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Home My WebLink About01-28-2013 Council Packet PUBLIC ATTENDANCE MEETING DATE � � ' ! � C�- COUNCIL ❑ PLANNING COMMISSION ❑ OTHER Assistive Listening Device available upon request. Please complete the following information for City records. PRESENT FOR(from agenda) NAME (please print) ADDRESS NAME OR NUMBER � 1. �,'�l.. '�';� � �'(�'1�� i `�Y'�� c� r1 v 1� �_ ti�:�'v�,w' i : y Y 2. " , ' a•: � � `e G � - l' ��-n �L ��_L,' � ._ , .,_ 3. :�,v_.�-�...;�t r,��..�.�. \�7l'.,r� �,t � � �, ,: � ` 1 . 4. _ _.. l '`�--r-- I ._ `. ; � ! `4 ti , _-� i 1.t;°. i J � �� v,�y' 5.� 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. V:\(LEGAL FORMS)\(FORMS)\PUBLIC ATTENDANCE.DOC Agenda for Council Meeting Set for Monday, January 28, 2013, 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. Regular Council Meeting of January 14, 2013 Big Island Park Report – Gabriel Jabbour, Custodian Planning Commission Comments – Jon Schwingler, Representative Public Comments – (Limit 5 Minutes Per Person) This is an opportunity for the public to address matters not on the agenda. The council will not engage in discussion or take action on items presented at this time. However, the council may refer issues to staff for follow up or consideration at a future meeting. Speakers should state their name and home address at the podium before speaking. Planning Department Report 3. 12-3590 City of Orono, Amend Section 78-1403 – Lot Coverage and Massing Standards - Ordinance Public Works Director/City Engineer’s Report 4. Acceptance of Municipal Infiltration and Inflow (I & I) Grant - Resolution 5. Willow Drive Preliminary Design Update 6. Change Order No. 3 - Orono Orchard Road Reconstruction Project 7. Pay Request No. 7 - Orono Orchard Road Reconstruction Project Mayor/Council Report City Administrator's Report 8. Replace File Server 9. Replace Police Video Server City Attorney's Report 10. Licenses & Permits Kennel Licenses * 11. Bills Agenda for Council Meeting Set for Monday, January 28, 2013, 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 Sign up for email notifications at www.ci.orono.mn.us – follow links for Stay Connected & Email Notification Closed Meeting 12. Closed Meeting for Attorney-Client Privilege Adjournment Upcoming Issues and Events 2013 02/06 – Planning Commission Work Session, Wednesday, 5:30 p.m. 02/11 – Council Meeting, Monday, 7:00 p.m. 02/18 – HOLIDAY, Presidents Day, Monday 02/19 – * Planning Commission Meeting, Tuesday, 6:30 p.m. (Council Liaison – Cynthia Bremer) 02/25 – Council Work Session, Monday, 5:30 p.m. 02/25 – Council Meeting, Monday, 7:00 p.m. 03/06 – Planning Commission Work Session, Wednesday, 5:30 p.m. 03/11 – Council Meeting, Monday, 7:00 p.m. 03/18 – Planning Commission Meeting, Monday, 6:30 p.m. (Council Liaison – Lizz Levang) 03/25 – Council Work Session, Monday, 5:30 p.m. 03/25 – Council Meeting, Monday, 7:00 p.m. MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 1 of 16 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, Aaron Printup, Kristi Anderson, and Lizz Levang. Representing Staff were City Administrator Jessica Loftus, Assistant City Administrator of Long-Term Strategic Planning Michael Gaffron, Finance Director Ron Olson, Planning Coordinator Melanie Curtis, City Engineer/Public Works Director Jesse Struve, 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. OATH OF OFFICE City Administrator Jessica Loftus administered the oath of office to Mayor Lili Tod McMillan, Council Member Kristi Anderson, and Council Member Lizz Levang. APPROVAL OF AGENDA 1. CONSENT AGENDA Item Nos. 5, 7, 8, 9, 10, 14, 15, and 17 were added to the Consent Agenda. Item No. 2 was removed from the Consent Agenda. Printup moved, Levang seconded, to approve the Consent Agenda as amended. VOTE: Ayes 5, Nays 0. APPROVAL OF MINUTES 2. REGULAR COUNCIL MEETING OF DECEMBER 10, 2012 Bremer moved, Printup seconded, to approve the minutes of the Orono City Council meeting of December 10, 2012, as submitted. VOTE: Ayes 3, Nays 0. Anderson and Levang abstained. RECOGNITION 3. DAVID MAASS APPRECIATION – RESOLUTION NO. 6197 Mayor McMillan presented David Maass with a plaque in appreciation for donating his time and talents in updating Orono’s city logo. Maass stated he has resided in Orono for the past 30 years and that he is honored by the recognition. McMillan noted that David Maass is the 2012 Artist of the Year for his work on Ducks Unlimited. Bremer moved, Anderson seconded, to adopt RESOLUTION NO. 6197, a Resolution of Appreciation to David Maass for Donating his Time and Talents in Updating the City Logo. VOTE: Ayes 5, Nays 0. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 1 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 2 of 16 4. FORMER COUNCIL MEMBER DOUG FRANCHOT – RESOLUTION NO. 6198 Mayor McMillan presented Doug Franchot with a plaque in appreciation for his service to the City of Orono. Bremer, on behalf of the City of Orono, thanked Doug Franchot for his service on the City Council. Bremer moved, Anderson seconded, to adopt RESOLUTION NO. 6198, a Resolution of Appreciation to Doug Franchot for Distinguished Service as a Member of the Orono City Council. VOTE: Ayes 5, Nays 0. LMCD – ANDREW MCDERMOTT, REPRESENTATIVE None PLANNING COMMISSION COMMENTS – LOREN SCHOENZEIT, REPRESENTATIVE Schoenzeit stated he had nothing to report but would be available for questions. PUBLIC COMMENTS None PLANNING DEPARTMENT REPORT *5. NAME ASSIGNMENT FOR PRIVATE ROAD IN THE PLAT OF WILLOW HILL (400 WILLOW DRIVE SOUTH) Printup moved, Levang seconded, to assign the name Willow Hill Drive to the private road in the plat of Willow Hill. VOTE: Ayes 5, Nays 0. PUBLIC WORKS DIRECTOR/CITY ENGINEER’S REPORT 6. NAVARRE STREET LIGHT UPDATE Struve noted back in May of 2012, Spring Park had experienced a failure of one of their street light poles and have elected to move forward with replacement of those poles. At the July 23, 2012, City Council meeting, Spring Park’s streetlight study was presented and the Council discussed potential grant opportunities. At the November 26, 2012, the City Council was informed that Orono was not eligible for a Hennepin County grant. Three options were presented at that time for various pole/lighting options as well as the costs associated with each option. Struve noted the Spring Park quote is higher than the costs outlined in their study. Since this is a quote and not a competitive bid, it is probable the cost will come down during the competitive bidding process. Spring Park is planning on including all three pole options in the competitive bidding process to get a finite number before a decision is made. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 2 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 3 of 16 (6. NAVARRE STREET LIGHT UPDATE, Continued) In order to meet the schedule set by Spring Park, include the public in the process, and meet the March bidding season, the Council should authorize the public meeting and design at this time. Public hearings would be held on January 29th as well as March 25th. Struve indicated all three options proposed by Spring Park would be included in their public presentation and in their request for bids. Struve requested the City Council provide direction on how they would like to proceed. McMillan asked if there would be any advantage to the City in utilizing Bolton & Menk rather than Barr Engineering. Struve stated the City can go out for proposals on their own if they so choose. Struve indicated he does have experience with Barr Engineering and that they are very well versed in the electrical design area. Printup asked whether this item should be discussed in conjunction with Item No. 12 on tonight’s agenda. Struve stated he is proposing that the January 29th public meeting be a joint meeting to discuss overall improvements to the Navarre area. McMillan indicated she does have a concern with attempting to keep up with Spring Park’s schedule since Orono has not reviewed this item as long as Spring Park has and that she would like to have more participation by the public during this process. Levang indicated she is in agreement with Mayor McMillan and that she would like the residents of Navarre to have ample time to provide their input into this process as well as the overall improvement plan for the area. Bremer stated she would prefer to move forward at this time with the light pole project due to safety concerns and that this should not become a long, drawn out process. Bremer indicated she has looked at the poles and that they are not in good shape. Bremer requested that the City Council be kept updated on Spring Park’s project. Struve noted Spring Park has had two poles that have tipped over and that to date Orono has had none. Struve indicated he cannot guarantee that none of the poles will tip over but that he is open to either direction. Struve noted there is the potential for some cost savings if Orono goes forward at the same time as Spring Park and that there is the possibility that this project might not get started until 2014 if the proposed bidding schedule is delayed. Anderson asked if it would be possible to initiate the first public meeting as tentatively scheduled and then decide how to proceed from there after receiving public input. Struve indicated that is possible. Struve noted that Spring Park went through approximately an eight or nine month process before selecting the final design. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 3 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 4 of 16 (6. NAVARRE STREET LIGHT UPDATE, Continued) McMillan suggested the City also look at what improvements should be made to the streetscape in Navarre at the same time. McMillan indicated she would like to see an overall approach taken in Navarre and one that involves the Navarre residents as much as possible. McMillan stated she would like to ensure the City has undertaken the appropriate due diligence before spending approximately $400,000 on this project. Levang sated she would like to ensure that the Navarre residents have ample opportunity to provide input on potential improvements to the area. Printup commented that taking an overall approach goes back to his suggestion that this item be discussed in conjunction with Item No. 12. Printup indicated he likes the Mayor’s suggestion of looking at this project globally prior to making any decisions because ultimately that is what needs to happen. McMillan asked if Spring Park is looking for some type of commitment from Orono at this time. Loftus indicated it is her understanding that Spring Park will proceed forward regardless of whether Orono decides to go forward. Loftus noted that one of the driving factors for the schedule was safety concerns due to the deteriorating poles and that at the same time the City also wanted to look at possible aesthetic improvements. Loftus asked if the sidewalks would be damaged during this project. Struve indicated the sidewalks would be ripped up to some extent if the wiring is replaced. Struve stated if only the poles are replaced, there should be very minimal damage to the sidewalks and very few areas of sidewalk that would need to be replaced. Struve indicated replacement of the sidewalks could be evaluated and added in shortly before the project goes to bid if necessary. McMillan asked whether the City would be responsible for improving or replacing any retaining walls. Struve indicated he would need to look into that. Struve stated the pole that was struck by a motor vehicle is still structurally stable but aesthetically unpleasing. Ralph Kempf, 3675 Togo Road, stated he is happy to see two items on tonight’s agenda related to possible improvements to Navarre and thanked the City Council for taking a more global approach to this project. Kempf reported the Navarre Community Initiative has sent out an open letter relating to trees and that he is hopeful the City will consider different options as it relates to trees in Navarre. The lower light poles appear to be the lower cost option and would best fit in with trees. As it relates to style, there have been a number of discussions had by the committee. Navarre has its own character and is basically mid-century modern. Mid-century modern is fairly common in cities and consists of brick, glass, and clean lines. What has happened over the years is that a lot of things have been piled up on the basic mid-century design. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 4 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 5 of 16 (6. NAVARRE STREET LIGHT UPDATE, Continued) Kempf stated mid-century modern design has its own very distinct character consisting of strong horizontal geometric shapes with aluminum framed glass, brick and natural materials, re-enforced concrete, glass and steel, and is defined by clean lines, simple shapes, and unadorned facades. Mound has redeveloped itself over the years and one of the components is hip styled rooflines, which helps bring it together and give it definition. Kempf stated the Navarre Community Initiative believes that Navarre already has the mid-century character which could be enhanced. Kempf stated in his view the City does not want a corridor from Navarre to Spring Park to Mound that is basically the same and that Navarre should have its own distinct character. Kempf indicated he is also supportive of looking at replacement of the sidewalks and improvements to the overall streetscape. Kempf stated he would also like the Council to give some consideration to having the welcome to Navarre signs lighted since it would help define Navarre. Many of the signs are in close proximity to power poles and electricity could easily be provided to the signs. McMillan commented spot lighting of the signs would be very attractive. Kempf stated he was also glad to hear the Council discuss possible accessories to the poles. The committee has discussed planters and in their view they would help make the aesthetics more consistent throughout the corridor. Kempf stated perhaps the committee could speak with the various businesses about maintaining the planters to help reduce the costs to the City. Levang moved, Printup seconded, to deny the January 29, 2013, public meeting, and to deny authorization of the MFRA and commencement of plans and specifications by Barr Engineering at this time. VOTE: Ayes 4, Nays 1, Bremer Opposed. *7. 2013 ENGINEERING SERVICES RATE Printup moved, Levang seconded, to approve the 2013 consultant engineering services rate schedule. VOTE: Ayes 5, Nays 0. *8. WILLOW DRIVE DESIGN SERVICES Printup moved, Levang seconded, to approve the proposal from Bolton and Menk and AET for the design of Willow Drive and the creation of plans and specifications. VOTE: Ayes 5, Nays 0. *9. PAY REQUEST NO. 1 – LIGHTING RETROFIT FOR CITY HALL, POLICE & PUBLIC WORKS Printup moved, Levang seconded, to approve Pay Request No. 1 to the Retrofit Companies, Inc., in the amount of $28,910 for the lighting retrofit project for City Hall, Police, and Public Works. VOTE: Ayes 5, Nays 0. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 5 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 6 of 16 *10. PAY REQUEST NO. 6 – O RONO ORCHARD ROAD Printup moved, Levang seconded, to approve Pay Request No. 6 for the contractor Minger Construction, Inc., in the amount of $26,000.84 for the Orono Orchard Road Reconstruction Project. VOTE: Ayes 5, Nays 0. MAYOR/COUNCIL REPORT Levang reported she recently attended the Land Use Planning Workshop along with Kevin Landgraver and Denise Leskinen. Other neighboring cities attending the workshop included Minnetonka Beach, Deep Haven, Victoria, Greenwood, and Minnetonka. Levang stated it was noteworthy that every one of the cities that were in attendance indicated a desire to learn from their neighbors. With the exception of Victoria, most of the cities have little open space and are interested in maintaining healthy communities, more walkability, and addressing the needs of the baby boomers. Levang noted there was quite a comprehensive agenda at the work session and it was well worth the time. Levang thanked the Planning Department for bringing the workshop to their attention and encouraging people to attend. Anderson stated last week she went on a tour of city hall, the public works facility and the police department. Anderson indicated the tour was very helpful in understanding the space issues the police department is currently experiencing. McMillan thanked Council Member Levang and Planning Commissioners Landgraver and Leskinen for attending the land use workshop and that it shows a good level of dedication to the City. McMillan thanked the Orono City Staff for the changes in the recycling cart, which hopefully will encourage more people to recycle. Bremer commented it is disappointing that the national statistics show the number of people recycling has not increased dramatically over the years. Printup stated the Mayor of Long Lake had some statistics relating to their recycling program and how it has increased over the past year. McMillan stated she received some correspondence from Joan Wolfe who is looking for historical information on Navarre. Wolfe is in the process of compiling materials relating to business and family background information, interesting Navarre highlights, information on generational businesses, information on interesting and notable individuals from the Navarre area, and interesting lake stories with Navarre connections. McMillan suggested the City include a link on their website so people can contact Joan to provide that type of information. McMillan noted she also recently attended a follow-up meeting for the community drug forum. In attendance were representatives from Orono, Spring Park, Minnetrista, and Mound as well as representatives from the various police departments and school districts. A follow-up meeting is scheduled for February 21st at the Gillepsie Center. There will be three breakout sessions at that time: one on school resources to help deal with chemical use, a law enforcement session, and a session on community resources for support and treatment options. Each session will be approximately 20 to 30 Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 6 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 7 of 16 (MAYOR/COUNCIL REPORT, Continued) minutes in length. McMillan indicated she will provide more information to the Council as the meeting date gets closer. McMillan stated she also attended the LMCC meeting for the mayors and that she will provide more information on that meeting when they discuss the council appointments. CITY ADMINISTRATOR’S REPORT 11. ANNUAL APPOINTMENTS – RESOLUTION NO. 6199 Loftus noted every year the City Council adopts a resolution detailing the various appointments. Loftus stated the appointments contained in the resolution are based on Staff’s and the Mayor’s suggestions. Loftus noted the utility study committee has been removed from the list. As it relates to the LMCC, there is not a resident appointment recommended. Mr. Wyatt has resigned and is no longer interested in the position. McMillan noted the cable franchise renewal is being discussed this year. A map has been compiled by Mike Gaffron illustrating the City’s under-served areas. Two years have gone by and not much progress has been made on improving service in these areas. McMillan stated this is an opportunity for the City to look at perhaps getting better service as well as how the City’s franchise fees are being spent. McMillan stated one of the big changes since the LMCC has been formed is that cable is no longer a monopoly and that currently there are a number of other options available. Franchise fees have increased over the years and comprise 5 percent of the video package per month for each resident. McMillan stated since Orono is contributing a substantial amount of franchise fees to the LMCC, it is a significant issue for the residents. McMillan stated due to the amount of money being contributed to the LMCC, there should be elected Orono officials on the LMCC Board, and that she would like to look at exploring options for franchising directly with Media Com. At the present time Orono is paying approximately $100,000 in franchise fees. Printup stated in reading the local papers, this has been an issue that has been raised by Medina as well. McMillan stated the five under-served communities that desire an expanded build-out have discussed this and the concern is how to accomplish the build-out in a short amount of time. Printup suggested Orono invite Media Com’s representative to either a work session or a meeting to discuss this more in depth. McMillan stated in her opinion both representatives from Orono should be council members. McMillan indicated she would be happy to be the second representative if no one else is interested in the appointment. Printup moved, Levang seconded, to appoint Lizz Levang and Lili McMillan as representatives to the LMCC. VOTE: Ayes 5, Nays 0. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 7 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 8 of 16 (11. ANNUAL APPOINTMENTS – RESOLUTION NO. 6199, Continued) Schoenzeit noted the technical issues associated with the service being provided should also be considered and that unfortunately that component at times tends to be missing from the LMCC’s discussion. McMillan stated the Council will keep that in mind. It was the consensus of the Orono City Council to invite a Media Com representative to a future council meeting or workshop. Printup moved, Anderson seconded, to adopt RESOLUTION NO. 6199, a Resolution Designating Selected Appointments for the Year 2013. VOTE: Ayes 5, Nays 0. 12. NAVARRE AREA UPDATE & PROCESS Gaffron stated that over the past 25 years, the City has conducted a number of studies of the Navarre area that have really not been pursued. The last study was completed in 2005 and the moratorium was allowed to expire. In the last year and a half, progress has been made on possible improvements to Navarre and the Navarre Community Initiative was created. Gaffron indicated one of the action items included a mailed survey to the business community. Approximately 58 businesses were identified but there were only a small number of surveys returned. The survey was intended to solicit their input into possible improvements and what they would like to see preserved in the community. Gaffron stated he is not sure the limited response is indicative of a lack of interest or a lack of concern over what happens in the area. In addition to the survey, the other important item that is happening is the City is currently engaged in discussions with Hennepin County’s Transportation Department in response to a number of safety concerns that have been identified in a letter sent by the City. The Transportation Department has spent a fair amount of time looking at those issues and representatives of the Transportation Department are planning on attending a City Council workshop on January 28th to discuss possible improvements to those safety issues. Due to the meeting on January 28th, Staff would suggest that a joint meeting of the City Council and the Navarre Initiative Committee be scheduled after that. Staff is also proposing that consideration be given to developing a more defined process to discuss possible improvements. Staff would propose the following as a more formalized process for gaining input and building consensus: 1. Bi-monthly meetings conducted by Staff with interested Navarre stakeholders at City Hall. Staff would suggest the first such meeting be held on Tuesday, January 29th, at 5:00 p.m., in conjunction with the proposed street lighting open house, with future meetings prior to regular Council meetings on March 11th and May 13th. 2. Regular (bi-monthly) updates to the City Council as a regular Council meeting agenda item. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 8 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 9 of 16 (12. NAVARRE AREA UPDATE & PROCESS, Continued) 3. Formal appointment of a council member as liaison to the Navarre Community Initiative and to the Navarre planning process. 4. Regular Navarre updates on the City website. 5. Creation of an e-mail list for the Navarre meeting information. 6. Issuance of a press release announcing the purpose of the meeting with upcoming meeting dates. McMillan stated she concurs with the recommendation of Staff to hold the meetings prior to the Council meetings but noted that March and May tend to be busy months for people with children in school. McMillan suggested those meetings be scheduled for February 11, April 8 and June 10 at 5:00 p.m. McMillan noted that new Council Member Kristi Anderson is interested in helping with the Navarre initiative. Anderson indicated she has attended three of the Navarre meetings in the last 15 years and that she would be interested in working with the Navarre Initiative Committee and the community in general. McMillan stated she would like the first three meeting dates to be finalized so that the Navarre residents have time to plan for the meeting. Ralph Kempf, 3675 Togo Road, stated the Navarre Community Initiative received Staff’s report on Friday and have not had very much time to discuss it. The committee did discuss it briefly via e-mail and the NCI’s initial thought was that they would like to share their e-mail list with the City. The committee currently has around a 65 member e-mail list, and if those residents gave their permission to the NCI to share their e-mail address with the City, the NCI would be happy to do that. Kempf noted last week a mailing was sent out to the Navarre business community outlining some of the things that are happening in the area and encouraging them to contact the NCI and have their name put on the e-mail list. McMillan stated on the City’s website there is an area where you can sign up to be on a certain e-mail list. McMillan suggested that the committee notify the residents on their e-mail list that they can go to the City’s website to sign up to be on that list as well. McMillan commented that detail can be worked out later but that she would like to create another box on the City’s website that people can check to get on the City’s e-mail list for Navarre. Kempf stated as he understands it, there would be a separate Navarre e-mail list that people can sign up for on the City’s website, and that his plan is to send out an e-mail to their members updating them on tonight’s discussion. As it relates to the City’s website, the NCI has discussed creating its own website or perhaps a separate page for Navarre could be created on the City’s website. Kempf indicated he concurs with the appointment of a council liaison to the NCI. As far as the bi-monthly meetings, NCI has found that when there is something happening or a process that is moving forward, people will participate. Kempf stated if meetings are formalized, in his view participation may Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 9 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 10 of 16 (12. NAVARRE AREA UPDATE & PROCESS, Continued) drop off since people are more prone to come to a meeting when there is something that is in process of happening. Kempf stated he also concurs with the press release and would offer an opportunity for the Navarre residents to get on the City’s e-mail list. Kempf stated in his view periodic e-mails will help generate interest in the NCI. Bremer stated the key is that people have to know what they are signing up for and that it needs to be explained clearly, but that it does not preclude Ralph Kempf from reaching out to the people on NCI’s e-mail list. McMillan noted that Staff has an e-mail list of various businesses in Navarre as well. Bremer commented the agendas would likely drive the involvement and that formalized meeting dates will help the residents plan ahead. Anderson stated the City has some good discussion items already on the table, which will help generate interest in the NCI. McMillan stated getting the agenda out a week ahead of a meeting to everyone will also generate interest. Printup moved, Bremer seconded, to schedule meetings for February 11, April 8, June 10, at 5:00 p.m., and to appoint Council Member Kristi Anderson as council liaison to the Navarre Community Initiative as it relates to the Navarre planning process. VOTE: Ayes 5, nays 0. 13. POLICE CHIEF UPDATE Police Chief Corey Farniok stated as it relates to the transition with the Mound Police Department, everything has gone smoothly to date and nothing has occurred that was not anticipated. Farniok thanked Police Chief Mooney with the Mound Police Department for his help with the transition. Farniok indicated they are still working on updating the websites and integrating the various police reports for the residents. The police department has not received any complaints regarding the delay in receiving the information. The police department is currently being inundated with requests for gun permits. Farniok indicated they are at or near the rate of the number of permits being requested in just two months as compared to all of last year. Farniok noted the transition costs were anticipated not to exceed $80,000. To date the costs are at approximately $55,000. Farniok indicated they do not anticipate any more large expenses but that there are some outstanding expenses that will be incurred yet for additional weapons for the officers and some modifications to the buildings. Farniok stated they have approximately $15,000 to $20,000 in additional identified costs. Farniok stated police department staff has also met with the various school districts to discuss and update their safety plans. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 10 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 11 of 16 (13. POLICE CHIEF UPDATE, Continued) Farniok reported that the security upgrades at the police department have begun and are going along smoothly. Farniok indicated as part of this process, they are looking at space requirements for future needs and that he will be bringing additional information to the Council at a later date. McMillan commended Police Chief Farniok for his work with the transition. *14. REQUEST TO HIRE POLICE DEPARTMENT FULL-TIME POLICE OFFICER Printup moved, Levang seconded, to approve the hiring of Jane Szczepanik as a full-time police officer at a pay rate of $25.18 per hour with a start date of January 15, 2013. VOTE: Ayes 5, Nays 0. *15. REQUEST TO HIRE POLICE DEPARTMENT ADMINISTRATIVE ASSISTANT Printup moved, Levang seconded, to approve the hiring of Heather Gehlen as Administrative Assistant with a starting pay of $16.62 per hour. This is a midpoint between starting pay and Step 1 in Pay Level 4 based on her past salary history, with the understanding that the next increase in pay would be to Year 1 on her anniversary. VOTE: Ayes 5, Nays 0. 16. CRYSTAL BAY POST OFFICE – RESOLUTION NO. 6200 Loftus noted a meeting will be held by the Postal Service this Thursday, January 17, to answer questions and provide additional information on the proposed reduction in hours of operation. The reduced hours will not change access to the delivery receptacles. Loftus stated Council Member Printup suggested a Resolution of Support for the Crystal Bay Post Office be considered by the Council. Loftus indicated the Council may want to make some amendments to the resolution. Printup noted the Council discussed this at a work session a couple of years ago. The Crystal Bay Post Office provides a great service to the community and is an important aspect of Orono, which is why he proposed the resolution. Levang noted the Crystal Bay Post Office is a gathering place for the local residents and is included in the City’s comprehensive Plan. The Post Office also helps retain the city’s small town character. Levang stated she would like to recommend some changes to the resolution and proposed that the fourth whereas be amended to say: “Whereas, the Crystal Bay Post Office has been a continued presence throughout Orono history and will remain indefinitely under current use as a Crystal Bay Post Office.” Levang stated in her view the City does have a commitment to that post office and that she would like to see the City acknowledge that by using the word indefinitely. Levang proposed the fifth whereas be amended to read: “Whereas, the planning goals in Orono include maintaining our local character and identity, preserving historically significant buildings and settings, and maintaining our rural small town vitality.” Levang stated adding the word settings would make it more in line with the City’s Comprehensive plan. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 11 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 12 of 16 (16. CRYSTAL BAY POST OFFICE – RESOLUTION NO. 6200, Continued) Levang stated she would also propose that the word express in the second to last sentence be changed to confirm. Levang stated in her view the word confirm conveys a stronger meaning than the word express. McMillan stated she would propose it be amended to read as follows: “Now, therefore, be it resolved, the City Council of the City of Orono does hereby confirm its support for the continued operation of the Crystal Bay Post Office. Printup indicated he is in agreement with the proposed changes. Levang asked if it is the City’s intention to mail and hand deliver the resolution on January 17th. Levang indicated she would be in attendance at the meeting on the 17th. Mayor McMillan asked whether there would be an issue if more than two council members attended the meeting. Mattick stated gatherings such as this are not considered a violation of the open meeting laws as long as no official City business is discussed. Printup moved, Levang seconded, to adopt RESOLUTION NO. 6200, a Resolution of Support for the Crystal Bay Post Office as amended, with direction to mail and hand deliver it to the appropriate U.S. Postal Service officials. VOTE: Ayes 5, Nays 0. CITY ADMINISTRATOR’S REPORT Loftus noted the deadline for applications for the City Clerk position is January 25th. Staff will move quickly after the deadline to reconvene the committee. Loftus reported the recycling rollout is complete and everyone has received their new cart. Waste Management is working hard to address some of the special needs around town. Loftus also reported that the 2012 budget numbers are looking favorable and should come in either under budget or close to budget. Finance Director Ron Olson will have final numbers in the near future, with the audited numbers being ready in April. Printup asked what Loftus’ thoughts are about postponing the job posting to allow the new Council members to discuss the overall organizational structure of the front office. Bremer noted the City is required by law to have a city clerk and that the City Council should not delay too long in this process. Printup stated he thought now might be the time to discuss possible changes. McMillan asked how many applications the City has received. Loftus stated the City had previously received 20 applications and that she is hoping for approximately another 20 applications. Loftus indicated the position wasn’t filled in November not because of structural Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 12 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 13 of 16 (CITY ADMINISTRATOR’S REPORT, Continued) concerns but mainly based on the applications and the interviews that were done. The committee indicated a desire to find the right person for the job, which was the reason for the reposting. McMillan stated the City might also want to look for someone who will help fill in with some administrative duties. McMillan noted currently the deputy city clerk is filling in for the official city clerk at the present time and that it will be difficult to replace Lin Vee. Loftus indicated they have not made a formal appointment to the city clerk position and that in theory the city administrator or finance director can act as the city clerk. Loftus indicated Council Member Bremer is correct in that the City has to have a city clerk. Back in September the City took the time to conduct a salary survey to ensure that the salary was in line with surrounding communities, which it is, and the job description was updated. Loftus indicated she is not sure if the two new council members have any concerns with the process. Staff’s recommendation in September was that this is a critical position in the City’s operation that needs to be filled. Anderson asked if the additional administrative duties were added to the job description. Loftus indicated there was not a lot of change to the job description but that Staff did make some minor changes to it. Levang indicated she is in favor of postponing the process and taking another look at it. Levang stated she understands it is an essential position but that in her view it would be prudent for the City Council to take a step back and undergo a further evaluation of the position as well as look at the other positions in the front office. Anderson commented it will be difficult to fill Lin Vee’s shoes but that it might make sense to look at the duties. Mattick asked what the Council would propose to do with the current applications. Printup stated without knowing how many applications will be received, it is difficult to decide whether to extend the deadline. Bremer noted the position has been publicly noticed and that the Council can still review the current applicants at the same time that the review process is done. Bremer concurred that it will be difficult to fill Lin Vee’s shoes but that it does not mean that an ideal candidate is not in the next batch of applicants. McMillan stated it appears that the Council would also like to look at the other front office positions as well as the job duties for the city clerk. Anderson stated the City Administrator could assess the candidates that come forward and then bring any candidates forward that the committee feels are appropriate. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 13 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 14 of 16 (CITY ADMINISTRATOR’S REPORT, Continued) Levang indicated she would like to undergo the process of re-evaluating the front office positions and postpone any interviews until that review is completed. Mattick stated he would encourage the City Council to think about the timeline and how those duties will be handled in the interim. The city clerk position is not a position that is easily absorbed since there are a large number of duties and a number of specific statutory duties that need to be performed. Mattick recommended the Council make a decision on the interview process at this time. Loftus noted the interview process is also time-consuming and that in her opinion a dual track process would serve the City better. McMillan stated at some point a determination needs to be made and that the process is already in the works. McMillan stated if the Council wants to take another look at the process, then the current process would need to be halted. Bremer stated the two options are to do them concurrently or one after the other and that it is her hope they do them concurrently. Bremer stated it does not sound like the Council is in favor of the third option, which is to go forward as is. The City has an obligation to hire a city clerk. The city clerk position is not set in stone simply because the job description says what it does and that the City has the option to change the job description somewhat during the hiring process. Bremer stated she would like to go forward with a concurrent process. Printup asked when the application deadline is. Bremer indicated it is January 25. Levang asked how soon the interviews would be scheduled. Loftus indicated they typically would be held within two weeks of the deadline. Loftus stated she has a concern with pulling the posting and not following through with the process. Loftus indicated she cannot envision not having a city clerk at some point in the future. Levang asked how it is going at the present time for Staff. Loftus indicated they had a meeting with Lin, Mike, Barb, Monica, and Rachel. At that time Staff went through a five-page single spaced list of Lin Vee’s duties and doled the duties out to various staff members. Loftus stated everyone has had to help out and that it was staff’s understanding, it would only be for the short term. If it goes for a longer period, it would be a tougher on Staff. Printup stated before anyone is hired, he would suggest perhaps taking a look at the overall organization and that he is asking the City do that review before hiring a new city clerk. McMillan suggested looking at this at the January work session. It was the consensus of the City Council to keep the current posting and to discuss this item further at the next City Council work session on January 28 at 5:00 p.m. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 14 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 15 of 16 CITY ATTORNEY’S REPORT City Attorney Mattick had nothing to report. *17. LICENSES & PERMITS ONE DAY GAMBLING – RESOLUTION NO. 6201 1. Hope Chest for Breast Cancer Foundation (raffle) Glam Up For Hope – Fundraising Event for the Hope Chest for Breast Cancer 5:30 p.m. – 8:30 p.m. Thursday, January 24, 2013 RESIDENTIAL KENNEL LICENSES 2. Beverly Stellman 2400 Casco Point Road 3. Frank Plachecki 3685 North Shore Drive MASSAGE THERAPY LICENSE 4. EVS Wellness Essentials Inc./Path to Wellness Deborah S. Burns/Dale R. Jones 3496 Shoreline Drive TOBACCO LICENSES 5. Wayzata Country Club 6. Navarre Liquors Lee T. Walters Richard J. Wood 200 Wayzata Boulevard West 3421 Shoreline Drive 7. Navarre Amstar 8. Spring Hill Golf Club LeRoy D. Koehnen Jeffrey Kringen 3360 Shoreline Drive 725 County Road 6 9. Lakeview Golf of Orono, Inc. ` 10. O’Sullivans Holiday #547 Grant Russell Wenkstern John O’Sullivan 7405 North Arm Drive 3340 Shoreline Drive 11. O’Sullivans Holiday #546 12. AllBrand Stores John O’Sullivan Big Island General Store 2420 Shadywood Road Jason Knacke 2160 Wayzata Boulevard West Printup moved, Levang seconded, to approve the above listed licenses and permits. VOTE: Ayes 5, Nays 0. Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 15 of 16] MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, January 14, 2013 7:00 o’clock p.m. _____________________________________________________________________________________ Page 16 of 16 *18. BILLS Printup moved, Levang seconded, to approve payment of the All Funds Account. VOTE: Ayes 5, Nays 0. ADJOURNMENT Anderson moved, Printup seconded, to adjourn the Orono City Council meeting at 9:03 p.m. VOTE: Ayes 5, Nays 0. ATTEST: ________________________________________ Lili Tod McMillan, Mayor Item #02 - CC Agenda - 01/28/2013 Approval of Council Minutes 01/14/2013 [Page 16 of 16] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 1 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 2 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 3 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 4 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 5 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 6 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 7 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 8 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 9 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 10 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 11 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 12 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 13 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 14 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 15 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 16 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 17 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 18 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 19 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 20 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 21 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 22 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 23 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 24 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 25 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 26 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 27 of 28] Presentation - CC Agenda - 01/28/2013 Big Island Report, Gabriel Jabbour [Page 28 of 28] Item #03 - CC Agenda - 01/28/2013 File #12-3590 [Total Pages 5] Item #03 - CC Agenda - 01/28/2013 File #12-3590 [Total Pages 5] Item #03 - CC Agenda - 01/28/2013 File #12-3590 [Total Pages 5] Item #03 - CC Agenda - 01/28/2013 File #12-3590 [Total Pages 5] Item #03 - CC Agenda - 01/28/2013 File #12-3590 [Total Pages 5] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 1 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 2 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 3 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 4 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 5 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 6 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 7 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 8 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 9 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 10 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 11 of 51] Item #04 - 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CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 48 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 49 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 50 of 51] Item #04 - CC Agenda - 01/28/2013 Acceptance of Municipal Infiltration and Inflow (I & I) Grant [Page 51 of 51] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 1 of 8] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 2 of 8] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 3 of 8] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 4 of 8] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 5 of 8] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 6 of 8] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 7 of 8] Item #05 - CC Agenda - 01/28/2013 Willow Drive Preliminary Design Update [Page 8 of 8] Item #06 - CC Agenda - 01/28/2013 Change Order No. 3 - Orono Orchard Road Reconstruction Project [Page 1 of 6] Item #06 - CC Agenda - 01/28/2013 Change Order No. 3 - Orono Orchard Road Reconstruction Project [Page 2 of 6] Item #06 - CC Agenda - 01/28/2013 Change Order No. 3 - Orono Orchard Road Reconstruction Project [Page 3 of 6] Item #06 - CC Agenda - 01/28/2013 Change Order No. 3 - Orono Orchard Road Reconstruction Project [Page 4 of 6] Item #06 - CC Agenda - 01/28/2013 Change Order No. 3 - Orono Orchard Road Reconstruction Project [Page 5 of 6] Item #06 - CC Agenda - 01/28/2013 Change Order No. 3 - Orono Orchard Road Reconstruction Project [Page 6 of 6] Item #07 - CC Agenda - 01/28/2013 Pay Request No. 7 - Orono Orchard Road Reconstruction Project [Page 1 of 5] Item #07 - CC Agenda - 01/28/2013 Pay Request No. 7 - Orono Orchard Road Reconstruction Project [Page 2 of 5] Item #07 - CC Agenda - 01/28/2013 Pay Request No. 7 - 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