate in a conference call with the western region and that he will be speaking on developing a semi-green boat. Jabbour stated in his view a semi-green boat would help reduce the costs associating with boating. Jabbour stated it is their goal to develop a semi-green boat that would allow the brow to be lifted up to a certain degree,which would help speed up the inspection process, and allow the boat to self-drain, which would help save money on storing the boat. McMillan commented the idea of a semi-green boat is a great concept. Jabbour stated an annual report will be prepared for the AIS committee and that he will provide a copy of the report to the City Council. Jabbour stated as it relates to the legislative agenda of the DNR, mandatory operator permits are currently in place for anyone over the age of 17. Jabbour stated in order to address the problem of AIS, focus has been on education rather than on closing down access points. Jabbour noted currently there is no means under which the Water Patrol can remove someone from the water even if they have 17 DUIs. Jabbour stated boater operator permits is one way to prevent people who break the laws from using a boat. Printup asked how things are going in the Minnetonka area related to the AIS issue. Printup asked whether they are starting to work together on the problem. Jabbour commented some people are playing chess and others are playing checkers. Page 3 of 14 _________.m _ MINUTES OF THE ' ORONO CITY COUNCIL MEETING • Monday,October 28,2013 7:00 o'clock p.m. (BIG ISLAND PARK REPORT&AIS UPDATE—GABRIEL JABBOUR, CUSTODIAN, Continued) McMillan noted a number of cities are talking about milfoil but that the discussion should perhaps focus more on what new AIS is coming down the road. McMillan asked what the likelihood of new AIS in Lake Minnetonka? Jabbour stated he is attempting to make Lake Minnetonka a lab or the focus place that can be studied by a number of scientists. The United States Army Corps of Engineers,with the help of the Watershed District,has received a grant from the State of Minnesota, is doing a big study on zeganox on Lake Minnetonka. Jabbour stated if those agencies remain involved,the City would be very fortunate. PLANNING COMMISSION COMMENTS—DENISE LESKINEN,REPRESENTATIVE Leskinen stated she had nothing to report but would be available for questions. PUBLIC COMMENTS Donna Hager, 4580 West Branch Road, noted she and her neighbor Terri Eastman, sent out a letter recently and that they are here tonight regarding the Lakeview Golf Course. Hager stated they would like the golf course to remain as open space. If the area is kept as open space, it could be used for year-round activities. Hager commented that perhaps the City or Hennepin County could consider purchasing the property. Hager stated in her view part of the problem is that a majority of the citizens do not know about the proposed change. Hager indicated she did not know about it until she read in the paper that it was being sold. Hager noted the sale is contingent upon the rezoning application and without that change it could stay as open space. Hager stated the owner of the property; Grant Wenkstern would like to sell the property,which is understandable. Hager indicated she purchased her property that adjoins the golf course in 1959 and has raised her family there. Hager commented the area is a place that is very personal and very much home. Hager stated she personally as well as the neighbors,would like to see this area kept as open space. The area could have a tennis court, swimming pool,run/walk paths, mini golf, or a 9-hole golf course, a clubhouse,which already exists, and a parking lot. In the winter there could be cross-country skiing, a sliding hill, skiing, and snowshoeing. Hager stated having been engaged in recreational activities all of her life, she is very interested in recreation for children, adults and the whole community. Hager stated the open green space invites people to live here and that she likes the fact that Orono prefers open space. Hager stated in her view the majority of the residents would like to keep Orono pretty much as is,but that the residents need to be informed about what is occurring in their community. Hager stated if the residents lose this 120 acre parcel of property of open green space, it will be gone forever. McMillan noted the City Council will be discussing that application in depth at the November 12th Council meeting and that her letter will be taken into consideration along with the other letters the City has received. McMillan stated Ms. Hager is welcome to attend the November 12 meeting. Page 4 of 14 ' MINUTES OF THE � ORONO CITY COUNCIL MEETING Monday,October 28,2013 7:00 o'clock p.m. (PUBLIC COMMENTS, Continued) Hager stated under the latest proposal that was discussed last Monday,the entrance and exit to the property would go right past her home and the Eastman home. Hager stated the road would be a two-lane private road and the only road going in and out for 59 homes,which will have a great impact on the traffic in the area. PLANNING DEPARTMENT REPORT 5. #13-3629 RYAN AND STACY ALNESS, 1169 NORTH ARM DRIVE, SUBDIVISION— RESOLUTION NO.6335 Ryan and Stacy Alness, Applicants, were present. Gaffron noted at the October 14th City Council meeting they voted 3-1 to direct Staff to draft a resolution for denial of the requested subdivision to extinguish the Special Lot Combination Agreement. The denial resolution is included in the Council's packet for consideration. Ryan Alness, 1169 North Arm Drive, stated he appreciates meeting with Staff this afternoon regarding access to their lake lot and that a solution has been arrived at. Alness stated their access is currently blocked by a lift station that was installed in the 1970s. The City Engineer has indicated the lift station could be modified to allow for a driveway to be built over at a cost of$8,000 to$15,000. Alness indicated they would be willing to pay for those expenses. In addition,a power pole may need to be relocated. Stacy Alness indicated they are willing to work with Xcel on relocating the pole. Ryan Alness noted they have obtained assurance from their neighbor at 1153 Elmwood that they can have an easement across their property. Alness noted an email to that effect has been sent in to City Staff. Mattick noted at the last City Council they voted to deny this application and that they need to adopt their findings to support the decision made. Mattick stated he is not sure whether there is a time requirement for when they can bring forward a different application. Gaffron stated it is typically six months for a variance but that he is not sure if that requirement applies to subdivisions. Mattick stated because the City Council voted to deny the request at the last meeting,they need to adopt the findings tonight. McMillan asked what work would be done to the pole facility and if the control would be replaced. Page 5 of 14 MINUTES OF THE ORONO CITY COUNCIL MEETING � Monday,October 28,2013 7:00 o'clock p.m. (S. #13-3629 RYANAND STACYALNESS, 1169 NORTHARMDRIVE,SUBDIVISION— RESOL UTION NO. 6335, Continued) Struve indicated the work involved would be removing the controls off of the pole and relocating them and then some internal work on the lift station would also need to be completed. The actual manhole will not be relocated. The improvements that were outlined to Mr. and Mrs.Alness were replacing the top access panel to make it a drivable access point along with a few other minor items. The lift station itself will not be moved but a drivable hatch will be installed. Struve stated he is not sure whether that will solve the access issues completely but that it is a start. McMillan asked what other costs might be associated with this project. Struve stated the drivable rated hatches are pretty standard and it just needs to be measured and then ordered. McMillan asked when the controls would be moved. Struve stated it is in the CIP for 2014 but that it is not set in stone. Bremer noted she was not in attendance at the last City Council meeting but that she would be interested in knowing whether any of the Council Members would change their opinion or if this has alleviated their concerns. Levang stated the Council was dealing with the Special Lot Combination and that access was not really discussed since it was a separate issue. McMillan stated in her opinion the City Council needs to go forward with the denial resolution tonight and that it is up to the applicant to pursue the access issue. Mattick stated the new application would be a request to terminate the Special Lot Agreement but it would be slightly different given the access being resolved. McMillan stated it comes down to the legal language contained in the Special Lot Agreement and that under the subdivision rules it requires a conforming lot. McMillan stated the City cannot make any guarantees that the request will be approved. Mattick stated the issue with the lot size will remain but that the access issue would make it a different application. Levang moved,Anderson seconded,to adopt RESOLUTION NO. 6335,a Resolution Denying a Request to Extinguish a Special Lot Combination and Denying a Subdivision of the property located at 1169 North Arm Drive. VOTE: Ayes 3,Nays 0,Printup and Bremer Abstained. Page 6 of 14 � MINUTES OF THE ' ORONO CITY COUNCIL MEETING Monday,October 28,2013 7:00 o'clock p.m. *6. #13-3634 STONEWOOD,LLC,ON BEHALF OF JAMES O'ROURKE,3227 CASCO CIRCLE,CONDITIONAL USE PERMIT AND VARIANCE—RESOLUTION NO. 6336 Levang moved,Bremer seconded,to adopt RESOLUTION NO. 6336,a Resolution Granting Variances from Municipal Zoning Code Sections 78-12'79,78-1282,and 78-1680,and a Conditional Use Permit pursuant to Municipal Zoning Code Section 78-966,for the property located at 3227 Casco Circle. VOTE: Ayes 5,Nays 0. *7. #13-3635 DALE PETERSON AND GAIL LEDSTROM,VACATE ROCKY KNOLL DRIVE—RESOLUTION NO. 6337 Levang moved,Bremer seconded,to adopt RESOLUTION NO.6337,a Resolution Vacating the Dedicated Right-of-Way of Rocky Knoll Drive within the Plat of Rocky Knoll and Easement Vacation at 3515 Sixth Avenue North,Hennepin County,Minnesota. VOTE: Ayes 5,Nays 0. PUBLIC WORKS DIItECTOR/CITY ENGINEER'S REPORT *8. PAY REQUEST NO.2—2013 FORCEMAIN IMPROVEMENT PROJECT Levang moved,Bremer seconded,to approve Pay Request No.2 for the contractor G.L. Contracting,in the amount of$4,344.66 for the 2013 Forcemain Improvement Project. VOTE: Ayes 5,Nays 0. 9. PRELIMINARY PLANS FOR 2014 NAVARRE STREET LIGHT AND SIDEWALK PROJECT David Martini stated the preliminary plans have been prepared for the Navarre streetlight and sidewalk project. The preliminary plans include 36 new light poles and fixtures on new concrete bases. The decision to have new concrete bases was based on discussions with Spring Park and their experience in attempting to reuse some of their existing infrastructure. Martini stated there are two existing lights that will be removed and not replaced on the east end of the project area. The one overhead light fixture will be removed and replaced with a light that will be directed on the Navarre sign as you enter from the east. All the existing controls will be replaced as part of this project and the lights will be turned on and off using a time clock. Martini indicated the red marks on the map depict the existing poles that will be removed and not replaced. The yellow mark depicts the city sign. On the south side of the road,east of the Holiday Gas Station, is where the first light pole would be replaced as part of this project. The proposed pole amenities include a flag holder,banner bracket,hanging basket bracket,and duplex outlet. Two fixture options would be bid out. Martini indicated the idea is that both of these would be bid out as alternates and the Council would then make a decision on which way to go on the fixtures at a later date. Page 7 of 14 MINUTES OF THE ' ORONO CITY COUNCIL MEETING � Monday,October 28,2013 7:00 o'clock p.m. (9. PRELIMINARYPLANS FOR 2014 NAVARRE STREET LIGHT AND SIDEWALK PROJECT, Continued) Martini stated as it relates to the photo metrics,the levels will meet or exceed minimum requirements for a commercial corridor. The height of the light was determined based on a balance of uniformity and intensity reaching the ground. The LED lighting is being proposed on 25-foot poles. The LED lighting provides better color and is more uniform than the high-pressure sodium light. Martini noted a shorter pole would provider more brightness down on the ground but less overlap between the poles. Martini indicated they would also be able to direct the light in the direction desired with the new lights. Also being proposed as part of this project are various sidewalk improvements. A sidewalk inventory was conducted by Staff denoting the condition of the sidewalks to determine which portions should be replaced. Martini indicated Staff will make sure there is not overlap with what the County is doing now or potentially into the future. The preliminary costs of the project for the lighting improvements are$394,750,wiring improvements at $38,150,and sidewalk improvements at$89,000, for a total estimated cost being$784,860. The schedule being proposed is to bring the final plans and specifications back to the City Council on November 25, with a bid opening in January of 2014. Construction would begin in May of 2014 and the work would be completed by August of 2014. McMillan asked whether it would make sense to relocate some of the bases. Martini stated if there are any specific concerns or areas that should be looked at, Staff could do that,but otherwise the poles are fairly evenly spaced to provide adequate lighting. McMillan noted some poles are located among trees and that the spacing could perhaps be looked at. Struve indicated there are also a few of the lights that are burned out. Bremer stated the corridor between Dunwoody and Lunds would be the corridor to look at for public safety. Printup stated there are a number of businesses where they have their own light pole and then a city light in close proximity. Printup suggested the City Council perhaps take a look at that to see whether they would be needed now or in the future. Martini stated Staffls goal was to light up the roadway and does not take into account the other lights that might be in the area. Martini stated if the business changes, one question is whether that same level of lighting will stay. Martini stated it depends on what the Council would hope to accomplish with the lighting. Printup asked if all 36 poles would have light fixtures. Struve indicated it is their recommendation to replace all the poles and lights in that area given their poor condition. The vast majority of the poles are located along County Road 15,with one or two north and south on County Road 19. Page 8 of 14 � MINUTES OF THE ' ORONO CITY COUNCIL MEETING Monday,October 28,2013 7:00 o'clock p.m. (9. PRELIMINARYPLANS FOR 2014 NAVARRE STREET LIGHT AND SIDEWALK PROJECT, Continued) Bremer asked if Council Member Printup is wondering whether the brackets should be installed. Struve stated they are moving forward with banner brackets on all the poles, light receptacles on all the poles, and that the flower pot holders were only in the commercial area. Anderson stated she would like to hear about what Spring Park has found in connection with their controls. Struve indicated Spring Park has run into some issues with the wiring and that initially they were just going to replace the poles and light fixtures and leave the bases and existing wiring. What Spring Lake found was a good portion of the wiring system did have issues and they ended up replacing approximately 3,000 feet of wire after the fact. Struve stated he does not have an amount of what the additional costs were. While Spring Park was able to reuse some of the bases, approximately one-third needed to be replaced. Struve stated it would be his recommendation to include in the bid replacement of all the bases and that a decision can be made out in the field on whether they need to be replaced. Levang asked if all the wiring in Spring Park was replaced. Struve indicated it is his understanding only portions were replaced. Bremer stated it would be interesting to look at the color of the poles. Bremer noted some of the poles look dirtier than others once they are installed. Bremer stated she would encourage the Council and members of the public to look at the color of the poles since some poles appear to be dirtier and less well kept. Bremer stated the City does not want to have to paint the poles periodically. Struve indicated he is attempting to get color samples for the poles in both brown and black but that he has been having some difficulty obtaining them. McMillan noted the plan calls for the replacement of lighting attached to traffic signal poles at the intersection of County Roads 15 and 19 and that it was her understanding that was Hennepin County's jurisdiction. Struve stated he would verify that with Hennepin County. McMillan stated it would make sense to leave existing lighting on the traffic signal poles if they are going to be redoing the intersection in a few years. McMillan asked if it would make sense to break out the wiring bid for the east and west side of Navarre Avenue. McMillan noted the majority of the repair is occurring between County Road 19 west to Navarre Avenue and that perhaps they could just replace the wiring on the east side. McMillan stated if it is a significant savings, it might be worth looking at. Page 9 of 14 ____ __ MINUTES OF THE ' ORONO CITY COUNCIL MEETING • Monday,October 28,2013 7:00 o'clock p.m. (9. PRELIMINARY PLANS FOR 2014 NAVARRE STREET LIGHT AND SIDEWALK PROJECT, Continued) Struve stated they can look at that,but it would be his recommendation that all the wiring be replaced based on what was observed by Staff. McMillan asked whether the Council wants to have the bid break out the wiring east of County Road 19. Struve stated he would still anticipate approximately 50 percent of the wiring to the west needing to be replaced based on what Spring Park has tested. Struve noted the wiring issues experienced by Spring Park have been found in different sections. Struve indicated they will break that cost out for the Council. Bremer asked how much it would cost to replace all the sidewalks. Struve stated both the short and long-term repairs were approximately five percent of the total sidewalk costs in that area. Struve stated Staff is showing only about 10 percent of the sidewalk that is in the area and that it would be significantly higher if all of it was done. Anderson asked whether the grant was for the sidewalk replacement. Struve indicated the grant is through Hennepin County's sidewalk participation grant and that 25 percent of the overall costs will be offset,which are not reflected in the numbers presented tonight. MAYOR/COUNCIL REPORT Anderson noted a wonderful dedication for the Eagle Project was held tonight. Printup commented it is a great memorial and that he would like to thank Thomas Longe for undertaking the work as part of his Eagle Project. Levang thanked Council Member Printup for speaking with Thomas Longe and encouraging him to consider doing the project. Levang stated both the new memorial and the World War I memorial look very nice. McMillan noted she attended the Minnehaha Creek Watershed District Heroes event and that they had a good turnout. Mayor Liz Weir received an award for her work with the different watershed districts. CITY ADMINISTRATOR'S REPORT 10. YEAR-TO-DATE GENERAL FUND BUDGET INFORMATION Olson noted the third quarter has just ended. Taxes represent 54 percent of the budget and they are projected to be at 100 percent by the end of the year and possibly slightly above the City's projected number. Licenses and permits will also be slightly over 100 percent for the year. Other governmental revenue will be over 100 percent,which is a result of additional police state aid that was received this year. Page 10 of 14 � MINUTES OF THE ' ORONO CITY COUNCIL MEETING Monday,October 28,2013 7:00 o'clock p.m. (I0. YEAR-TO-DATE GENERAL FUND BUDGET INFORMATION, Continued) Olson stated the line items that are under budget include miscellaneous. The golf course is also going to be under budget for revenues due to the poor weather experienced this spring. Olson stated the third quarter is basically following the previous year's revenues but are slightly higher due to the Mound police contract. Olson stated he is estimating by the end of the year the City will be at 100 percent of revenues. As it relates to expenditures,three departments are over budget, and they include assessing,elections, and law and legal services. Olson noted jail charges from Hennepin County are very high this year from Hennepin County,which has resulted in that line item increasing for next year. Olson stated the other departments look good and the administration department is way under budget due to the elimination of one position. Olson stated in his view by the end of the year expenditures will be under 100 percent and that revenues will be at 100 percent. Olson stated as it relates to the City's investments,the City is allowed to invest in treasury bills and agency bonds, state and local securities, money market funds,commercial paper issued by corporations and time deposits such as CDs. Currently interest rates are at historically low numbers and it is necessary to go out almost five years before you get a one percent return. Olson noted the City does not own any treasuries at the current time. The current CD rates pays one percent at three years and a one year CD is .04 percent. As of the end of the third quarter,the City had the majority of their money invested in CDs followed by agency bonds and then money market accounts. To date this year the City has made $129,000 in interest, which is approximately$4,000 more than last year. Total interest earned in 2012 was$188,000. In comparison to other cities,Orono has done better than the other local cities. Olson stated in his opinion Orono is still doing pretty good with their investments even though the yields are down from a few years ago. McMillan asked whether the City is limited to five years on their investments. Olson stated a few years ago that was expanded to eight years. Olson noted the City does relatively few investments going out eight years since the interest rates could change and you do not want to be locked into a long-term investment that pays a lower rate of interest. Printup asked what Orono's bond rating is currently at and what the importance of that bond rating is. Olson indicated Orono has the highest bond rating at AAA,which is the high rating and allows the City to obtain better interest rates on the sale of bonds. The average rate paid by the City was just under three percent,which is approximately a half-percent better than a number of other cities in Minnesota. Page 11 of 14 MINUTES OF THE ' ORONO CITY COUNCIL MEETING � Monday,October 28,2013 7:00 o'clock p.m. 11. VIDEOTAPING CITY COUNCIL MEETINGS IN 2014 Loftus noted the City Council approved a direct franchise agreement with Mediacom in August and as part of that withdrew from the LMCC. Mayor McMillan and Council Member Levang have been working with Staff on videotaping solutions for the City Council meetings in 2014. A number of options have been explored and the group has decided the most cost effective way to move forward is for Orono to install their equipment, utilize a web stream service to upload the meetings onto the City's website and the Mediacom's channel, and purchase various equipment from AVS to help facilitate that. Loftus indicated at the present time they are looking at a two-camera system to accomplish that but that Staff is still looking at additional services to add besides simply videotaping the meetings. Loftus noted the service will be fairly basic in the beginning and that the bulletin boards and other programming will not be available immediately. Loftus indicated one of the questions for the City Council to consider as part of this service is whether they would like to go to paperless Council packets. One of the services through the web stream company would make that service easier to offer. Loftus stated Staff is looking for approval tonight from the City Council to purchase the equipment. Once the equipment is purchased,preparations will begin to allow the taping to commence in January. Printup asked what the bulletin boards entail. Loftus indicated that would require an additional programming server where the meetings are scheduled to play on the City's channel. Loftus stated to offer anything more than simply videotaping and showing the meetings, an additional server would need to be purchased. Levang noted those services could be added in the future but at this point the group felt it was important to start by taping the meetings. McMillan stated one of the goals was to videotape the meetings and have it available on the City's website. The group will work on making the cable channels more elaborate at some point in the future. McMillan stated school board meetings and other community programming could be added. Anderson asked how many channels the City will have. Levang indicated three. McMillan stated the thought behind the two robotic cameras would be to have one focused on the City Council and then have one focused on the screen or the podium. McMillan stated the hope is to minimize the amount of editing and other work that would need to be done. The Granicus software allows the ability down the road to live stream. Anderson asked where the equipment would be located. Page 12 of 14 � MINUTES OF THE ' ORONO CITY COUNCIL MEETING Monday,October 28,2013 7:00 o'clock p.m. (Il. VIDEOTAPING CITY COUNCIL MEETINGS IN 2014, Continued) Levang stated the current equipment room would be utilized and the camera operator would be stationed in there. McMillan stated the LMCC has done quite a bit of work on pricing options and that the cheapest package they offer is one for$30,000. Under their pricing options,the LMCC decided to go with a charge per household. The thought was that eventually people will get T'V over the Internet but at the present time there is not that much of a demand for it. McMillan noted that Mediacom is also starting to restrict the amount of data that can be streamed over the Internet. Levang stated the way it is structured is either you are part of the LMCC or, if you chose to direct franchise,you would need to be an affiliate member at$30,000. The group felt that the $30,000 to have the meetings covered did not make sense since that would need to be paid year after year and the City would not own any of the equipment. Levang noted Orono will be paying for the equipment out of PEG fees and franchise fees and the citizens will not be ta�ced. The equipment could also be used to tape special meetings or Planning Commission meetings since Orono will now have its own equipment. McMillan stated the excess cash distribution discussion was tabled at the October meeting and will be discussed at the November LMCC meeting. McMillan noted the LMCC has approximately$400,000 in excess cash at this point and that their share of that could be used to purchase the equipment. McMillan stated in her view the City's request for distribution of that excess cash is not out of line since it would allow the LMCC to keep their studio assets and other assets but that the money the subscribers contributed to would be disbursed. Bremer asked if all of the additional services would require a package of some sort. Levang stated you first have to become an affiliate for the$30,000 and then you can add on additional services. McMillan stated in her view not all of the cities were comfortable with the prices and that in her view it is in the best interests of Orono to move ahead and not wait for a final decision. Bremer asked what sources were used for the cameras. Loftus indicated Staff conducted a survey of the surrounding communities and asked them a number of questions about the number of complaints they receive,how audits are paid for,renewals,etc. Loftus indicated they also did make a couple of site visits and looked at some quotes that the cities received to replace the equipment in their chambers. In addition,three vendors were out to the City to look at the chambers and provide cost estimates. Loftus stated the decision to purchase this equipment was based on recommendations from vendors and the other part was input from other cities. � Printup asked if the city will be videotaping before the end of the year on an experimental basis. Levang stated they hope to start taping in November. Anderson moved,Printup seconded,to approve the equipment purchase from AVS in the amount of$35,985 and from Granicus in the amount of$4,600. VOTE: Ayes 5,Nays 0. Page 13 of 14 MINUTES OF THE ' . ORONO CITY COUNCIL MEETING ► Monday,October 28,2013 7:00 o'clock p.m. CITY ATTORNEY'S REPORT City Attorney Mattick stated he had nothing to report. *12. LICENSES AND PERMITS None *13. CLAIMSBILLS Levang moved,Bremer seconded,to approve payment of the All Funds Account. VOTE: Ayes 5, Nays 0. ADJOURNMENT Levang moved,Printup seconded,to adjourn the Orono City Council meeting at 8:58 p.m. VOTE: Ayes 5,Nays 0. ATTEST } � �� <--�c�..-� �_-� /��^ <�� � ` Rachel Dodge, City Clerk Lili Tod McMillan, Mayor Page 14 of 14