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3/9/2021 - City Council - Special - Minutes CITY OF SPRING PARK SPECIAL WORK SESSION MINUTES MARCH 9, 2021 – 6:00 PM SPRING PARK CITY HALL CALL TO ORDER Present: Jerome P. Rockvam, Mark Chase, Jeff Hoffman, Pamela Horton, and Gary Hughes Mayor Rockvam chaired the meeting. Others present: City Administrator Dan Tolsma, Orono Public Works Director Adam Edwards, Orono Finance Director Ron Olson, Shawn Wilson and Greg Stang with PeopleService, Mike Mason 6:00 – ORONO PUBLIC WORKS PROPOSAL DISCUSSION A. Introductions B. Orono Public Works Overview Orono Public Works Director Adam Edwards gave an overview of Orono’s Public Works organizational structure and existing responsibilities. Edwards reviewed their existing equipment and capabilities. The one piece of equipment that he identified as a possible procurement that would come about as part of any agreement with Spring Park is a one ton or three-quarter ton utility pickup. Edwards stated like many cities the City of Orono have all their utilities and most of their assets geographically located in a GIS System. He also discussed the workflow management system, Cartegraph, that works with the GIS system and allows them to track the work effort and resources of their assets. The system will facilitate communication and allow Orono to provide the Spring Park City Administrator and City Council de- tailed reports of work effort and activities. They can also track workflow of non-asset things like mow- ing or fixing equipment and administrative items. Edwards displayed the system and reviewed how it works including possible work order options. The system in place is a way for Orono to provide the transparency to Spring Park if we went forward with an agreement. Tolsma inquired to the level of staff involvement on a day-to-day basis of the system and how much time is spent on it. Edwards stated supervisors spend more time on it doing project management, but the average worker spends maybe a few minutes a day. Edwards gave more specifics on the day-to-day tasks and how the system works. Rockvam inquired to the available reports and the process of updating Spring Park and Edwards reviewed the accountability process. Discussion was had on the utility billing system and how that would work including uncollectable utility accounts. Discussion was also had on routine maintenance and the daily checks and services. Horton in- quired to contracted services and Edwards reviewed services that get contracted out and how the process would be handled if we move forward with an agreement. Tolsma stated contracted services would be handled like it is now with PeopleService. C. Proposal Review Further discussion was had on equipment and services like street sweeping, sewer jetting and snow re- moval. Staffing was also discussed along with the process Edwards used to come up with the proposal for Spring Park. Discussion was had on the agreement terms, contract specifications and the next steps. “Typical” services were reviewed along with how they work with the residents. D. Questions Further discussion was had on the contract process. Hoffman questioned if we are going to get a pro- posal from PeopleService and allow them to present. Also, he questioned if we could get an apples-to- apples list along with pros and cons of each proposal and discussion was had. Tolsma stated that would be possible along with setting up a time for the Council to meet with PeopleService. E. Timeline / Next Steps Discussion was had on timeline and the next steps moving forward. Tolsma stated we could have a work session early to mid-April dedicated to this topic and hopefully make some sort of decision at the second Council meeting in April. 2. 7:45 – MISCELLANEOUS Hughes brought forward a Lake Minnetonka Conservation District Multiple Dock application from Back Channel Marina for an additional 16 transient docks. Discussion was had on lake traffic and whether adding the docks would be good for the City. The City needs to weigh in on the situation. Hoffman is in favor because anything we can do to promote businesses in our City is in our favor. Further discussion was had on use of the docks and consensus was in favor. Tolsma introduced PeopleService Regional Manager Greg Stang and discussion was had on setting up a meeting to further discuss their contract. 7:03 – Adjourn There being no further discussion, Hughes motioned, being seconded by Hoffman to adjourn the meeting.