HomeMy WebLinkAbout08-08-2011 Council Packet Agenda for Council Meeting Set for Monday, August 8, 2011, 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 July 25, 2011
Presentation
3. LMCC Presentation
LMCD Report – Andrew McDermott, Representative
Planning Commission Comments – Denise Leskinen, 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
* 4. #11-3510 Casey Hankinson on behalf of Ryan Companies US Inc., 2725 Wayzata Boulevard
West – Conditional Use Permit – Resolution
5. #11-3514 Brian Peters, 1978 Shadywood Road – Variances – Resolution
* 6. #11-3515 Keenan & Sveiven on behalf of Gina Paulucci, 320 Woodhill Road – Conditional Use
Permit – Resolution
7. #11-3516 Robert S. Snyder, 1513 Bay Ridge Road – Variance – Resolution
City Engineer’s Report
8. Approve Force Main Replacement of Grinder Station #1 (2635 North Shore Drive)
9. Fox Street Sewer Extension Project
10. Change Order No. 1 – North Farm Road Sanitary Sewer Project
Mayor/Council Report
City Administrator's Report
11. Support for MCWD Long Lake Creek Project – Resolution
12. Engineering Services
Agenda for Council Meeting Set for Monday, August 8, 2011, 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
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City Attorney's Report
12a. Hazardous Building Action at 3572 Livingston Avenue – Resolution
13. Licenses & Permits
One Day Gambling Permit – Resolution
Residential Kennel License
* 14. Bills
Adjournment
Upcoming Issues and Events
2011
08/08 – Council Work Session, Monday, 6:00 p.m.
08/08 – Council Meeting, Monday, 7:00 p.m.
08/15 – Planning Commission Meeting, Monday, 6:30 p.m. (Council Liaison – Aaron Printup)
08/22 – Council Meeting, Monday, 7:00 p.m.
09/05 – HOLIDAY, Labor Day
09/07 – Planning Commission Work Session, Wednesday, 5:30 p.m.
09/12 – Council Work Session, Monday, 6:00 pm
09/12 – Council Meeting, Monday, 7:00 p.m.
09/19 – Planning Commission Meeting, Monday, 6:30 p.m. (Council Liaison – Mayor McMillan)
09/26 – Council Meeting, Monday, 7:00 p.m.
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 1 of 13
ROLL CALL
The Orono City Council met on the above-mentioned date with the following members present: Mayor
Lili Tod McMillan and Council Members Cynthia Bremer, Doug Franchot, Aaron Printup, and Doug
Franchot. Representing Staff were City Administrator Jessica Loftus, Finance Director Ron Olson, City
Clerk Lin Vee, Assistant Administrator of Long-Term Strategic Planning Mike Gaffron, Planning
Coordinator Melanie Curtis, City Attorney Soren Mattick, City Engineer Tom Kellogg, and Recorder
Jackie Young.
Mayor McMillan called the meeting to order at 7:00 o’clock p.m., followed by the Pledge of Allegiance.
APPROVAL OF AGENDA
1. CONSENT AGENDA
Item Nos. 6, 10, 11, and 13, were added to the Consent Agenda. Item No. 5 was removed from the
agenda.
Franchot moved, Rahn seconded, to approve the Consent Agenda as amended. VOTE: Ayes 5,
Nays 0.
APPROVAL OF MINUTES
*2. COUNCIL WORK SESSION OF JULY 11, 2011
Franchot moved, Rahn seconded, to approve the minutes of the Orono City Council Work Session
of July 11, 2011, as submitted. VOTE: Ayes 5, Nays 0.
*3. REGULAR COUNCIL MEETING OF JJULY 11, 2011
Franchot moved, Rahn seconded, to approve the minutes of the Orono City Council Meeting of
July 11, 2011, as submitted. VOTE: Ayes 5, Nays 0.
PRESENTATION
4. RECEIPT OF CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN
FINANCIAL REPORTING FOR 2009 FINANCIAL REPORT
Darin Nelson, Government Finance Officers Association, presented Finance Director Ron Olson with the
Certificate of Achievement for Excellence in Financial Reporting for the fiscal year-ended 12/31/2009.
Nelson stated the certificate of achievement program has been in operation for a number of years, with the
purpose of the program to assist local governments to prepare financial reports to the highest quality for
the benefit of its citizens. Governments have a special responsibility to provide the public with a fair
presentation of their financial affairs. Earning the certificate is the highest form of recognition the city
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 1 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 2 of 13
(4. RECEIPT OF CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL
REPORTING FOR 2009 FINANCIAL REPORT, Continued)
can receive in the area of governmental accounting and financial reporting. To earn the certificate, the
City of Orono had to meet certain demanding criteria, which goes beyond the minimum requirements of
generally accepted accounting principles, including a wide variety of information useful in evaluating the
financial condition of the government.
Receipt of the certificate reflects the commitment of a number of individuals and also reflects a high
degree of dedication on the part of Finance Director Ron Olson. Nelson noted that only 96 other cities
throughout the state of Minnesota have received this certificate for 2009.
Nelson presented Finance Director Ron Olson and the City of Orono the Certificate of Achievement for
Excellence in Financial Reporting for the fiscal year ended 12/31/2009.
Mayor McMillan commended Ron Olson for his excellent work on behalf of the City of Orono.
5. ITEM REMOVED
Franchot moved, Rahn seconded, to remove Item No. 5 from the City Council agenda. VOTE:
Ayes 5, Nays 0.
PLANNING COMMISSION COMMENTS – LIZZ LEVANG, REPRESENTATIVE
Levang noted the Planning Commission did approve the CUP for Ryan Companies at its last meeting as
well as heard two other variance requests. Levang stated she would be available for questions.
PUBLIC COMMENTS
Jeanne Englund, Navarre, indicated she has watched the Navarre area grow over the 59 years that she has
lived in the area and that she has heard various comments by the residents questioning whether this area is
keeping up with the rest of the community. Englund stated she would like to see if there are other people
who are interested in performing some volunteer work on projects directed by the City Council, such as
adding trees and planters, improving some of the decaying cement, and other smaller projects.
Englund noted there is currently only one sign welcoming people to the City of Navarre and that she
would like to see additional signs welcoming people to the City of Navarre. Englund noted these might
not be items that are high on the priority list for the City of Orono, but that with the assistance of a
volunteer group some of these items might get accomplished.
McMillan stated at some point the City Council should look at how they can better utilize the residents
who would like to volunteer.
Rahn stated to his knowledge there is a welcome sign at all four directions but that some of them might be
covered by trees or further away from the intersections and not as noticeable. Rahn noted the City is in
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 2 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 3 of 13
(PUBLIC COMMENTS, Continued)
the process of updating the signs and that the Council should discuss other projects that could be
completed with the efforts of volunteers.
McMillan suggested adding the Navarre area to the next City Council work session.
Bremer noted the City of Orono does not have a volunteer group presently and that Staff would be happy
to provide Ms. Englund with some information on Navarre.
PLANNING DEPARTMENT REPORT
*6. #10-3479 PHILLIP WHIPPLE, 3095 CASCO POINT ROAD – VARIANCE –
RESOLUTION NO. 6060
Franchot moved, Rahn seconded, to adopt RESOLUTION NO. 6060, a Resolution Granting a
Variance to Municipal Zoning Code Sections 78-350 and 78-1288, for the property located at 3095
Casco Point Road. VOTE: Ayes 5, Nays 0.
7. #11-3510 CASEY HANKINSON ON BEHALF OF RYAN COMPANIES US, INC., 2725
WAYZATA BOULEVARD WEST – CONDITIONAL USE PERMIT
Casey Hankinson, Ryan Companies, was present.
Curtis stated the applicant is requesting a conditional use permit in order to utilize 40,000 square feet of
the property for outdoor storage on the property at 2725 Wayzata Boulevard West. Over the winter of
2010, a portion of the roof of the existing building collapsed due to stress from a heavy snow load. The
applicant is proposing to remove the portions of the rear of the building where the collapse occurred and
request a conditional use permit to utilize the existing concrete slab for outdoor storage.
When the plat of Crystal Bay Business Center was created in 2007, this property became a through-lot.
As the industrial park develops, Orono Industrial Boulevard will be constructed and will run across the
southern property line, resulting in two front yards.
At its June meeting the Planning Commission voted 6 to 0 to recommend approval of a CUP for outdoor
storage. The Planning Commission concurred with Staff for the need to address the outdoor storage at the
time of construction of Orono Industrial Boulevard.
In the future, the open storage area will be located in what will essentially become the front yard of the
building. As it is currently proposed, the open storage will be screened from public view by fencing with
mesh and/or the building. Once Orono Industrial Boulevard is constructed, the view into the property
will be that of a fenced-in open storage area. The Council should discuss the open storage location and
consider appropriate conditions of approval which will adequately mitigate potentially undesirable views
from Orono Industrial Boulevard, which is a public road. In addition to the conditions outlined within
City Code Section 78-823, Staff suggests the Council consider additional conditions as appropriate.
Rahn asked if the fenced-in area would exceed the size of the old building perimeter.
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 3 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 4 of 13
(7. #11-3510 CASEY HANKINSON ON BEHALF OF RYAN COMPANIES US, INC., 2725
WAYZATA BOULEVARD WEST, Continued)
Curtis indicated that it would.
Rahn noted when Orono Industrial Boulevard is constructed, there would not be storage allowed in a front
yard area.
Curtis stated the Code does not define a front yard in the industrial district but provides building and
parking setbacks.
Rahn asked what the building setback would be. Rahn commented that a 6-foot fence is more like a
building than a parking lot since it is more intrusive. If it is located 10 feet from the property line, it will
be difficult to provide adequate screening, and Rahn questioned whether the Council should consider
something on a temporary basis.
Rahn asked whether Ryan has control over the southern lot.
Curtis indicated they do.
Rahn stated he would like to see the fence mimic the old building.
Curtis noted the required building setback is 35 feet.
Rahn stated in his view it would be easier to address the location and screening of the fence now rather
than when Industrial Boulevard is constructed and that he would like to see the fence meet the building
setback.
Bremer stated the City would have the legal power to place that limitation on it and that the question for
Council is whether that should be done.
Rahn stated he was wondering whether the applicant would be okay with that change.
Casey Hankinson, Ryan Companies, stated they would be fine with moving the fence at a certain point to
match the building setback. If one of the stipulations is to put in some landscaping, they would also be
fine with that condition.
Hankinson stated Ryan Companies purchased the property in 2006 with the intention to develop it as an
industrial park. The original building was built in the 1960s and has had several additions over the years.
This past winter they experienced a number of heavy snowfalls, which resulted in the roof collapsing.
Over the past few years Ryan Companies has spent approximately $800,000 to improve the exterior of
building one and paving area. Building two was constructed for approximately $3 million. Since 2008
Ryan Companies has experienced difficulty securing tenants for the buildings due to the economy. The
buildings have been vacant basically since 2006. Building one currently houses Aero Upholstery, which
occupies approximately 10,000 square feet. ABC Supply, who used to be a tenant in the building,
relocated to Maple Plain. Ryan Companies has just recently signed a new lease for a portion of building
one as well as the metal building that is located on the property.
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 4 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 5 of 13
(7. #11-3510 CASEY HANKINSON ON BEHALF OF RYAN COMPANIES US, INC., 2725
WAYZATA BOULEVARD WEST, Continued)
Hankinson commented that fortunately no one was injured in the roof collapse but the building is old and
is in rough shape on the inside. To repair the building is expensive, and given the lack of tenants, it did
not make economic sense for Ryan Companies to make the improvements. Hankinson noted they are
close to an agreement with a user to purchase Building 2.
Bremer stated with the applicant’s concession to relocate the fence to match up with the building setback,
she would be fine with the application.
Hankinson stated one item he would like to request is that when they attempt to sign leases for this
building, they would like a definite timeline for when the conditional use permit would end. Hankinson
noted there was a discussion regarding the conditional use permit sunsetting once Industrial Boulevard is
constructed and requested the conditional use permit be good for ten years.
Mattick noted there would not be a time limit placed on the conditional use permit.
Curtis indicated that a possible sunset of the conditional use permit was initially discussed at the Planning
Commission meeting and that Staff's recommendation was to impose certain conditions instead and not
include a sunset provision.
Rahn stated that was to his point of getting the location of the fence squared away now.
Rahn moved, Franchot seconded, to direct Staff to draft a resolution granting a conditional use
permit for Ryan Companies US, Inc., 2725 Wayzata Boulevard West, with the stipulations that
Ryan Companies comply with Staff’s requirements for screening once Industrial Boulevard is
constructed and that the fence will meet the 35-foot building setback.
McMillan requested that the green mesh along Old Crystal Bay Road be installed now.
Hankinson stated the green mesh will be installed at the time the fence is constructed and that the
vegetative screening will be added at the time Industrial Boulevard is constructed.
VOTE: Ayes 5, Nays 0.
CITY ENGINEER’S REPORT
8. NAVARRE SIDEWALK SEGMENT TO DAKOTA RAIL TRAIL
Kellogg noted in 2002 the City went through a process to design a pedestrian connection between Navarre
Park and downtown Navarre to what was at the time the future Dakota Trail. In anticipation of the
railroad becoming a trail, the City proactively designed two sidewalk segments. One section was between
Lyric and Livingston Avenue and the second section was between Livingston and Crystal Bay.
The sidewalk between Lyric Avenue and Livingston was constructed in 2003. The segment between
Livingston and Crystal Bay was not constructed due primarily to the impacts to properties and conflicts
with existing utilities. There is a sanitary sewer and water main in the county right-of-way. There is also
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 5 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 6 of 13
(8. NAVARRE SIDEWALK SEGMENT TO DAKOTA RAIL TRAIL, Continued)
a relatively high embankment in this area and it is heavily wooded, which provides a screen for three
residences between the county highway and those properties. The properties sit anywhere from eight to
ten feet above the road. Due to those reasons, that portion of the project was never completed.
Over the past few months some residents have inquired about construction of that segment of the
sidewalk. Kellogg stated at its June 13th meeting, the City Council directed him to review and revise the
cost estimate to complete the segment of sidewalk between Livingston and Crystal Place. A cost estimate
has been prepared and provided to Council.
Staff also met on site with Boe Carlson and Alex Meyers from Three Rivers Park District to discuss
possible cost sharing. Carlson agreed to contact Bob Byers with the Hennepin County Transportation
Department to explore further funding options from Hennepin County.
Kellogg indicated the cost estimate for the uncompleted section would be approximately $210,000. The
majority of the cost consists of construction of a retaining wall, which is in the magnitude of
approximately $67,000.
Kellogg noted that in 2003 the City was able to utilize state aid funds to construct the first segment since
it is adjacent to a state aid highway. The City also built a connection between Old Crystal Bay Road and
the ball fields, with the portion along the state aid road also being eligible for state aid funding.
Kellogg indicated he is looking for direction from the City Council on how they would like to proceed.
Bremer asked what kind of costs the City might have if there is a cost sharing agreement.
Kellogg indicated no definite numbers were discussed. Kellogg noted he did not get the cost estimate
prepared until last week Wednesday and that he held off forwarding the cost estimate to Boe Carlson until
he received some direction from the Council.
Gaffron noted Boe Carlson has indicated Three Rivers does have some money available from another
project but that he is not sure what the exact percentage will be.
Kellogg commented that it may help solve some parking problems if the City were to allow some parking
in the municipal parking lot.
McMillan asked if that would be designated parking.
Bremer stated to her recollection Boe Carlson had recommended some signage for parking.
Printup stated of the bullet points listed in the report, he is not interested in the middle three but that he is
interested in speaking with the property owners and seeing what kind of interest Three Rivers has in this
project.
Kellogg stated he listed the bullet points in the report in the order that he would recommend the City
follow. There will not be a big investment on the part of the City to discuss this project further with
Three Rivers and that this will not become a formal project until Staff has a chance to meet with the
Hennepin County Regional Railroad Authority. Kellogg noted it will be necessary to utilize some of their
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 6 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 7 of 13
(8. NAVARRE SIDEWALK SEGMENT TO DAKOTA RAIL TRAIL, Continued)
land for ponding due to a storm water issue at the intersection. There currently is no storm sewer in that
area and that they are not sure exactly where the water drains to. Kellogg stated based on the contours
and the information that his office has, back in 2003 the surveyors located a pipe underneath the roadway
in this area. Kellogg stated he went out with the Orono Public Works Department and attempted to locate
that pipe and it is their feeling the pipe is still there.
Kellogg stated the additional survey work would be required to document the location of the trees and
their size. They will need to prepare some type of preliminary drawing so they can better evaluate what
the impacts would be to each individual property.
Bremer asked if Mr. Kellogg has any idea how many easements will be required.
Kellogg stated he is hopeful that all that will be required is a temporary construction easement but that it
is likely the property owners would like some screening restored.
Rahn stated he would like to make the Hennepin County Regional Rail Authority aware of the City's
interest to complete this project. Rahn asked what type of retaining wall is being considered.
Kellogg indicated it would be a big block wall, which is a gravity wall system. This technology was not
available back in 2002. The options looked at back in 2002 for the wall included a sheet pile wall, which
would have conflicted with the utilities, as well as a cast in place wall, which was cost prohibitive. A
traditional modular block wall that is seven or eight feet tall would require a geo grid back into the soil,
which would have a bigger impact on the property. Kellogg stated the big block wall can be constructed
seven feet tall without any reinforcement, which cuts down on the amount of excavation and would cause
less disruption to the properties.
Rahn asked what the cost was to complete this section back in 2002.
Kellogg indicated it was approximately $62,000 to construct the sidewalk from Lyric to Livingston but
that the City did not get to a point where there was a wall design done which would have taken it to the
next step. Lyric and Livingston has just a couple of minor block walls and the cost was primarily for the
concrete and the curb and gutter. Kellogg noted the plans depicted a seven foot wide sidewalk but what
was actually constructed was a six foot wide sidewalk.
Rahn commented he would like to move forward and speak with Three Rivers on a possible cost sharing
agreement.
McMillan stated she would prefer not to spend any money on this project until there is a better idea of
whether the City will be partnering up with Three Rivers and/or the Hennepin County Regional Railroad
Authority.
Kellogg asked whether the Council would like them to just complete bullet point one or complete bullet
points one and five.
Bremer suggested representatives from Three Rivers and the Hennepin County Regional Railroad be
invited to a work session if there is interest on their part in this project.
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 7 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 8 of 13
(8. NAVARRE SIDEWALK SEGMENT TO DAKOTA RAIL TRAIL, Continued)
Franchot asked how likely it is that the Hennepin County Regional Rail Authority would be in support of
this project. Franchot stated if they are not that interested in the project, perhaps just bullet points one and
two should be completed at this time.
Kellogg indicated he is not sure what their interest is at this time. Kellogg stated he did have some
interaction with them this past summer on another project and that their goal is to preserve the corridor for
potential light rail in the future. Kellogg indicated he did discuss the project preliminarily with Boe
Carlson.
Gaffron stated in his view Three Rivers would be supportive of the City and would assist in discussions
with the Railroad Authority.
Kellogg suggested that Three Rivers be asked to check with the Hennepin County Regional Rail
Authority on the pond.
Rahn asked when the Council could expect to hear back.
Kellogg indicated he is not sure but that he will report back at the next Council meeting.
McMillan asked whether any state aid money would be able to be used or what other funding options are
available to the City.
Kellogg indicated they have not looked into the funding of the project.
Olson stated Orono's Park Fund has a $493,000 balance, but that he is not sure whether the Park Fund has
been used in the past for sidewalks. Park Fund money has been used in the past for trails.
Gaffron stated this would not be considered a trail because bicycles will not be allowed on the sidewalk.
There is a dedicated bike trail along the road, which is expected to remain if the sidewalk is constructed.
Mattick noted the City would not be able to utilize the Park Fund since this would solely be a sidewalk.
Rahn commented the sidewalk has a definite connection to the trail.
Mattick stated the statute says that monies from a Park Fund can be used for park purposes and that he is
fairly certain the City would not be able to utilize those funds to provide access to a trail.
Ralph Kempf, 3675 Togo Road, stated Orono's Comprehensive Plan states that Orono should connect the
various recreational facilities, especially in the urban areas. The only other recreational area in Navarre is
the trail on the other end of the sidewalk. The Comprehensive Plan says very specifically that connection
of recreational facilities is one of the goals of the comprehensive plan. Kempf stated it would make
absolute sense to be using those funds for that purpose.
Bremer stated the language in the Comprehensive Plan is one thing but that there is an issue of the
legality of utilizing the Park Fund for this project.
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 8 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 9 of 13
(8. NAVARRE SIDEWALK SEGMENT TO DAKOTA RAIL TRAIL, Continued)
Mattick stated he would caution people that this is not a trail and that they will need to adhere to the
statute. Mattick stated based on what he has heard so far, this is solely a sidewalk and not a trail.
Kellogg stated the width of the sidewalk determines whether it is classified as a trail or a sidewalk. In
order for it to be classified as a trail, it would need to be eight feet wide.
Kempf commented he is pleased that this Council is willing to look at this project in spite of the issues
associated with it.
McMillan stated she is unsure whether there is some federal grant money available for sidewalks but that
that could be one possible source of funds.
Kellogg indicated he will be looking into various funding options further after he hears back from Three
Rivers. Kellogg stated the direction he has gotten from the Council is to pursue bullet point one and see
whether Three Rivers can interact with the Hennepin County Regional Rail Authority to see whether they
can utilize some of their land for a pond.
The City Council took no formal action on this item.
9. PAVEMENT MANAGEMENT PLAN UPDATE
Kellogg noted the City Council discussed the five year CIP at their last meeting and that his office has
provided the Council with the minimum design standards for state aid routes both in urban sections and
rural sections as well as an updated cost for the reclamation project on Watertown Road.
McMillan noted Watertown Road was an overlay project from Willow to McCulley Road and was
estimated to cost approximately $907,000.
Kellogg noted it was a reclamation project and that the estimate is about half of the costs that it would be
in today's dollars.
McMillan asked what changed since April.
Kellogg stated that plan was created in 2005 and the costs were never updated. The Council has since
authorized Staff to go out and update the pavement ratings and the costs, which is what was presented at
the last Council meeting. The $907,000 was a reclamation project and not a mill and overlay.
McMillan noted it is now approximately $1.8 million to complete that section.
Kellogg indicated the increased cost is primarily due to the higher cost of oil.
Printup stated since it is too late in the season to start a project, he would recommend going out for RFPs
on engineering firms.
Franchot asked exactly what Printup is suggesting.
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 9 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 10 of 13
(9. PAVEMENT MANAGEMENT PLAN UPDATE, Continued)
Printup stated he is not sure when the last time is that the City has done an RFP for engineering.
Kellogg indicated they went through that process approximately four or five years ago.
McMillan commented it is an interesting idea and that it would be an educational process for the Council
to go through the RFP process. McMillan stated in the years she has been on the City Council, the City
has not gone through that process. In light of the economy, there is a bigger issue with maintaining costs.
Franchot stated it would probably be a complex process to go out for an RFP and that he would question
how the City would get to that point. Franchot stated Council Member Printup has expressed concerns
about the dollars being spent but that he is not sure going out for another RFP is the solution unless the
City has a very clear sense on why they are doing it and what they hope to receive back in the process.
Franchot stated in his view there is some preliminary work that should be done first.
Rahn stated it makes good business sense to periodically go through that process.
Bremer stated she does have some experience with RFPs and that it is more work for the person who
issues the RFP than the person who responds to it. Bremer stated Staff will need to help with that process
and that it can be an expensive process if you do it yourself.
Rahn commented there are probably a number of generic items that are included in an RFP and that the
City could choose which ones they would like to include.
Bremer noted that would be more of a cost estimate than an RFP. Bremer stated last time the Council
discussed this they elected to go out more for pricing than an actual RFP.
McMillan stated RFPs are created all the time and that what the City wants to do is tailor it to Orono’s
philosophy, which is low cost, low overhead projects, and rural design. Since the City does not have a
road project in place right now, this is probably a good time to go out for an RFP. McMillan stated Staff
could put together the preliminary framework necessary to go out for an RFP.
Loftus noted the Orono Orchard Road project is on schedule as it relates to the Metropolitan Council
agreement and that a feasibility report will be required in early fall. Loftus stated the Council may want
to consider changing the timing of that project if they want to go through an RFP process.
Franchot noted the MSA funds need to be used next year.
Olson stated the City does need to use the funds in the very near future but that he is not sure of the exact
time frame since the state was unable to give him a definite deadline for when the funds must be used.
Franchot stated he is not adverse to doing some cost checking but that he has not seen anything that
indicates the City does not currently have outstanding engineer services. Franchot noted Bonestroo has
held their rates flat this past year.
Kellogg noted they have also committed to no increase for next year as well.
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 10 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 11 of 13
(9. PAVEMENT MANAGEMENT PLAN UPDATE, Continued)
Franchot commented in his opinion this is a waste of time but that if the rest of the City Council wants to
pursue an RFP, it should be done in a thoughtful manner.
Rahn moved, Printup seconded, to direct Staff to gather the documentation assembled in the past
with regards to RFPs, with the possibility of moving forward with an engineering RFP. VOTE:
Ayes 4, Nays 1, Franchot opposed.
MAYOR/COUNCIL REPORT
Bremer noted the Orono Police Chief has compiled an activity report and that there is still a lot of police
activity out there in the community. The police department has tightened up their budget quite a bit and
there should be some cost savings going forward based on some equipment purchases the City has made
in the past. Bremer noted there have been a number of tickets written on the trails by Three Rivers.
Franchot noted the Council received a packet of information from the LMCC and that he would
encourage the Council to review the CD that was included. Franchot indicated he would be willing to
answer any questions any of the council members might have regarding the LMCC information.
McMillan stated she received a call from David Maass regarding the City’s logo and that he indicated
there is a problem with getting the wing out of the O without totally redesigning it. Maass stated he
would do a quick sketch in an attempt to remove the wing out of the O and if he is not successful, he
would have to redesign and redraw it.
CITY ADMINISTRATOR’S REPORT
*10. XCEL ENERGY AUDIT UPDATE
The City Council took no formal action on this item.
*11. POLICE SERGEANTS LABOR AGREEMENT FOR 2011-2013
Franchot moved, Rahn seconded, to approve the “Labor Agreement Between the City of Orono
and Law Enforcement Labor Services (Local No. 168) – Police Sergeants 2011-2013 attached to the
staff report. VOTE: Ayes 5, Nays 0.
12. MID-YEAR FINANCIAL REPORT
Ron Olson, Finance Director, stated the second quarter of the financial report has been prepared. Olson
pointed out the first quarter of the year is the slowest period for receiving revenues and that the second
quarter typically provides the first clear indication of revenues for the year. The revenues currently are at
47.23 percent of budget and expenditures are at 49.33 percent of budget.
Olson stated he did include taxes on the report since it is the City's biggest source of revenue. Property
tax collections are good. Other governmental revenues are mainly monies received from the State of
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 11 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 12 of 13
(12. MID-YEAR FINANCIAL REPORT, Continued)
Minnesota. At the present time the City is only at 10 percent since the majority of the monies are
received in the fall.
The golf course was not able to be opened until April. Due to the poor weather this year, the City is only
at 35 percent of the revenues budgeted for the golf course. Through July 20th, the golf course is at
approximately 43 percent of revenues budgeted. Olson noted there is not a lot of time to make up that
shortfall. Olson stated the Council can discuss the golf course budget in depth at the August work session
when it discusses next year's budget.
Olson stated he expects the City to be at 100 percent of revenues by the end of the year. Building permit
revenue is above what was anticipated for this year, which has not occurred in the past four years. 2011
revenues are slightly ahead of last year so the City should be able to come in at 100 percent of what was
anticipated for revenues.
On the expenditure side, the majority of the departments are at 50 percent of what was budgeted. Central
services is slightly over 50 percent due to some renewals of licenses and software support fees. Those
costs are usually incurred earlier in the year and that he does not anticipate those costs will be over what
has been budgeted for the year.
Olson stated the City will likely be $450 over on the fire department budget. Law and legal will likely
end up at 110 percent of budget, which is mainly due to code enforcement. Olson noted this is the first
year the City has budgeted for that item and the costs are more than what was initially expected. Olson
stated $87,500 was budgeted for law and legal and that he is anticipating the City will be approximately
$10,000 over.
McMillan stated having last year’s actual would be helpful when reviewing the City’s financial reports.
CITY ATTORNEY’S REPORT
Mattick noted he will be going to court tomorrow on the last portion of the Hollander Road cleanup,
which will be commencing in the near future.
McMillan commented that one of the neighbors has complimented the City on the cleanup.
*13. HAZARDOUS BUILDING ACTION AT 3645 TOGO ROAD – RESOLUTION NO. 6061
Franchot moved, Rahn seconded, to adopt RESOLUTION NO. 6061, a Resolution Ordering
Abatement of Hazardous Building. VOTE: Ayes 5, Nays 0.
*14. LICENSES & PERMITS
None
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 12 of 13]
MINUTES OF THE
ORONO CITY COUNCIL MEETING
Monday, July 25, 2011
7:00 o’clock p.m.
_____________________________________________________________________________________
Page 13 of 13
*15. BILLS
Franchot moved, Rahn seconded, to approve payment of the All Funds Account. VOTE: Ayes 5,
Nays 0.
ADJOURNMENT
Bremer moved, Printup seconded, to adjourn the Orono City Council meeting at 8:25 p.m. VOTE:
Ayes 5, Nays 0.
ATTEST:
_______________________________________ ______________________________________
Linda S. Vee, City Clerk Lili Tod McMillan, Mayor
Item #02 - CC Agenda - 08/08/2011
Approval of Council Minutes 07/25/2011
[Page 13 of 13]
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Approve Force Main Replacement of Grinder Station #1
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Approve Force Main Replacement of Grinder Station #1
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Approve Force Main Replacement of Grinder Station #1
(2635 North Shore Drive) [Page 4 of 5]
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Approve Force Main Replacement of Grinder Station #1
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Fox Street Sewer Extension Project [Page 1 of 3]
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Fox Street Sewer Extension Project [Page 2 of 3]
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Fox Street Sewer Extension Project [Page 3 of 3]
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Change Order No. 1 - North Farm Rd Sanitary Sewer Project
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Change Order No. 1 - North Farm Rd Sanitary Sewer Project
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Change Order No. 1 - North Farm Rd Sanitary Sewer Project
[Page 3 of 4]
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Change Order No. 1 - North Farm Rd Sanitary Sewer Project
[Page 4 of 4]
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Support for MCWD Long Lake Creek Project [Page 1 of 33]
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Engineering Services [Page 1 of 31]
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Engineering Services [Page 11 of 31]
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Item #13 - CC Agenda - 08/08/2011
Licenses & Permits [Page 1 of 7]
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Bills [Page 1 of 7]
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