July 17, 2017 Work Session Minutes

JULY 17, 2017 – 6:00 PM

CALL TO ORDER - The work session was called to order by Mayor Rockvam at 6:00 p.m.

Council Members Present: Jerry Rockvam, Mayor; Pamela Horton, Gary Hughes; Catherine Kane Palen, and Megan Pavot

Staff Present: Dan Tolsma, City Administrator; Mike Kuno, City Engineer; Scott Qualle, City Building Official, Nancy Jensen Back, City Attorney; and Theresa Schyma, City Clerk.

1. DRAFT ASSET MANAGEMENT REPORT - City Engineer Kuno presented the draft asset management report. He asked the Council to prioritize projects so that a timeline could be created. He stated that all included project costs are based on 2017 costs but once a schedule is decided inflation can be factored into future projects. The total projected cost for all projects that should be looked at over the next 10 year is $8.5 million.

The Council reviewed sanitary sewer maps, low flow areas, hydrant coverage, storm sewer system condition assessments, roadway surface age, and a breakdown of projected costs.

City Engineer Kuno stated that some of the items can be grouped together but all components are looked at individually. He also stated that some key areas are West Arm Road West, Channel Road, Black Lake Road, Sunset Drive, and Togo Road.

Mayor Rockvam stated that a high percentage of the City’s sewer lines are laid in water so slip-sleeving might be a good option. The inconvenience and cost reasons to consider as much of that as possible.

City Engineer Kuno stated that he will look at lift station records regarding rainfall events to see the level of inflow and infiltration.

Council Member Hughes requested that the engineers look at the hydrant coverage in the area surrounding Tonka Ventures site because it doesn’t appear there is even a private hydrant that is close enough in an emergency.

City Engineer Kuno stated that a lot of the City’s system is 20+ years old and while that doesn’t necessarily mean it is in bad condition; it is reaching the end of its life.

Mayor Rockvam stated that it would be beneficial to install a sidewalk or walkway on Sunset Drive at the same time that the County updates the road.

Mayor Rockvam questioned the estimated costs.

City Engineer Kuno responded that if the City is doing a project in conjunction with the County then the City can probably get better pricing. He further stated that the numbers are just estimates and that the City has time to find additional funding sources and grants since these projects would not begin construction until 2019 at the earliest.

City Engineer Kuno discussed the next steps in the process. He thanked the Council for their feedback since it will help in completing the final project plan.

2. MNSPECT CONTRACT DISCUSSION- City Administrator Tolsma discussed the history of the City’s contract with MNSPECT, required changes to the proposed contract due to the State Building Code, the potential for a provision for nuisance abatement services and rental inspections, and potential adjustments to the fee schedule and/or adjusting the percentage share between the City and MNSPECT.

Mayor Rockvam questioned if Orono Police are willing to handle nuisance abatement.

City Administrator Tolsma responded that they have expressed interest but their current staffing levels would make it difficult.

Council Member Horton questioned how the changes could financially impact the City.

City Administrator Tolsma stated that changing the percentage share from 50/50 to 75% MNSPECT and 25% City means the City would receive half of the fees/revenue that it currently does. That change could result in difference in approximately $5,000 – 10,000 per year.

Building Inspector Qualle stated that Spring Park fees are currently working off the 1997 fee schedule. However, another option is to keep valuation based fees the same since valuation based permits work on a sliding scale.

City Administrator Tolsma questioned if the Council wants to adjust fees or the percentage share.

Mayor Rockvam asked for a fee comparison from Orono and Mound.

City Administrator Tolsma responded that numbers will be provided to Council.

Council Members Kane Palen and Pavot stated their surprise that fees had not been increased for so long.

Council Member Hughes questioned how rental inspections could be included in contract.

Building Inspector Qualle stated it could be another line item in the contract and that the Council would adopt an ordinance with language making MNSPECT responsible for inspections.

Council Member Kane Palen stated that rental licensing and inspections were part of the 2017 Council goal setting.

3. POLICE CONTRACT DISCUSSION- City Administrator Tolsma asked the Council to review the original and proposed Police contracts that will come before the Council at a later date.

4. CODE INTERPRETATION DISCUSSION REGARDING ALLOWED USES IN THE C-1 DISTRICT- City Planner Brixius presented summary regarding an opportunity for private redevelopment in the C-1 District for a property on Shoreline Drive. Currently, indoor boat storage is allowed in the C-1 District as an accessory use but the development opportunity is for indoor boat storage as the primary use of the location. He stated he is looking for direction from the Council since this potential change would require Planning Commission and Council review.

Council Member Horton stated she would like to see a restaurant in that location but understands that the potential redevelopment works with the surrounding buildings.

City Planner Brixius discussed the site including its location with neighboring sites, environment and ambiance for dining.

Council Member Pavot stated that it would be a lifetime commitment because once a warehouse is built it is not going to go away.

Council Member Horton questioned what business would work in between two warehouses.

Council Member Pavot stated it is a difficult site but does not want a boat storage facility for a property located on Shoreline Drive.

Council Member Kane Palen stated she is not excited about the idea of an indoor boat storage facility on that site.

Council Member Hughes stated he has mixed feelings regarding the potential change.

City Planner Brixius will relay the Council discussion to the applicant.

5. LMCD UPDATE – GARY HUGHES - Council Member Hughes presented information about an upcoming LMCD agenda item concerning 5th Street Ventures LLC in the Seton Channel. A survey was received for shoreline depth relating to dock usage and the item will concern the ability to dredge it out to make it deeper to allow for the new docks that were approved. This item is tentatively scheduled to go before the LMCD in December.


7. ADJOURN - The work session was adjourned by unanimous consent at 7:42 p.m.

Date Approved: August 7, 2017

Theresa Schyma, City Clerk

Dan Tolsma, City Administrator