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HomeMy WebLinkAbout07-28-2014 Council MinutesMINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 1 of 17  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, Lizz Levang, and Aaron Printup. Representing Staff were City Administrator Jessica Loftus, Finance Director Ron Olson, Community Development Director Andrew Mack, Senior Planner Michael Gaffron, City Planner Melanie Curtis, City Attorney Soren Mattick, Consulting City Engineer David Martini, 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. 5, 6, 7, 9, 12, 13, and 14 were added to the Consent Agenda. Levang moved, Printup seconded, to approve the Consent Agenda as amended. VOTE: Ayes 4, Nays 0. APPROVAL OF MINUTES *2. REGULAR CITY COUNCIL MINUTES OF JULY 14, 2014 Levang moved, Printup seconded, to approve the minutes of the Orono City Council meeting of July 14, 2014, as submitted. VOTE: Ayes 4, Nays 0. PRESENTATION 3. STAY THE COURSE – 90TH ANNIVERSARY GOLF TOURNAMENT PRESENTATION AND RECOGNITION OF SPONSORS – RESOLUTION NO. 6423 Ron Ridgeway provided an update on the work that has been done on the golf course as well as the recent golf tournament. Ridgeway stated the golf course has never looked better and there has been a good response to the Groupon offer. Ridgeway displayed pictures of the golf course. Ridgeway stated a resident artist came out and took a number of beautiful photographs of the golf course. There were 48 paid golfers and a few guest golfers who participated in a 9-hole scramble. The event was catered and over 40 prizes were given away. Ridgeway noted a number of tents were donated by the Orono Lions for the event. Ridgeway stated they also have had a record number of volunteers who have done a tremendous amount of work at the golf course and on the buildings in order to bring it up to par. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 2 of 17  (3. STAY THE COURSE – 90TH ANNIVERSARY GOLF TOURNAMENT PRESENTATION AND RECOGNITION OF SPONSORS – RESOLUTION NO. 6423, Continued) Ridgeway noted Steve Kelley was co-chair of the event and that he donated the landscaping for the front of the club house as well as the Pioneer Museum. Also available for viewing at the tournament was a historical display highlighting the founding of the golf course. The display will be framed and kept at the golf course. Ron Steffenhagen, golf course superintendent, was honored for his 40 years of service as the grounds keeper. Ridgeway stated the volunteer group is always looking for new ideas to help improve the course as well as increase the number of golfers. Ridgeway noted golf has experienced a decline culturally in the past few years and they would like to continue offering specials through Groupon as well as other promotional activities. Ridgeway stated they would like to use the monies donated to install a putting green and new carpet in the clubhouse. Ridgeway stated in addition to the other work performed on the golf course, the interior and exterior of the maintenance shed has been updated, the landscaping has been improved, and a new front door with handicap access has now been installed on the clubhouse, which opens new opportunities for events. Ridgeway stated the fences still need to be painted and that they are interested in having trash enclosures constructed. Ridgeway stated the pump house is also on the list to be rehabbed as well as installation of some tiling/grading work, and that work has been ongoing on the fountain and tee boxes. Ridgeway noted the tournament had a number of sponsors for the event, including Lakeside Liquor, Dick Blank, Country Cake Cupboard, First National Bank of the Lakes, RA Consulting, Red Rooster, Sears Imported Autos, Marshall Hambro, Ivan Corazalla, Kelley & Kelley, Charles and Jean Krogness, Ron and Mary Jo Steffenhagen, Bolton & Menk, Fore Ewe, Gear West, Harvest Moon, Otten Bros, and the Navarre Lunds store. McMillan thanked the volunteers for their hard work at making this event a success. Levang moved, Printup seconded, to adopt RESOLUTION NO. 6323, a Resolution to Accept Golf Course Donations, and to send each donor a copy of the resolution with a letter thanking them for their support. VOTE: Ayes 4, Nays 0. PLANNING COMMISSION COMMENTS – DENISE LESKINEN, REPRESENTATIVE Leskinen stated she had nothing to report but would be available for questions. PUBLIC COMMENTS Bill Arons, 1412 Baldur Park Road, thanked the City for patching their road. Arons stated the Baldur Park residents would still like to encourage the City Council to approve the funds for preparing plans and specifications this year, with construction starting in 2015. Arons stated the overall budget for the project would not be that large given the size of the project. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 3 of 17  (PUBLIC COMMENTS, Continued) Arons stated the residents would also like to know what they should do with the sand that was used to construct the 500-foot berm. Arons stated one option would be for the residents to use it to fill in low spots in their yards or another option would be to place it along the roadway so it could act as a small shoulder. Arons stated the sand should be removed prior to the first snowfall or there will be problems with snow removal. McMillan suggested Mr. Arons speak with City Administrator Loftus about that item. Arons stated there is also a culvert between 1412 and 1416 that should be removed sometime this summer since it has never really been necessary to divert water in that area. Arons stated removal of the culvert would help improve the roadway. PLANNING DEPARTMENT REPORT 4. #13-3638 SOURCE LAND CAPITAL, 405 NORTH ARM DRIVE – LAKEVIEW GOLF COURSE ROPERTY – CONTINUED SKETCH PLAN REVIEW Gaffron stated the applicants would like to present an updated sketch plan. Based on the City Council’s comments provided at the meeting in March, the applicants have made a number of revisions to their plans. Pat Hiller stated back at the March 24 City Council meeting they were proposing a configuration of 52 lots, with a north and south road connection. At that time the City Council provided some input regarding some of the narrow and odd shaped lots on the southern portion of the site and a desire to minimize the number of lots below two acres. Hiller stated at that time they agreed to come back with another concept plan reflecting those comments. Hiller displayed the previous configuration that was discussed on March 24. Hiller noted they had not completed all the septic testing at that time. Hiller stated their updated plan reflects the final septic testing, with 47 lots now being proposed based on that testing. Hiller stated they are allowed 60 lots based on the dry buildable acreage but that the number of lots has been reduced to 47 due to the septic testing. The lots average 2.4 acres and attempts have been made to clean up the majority of the odd shaped lots. Hiller indicated they spent a considerable amount of time and went through a number of iterations on the layout and the lots that are now reflected are driven by the septic locations and the two acre size. Hiller noted the amount of conservation areas and dedicated green space are the same as previously proposed. There are four lots along North Arm Drive that have been made slightly wider. Lot 47 is approximately 1,000 feet wide and 4.2 acres. Each lot has a primary and alternate septic site, with some of the septic sites being located in the conservation areas. Hiller indicated they tried to design the lots around the septic sites with a north/south road connection. Hiller stated their number one criteria, was two acre lots and that all but two lots have a minimum of two acres. Those two lots consisted of1.7 acres. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 4 of 17  (4. #13-3638 SOURCE LAND CAPITAL, 405 NORTH ARM DRIVE – LAKEVIEW GOLF COURSE ROPERTY – CONTINUED SKETCH PLAN REVIEW, Continued) Hiller stated instead of 11 lots, there are now seven lots that are below 200 feet at the front. Hiller stated to his recollection there may be a side setback or two that may require 20 feet rather than 30 feet. Hiller stated as it relates to the larger lot, Lot 47, he was approached by a few of the neighbors with the concept of a passive park and that the neighbors are in the process of seeing whether private funds could be compiled to purchase that lot. Hiller stated there could also perhaps be a trail or two through that area but at this time there is still a lot of work to be done before that concept is finalized. Hiller noted they did discuss previously connecting to city water out of Minnetrista. The City Council and Staff have expressed some concern about committing to that at this point since Minnetrista is still in the process of discussing improvements to their filtration system. Hiller indicated they would be willing to hold off with that facet of the plan but that he would ask they be allowed to have a dual approval with well and septic as well as city water. Hiller stated he is not sure whether anything has been done like that before but that he would like to preserve that possibility until the final plat is ready for approval. Hiller stated he has nothing new to report from the Watershed District at this time but that stormwater management plans and regulatory permits will be the next step once the drawings are complete. As it relates to the site restoration and green area, that facet of the plan is still as originally proposed. Levang stated she appreciates the steps taken to come much close to the two-acre minimum. Levang asked whether there is any possibility of making those two 1.7 lots two acres. Hiller stated adjacent to Lot 16 is a 2.0 and a 2.1 acre lot. Hiller stated one of the boundary lines is right on the septic site for Lot 16. Hiller stated if the Council is okay with a slightly odd shaped lot, he could possibly get Lot 16 up to two acres. Levang asked whether Lot 17 could be reduced somewhat to increase Lot 16. Hiller stated they could perhaps do some manipulation of the lot lines but that it would create a slightly odd shaped lot. Levang stated the other lot below two acres is Lot 28. Hiller pointed out the septic locations for Lot 28 and noted they do not have as much room to manipulate the lot lines in this area. Levang concurred that lot might not be as easy to change. McMillan stated Lot 32 does have some funny lot lines, which is one issue she has expressed previously. Hiller pointed out the septic sites for the lots in that area. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 5 of 17  (4. #13-3638 SOURCE LAND CAPITAL, 405 NORTH ARM DRIVE – LAKEVIEW GOLF COURSE ROPERTY – CONTINUED SKETCH PLAN REVIEW, Continued) McMillan stated she understands the desire not to lose any more building pads but that they could perhaps make up the economic loss by having Lot 33 go down towards the road, with the east side of the pond being located on that lot, which would help protect that lot’s view shed. McMillan stated they would lose a building site but that they could then make Lot 28 bigger. McMillan stated in her view, when someone is starting from scratch, having an oddly shaped lot like that feels like it is stretching the number of lots a little bit. Hiller stated the lot is high on the hill and has a nice view. Hiller stated it will be a premium lot even with the odd shape. Hiller asked if the objection to the odd shaped is over the possibility of confusion of the lot lines by the property owners. McMillan stated that is one reason and that in her view an odd shaped lot in a high-end development is a negative. Bremer stated there are a number of areas in Orono that have been developed with varying shapes and that those developments have a more natural appearance since the homes all vary in setback. Hiller stated there is a randomness to the house setbacks, which in his view adds to the attractiveness of the development. McMillan stated in her view he would not lose that much economically since a bigger lot would likely be a premium lot. Printup stated in his view manipulating the lot lines for the one lot that is less than two acres seems to be a fair concession and that perhaps something similar could happen on the other side if the lot lines can be massaged into making the remaining 1.7 acre lot larger. Hiller stated massaging that site would have an impact on the other lots surrounding it. Printup stated if Lot 32 is a premium lot, there might be some economic compensation gained there. Hiller stated he was hoping not to lose another lot and that they are not able to manipulate the lot lines too much given the location of the septic sites. Hiller indicated they will take another look at it and see what can be done. Levang asked what would happen to Lot 47 if it is not used as a pocket park. Hiller indicated it would be sold. Levang asked if it would still be one lot if it is not used as a park. Hiller stated it would be and that it would be a 4.2 acre lot and that there is approximately 1,100 feet of road frontage. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 6 of 17  (4. #13-3638 SOURCE LAND CAPITAL, 405 NORTH ARM DRIVE – LAKEVIEW GOLF COURSE ROPERTY – CONTINUED SKETCH PLAN REVIEW, Continued) McMillan asked if people can walk across the parcel. Hiller stated there is a bituminous path that does experience some water in the spring and that they will need to look at perhaps doing some grading to improve that situation. Hiller indicated at this point they have not really examined the topography of that lot to see what a park would look like. Printup asked if any of the other issues have been looked at closer, such as headlights and traffic. Hiller stated the gentleman who raised that question is located in this area and that there should not be headlights pointing at his house. Levang and McMillan indicated they are not interested in obtaining water from Minnetrista. Bremer stated she is not opposed to it but that it appears the majority of the City Council is not in favor of that. Hiller stated there is still ongoing discussion regarding the issues in Minnetrista and that it is uncertain how it will end up. Levang stated given the state of flux and the lack of decisions by Minnetrista, she would not like to bank on that happening. McMillan noted the City also has no control over the rates if water is obtained from Minnetrista. McMillan stated Minnetrista is talking about a very expensive system that relies on future density, which could cause the rates to go up higher than what is currently being anticipated. Hiller stated they will draw the plans up with private wells and that he understands Mayor McMillan’s concerns. Hiller stated if something should change in the near future regarding that, they could perhaps address that at the final plat stage. Printup stated he would also encourage them to take a closer look at a traffic study. Hiller stated they are aware of a number of independent consultants who perform traffic studies, but that if the City has a specific entity they would like have perform the study, they would be fine with that. Hiller stated he would like to know exactly what the City Council is looking for in that regard. Printup stated he would like the neighbors’ concerns addressed that have previously been raised. Hiller stated they have not performed a formal traffic study. Hiller asked if they would like to see a detailed traffic count. Hiller noted County Road 19 is designed for so much capacity and that they could show how much capacity will be generated from this development to see what percentage of design capacity would be reached on County Road 19. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 7 of 17  (4. #13-3638 SOURCE LAND CAPITAL, 405 NORTH ARM DRIVE – LAKEVIEW GOLF COURSE ROPERTY – CONTINUED SKETCH PLAN REVIEW, Continued) Bremer stated safety impacts would be an important piece since the residents have raised concerns over the safety of intersections. Bremer stated in her view the topography is challenging as well as the intersections and that those things will need to be taken into consideration by the traffic consultants. Hiller noted there was an accident up the road a few weeks ago but that it was not a result of the intersection. Hiller stated there was a lane closure and the person ran into the car that was stopped ahead of him. Hiller stated he will go ahead and have a traffic study performed. Hiller asked if Staff has a particular entity or individual in mind. Gaffron stated the City Engineer did a traffic study for Stone Bay approximately 12 years ago, which is an option in this situation, but that he does not have a particular recommendation on who should do the study. Mattick stated any outside study that is done would be turned over to the City Engineer to review. Hiller stated he will go ahead and contact a private consultant named Data Sources that his engineer is familiar with. Hiller stated the traffic study will hopefully be completed by the time of preliminary plat. Bremer stated in that example provided by Mr. Gaffron there were some raw numbers that were provided by someone else and then the City Engineer looked at those. Bremer stated to her recollection the City took a more active role in that study. Gaffron stated he does not have any issues with the applicant hiring a private consultant but that Staff will check into Data Sources to make sure we have no issues with them. Levang stated as it relates to Exhibit D, which is Hennepin County’s traffic analysis of County Road 19 and the North Arm Drive intersection, it talks about the entering sight distance for vehicles from North Arm Drive entering on to County Road 19 meets the minimum sight distance that is required, which is 500 feet, but dos meet the desirable sight distance of 700 feet from the intersection looking north. Levang stated she would encourage the applicant to review that data and how that can be mitigated since that is one of the concerns that has been raised by the neighbors. McMillan asked if the next step in the process is to bring the preliminary plat before the Planning Commission. Gaffron indicated it would be. Hiller stated they would hope to have the preliminary plat application to the City by the end of August. McMillan noted there would be a public hearing before the Planning Commission. Hiller stated the EAW comment period expires on August 6. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 8 of 17  (4. #13-3638 SOURCE LAND CAPITAL, 405 NORTH ARM DRIVE – LAKEVIEW GOLF COURSE ROPERTY – CONTINUED SKETCH PLAN REVIEW, Continued) Hiller stated he also has spoken with Mediacom about pulling cable into the development since they are doing work in the area and that it should not be a difficult task. Mayor McMillan asked if any members of the public would like to comment on the application. There were no public comments regarding the sketch plan. The City Council took no formal action on this item. *5. JOE CHURCH, 4440 FOREST LAKE LANDING – ENCROACHMENT AGREEMENT Levang moved, Printup seconded, to authorize Mayor McMillan and City Administrator Jessica Loftus to sign the encroachment agreement for maintenance, reconstruction and/or removal of the right-of-way encroachments subject to Staff recommendations. VOTE: Ayes 4, Nays 0. *6. #13-3643 JOHN BRUNELLO, 825 WILLOW DRIVE SOUTH – AMENDED APPROVAL, RESOLUTION NO. 6424 Levang moved, Printup seconded, to adopt RESOLUTION NO. 6424, a Resolution Amending Resolution No. 6348 for the property located at 825 Willow Drive South. VOTE: Ayes 4, Nays 0. *7. #14-3655 JOE AND DONELLE FELDMANN, 805 FOREST ARMS LANE – VARIANCE – RESOLUTION NO. 6425 Levang moved, Printup seconded, to adopt RESOLUTION NO. 6425, a Resolution Granting a Variance to Municipal Zoning Code Sections 78-78-1279(6) for the property located at 805 Forest Arms Lane. VOTE: Ayes 4, Nays 0. 8. #14-3674 WOLVERTON, LLC, REVIS STEPHENSON, 4580 WOLVERTON PLACE – VACATION – RESOLUTION NO. 6426 Lori Gherardi, 2980 Watertown Road, stated she is in agreement with the $3,403 figure arrived at but that she would like to make a request that the fee be reduced or waived. Gherardi stated she would agree the easement was probably not necessary in the first place and that there were no adverse impacts on stormwater or site drainage and are not anticipated. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 9 of 17  (8. #14-3674 WOLVERTON, LLC, REVIS STEPHENSON, 4580 WOLVERTON PLACE – VACATION – RESOLUTION NO. 6426, Continued) Gherardi noted the notes reflect that the City Council vacated the easement on the adjoining property in order to avoid threatened litigation, and then later said that the adjoining lot is not applicable to this application. Gherardi stated she is not going to pursue legal action but that she cannot go back to those people and ask for that money. Gherardi stated she is making the request as a small business owner in Orono. McMillan asked if she originally proposed the easement. Gherardi stated she did not and that it was part of the requirement for the conservation easement. Gherardi indicated she was just following the requirements that were set out. Mattick stated one of the ideas that had been contemplated when attempts were being made concerning the break that was given for the size of the easement was the fact that that property owner was not the person who received the financial benefit at the time. Mattick stated in this case the applicant did receive a financial benefit, and so the City is attempting to recoup some of that. Mattick stated he understands the nature of the request, but that was Staff’s logic for requesting reimbursement. Printup stated he is not in favor of a reduction. Levang indicated she also is not in favor of a reduction since she did receive a benefit. McMillan stated she is not in favor of the reduction. Bremer stated she would be supportive of a reduction but that she also understands the rationale of Staff and the rest of the City Council. Levang moved, Printup seconded, to adopt RESOLUTION NO. 6426, a Resolution Vacating a Portion of a Conservation Easement Located on 4570 Wolverton Place, Orono, with a reimbursement by the applicant of $3,403. VOTE: Ayes 4, Nays 0. PUBLIC WORKS DIRECTOR/CITY ENGINEER’S REPORT *9. 1330 CHERRY PLACE RAVINE STABILIZATION Levang moved, Printup seconded, to approve the ravine stabilization in the fire lane adjacent to 1330 Cherry Place in the amount of $13,875 from the stormwater fund. VOTE: Ayes 4, Nays 0. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 10 of 17  10. 2014 REST POINT ROAD IMPROVEMENTS – BID AWARD Martini noted based on prior Council authorization, plans and specifications were created for improvements for Rest Point Road and Rest Point Circle. Martini stated bids were received from three different contractors, with the low bid being received from Northwest Asphalt in the amount of $94,447.50. Martini stated he would recommend the bid be awarded to Northwest in that amount. McMillan noted the bids came in a little bit lower than anticipated. Dennis Walsh, 1354 Rest Point Road, asked what the final resolution is to the curb. Martini indicated the City has received an easement from that property owner and the curb will now be able to be relocated all on private property. Martini indicated prior to starting construction, they will have a walking tour of the project, with the affected property owners being able to meet with them and ask questions or discuss any concerns they may have. McMillan asked how the residents will be notified that the project will be commencing. Martini stated that notice would be brought to their door. Martini stated it is his understanding that Northwest is ready to proceed with the work and that he will be in contact with them in the very near future to schedule a preconstruction meeting. Martini stated he anticipates the work will take a couple of weeks. McMillan asked if any culverts will be replaced. Martini stated there will not be. Printup moved, Levang seconded, to award the Rest Point Road Street Improvement Project to Northwest Asphalt in the amount of $94,447.50, the construction phase services to Bolton & Menk in the amount of $12,100, and to transfer funds in the amount of $106,548 from the General Fund Balance to the Pavement Management Fund. VOTE: Ayes 4, Nays 0. MAYOR/COUNCIL REPORT Levang stated she would like to thank Ron Ridgeway for speaking about the golf tournament and that it was a very enjoyable event. Levang stated she attended the water workshop with Community Development Director Andrew Mack and Planning Commission Chair Denise Leskinen and that it was very informative. Levang indicated she has spoken with City Clerk Rachel Dodge about including some of that information in one of the upcoming City newsletters. Bremer noted the City has started its budget discussions for 2015 and that she would invite anyone who is interested in hearing more about it to attend one of the Council work sessions. McMillan stated she had an opportunity to visit Big Island Park last Friday and that overall the park is in good shape. McMillan noted there were a couple of issues with signage that she discussed with the City Administrator. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 11 of 17  (MAYOR/COUNCIL REPORT, Continued) McMillan stated Bonnie Menigo, one of the property owners on Big Island, picked up all the debris following July 4 and that she did suggest the City try to get a message out next year to let people know that their litter should not be thrown in the lake. McMillan thanked Bonnie Menigo for her help and stated the City will need to think about ways to try to minimize debris being thrown into the lake. McMillan stated she did attend the Spirit of the Lakes event in Mound and that the Orono Police Department was in attendance. McMillan stated the Mound Fire Department had a kitchen fire demonstration, which was very informative. McMillan noted the Mound farmers market has opened up and is located on the Dakota Trail, which has attracted a large number of bikers. McMillan noted National Night Out is coming up on August 5. Police Chief Farniok stated currently the Orono Police Department is planning on attending 22 parties and that they are still taking reservations until the end of the day on July 29 if a resident would like someone from the police and/or the fire department to attend. Farniok noted Orono was selected as one of the three cities in the metro area to have the North Memorial helicopter land. The helicopter will be landing at Hackberry Park sometime that evening. Farniok stated they are hoping for good weather this year, noting that last year’s event was cut short due to the storm that went through the area. McMillan asked if Council Members are able to ride along with the police officers. Farniok stated Council Members are welcome to ride along or the information can be provided to the Council. McMillan stated she will be filing for re-election tomorrow morning but that a number of her fellow mayors will not be filing, such as the mayors of Mound, Medina, Minnetrista, Long Lake, and Spring Park. CITY ADMINISTRATOR’S REPORT 11. ORONO POLICE DEPARTMENT REMODEL AND EXPANSION – BID AWARD Loftus stated bids were opened on July 18 for the remodel of the Orono Police Department. Mark Kotten, Kraus-Anderson, stated the City Council should have a summary of the bids in their packet. Overall there were 53 different bidders, with the lowest bid coming in $114,000 under budget. The bid contained nine alternates. Kotten stated their recommendation letter includes alternate number one, which includes a bathroom; alternate number five, which replaces the bituminous with concrete for the sidewalk along Kelley Parkway; alternate number six, which specifies concrete repair in the plaza outside the City Hall/Council Chambers; and alternate number nine, a textured finish on the wall panels. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 12 of 17  (11. ORONO POLICE DEPARTMENT REMODEL AND EXPANSION – BID AWARD, Continued) Kotten noted the alternates highlighted in the brownish-orange colors are not included at the present time, and include the remodeling of City Hall, replacement of the furnaces at the police department and city hall. McMillan asked how old the condensing units are. Kotten indicated they are over 20 years old. Printup stated in his view it would be reasonable to include the alternate for the furnace, and asked whether that would exceed their budget amount. Kotten stated it would be cost efficient to do it now and that the bids were very competitive. McMillan noted some other alternates were added in, which would raise the cost of the overall project. Levang stated it would increase it by approximately $320,000. Loftus noted an identified problem since the beginning of the project process was that the heating and cooling in the facility was lacking. Levang asked if the furnaces in the city hall building are the residential furnaces. McMillan indicated that is correct. Levang stated it is known that there is inconsistent heating and cooling in different offices, which has been a source of complaints by Staff over the years. Levang asked if the furnaces in the police department are also residential furnaces. Kotten stated that is correct. Levang stated when the building was originally built, that apparently made sense, but that it does not make sense anymore since they have proved to be inadequate. Kotten stated the equipment has run its life span and that there have been a number of issues over the years. McMillan asked if the duct work would also be replaced. Kotten indicated it would not. Kotten stated some exhausting work will need to be done since the furnaces are high efficiency. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 13 of 17  (11. ORONO POLICE DEPARTMENT REMODEL AND EXPANSION – BID AWARD, Continued) Loftus stated the residential nature of the condensers is not necessarily going to change, but that in speaking with some of the Council Members that were around at the time the original equipment was approved, it was elected to go with the residential condensers as a cost saving measure. Loftus stated the alternate is for the same sort of system and that the city will not be going to a commercial system since it is cost prohibitive. Steve Klineman stated the newer systems are able to operate at a higher level than the current equipment and will be more efficient. Levang asked if there will be hot and cold zones. Klineman indicated it will be better than what currently exists. Bremer noted this issue was identified approximately five to seven years ago. Levang moved, Bremer seconded, to award the Orono Police Department remodel and expansion project to the contractors identified by Kraus-Anderson in the amount of $2,308,648, and to approve Alternates 4, 7, and 8, in the amount of $320,950. Bremer noted the funding source will need to be identified in the motion. Printup stated the report talks about a third option and identifies the General Fund Reserves and West Lafayette Road. Printup indicated he is not totally in favor of reconstructing Lafayette Road but that he is not in favor of taking the dedicated funds for Lafayette Road and putting them towards this project. Dennis Walsh, 1354 Rest Point Road, stated he finds it ironic that tonight’s meeting started with the 90th anniversary of the golf course, which was a project that was well broadcast and begging for money to improve a 90-year-old landmark. Walsh stated also speaking tonight was Bill Arons about his road and issues with the road crumbling; Source Land Capital, who was directed to go through a number of steps by the City Council; and then this application with the City of Orono. Walsh stated the City Council is taking this building project and basically saying, let’s pass it now so we can find out what’s in it, but that the residents are now finding out there is more in it than what they thought there was. Walsh noted the City Council has bypassed the Planning Commission and any public forum and only gave the public one week’s notice before voting on it. Walsh noted plans were also not available at City Hall to be reviewed by the residents. Walsh stated it appears to be a matter of do as I say and not as I do. Walsh stated this is a situation where the cart is before the horse, but that the City Council always requires everybody else to have the horse before the cart on their applications. Walsh stated the City Council is pushing things through incredibly fast on this project and that there are things that were not anticipated and not budgeted. Walsh stated in his view it appears the City Council has their priorities wrong. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 14 of 17  (11. ORONO POLICE DEPARTMENT REMODEL AND EXPANSION – BID AWARD, Continued) Walsh stated the City is looking at spending lots of money and that in a situation like this people usually take a break and re-evaluate. Walsh noted the City Council is sitting here tonight still asking questions about the construction but at this point they should know it inside and out given the fact that it is a $3 million project. Walsh stated he hopes the Council re-evaluates the project and perhaps come to the conclusion that they need more general contractors bidding on the project to see if they can save additional money. Walsh stated the money saved could pay for a bunch of roads but that the City Council is spending it like there is no tomorrow. McMillan stated the City has been working on this project for the past year and that the City Council packets have been available to the public and have included the plans for the project. Loftus stated Staff has identified three funding options and that she is aware of Council Member Printup’s concerns on the third option. Loftus stated one option is the Community Investment Fund (CIF), which originated with the construction of this building. While the City does not currently set aside improvement dollars for a 20-year building that money has been accumulating over the years. Loftus stated in the City’s finance policy it says that any positive fund balance gets transferred into that fund from the operating and general fund. Loftus noted there are two projects that have been discussed in connection with that CIF fund. The first one is the Navarre street light project and the second is the turnback project for 112. Loftus stated that source of money would not be Staff’s recommendation at this point. Loftus stated the other option would be the PIR Fund, which is a temporary fund for construction projects. Loftus stated when the City bonds for a project, the money goes into that fund and the expenses come out of that fund. Loftus stated the City has had a number of projects over the years that have come in under budget and that the funds have slowly accumulated. The current balance in that fund is approximately $1.1 million, with the majority of those funds not presently being designated. Loftus stated approximately $300,000 is designated as an emergency contingency. Loftus stated the PIR Fund would be the fund Staff would recommend at this time for funding of this project. Levang stated in her view the PIR fund is a good choice. Bremer asked if that addresses Council Member Printup’s concerns. Printup indicated it does. Levang amended her motion, Bremer seconded, to award the Orono Police Department remodel and expansion project to the contractors identified by Kraus-Anderson in the amount of $2,308,648, and to approve Alternates 4, 7, and 8, in the amount of $320,950, with funding coming from the PIR Fund. McMillan asked when the General Fund Reserves are typically allocated. McMillan noted in the past funds have been allocated to the Pavement Management Fund and the Community Investment Fund. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 15 of 17  (11. ORONO POLICE DEPARTMENT REMODEL AND EXPANSION – BID AWARD, Continued) Olson stated earlier this year Public Works Director Jesse Struve had recommended transferring money from that fund to some road projects but no formal action was taken. Olson stated that money is still in the General Fund except for what was approved tonight on Rest Point Road and Rest Point Circle. Olson stated to his knowledge that transfer will reduce it down close to 50 percent. McMillan stated generally the City likes to keep it at 50 percent even though they are allowed to reduce it less than that. McMillan stated to her knowledge the City has not allocated any funds out of the PIR Fund for some time. Olson stated the last item was the Dakota Trail driveway easement in Navarre and that those funds have been reimbursed. VOTE: Ayes 4, Nays 0. *12. NO PARKING ZONE – EAST LONG LAKE ROAD Levang moved, Printup seconded, to approve and install no parking signs on both sides of East Long Lake Road from Spring Hill Road to Summit Park and to approve the installation of directional signs advising visitors to park at Summit Park. VOTE: Ayes 4, Nays 0. *13. DISPOSAL OF BICYCLES Levang moved, Printup seconded, to approve the disposal of the abandoned bicycles to Re-Cycle, Inc. VOTE: Ayes 4, Nays 0. *14. DISPOSAL OF FORFEITED VEHICLES Levang moved, Printup seconded, to approve of the disposal of a 1992 Volkswagen, VIN# 3VWBA21G0NM023308 through an auto auction. VOTE: Ayes 4, Nays 0. 15. COUNCIL RESIGNATION AND VACANCY – RESOLUTION NO. 6427 Loftus stated she did receive notice last week from Council Member Kristi Anderson that she will be resigning her seat on the City Council. Loftus stated her term does not end until December 31, 2016, and that the vacancy will be placed on the November ballot as a special election to fill a vacancy for a term ending December 31, 2016. Loftus stated Staff is requesting the City Council accept the resignation and adopt the resolution placing the vacancy on the ballot. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 16 of 17  (15. COUNCIL RESIGNATION AND VACANCY – RESOLUTION NO. 6427, Continued) McMillan stated she would like to thank Kristi Anderson for her time served on the City Council. McMillan stated she would also like to wish Kristi and her family the best going forward. Printup commented over the past two years he has developed a good working relationship with Council Member Anderson and that she will be missed on the Council. Printup moved, Levang seconded, to accept the resignation of Council Member Kristi Anderson and to adopt RESOLUTION NO. 6427, a Resolution Declaring a Vacancy in the Office of Council Member of the City of Orono. Bremer stated she has known Kristi Anderson for a number of years and that she has served the City in a number of ways over the years. Bremer stated it has been enjoyable to work with her and that she reluctantly will agree to accept her resignation. Bremer stated she looks forward to Kristi Anderson becoming involved in other city and non-city related activities. VOTE: Ayes 4, Nays 0. *16. LICENSES AND PERMITS Limited Trap Use Permit 1. Nuisance Wildlife Control on behalf of the Wayzata Country Club 200 Wayzata Boulevard West Levang moved, Printup seconded, to approve the above listed permit. VOTE: Ayes 4, Nays 0. *17. CLAIMS/BILLS Levang moved, Printup seconded, to approve payment of the All Funds Account. VOTE: Ayes 4, Nays 0. CITY ATTORNEY’S REPORT Mattick stated he had nothing to report. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 28, 2014 7:00 o’clock p.m. _____________________________________________________________________________________     Page 17 of 17  18. CLOSED MEETING – ATTORNEY-CLIENT PRIVILEGE Bremer moved, Printup seconded, to go into closed session based on attorney-client privilege to discuss litigation by Ryan and Stacy Alness against the City of Orono. VOTE: Ayes 4, Nays 0. (The City Council went into closed session from 8:35 p.m. to 9:00 p.m.) ADJOURNMENT Bremer moved, Printup seconded, to adjourn the Orono City Council meeting at 9:00 p.m. VOTE: Ayes 4, Nays 0. ATTEST: _____________________________________ _______________________________________ Rachel Dodge, City Clerk Lili Tod McMillan, Mayor