090808 CC Reg AgPCITY OF SHOREWOOD 5'735 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING SOUTHSHORE CENTER
MONDAY, SEPTEMBER 8, 2008 7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Roll Call
Mayor Lizee
Woodruff
Turgeon
Bailey
Wellens
B. Review Agenda
2. APPROVAL OF MINUTES
A. City Council Work Session Minutes, August 25, 2008 (Att. -Minutes)
B. City Council Regular Meeting Minutes, August 25, 2008 (Att.- Minutes)
3. CONSENT AGENDA -Motion to approve items on Consent Agenda & Adopt Resolutions
Therein:
NOTE: Give the public an opportunity to request an item be removed from the
Consent Agenda. Comments can be taken or questions asked following removal from
Consent Agenda.
A. Approval of the Verified Claims List (Att.- Claims List)
B. Authorize Expenditure of Funds for Amesbury Well Removal (Att. -Director of Public
Works' memorandwn)
4. MATTERS FROM TAE FLOOR (No Council action will be taken.)
5. REPORTS AND PRESENTATIONS
6. PUBLIC HEARING
7. PARKS
8. PLANNING -Report by Representative
9. GENERAL/NEW BUSINESS
A. 2009 General Operating Proposed Budget (Att. -Finance Director's memorandum,
Resolution)
CITY COUNCIL REGULAR MEETING AGENDA -SEPTEMBER 8, 2008
PAGE 2 OF 2
B. Set Truth-in-Taxation Hearing Dates (Att. -Finance Director's memorandum,
Resolution)
C. Authorize Expenditure of Funds for a Bench at Gideon Glen (Att. -Planning Director's
memorandum)
10. ENGINEERING/PUSLIC WORKS
11. STAFF AND COUNCIL REPORTS
A. Administrator & Staff
City Hall Construction Update
B. Mayor & City Council
12. ADJOURN
SHORL,WOOD
5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 ° www.ci.shorewood.mn.us ° cityhall@ci.shorewood.mn.us
Executive Summary
Shorewood City Council Regular Meeting
Monday, September 8, 2008
Agenda Item #3A: Enclosed is the Verified Claims List for Council approval.
Agenda Item #3B: Staff is recommending approval of a motion that authorizes the
expenditure of funds from the municipal water fund for removal and replacement of the
submersible motor and pump for the Amesbury Water System. Staff is requesting an
amount, not to exceed $11,900.
Funds have been previously programmed for this project, as part of the 2008 operating
budget, and are available.
Agenda Item #9A: By statute, the Council must approve a proposed budget and a proposed
(not-to-exceed) tax levy by September 15. The enclosed 2009 Proposed General Fund
budget and tax levy have been prepared in accordance with City Council
recommendations. Both the budget and the levy may change prior to adoption of the
final budget and levy in December. Staff recommends adoption of the resolution
approving the proposed 2009 budget and the proposed tax levy payable in 2009.
Agenda Item #9B: The City is required to hold atruth-in-taxation hearing this year. The
legislature has set aside Monday, December 1, 2008 as the suggested Truth-In-Taxation
public hearing date for cities. If necessary, a continuation hearing would be held the
following Monday, December 8, 2008. .Staff recommends adoption of the resolution
setting these dates for the truth-in-taxation hearings.
Agenda Item #9C: Staff requests authorization to spend up to $1000 from the storm water
utility fund for the purchase and installation of a memorial bench on the Gideon Glen
property. The City agreed, as part of the purchase agreement on the property, to install
the bench, recognizing the Simms Family contribution to the project. A local resident
Boy Scout has offered to install the bench and some landscaping as part of his Eagle
Scout project. Miles DelBusso will be invited to a future Council meeting to be
recognized for his work. If you have any questions relative to this matter, please do not
hesitate to contact the Planning Director.
.s
da M® PRINTED ON RECYCLED PAPER
CITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
MONDAY, AUGUST 25, 2008
MINUTES
CONVENE CITY COUNCIL WORK SESSION
5735 COUNTRY CLUB ROAD
SOUTHSHORE CENTER
6:00 P.M.
Mayor Lizee called the meeting to order at 6:00 P.M.
A. Roll Call
Present. Mayor Lizee; Councilmembers Bailey (arrived 6:03 P.M.), Turgeon, Wellens and
Woodruff; City Administrator Heck, Finance Director Burton; Planning Director
Nielsen; and Director of Public Works Brown
Absent: None
B. Review Agenda
Councilmember Woodruff requested Item 2.C, Performance Evaluations for Department Heads be added
to the agenda.
Wellens moved, Turgeon seconded, approving the a~cnda as amended. Motion passed 4/0.
2. 2009 BUDGET ITEMS
A. Service Indicators Discussion
Administrator Heck stated when he was reviewing the draft 2009 General Fund Operating Budget he
noticed the budget contained numerous indicators. He did not think those indicators added much value
from a financial standpoint to the budget document. If Council's intent is to be provided with objective
performance measures, he thought there are better ways to provide that information. First, tangible goals
or service targets have to be identified. If Council wants to see statistics about things such as the number
and types of complaints handled and how they were resolved or the amount of front-counter traffic or
phone calls handled, that information could be provided in an annual report of the previous year's
department activities and accomplishments. He cited the example of the Excelsior Fire District's year-in-
review report as an example. He recommended removing the service indicators from the budget
document.
Councilmember Bailey arrived at 6:03 P.M.
Councilmember Woodruff stated he somewhat agreed with Administrator Heck; some of the metrics
didn't have any value. During the budget process he would like to be provided with an explanation for
any significant changes in the quantity of service provided, quantity of materials consumed or a change in
cost of material when a change results in a noticeable change to a budget amount. Staff should determine
what metrics they need to track and justify budget numbers. He then stated there should be some
established quality standards for how work is completed.
#Za
CITY OF SHOREWOOI9 WORK SESSION MEETING MINUTES
August 25, 2008
Page 2 of 10
Councilmember Turgeon stated she would like to know about items such as an anticipated increase in
work load that would require the additional expense of using contractor services to handle the extra load.
Councilmember Bailey stated he agreed with Administrator Heck's recommendation to remove the
indicators from the budget document. Performance measurement and budget considerations are two
separate items. He expected the City Administrator to provide Council with quantitative information such
as there are not sufficient funds to do something that's expected. He did agree there should be separate
qualitative performance standards for the departments. He stated as a starting point past expenditures are
reasonable predictors of future expenditures.
Councilmember Wellens stated he would like to look at a plan for establishing and measuring
performance standards before the indicators were removed from the budget. He thought it was important
for Staff to provide justification for budget increases during the budget process.
Mayor Lizee stated she thought she heard consensus to remove the current indicators from the budget and.
to have department performance standards identified which could be reported on with a to-be-determined
frequency.
There was ensuing discussion regarding the indicators in the budget. There was consensus that Staff
should identify department performance standards, focusing on the highest priority standards first. There
was also consensus that during the budget process Staff should provide justification for out-of-the-
ordinary changes in quantity of service provided, quantity of materials used or cost of materials.
Administrator Heck summarized his understanding o1~ what Council expected as a result of this
discussion. First, Council would like to understand the impact of operational changes (e.g., an increase or
decrease in work load) would be on the budget Second, to provide an explanation for major supplies
used (e.g., sand and salt) and how a cha~ige in supply costs affects the budget or a change in consumption
affects the budget. Lastly, Staff will identify qualitative measures that can be used to determine if a
department is meeting its targeted goals noting that it will be difficult to measure some departments that
way.
Councilmember Bailey stated he would.; like to have Staff provide benchmarks, where they exist, to
determine if human resources and supplies are being used effectively.
Administrator Heck stated the State Auditor had developed a list of benchmarks and best practices.
B. Draft 2009 General Fund Operating Budget
Director Burton stated at its August 11, 2008, work session Council reviewed the second draft of the
2009 General Fund Operating Budget. Revisions were recommended and they are included in the third
draft of the budget. The recommended changes are as follows.
- Alcoholic beverage license revenue is increased to $8,820 from $8,200.
- The Police operating portion of their budget was reduced to $938,950 from $970,500 per
the actual SLMPD operating budget that was approved.
- Public Works/Supplies & materials were increased to $80,800 from $70,800.
Burton then stated the State of Minnesota Department of Revenue notified the City its base levy limit for
Pay2009 is $4,225,960 which reflects an increase of $169,043 over Pay2008. The third draft of the
budget contemplates using $21,755 of the allowable levy amount which would leave $147,288 levy
potential available for use in the 2009 General Fund Operating Budget. She noted the special levies for
CITY OF SHOREWOOI3 WORK SESS10iV MEE`I'IN~ MINUTES
August 25, 2008
Page 3 of 10
debt service and other specific purposes allowed by the State are added to the base Levy limit for a final
total levy. Staff recommends approving the maximum tax levy for the proposed budget certification. The
final budget and tax levy approved in December 2008 can be reduced, but it cannot be increased above
the certified levy. Staff suggests adding a line item to the budget for $147,288 in the Mayor and Council
department.
Burton then responded to information requests that were outstanding from other budget work sessions.
Burton explained that $13,600 out of the $20,000 budgeted for merit increases in 2008 were used. In
2008 no employee received more than a 1 percent merit increase. She noted there were two employees
with salaries less than the market rate that received substantial increases per the compensation plan
approved in 2006.
Burton distributed a work sheet of salary estimates and headcount allocations by department that she
used to prepare the budget. The salaries included a 3 percent economic adjustment for non-union
personnel and a 2 percent bi-annual increase for union personnel; they do not reflect 2009 merit (pay for
performance) increases. The total amount budgeted for General Fund salaries in 2009 is approximately
$1,220,250. When FICA, pension and estimated insurance costs are factored in the total salaries plus
benefits amount is approximately $1,564,700; an approximate $23,000 increase over 2008. Although
salaries and benefits in the Enterprise Funds will be discussed when the Enterprise Budgets are reviewed,
the current estimate for enterprise salaries and benefits will increase the amount to approximately
$1,822,000 (an approximate $34,000 increase over 2000.. She'~oted the Administration budget for 2009
includes $30,000 for merit increases.
Councilmember Turgeon stated she did not think it ~-vas appropriate to increase the merit pool to $30,000
in 2009 when 2008 merit increases were only $13,600, until there is better justification.
In response to a comment from Councilmember Turgeon, Director Burton explained the salary ranges
were adjusted by 3 percent which in past years has been the approximate consumer price index.
There was ensuing discussion regarding employees who were at the top of their pay range yet deserved a
merit increase. Administrator Heck stated there were ways to give employees at the top of their pay range
a lump-sum payment that is not added to their base salaries.
Administrator Heck explained Minnesota has a Pay Equity Act. If the City does not make adjustments to
minimum and maximum salary ranges in accordance with the market rate, the City's ranges will not keep
pace with the market rate. He stated when you convert from a step system to apay-for-performance
system and there are employees at the top of their salary range, there was an inherent problem with how
to reward them. He explained he had done a cursory review of the compensation plan approved in 2006.
The wage schedule included a market average maximum rate, a minimum rate which is 76% of that
market rate, and a maximum rate which is 1.10% of that market rate. Good performers move through their
position's salary range faster than average performers.
Councilmember Woodruff stated there were two things that had to be addressed. Council had to first
determine if there will be a merit increase pool and if so the size of the pool, and then the approach for
dispensing that pool has to be determined. He then stated he was willing to have Administrator Heck
study this and come back with his recommendation. He would support budgeting some amount for merit
increases. He commented the $13,600 spent for merit increases in 2008 was the equivalent of
approximately 1 percent of the salaries. Councilmember Bailey stated he thought the majority of that was
used to bring salaries that were grossly under market rate to market rate.
CITY OF SHOREWO®I) WORD SESSION MEETING MINiJTES
August 25, 2008
Page 4 of 10
Councilmember Bailey stated he would also like to hear Administrator Heck's philosophy about this.
Administrator Heck suggested that the market rate adjustments (equity adjustments) should be budgeted
separate from merit increases.
There was consensus to leave the $30,000 budgeted for merit increases as is for the time being.
Director Burton explained there had been a question about the $150,000 budgeted for miscellaneous
revenue. It includes approximately $130,000 in interest ($3.5 million invested at 3.75 percent); a $9,000
refund from the League of Minnesota Cities Insurance Trust; dry hydrant funds; $1,700 from
concessions; and $7,000 from miscellaneous (e.g., DUI forfeitures, a contribution from Mount Olivet
Church in lieu of taxes, a donation from the Park Foundation and possible grant donations).
Burton stated Staff had been asked to review the South Lake Minnetonka Police Department (SLMPD)
Joint Powers Agreement (JPA) to determine what, if any, restrictions there are regarding the possibility
of the Mound Police Department (MPD) providing policing services to Shady and Enchanted Islands.
Administrator Heck stated the SLMPD's JPA does not prohibit the City from contracting with another
agency to provide additional policing services; but, doing so would not reduce the City's contribution to
the SLMPD. Contracting for services with law enforcement is essentially done on an hours per day or
week or month or year basis. Before Staff can approach the Ntl'[~ about providing such a service, the
number of hours must be determined.
Councilmember Woodruff stated that would be a question to ask SLMPD Chief Litsey. The services
contracted for should be no less than what the SLMPD is currently providing to the Islands. It is his
belief the SLMPD makes a trip out to the Islands either once a shift or once a day. It is not so much about
patrolling the Islands as it is about emergency response. He thinks that most, if not all, of the emergency
response services are provided by mutual aid because the SLMPD eamlot get to the Islands fast enough.
He asked Staff to ask Chief Litsey for an estimate of tEie amount of time the SLMPD spends policing the
Islands and to talk to the MPD about the cost to provide the same level of service.
Administrator Heck stated he understood Couilcihnember Woodruff's request to be one of the MPD
providing areadiness-to-servetype of service more than a patrolling service.
Councilmember Woodruff stated the MPD should have some benchmarks that could be helpful.
Administrator Heck stated he had a meeting scheduled with SLMPD Chief Litsey on August 26'x'.
Councilmember Woodruff stated if an officer comes to the Islands the total time for that trip is 1.5 hours;
those 1.5 hours could be used to serve the rest of the SLMPD community. Contracting with the MPD for
policing services for the Islands will cost the City more money.
Director Burton stated at its August 4, 2008, work session Council decided to leave the transfer to Park &
Recreation at $15,000 until it had the opportunity to review the Park Commission's master plan. That
occurred at a joint City Council/Park Commission meeting held on August 12, 2008.
Councilmember Turgeon stated she was not willing to support an increase to that transfer at this time.
She then stated she was disappointed the Park Commission had not prepared a plan that contained
estimated costs to do the improvements. She thought the Commission had had sufficient time to prepare
the plan, and it was not done.
Councilmember Bailey stated there were several Park Commissioners that would like to move forward
with Park projects. There were others that were hesitant to move forward without further study. For
CITY OF SHOI2E~i'OOI~ WORK SESSION MEETING MINUTES
August 25, 2008
Page 5 of 10
example, he thought there should be park shelters in all the City parks; yet, some of the Commissioners
thought there should be design studies done before that occurs. He was more inclined to increase funding
for Parks & Recreation and he thought Council may have to provide that direction.
Councilmember Turgeon questioned if installing shelters will increase the use of the parks; what is the
return on investment. She stated if there was a solid plan she would be willing to support additional
funding for Parks & Recreation.. She t11en stated she was willing to increase the funding for both parks
and roadways provided there is a plan.
Councilmember Bailey stated from his vantage point shelters make parks more attractive. The shelter at
Eddy Station is very attractive and it makes the park a more viable operation..For sports activities, that
shelter provides shade on hot summer days. It is unrealistic to expect $15,000 to cover capital
maintenance of the parks. He did not understand what benefit a $30,000 design study for park shelters
would have. He thinks there is a lot that could be done to the parks, but there is a lack of direction. He
stated roadways and parks are his priorities.
Councilmember Woodruff stated he was encouraged by the Park Commission's approving the allocation
of monies in the Park Fund to projects identified in the Park CIP. I Ic was pleased they did not allocate all
of the funds; it kept some in reserves. He thought most of the park projects can be done with the funds
already in the Park Fund.
Councilmember Bailey stated there is approximately $?50,000 in the Park Fund. The two new park
shelters and a shelter addition will cost approximate)}~ $150,000. Repair of the tennis courts (covering
cracks, etc.) is estimated at $6,000 each. Enhancing the signage in the parks is estimated to be $30,000.
He also agreed it was important to keep reserves in the Park I and for emergency purposes. Based on that,
there is not a surplus in the Park Fund. He stated the budgeted transfer in to Parks & Recreation of
$15,000 is not sufficient to stimulate discussion about what other improvements could be done to the
parks.
In response to a question from Mayor Li~.ee, Councilmember Bailey stated it would be appropriate to at
least double the $15,000 traj~sfcr.
Councilmember Woodruff stated lie could support increasing the transfer to the Parks & Recreation to
$30,000. He stated Council had previously reduced Southshore Center and Friends funding, for the time
being, by more than $15,000.
Councilmember Wellens stated he could support increasing the transfer into Park & Recreation to
$30,000.
Councilmember Turgeon stated spending $50,000 on a shelter for Cathcart Park will be an issue for her
unless the City of Chanhassen wants to enter in to some type of partnership for improving the Park.
There was consensus to increase the transfer in to Park & Recreation to $30,000.
Woodruff moved, Turgeon seconded, recessing the meeting to a City Council regular meeting at
6:56 P.M.
Mayor Lizee reconvened the work session at 9:00 P.M.
CITY OF SHORE~VOOI~ dVORK SESSIOI\ MEETING MINUTES
August 25, 2008
Page 6 of 10
Director Burton stated outstanding budget items that must be addressed include roadway maintenance
funding; senior funding; and aquatic invasive species funding. She requested Council determine what the
tax levy amount should be for the September budget certification.
Councilmember Bailey stated he thought the amount for roadway overlays is seriously under funded.
Planning to overlay one mile of roadway annually (one-fiftieth of the City's roadways) is not a viable
approach. It appears as if the overlays were replacing road reconstruction. It's difficult for him to believe
the City would not reconstruct a roadway every 50 years. He also thought a road should be overlaid more
than once every 50 years; therefore, budgeting approximately $155,000 per year is insufficient. He stated
he did not think the City has a good policy for addressing road reconstruction. He asked Director Brown
to comment on this.
Director Brown stated there are a number of City roadways that need to be reconstructed as indicated in
the City's pavement inventory. The number of roadways that need to be reconstructed is greater than the
number of roadways that need to be overlaid. He thought it would be appropriate to establish a funding
strategy for long-term overlay needs. He cautioned that once the long-term costs for road reconstruction
are known, the Council may want to reduce funding for overlays.
Mayor Lizee stated once Council is able to review the 20-year CIP for roadways it will have a better
understanding of what the City's needs are for roadway improvements. She thought that Administrator
Heck's experience with the road reconstruction projects earlier in his career will be of value to the City.
Administrator Heck stated once the 20-year CIP for road~~ ays is done and high-level cost estimates
known, the Council can begin discussing funding options for those improvements. He then stated some
communities have gone away from assessments and bonding for roadways improvements and have
chosen to fund all their roadway maintenance out of tai levies.. His previous employer had bonded for
infrastructure improvements over a five to six year period based on a plan that city had prepared.
Director Burton stated the current Streets & Roadways budget includes a transfer in of $645,000.
Councilmember Woodruff stated for 2009 there was approximately $954,000 budgeted for projects in the
2009 CIP for local road reconstruction, and the current draft budget indicates $645,000 will be added to
the Roadway Fund for roadway improvements. He questioned if the Roadway Fund has sufficient funds
to cover the difference. Director Burton responded there was. Woodruff then stated he agreed Council
needed to have a philosophical discussion about how to fund roadway improvements.
Councilmember Bailey stated his concern is the backlog of roadways that need to be sealcoated, overlaid
or reconstructed continues to increase. Each street that is added to the backlog will make it harder to
assess for the improvements. If the City continues to levy for those improvements, the backlog will
continue to increase. He thought it was important the Council be visionary and brave, and make the right
decision.
Mayor Lizee asked the other Councilmembers if they were interested in certifying a budget that will use
the entire allowable levy. Councilmember Woodruff stated he could agree with that, with the caveat that
he was not proposing the budget adopted in December 2008 will use the entire levy. Councilmember
Wellens stated the remainder of the potential levy should be used for asphalt.
Director Burton questioned if Council would like to add a line item of approximately $132,000 (the
remainder of the allowable levy) to the Mayor & Council budget.
CITY OF SHOREW®®D WO1ZK SESSION MEETING MINUTES
August 25, 2008
Page 7 of 10
Councilmember Bailey requested Council have a substantive discussion about funding for roadway
improvements before the budget is adopted in December 2008.
Administrator Heck commented it would cost approximately $2.5 million to reconstruct Vine Hili Road.
Director Brown stated Vine Hill Road was one of the more complicated roadways; it's a major roadway
and because of State standards sight distances will have to be increased when the Road is reconstructed.
Councilmember Bailey stated it would be helpful to him if Staff could recommend a frequency for
roadway reconstruction and a frequency for overlaying roadways and an approximate cost to do so.
Council can then discuss funding options.
Councilmember Woodruff stated t11e timetable and costs for reconstructing the Shady Island Bridge
should be factored into the plan.
Mayor Lizee proposed budgeting $15,000 for aquatic invasive species control as a place marker.
Councilmember Woodruff recommended the potential use of the remaining approximate $132,000 in
allowable tax levy be Left as one item at this time.
Councilmember Woodruff stated a significant portion of the l~cputy Clerk's payroll costs and time in
2009 are moved to the General Government budget from the L,lections budget. He questioned what the
position will do in 2009 that was not done in 2008. He stated in 2007 Finance spent a small amount of
time on activities related to the City's liquor operations; he questioned how that time was used in 2008
and how it will be used in 2009.
Director Burton stated at its September 8, 2008, meeting Council will be provided with a revised
proposed 2009 General Fund Operating Budget for approval.
Councilmember Woodruff requested the 2008 2012 CAP be discussed next.
Discussion moved to Item 3 on the agenda.
C. Performance Evaluations For Department Heads
This item was discussed after Item 3 on the agenda.
Councilmember Woodruff stated he would like Administrator Heck to provide Council with draft
performance evaluations for his direct reports for the first Council meeting in November 2008. Heck
stated he will still be getting to know his direct reports at that time; he will have been working with them
for less than 90 days by that time. Heck stated he will have reviewed their past evaluations by then.
Woodruff stated some type of evaluation has to be done by the end of the year for an employee to receive
a pay increase; and he would like some idea of how Heck thinks his direct reports are performing.
Administrator Heck stated he will provide Council with his assessment of the City's current
compensation plan. He will also do a full time equivalent (FTE) analysis for what the City's FTE
compliment should be. He will also prepare a cursory evaluation for his direct reports. His target date for
completing those tasks is for the second Council meeting in November 2008.
It was noted that Administrator Heck would normally need to have performance evaluations completed
for his direct reports by year-end.
CITY OF SH®REWOOD W®RK SESSION MEETING MINUTES
August 25, 2008
Page 8 of 10
Councilmember Woodruff stated he wanted Administrator Heck to share his perspective about the
performance of his direct reports and he wanted Councilmembers to have an opportunity to provide him
with their input.
It was noted that Council will have to prepare an evaluation for Administrator Heck by the end of the
year.
Discussion returned to Item 4 on the agenda.
3. DRAFT 2008-2012 CIP BUDGET
This item was discussed after Item 2.B on the agenda.
Director Burton stated the meeting packet contained a very rough draft of the 2008 - 2012 Capital
Improvement Program (CIP).
In response to a question from Councilmember Woodruff, Director Brown stated CIP equipment
replacement purchases often get delayed because they take a great deal of time; he did hope to complete
most, if not all, of the budgeted 2008 equipment purchases in 2008.
Councilmember Bailey requested a column be added for 2008 estimated amounts and for the 2008 actual
amounts.
Director Burton stated projects completed in 2008 arc not included in this CIP.
Councilmember Woodruff questioned if the $7'x,000 budgeted in 2009 for the Water Meter Radio Read
Project was sufficient to complete the pro,jcct. Director Brown stated it should be very close.
Councilmember Bailey stated $75,000 is budgeted fo~~2008 and it will only replace approximately 20
percent of the meters; he questioned how $75,000 could be sufficient to replace the remaining
approximate 30 percent of the meters. I3ro~~n acknowledged the $75,000 in 2009 will have to be
increased.
Councilmember Woodruff stated he had received comments from a few residents that repairs to the
exterior of Boulder Bridge Well were needed. Director Brown stated Staff had received comments with
regard to the Well's roof. He explained the Well's roof was not repaired after hail damage because the
inspector did not think it was necessary.
In response to a comment from Councilmember Turgeon, Director Burton stated she would change the
amount for the project to paint the SE Area Water Tower to the amount of the accepted bid when that
amount is known.
Councilmember Woodruff stated there would not be sufficient funds in the Park Fund for the 2011
$500,000 Freeman Park Wetland Enhancement project.
Councilmember Bailey stated it was leis understanding that replacing the hockey rink lights at Cathcart
Park was more eminent than 2012. Councilmember Turgeon stated based on what she read in minutes
from a Park Commission meeting she thought that was desired in 2009.
Councilmember Turgeon stated the Freeman Park Wetland Enhancement project had been in the CIP for
many years. She then stated it was her understanding there were grant funding opportunities to help cover
the cost. Director Brown stated funding opportunities, such as grants, have to be found for this project.
CITY OF SHOREW®®D VV®RK SESSI®N MEE'T'ING IO~IIN[J'T'ES
August B5, 2008
Page 9 of 10
He suggested this project be divided into sub-projects to make funding the project more attainable. He
recommended the City get a commitment from the Lake Minnetonka Watershed District regarding
funding help for the sub-projects. He stated he would advance the Cathcart Park Hockey Rink Lights
Replacement project.
Councilmember Woodruff suggested the Badger Park Tennis Court Resurface project be advanced to
2009. Councilmember Bailey stated to fund some of the project recommendations for Parks will require
more than a $30,000 transfer to that budget; there are already $206,000 in Park projects in the 2009 CIP,
and as Woodruff had previously stated it was prudent to leave reserves in the Parks Fund. Woodruff
suggested the $15,000 increase to the Parks & Recreation budget approved earlier should be used for this
project. Councilmember Turgeon stated she thought the court was resurfaced a year or two ago; she
recommended the project remain in 2011. Director Brown stated the court had been sealcoated in recent
years; the $12,000 budgeted in 2011 was for rehabilitation of the court. Brown recommended the project
remain in 2011 until there is an opportunity to experience what the benefits will be from the contractor's
filling cracks in the court.
Councilmember Turgeon suggested the projects to add or expand shelters be prioritized, and she
recommended adding a shelter at Cathcart Park be done last. Director Brown stated the Park Commission
wants park signage and the shelters at the City's parks to be consistent. He recommended all three
projects be done at the same time so the City could get volume discounts. Councilmember Bailey stated
he thought the Commission wanted consistent park signage. Bailey then stated he did not think it would
be wise to remove some of the shelter projects from 2009 when Council told the Commission to consider
improvements to the parks. Councilmember Woodruff stated because the projects are identified in the
CIP doesn't mean there is authorization to do the project; the project still has to go through a justification
process.
Councilmember Woodruff questioned if the timing for the replacement of hockey rink lights at Cathcart
Park had been resolved. Councilmember Bailey stated when he went on the park tour the Park
Commission discussed the replacement, and tie understood it to be a higher priority than waiting until
2012. Bailey stated the Commission had concern that the poles for the lighting were unstable. Mayor
Lizee recommended the project remain in 2012 until the City has an opportunity to meet with
Chanhassen to discuss sharing the cost for park improvements.
Councilmember Woodruff recommended Staff prepare a plan for the Lake Mary Outlet project which is
estimated to cost $505,000. He stated the City Hall phone system replacement and the City Hall copier
and maintenance contract warrant discussion at a future meeting. He questioned if leasing a copier would
be better than purchasing one. Administrator Heck stated Staff will do acost-benefit analysis of lease
versus purchase. Director Brown questioned if Council would like to receive the meeting packet
electronically; there are cities that have chosen to do that. Councilmember Bailey stated all that does is
shift the burden for printing the packet to each Councilmember and to meeting attendees. Woodruff
stated he liked having a printed copy of much of the meeting materials. Councilmember Wellens stated it
was not necessary to provide him with a lot of the engineering and construction details for a project.
Wellens suggested Council be provided an opportunity to have materials of that nature printed for them
on a request basis. Woodruff agreed that items such as welding specifications did not have to be included
in a meeting packet. Bailey recommended Staff use its judgment on what detail should be included in the
packet and allow Councilmembers to have additional materials printed.
Director Burton stated the CIP will be revised to reflect the changes recommended.
Discuss returned to Item 2.C on the agenda.
CITY OF SHOREWOOD WORK SESSION MEETING Il~IINUTES
August 25, 2008
Page 10 of 10
4. ADJOURN
Wellens moved, Woodruff seconded, Adjourning the City Council Work Session Meeting of
August 25, 2008, at 9:52 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Christine Lizee, Mayor
Brian Heck, City Administrator/Clerk
CITY OF SHOREWOOD 5735 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING SOUTHSHORE CENTER
MONDAY, AUGUST 25, 2008 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Lizee called the meeting to order at 7:00 P.M.
A. Roll Call
Present. Mayor Lizee; Councilmembers Bailey, Turgeon, Wellens and Woodruff; Attorney
Keane; City Administrator Heck; Finance Director Burton; Planning Director Nielsen;
and Director of Public Works Brown
Absent: None
Mayor Lizee introduced and welcomed Brian Heck, the new City Administrator. His first day of
employment with the City was August 18, 2008. She. hibhlighted his credentials. She thanked the
Councilmembers, Staff and Sharon Klumpp, with Springsted Inc., for their efforts in the search for a new
City Administrator.
B. Review Agenda
Wellens moved, Turgeon seconded, approving tl~e agenda as presented. Motion passed 5/0.
2. APPROVAL OF MINUTES
A. City Council Work SessionMinutes, August 11, 2008
Turgeon moved, Woodruff seconded; Approving the City Council Work Session Minutes of August
11, 2008, as presented. Motion passed 5/0.
B. City Council Regular Meeting Minutes, August 11, 2008
Turgeon moved, Woodruff seconded, Approving the City Council Regular Meeting Minutes of
August 11, 2008, as amended in Item 9.A, Page 4, Paragraph 6, Sentence 2, change "and he had
only spoken to him one time prior to that." to "and he had only spoken to him one time." and in
Sentence 6 change "the owner of one of the firms lives in the City" to "the owner of one of the
other firms lives in the City". Motion passed 5/0.
3. CONSENT AGENDA
Mayor Lizee reviewed the items on the Consent Agenda.
Turgeon moved, Wellens seconded, Approving the Motions Contained on the Consent Agenda and
Adopting the Resolutions Therein.
#ZB
SHOREW001) CITY COUNCIL REGULAR MEETING MINUTES
August 25, 2008
Page 2 of 13
A. Approval of the Verified Claims List
B. Approval of the 2008-2010 Municipal Recycling Grant Agreement Between the City
of Shorewood and Hennepin County (This was moved to Item 10.E under
Engineering/Public Works.)
Motion passed 5/0.
4. MATTERS FROM THE FLOOR
Councilmember Woodruff stated he had received a complaint from resident Gayle Luke regarding people
spinning their tires in the Freemen Park parking lot. He requested Staff research the situation and
determine if it is a problem, and if it is then provide Council with a recommendation for solving it. He
received a suggestion from resident Tom Kelsey regarding the striping of Smithtown Road; Mr. Kelsey
thought the striping should be done differently then the way it was done the last time. Mr. Kelsey
referred to a trail ordinance in his suggestion.
There was consensus to discuss the striping of Smithtown Road as part of Item 10.A on the agenda.
5. REPORTS AND PRESENTATIONS
None.
6. PUBLIC HEARING
None.
7. PARKS
A. Report on the Joint Park Commission/ City Council Meeting and Park Commission
Meeting Held August 12, 2008
Commissioner Hensley reported on matters considered and actions taken at the August 12, 2008, Joint
Park Commission/City Council meeting and at the August 12, 2008, Park Commission meeting (as
detailed in the minutes of those meetings).
Councilmember Turgeon stated at the joint meeting she got the impression that some of the Park
Commissioners did not know there was a master plan for the City's parks. She questioned if the
Commissioners had looked at that plan. She stated the Park Commission discussed the possibility of
hiring a consultant to help with creating a consistent design for modifications to the parks (e.g. shelters
and signage).
Commissioner Hensley stated the master plan did not include specific design criteria for shelters. The
Commission's discussion involved the desire for uniform design. He then stated the Commission had also
discussed what amenities should be in each of the parks. He commented that not all of the parks conform
to the master plan and he thought the majority of the Commissioners had reviewed the master plan.
SH®REV6'O®D CI'I'~' C®1JNCIL 12EGULAI2 MEETING MINUTES
August 25, 2008
Page 3 of 13
8. PLANNING
Commissioner Hutchins reported on matters considered and actions taken at the August 12, 2008,
Planning Commission meeting (as detailed in the minutes of that meeting).
Councilmember Woodruff stated approximately 60 - 70 days ago the Planning Commission held a public
hearing regarding an amendment to the Comprehensive Plan with regard to nonresidential uses in
Planning District 6. The owners of the properties located in Planning District 6, the owners of the
commercial properties located on the south side of County Road 19 across from Planning District 6 and
some of the surrounding residential property owners provided comment on the proposed amendment. The
public hearing was continued for 60 days to allow the property owners time to hire an urban planner to
prepare a development concept sketch for compatible property uses. He questioned if the City had
received a development concept sketch plan.
Director Nielsen stated the City had received a sketch plan. To date nothing has been done regarding a
proposed change to the language in the Comprehensive Plan suggesting there could be other uses for the
commercial properties. He noted the sketch plan will be considered at the September 16, 2008, Planning
Commission meeting. The residential property owners will be re-notified of the public hearing. He stated
at this time a possible amendment to commercial uses Planning District 6 is not causing the delay in
updating the Comprehensive Plan.
In response to a question from Councilmember Turgeon, Director Nielsen stated his revised timetable for
having an updated Comprehensive Plan is November 2008 and the City will have to ask for an extension
from the Metropolitan Council.
A. Preliminary Plat -Petron Rearrangement
Applicant: Karen Petron
Location: 4845 and 4865 Suburban Drive
Director Nielsen stated Karen Petron owns the properties at 4845 and 4865 Suburban Drive. She wants
to convey a portion of the easterly parcel to her son, John, so that he can build a new home on the
properly. In order to do so she ~~~ould demolish the home on the easterly lot and rearrange the property
line between the two parcels, creating a new building site for her son's home. Because the property has
been subdivided once already, the rearrangement requires a formal platting procedure. Ms. Petron has
requested preliminary plat approval for the rearrangement. He then reviewed the preliminary plat of the
proposed rearrangement. He noted the proposed rearrangement does not result in any new lots or
additional homes; it simply reconfigures the existing lots.
Nielsen explained the City's Zoning Code requires when properties capable of additional development
are subdivided, the applicant must provide a resubdivision sketch demonstrating how the remainder of
the property can be developed in the future. He noted it is not necessary to develop the property as
illustrated in the sketch; this sketch will be incorporated into a development agreement as a guide for
when the property ultimately develops. He then reviewed the applicant's resubdivision sketch.
Nielsen stated as part of her request, Ms. Petron asks that the portion of Sunset Lane abutting her
property on the north and a portion of Orchard Lane abutting her property on the south be vacated. He
explained the City had previously considered the possibility of vacating Sunset Lane (a platted, but
undeveloped right-of--way) before. It chose not to do so until a decision was made by the owner of the
SHOREWOOD CITY C®UNCIL REGULAR MEETING MINUTES
August 25, 2008
Page 4 of 13
property in question, in case Sunset Lane would become the access to the property. Given the terrain of
the area, the use of Orchard Lane would necessitate the least amount of site alteration. This decision
being considered would allow Sunset Lane to be vacated. Although the applicant is only concerned with
the portion of right-of--way abutting her property, the City should now consider vacating the entire length
of the right-of--way. He noted some portions of Sunset Lane had been vacated before. He explained when
a property is vacated it goes back to the property it originally came from; the north half would go to the
property to the north and the south half would primarily go to the subject property. He stated the sketch
also shows a portion of Orchard Lane being vacated, a good share of which is wetland area. The sketch
shows the right-of--way can accommodate the potential resubdivision of the property to the south of the
applicant's. He noted the street right-of--way vacations and the vacation of existing drainage and utility
easements (new ones will be required as part of the final plat) will require a separate public hearing to be
conducted by the City.
Nielsen stated Staff and the Planning Commission recommend approval of the preliminary plat for lot
rearrangement subject to the recommendations identified in the Staff report.
Turgeon moved, Wellens seconded, approving the preliminary plat for lot rearrangement for
Karen Petron for her properties located at 4845 and 4865 Suburban Drive. Motion passed 5/0.
B. Conditional Use Permit
Applicant: City of Shorewood
Location: 5795 Country Club Road
Director Nielsen stated at its August 12, 2008, meeting the Planning Commission recommended approval
of a conditional use permit for the City of Shorewood for the temporary use of the City-owned house
located at 5795 Country Club Road for City Mall operations during the renovation of City Hall. Since
that meeting Staff has had discussions about the~'~logistics of operating out of the house, and
Administrator Heck will review the outcornc of those discussions.
Administrator Heck explained after discussions he and Director Brown came to the conclusion that the
logistics of temporarily relocating to the City-owned house were more difficult, time consuming and
costly (both hard and soft costs) than originally thought. There were also issues such as code compliance
and ADA compliance, and the lead time it would take to bring voice and data technology to the house.
After his discussion with Brown he was not totally convinced that temporarily relocating City Hall
operations was the most effective and efficient way to do things. He spoke with Deputy Clerk
Panchyshyn regarding the impact of construction noise on front-counter operations if operations
remained at City Hall during construction. He and staff considered several alternatives for maintaining
operations, and decided to remain at City Hall during construction. If that proves unworkable other
options have been identified for consideration. He noted the contractor had indicated the construction
timetable would not be improved if the operations were relocated because the construction would be
done in stages. The contractor was not sure if that would result in significant costs savings; the savings
would have to be from labor because material costs are fixed.
Administrator Heck stated Staff is recommending the City withdraw its request for a conditional use
permit, and the City lease the City-owned house until a decision is made about the long-term future of the
5795 Country Club Road property.
SHOREWOOT) CITY C®UNCIL REGTILAIt MEE'T'ING MINUTES
August 25, 2008
Page 5 of T3
In response to a question from Mayor Lizee, Administrator Heck stated there is limited space and time
available for front-counter operations at the Southshore Center and Staff recommends City Hall
operations remain in one location.
There was ensuing discussion about continuing the C.U.P. request for 30 days. Administrator Heck stated
he was confident City Hall operations could continue in City Hall during the renovation. The biggest
concern he has is minimizing the noise impact on the front-counter operations and the visiting public.
Administrator Heck recommended Staff work with the City's leasing agent to ftnd tenants for the City-
owned house with an out clause in the lease.
There was a request to have Staff seek a market evaluation for the 5795 Country Club Road property.
Woodruff moved, Wellens seconded, withdrawing the City of Shorewood's application for a
conditional use permit for the temporary use of the City-owned house located at 5795 Country
Club Road for City Hall operations. Motion passed 5/0.
9. GENERAL/NEW BUSINESS
A. RFP for General Legal Counsel
Administrator Heck stated it was his understanding that Council had asked Staff to prepare a request for
proposals (RFP) for professional general legal counsel services. The RFP provided in the meeting packet
contains the revised RFP which includes the changes recommended at the August 11, 2008, City Council
meeting. He noted the RFP will be revised to include adding Item VI, Legal Services Requirements:
Legal services associated with perso~~nel matters and union contracts; he had forgotten to include that
change.
Woodruff moved, Turgeon seconded, approving the request for proposals for professional general
legal counsel services.
Councilmember Bailey asked Administrator Heck if he was comfortable with the RFP, to which Heck
responded yes.
In response to a question from Mayor Lizee, Administrator Heck explained the recommendation for
appointment would be made at the end of October 2008 and the services would be provided starting the
beginning of 2009, depending on the current contract for legal counsel services.
Motion passed 4/1 with Lizee dissenting.
B. RFP for Professional Auditing Services
Director Burton stated Council reviewed a draft request for proposals (RFP) for professional audit
services at its August 11, 2008, meeting. No additional changes were recommended at that time.
Burton reviewed a few highlights of the RFP.
SH®REdVOOD CITY C®IINCIL REGTILAT2 MEE'T'ING IYTINIJ'T'ES
August 25, 2008
Page 6 of I3
a. Request for quotes for athree-year contract, with an option to renew for an additional
three-year period.
b. Screening of the proposals by athree-member Audit Selection Committee comprised of
the City Administrator, the City Finance Director/Treasurer, and one Councilmember.
The Audit Selection Committee would make a recommendation to the Council.
c. The RFP would be posted on the League of Mimlesota Cities' website in addition to
soliciting proposals from selected firms.
Burton explained the recommendation for appointment would be made at the end of October 2008 and
the services would begin with the 2008 audit.
Woodruff moved, Turgeon seconded, approving the request for proposals for professional general
audit services.
Councilmember Bailey asked Administrator Heck if he was comfortable with the RFP. Heck stated the
RFP was similar to one used by the City of Lauderdale (his former employer).
Motion passed 4/1 with Lizee dissenting.
Turgeon moved, Wellens seconded, appoint Councilmember Woodruff to the Audit Selection
Committee. Motion passed 5/0.
C. Order for Removal or Repair of Hazardous Building - 21045 Ivy Lane
Director Nielsen stated Council had been provided ~-vith two draft orders in the meeting packet. The first
is an order to secure a hazardous building located at 21045 Ivy Lane and the second is an order for
removal or repair for a building located at 21 Od5 Ivy Lane; the owner would either have to apply for a
permit to bring the building into compliance or demolish the building. He explained the City had
received a neighborhood complaint about the building. The building had been damaged by fire two years
ago.
Nielsen then stated Staff recommended both orders be approved. He noted that copies of the draft orders
had been sent to the property owner.
Director Nielsen stated in an email to Staff Councilmember Woodruff questioned if 30 days was
sufficient time to either repair or demolish the building. He thought it was sufficient time to demolish the
building. It would likely not be enough time to repair the building, but it would be sufficient time to
apply for a building permit and then appeal for additional time to complete the repairs.
Councilmember Wellens stated he went to see the property. The grass on the property was approximately
three feet high and the house was in disrepair. The surrounding properties and houses were very well
kept.
Wellens moved, Woodruff seconded, approving Order to Secure Hazardous Building City of
Shorewood in the Matter of Hazardous Building Located at 20145 Ivy Lane.
In response to a question from Mayor Lizee, Director Nielsen explained the property owner would have
to apply for a permit to rehab the building and submit plans for what the rehab would entail.
SHOREW0013 CI'TE' C®UNCIL REGULAR MEETING MINUTES
August 25, 2008
Page 7 of 13
Motion passed 5/0.
Wellens moved, Woodruff seconded, approving Order for Removal or Repair City of Shorewood
in the Matter of Hazardous Building Located at 20145 Ivy Lane. Motion passed 510.
10. ENGINEERING/PUBLIC WORKS
A. Authorize Expenditure of Funds for Paint Striping
Director Brown stated the quotes for the 2008 Pavement Marking Project were opened and tabulated on
August 20, 2008. He noted in 2008 the City will stripe 53,557 linear feet of street, six intersections and
miscellaneous crosswalks. He stated the low quoter is Traffic Marking Service for an amount of
$7,667.83. Based on other quotes received, the quote seems reasonable. He commented the firm has done
striping work for the City before and it did quality work. He noted the project will be funded out of the
Streets & Roadways Operating Budget which has $11,500 budgeted for 2008 striping. He stated the
remaining funds would be used to stripe other things such as parking lots.
Brown stated Staff recommends the contract for 2008 pavement marking be awarded to Traffic Marking
Service in the amount of $7,667.83.
Brown explained Smithtown Road was designed to state aid standards (i.e., each driving lane is 12 feet
wide). The total paved surface is 30 feet wide and there had been athree-foot pedestrian area striped on
the south side of the road. After the initial striping ~f the road the City had received comments about how
it was striped. Residents stated the pedestrian area was 2 feet 9 inches wide not three feet wide. He
explained the stripe is approximately 3 inches wide, accounting for the difference, and there can be some
slight variance in location of the stripe (it is not precise). State aid standards allow a road to be striped as
close as 6 inches to the edge of the pavement surface. When the road was originally striped, the stripe on
the north side of the road was placed 12 inches ii~om the edge of the road. Staff recommends the north
stripe be placed 6 inches from the edge of the road, allowing the pedestrian surface on the south of the
road to be slightly wider. He noted the north side of the road does not have a pedestrian area.
Councilmember Turgeon stated she was positive that former Councilmember Zerby had suggested a
compromise of a 4-foot wide area on the south of the road and a 2-foot wide area on the north of the road
when it was determined that a trail could not be put in near the road.
Councilmember Woodruff stated Tom Kelsey's email references an ordinance. He questioned if the City
had an ordinance that specifically addresses Smithtown Road. Director Brown stated he was not aware of
one. He commented when the Comprehensive Plan was last updated there had been discussions about
whether or not the potential future trails should be addressed in the Plan.
In response to a comment and a question from Councilmember Wellens, Director Brown stated pavement
striping generally lasts one year. He explained the City would not begin to receive MSA funds again until
2012 and it will take some time before it accumulates sufficient funds to do any road reconstruction;
Vine Hill Road issues will have to be resolved before that happens.
In response to a question from Councilmember Woodruff, Director Brown stated Apple Road will not be
striped as part of this effort as it had not been striped before.
SHOREWO®D CITY C®UNCII, REGULAR MEETING MINUTES
August 25, 2008
Page 8 of 13
Woodruff moved, Turgeon seconded, awarding the contract for the 2008 Pavement Markings to
Traffic Marking Service for an amount of $7,667.83.
In response to a question from Park Commissioner Robert Hensley, Director Brown explained the
pedestrian area on the south side of Smithtown Road should end up being 4 - 5 feet wide. Brown stated
the intent was for pedestrians and bicyclists to both use the pedestrian area on the south side of the road.
Motion passed 5/0.
S. Approval of Change Order No. 2 for Water Meter Project
Director Brown explained at its May 29, 2007, meeting Council awarded the contract for replacing a
portion of the City's water meters and automated system to Northern Water Works. To date, 691 out of
1,366 water meters have been replaced. At its July 28, 2008, work session Council directed Staff to
pursue a second phase of the project. Council had been provided with a proposed changed order from
Northenl Water Works to do Phase 2 for an amount of $74,900.34 (there is $75,000 budgeted for 2008
for this effort); this phase will replace approximately 279 water meters.
Brown stated Staff recommends adopting a resolution approving change order 2 for the Water Meter
Replacement Project.
In response to a question from Councilmember Bailey, Director Brown stated when Council originally
approved the project it understood it would have to be done in stages. When Phase 2 is completed, Staff
will determine if the Water Fund will have sufficient funds to replace the remainder of the water meters.
He commented the City hoped to have some increase in revenue from the water utility because of more
accurate tracking of consumption with the. nee-v meters. Bailey stated at some point he would like to see a
return on investment (ROI) analysis dgne for this project; and if there is a return then the remainder of
the meters should be replaced.
Wellens moved, Woodruff seconded, Adopting RESOLUTION NO. 08-059, "A Resolution
Approving a Change Order 2 for the Radio Read Water Meter Project, City Project No. 07-04."
Councilmember Woodruff stated he,also would like to have Staff prepare an ROI analysis.
Councilmember Turgeon stated she had recently read a newspaper article about cities who had replaced
their water meters with radio read water meters and one of the benefits was a reduction in public works
staff. The article also stated the new meters had batteries that had to be replaced periodically. She
suggested funds should be budgeted in future years to replace the batteries and or equipment. Director
Brown noted the cost of replacement batteries was researched wlle» the project proposal was prepared.
Motion passed 5/0.
C. Accept Professional Services Contract with WSS and Associates, Inc. for Lift
Station No. 15 Design Work
Director Brown stated the 2008 Goals and Priorities include a project for the design portion of Lift
Station 15 reconstruction.. Completing the design phase in 2008 will allow the City to request bids during
a very favorable bidding climate. The reconstruction would occur in 2009. Lift Station 15 is located at
SHOREWOOD CITI' C®UNCI1..12EGiJ1,A1~ MEETII~TG id1Iil1JTES
August 25, 2008
Page 9 of 13
the intersection of Enchanted Point and Enchanted Lane; it receives all the flow from Enchanted and
Phelps Islands and discharges the flow to a Metropolitan Council owned system. Council has been
provided with. a quote from WSB and Associates for an amount of $20,301 for the design portion of the
project (there is $28,000 budgeted in 2008 for this effort) and $9,255 for construction engineering
services which would be included in the 2009 budget.
Brown then stated Staff had received an email from Councilmember Woodruff suggesting this item be
put out for bids.
Councilmember Woodruff stated he suggested Staff ask for additional bids on the design effort because it
was a standalone project. He then stated the Lift Station abuts either Shoreland or a wetland, and it
appeared it did not satisfy the City's setback requirements. He questioned if there were any
environmental concerns that had to be addressed, and if the City had the necessary easements.
Director Brown explained the Lift Station was a utility and therefore allowed in a public right-of--way;
this particular right-of--way is 33 feet wide. The concrete structure that Houses the Lift Station is in tact;
the electrical panels and hardware components need to be rehabilitated. A crushed rock entrance road
will be constructed east of the Lift Station in the public right-of-wa_y for safety reasons; it provides a safe
area for construction areas to work and park. During the design phase there may be best practices of the
Lake Minnetonka Conservation District identified which must be satisfied and agreements requiring the
City to adhere to those practices may have to be prepared. '~'
Councilmember Turgeon stated she supported soliciting bids l~n• the design phase of the project.
In response to a comment from Councilmember Welleils, Director Brown stated the City was not
obligated to get bids for professional design services.
Mayor Lizee questioned if going out for bids would delay the construction phase of the project. Director
Brown responded it would not.
Councilmember Bailey asked Staff if it was appropriate to solicit bids for the design phase and if doing
so would cause any complications. Director Brown stated there would not be any complications.
Administrator Heck clarified that City will actually request quotes for professional services for the design
phase; it would be requesting hourly rates for the scope identified. The City will not be required to take
the low quote.
Woodruff moved, Turgeon seconded, directing Staff to request quotes for services to design the
reconstruction of Lift Station 15. Motion passed 4/1 with Lizee dissenting.
D. Approve Plans, Specifications and Estimates for the SE Area Water Tower
Rehabilitation Project
Director Brown stated at this meeting Council had been provided with revised plans and specifications
prepared by KLM Engineering for the rehabilitation of the SE Area Water Tower located at 5500 Old
Market Road. He noted KLM Engineering specializes in elevated storage tanks and storage tanks. He
also noted this project was started in 2005. Before the plans and specifications could be completed, the
Amesbury Well controls had to be redesigned and the controls had to be close to time of installation.
SHOREWOOD CITY COUNCIL REGULAR MEE'T'ING MINUTES
August 25, 2008
Page 10 of 13
Also, the Amesbury Well had to be removed and replaced to ensure there is adequate well capacity (i.e.,
there would be enough capacity to take the SE Area Water Tower out of service).
Brown then stated the estimated cost for engineering and construction for this project is $275,250. A
bond issue was performed in 2005 which included funding for the project for an amount of $300,000. If
the resolution approving the plans, specifications and estimates and authorizing the advertisement for
bids is adopted this evening the bid opening will be conducted at the Southshore Center on September
17, 2008, at 10:00 A.M.
Brown explained Staff has to ensure adequate water flow will be available for fire protection services
during the rehabilitation. The cellular carriers with antennas on the Tower will likely bring in temporary
cellular facilities called cellular on wheels. Staff has worked with the City of Minnetonka to secure a
commitment from that city to allow the City access to water from them should there be a serious fire flow
issue.
Brown stated Staff recommends Council adopt the resolution.
Mayor Lizee stated she was pleased to see this project moving forward.
In response to a question from Councilmember Woodruff, Director Brown stated there were no
significant changes included in the revised documents disU~ibuted this evening. He stated a completion
date of November 17, 2008, is specified in the contract.
Woodruff moved, Turgeon seconded, Adopting RESOLUTION NO. 08-060, "A Resolution
Approving Plans, Specifications and Estimates and Authorizing Advertisement for Bids for the SE
Area Elevated Storage Tank Rehabilitation Project, City Project OS-04."
In response to a question from Councilmember Wellens, Director Brown explained there will be some
external welding on the Tower. At the start of construction arms will be welded on the Tower to hang
drapes. Wellens then requested. Staff verify the contractor has adequate insurance.
Councilmember Bailey asked Staff to tell him what the worst case scenario impact could be to users of
the system. Director Brown explained by delaying the project to the fall when there is less demand for
water than there is in late spring and through the summer months there are more water reserves. Also, the
City's water system can be supplemented by the City of Chanhassen's and the City of Minnetonka's
water systems, and there is a link between the SE Area Water Tower and the Amesbury Well. He does
not foresee how there could be any major catastrophe.
Motion passed 5/0.
E. Approval of the 2008-2010 Municipal Recycling Grant Agreement Between the City
of Shorewood and Hennepin County
This item was removed from the consent agenda at Councilmember Bailey's request.
In response to a question from Councilmember Bailey, Director Burton stated Staff monitors recycling
statistics such as number of households served and the recycling contractor provides the City with
tonnage collected. In the past the City has satisfied the performance standards identified in the Municipal
SHOREWOOT) CI'I'1' COUNCIL, REGULAR MEE`T'ING MINUTES
August 25, 2008
Page 11 of 13
Recycling Grant Agreement and therefore has qualified for grants. Burton has no reason to believe the
City would not satisfy the performance standards in 2008 - 2010. Attorney Keane clarified the City is
reimbursed based on tonnage recycled. Administrator Heck stated the agreement is similar to the
contracts Hennepin County used in the early 1980's when the SCORE grants for curbside recycling were
implemented; it hasn't changed much.
Bailey moved, Wellens seconded, Adopting RESOLUTION NO. 08-058, "A Resolution Authorizing
Signing of the 2008 - 2010 Municipal Recycling Grant Agreement between the City of Shorewood
and Hennepin County." Motion passed 5/0.
11. STAFF AND COUNCIL REPORTS
A. Administrator & Staff
City Hall Construction Update
Administrator Heck stated based on current information from the construction contractor for the
renovation of City Hall, the contractor should be on site starting September 2, 2008, for preparation work
and should start the actual renovation work the week of September 8, 2008.
Director Brown reminded the Council and the Park and Planning Commissions to check the location of
the various meetings on the monthly meeting calendar prepared and distributed by Deputy Clerk
Panchyshyn. He stated staff parking (approximately 12-14 cars) will be limited to the parking lot to the
north of the existing tennis courts during the renovation.
Other Staff Reports
Director Nielsen stated on behalf of Staff he commended Director Brown for the good job he did in
fulfilling responsibilities as Acting City .Administrator prior to the hire of Administrator Heck.
Attorney Keane stated the City had bccn served with a complaint by Matthew Phillippi; the complaint
was served and filed in Hennepin County District Court. Mr. Philippi alleges the City was negligent
in its design and construction of a stormwater facility that affects his property, and he believes he was
over charged for City fees when he sub-divided two of his properties. Keane stated there was an
administrative error, and the City is currently processing a refund for the over charge. He did not think
Mr. Phillippi needed to sue the City for a refund. Keane explained the complaint has been tendered to
the League of Minnesota Cities Insurance Trust. Mr. George Hoff has been assigned to handle the
complaint, and he will work with the law firm Attorney Keane works for on this matter. Keane stated
he will keep Council abreast of the situation. He noted Staff had given its assurance that there was no
merit to the complaint.
B. Mayor and Council Reports
Mayor Lizee stated Tom Anderson, a former mayor of Deephaven and the President of the Friends of
the Southshore Center was present this evening to provide an update on discussions regarding
amending the Cooperative Agreement between the five member cities of the Southshore Center and
the lease arrangement with the Friends.
SHOREWOOD CITY COUNCIL REGULAR MEETING TvIINIJ'I'ES
August 25, 2008
Page 12 of 13
Mr. Anderson stated he refers to himself as the Acting President of the Friends.
Mr. Anderson provided a historical recap on the Southshore Center and the issue at hand. In 1995 the
member cities and some interested residents concluded the cities needed a place for the member cities'
senior residents to meet and the cities agreed to build the Southshore Center. He commented most of the
cities in Minnesota provide such a place. He explained the land on which the Southshore Center is built
is owned by Shorewood and the facility is jointly owned by the member cities proportionate to each
member cities contribution to the construction cost. Shorewood contributed 50 percent of the $622,000
the member cities spent to build the facility; the other four cities shared the other 50 percent of that cost.
The Friends (a SOIC3 organization) contributed $100,000 to the project from funds it raised. Most of
those funds were used to pay for the contents of the facility and some to offset a shortfall in construction
funds from the member cities. The Friends are responsible to manage the facility and the programs at the
facility. In 1996 the member cities and Friends reached an agreement where the Friends would be
responsible for all of the costs associated with managing and maintaining the facility, even though the
Friends did not have an equity share in the facility. At the time that arrangement was entered into there
was an abundance of grant money and United Way State funding. Because the Friends were responsible
for managing the facility the Friends were able to get grant monies from different sources to maintain the
facility. Unfortunately, grant money is almost nonexistent and United Way funds have diminished.
Senior Community Services (SCS), an organization who provided senior programs, had also contributed
resources to the Friends to assist with rental activities, and it paid for some basic operations support.
When SCS lost its contract with the Metropolitan Council for providinb certain services, it informed the
member cities and the Friends it would need an additional `650,000 in combined funding from the Friends
and the member cities in 2008 to continue to provide senior programs. In 2007 the cities agreed to
contribute an additional $25,000 and the Friends committed to raising an additional $25,000 for 2008.
The Friends agreed to present a proposal to the member cities in 2008 on how to solve the Southshore
Center funding issue long term.
Mr. Anderson stated there is consensus between the member cities and Friends that there should be a
viable facility to house and fund senior programs. The Friends have drafted three proposals based on
discussions with a Southshore Center working group comprised of representatives from the member
cities. There was general consensus in the working group that the third proposal could work. There was
working group consensus that the member cities own the facility and should be responsible for the long-
term care and maintenance of the .facility. The Friends, who are the renters of the facility, have an
obligation to pay for the use of the facility (e.g. the utilities and soft costs). There was also consensus that
the Friends should continue to manage the Southshore Center operations as the cities did not want to be
in the rental business. The revenues from the leasing operations would be used to pay for some of the
costs for utilities and soft costs; Friends fundraising will cover the remainder of those costs.
Mr. Anderson stated hopefully there will be a proposal ready to present to the member cities' councils in
the near future which will ask for the member cities to support an amendment to the member cities'
cooperative agreement; that amendment would result in a change in the lease arrangement with the
Friends. He explained based on records from the last twelve months, the operating costs for the
Southshore Center were approximately $38,000; approximately one-half of those costs were for utilities
and soft costs. Over the last few years the member cities' contributions totaled between $14,000 and
$20,000, noting that the 2008 total contribution from the cities was approximately $40,000. The proposed
amendment would stipulate the member cities' contributions would go into a capital fund for the long-
term maintenance of the facility; they would not be used for utilities and soft costs. The Friends agreed to
s11oREwooD CITY C®uNC1L R1JcuLAla IYIEET1NC N11NUT~s
August 25, 2008
Page 13 of 13
continue managing that fund on behalf of the member cities. The working group recommends each
member city assign a representative to the Friends Board.
Councilmember Woodruff stated a Lake Minnetonka Communications Commission (LMCC) ad hoc
committee had been formed to research broadband access to homes and businesses in the LMCC
communities. Representatives from Deephaven, Orono, Victoria as well as Shorewood have expressed
interest in this subject. He is a member of the ad hoc committee. He then stated he is attending the
Association of Metro Cities Revenue and Taxation Policy meetings.
Councilmember Wellens asked Attorney Keane if it was appropriate for the Council to discuss Excelsior
Fire District Fire Chief's performance evaluation. He stated if the Councilmembers did not have any
feedback for him it was a moot point. Attorney Keane stated Council could go into special session
provided notice of the session was given.
Councilmembers Turgeon and Woodruff stated they had no problem with the evaluation Councilmember
Wellens wants to submit. Councilmember Bailey stated he had not received a copy of the completed
evaluation form; therefore, he would defer to Wellens assessment: Mayor Lizee stated Wellens was
asked to evaluate the Chief's performance because he was the City's representative this year on the EFD
Governing Board.
12. ADJOURN
Wellens moved, Woodruff seconded, Adjourning the City Council Regular Meeting Session
Meeting of August 25, 2008, at 8:52 P.M. Motion passed 5/U.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Christine Lizee, Mayor
ATTEST:
Brian Heck, City Administrator/Clerk
PAYABLES APPROVALS
For 09/08/2008 Council Meeting
Prepared by:f~ ~ ;` ~ .- Date: ~
Michelle T. Nguyen, Sr. Accounting Clerk
Reviewed b ~,~ , ~- ._- ~- ` ~- _ z°' Date:
Y
Bonnie Burton, Finance Director
~~ ~.
.~
Approved by:~= ~ Date• '
~~-~~~~~ ~ ~ Br-ian ~Le~~k. `City Administrator
~~.
PAYROLL APPROVALS
For 09/08/2008 Council Meeting
_ ~ ,"
Prepared by: ,~ ~ & ~ Date:
Michelle T. Nguyen, Sr. Accounting Clerk
. `r -
`~ €'
Revlewed by: .~ ._ .. , ~:~-- Date: ~~ "
Bonnie Burton, Finance Director
~'
Approved by: ~~ -~~
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-..----~Br1anF.YHe k City Administrator
Date: ~~ "'
I
SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
Celebrating 50 Years @ 1956 - 2006
MEMORANDUM
TO: Mayor and City Council
FROM: Larry Brown, Director of Public Works w
DATE: September 4, 2008
RE: Authorize the Expenditure of Funds from the Municipal Water fund for Amesbury
Well Pump and Motor Replacement
Included in the .planned system maintenance to the water system, is the removal and inspection of
the Amesbury submersible well, located west of 20395 Knightsbridge Road. Attachment 1 is the
location map of the site.
Staff solicited base line quotes from various well vendors. Table 1 below is the result from the
quotes received. Attachment 2 is a tabulation of the individual quotes.
Vendor Quote
Keys Well $ 10,685.00
EH Renner & Sons $ 10,223.00
Thein Well $ 13,028.00
Bergerson Caswell $ 9,974.00
Table 1
Bergerson Caswell, Inc. provided the low base quote for the project. Staff knows that there will be
some incidental smaller items, outside of what has been listed. There will also be additional time
that will be required of the contractor to coordinate installation of the replaced pump and motor:
with the anticipated installation of the new Amesbury controls that are anticipated to be in place
within the next few weeks. Therefore Staff is requesting authorization for the base quote amount,
taxes, and a contingency amount for a total not to exceed $11,900.
An amount of $23,000 was programmed for this project, as part of the 2008 Water Fund Operating
Budget. Therefore, adequate funds exist for the project.
Recommendation
Staff is recommending approval of a motion that authorizes the expenditure of funds from the
Municipal Water fund not to exceed $11,900, as outlined above.
a®~0 PRINTED ON RECYCLED PAPER
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SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 ° www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
MEMORANDUM
TO: Honorable Mayor and City Councilmembers
FROM: Brian W, Heck, City Administra or ~ ,,
Bonnie Burton, Finance Director er
DATE: September 3, 2008
SUBJECT: 2009 Proposed General Fund Operating Budget
INTRODUCTION
We pleased to present the 2009 Proposed General Fund Operating Budget for your review and
approval. The proposed budget and levy for Pay2009 must be certified to Hennepin County by
September 15, 2008.
This budget is the result of Council and staff work-sessions on June 25"', August 4th, 11th, and
25th, 2008. Council and Staff began their budget work with a first draft that contained a zero (0%)
percent tax levy increase. During subsequent work-sessions, Council and staff closely reviewed all
aspects of the preliminary 2009 General Fund Budget, and carefully increased or decreased various
components of the budget when additional information became available about each item.
2009 GENERAL FUND BUDGET HIGHLIGHTS
• Levy Limits: Levy limit restrictions are in place for the next three years for cities with
populations greater than 2,500. The Pay20091evy limit will allow for up to a 3.9%
inflationary increase in the base levy, when compared to the city's previous year's levy.
The levy limit law allows for "special levies", which are levies for items such as debt
service on bonds, natural disaster recovery, and other very specifically allowed items. The
special levies are added to the base levy.
• 2009 Tax Levy: The City of Shorewood's 2009 base allowable levy is $4,225,960, which
is an increase of $169,043 over the 2008 base tax levy. The 2009 Proposed Budget
contemplates a total tax levy of $4,843,580. This is an overall increase of 5.02% from the
2008 tax levy of $4,611,995. Special Levies for debt service comprise $617,620 of the
total tax levy.
~.«~ PRINTED ON RECYCLED PAPER
~k~R
2009 Proposed General Fund Operating Budget
Page 2
• License & Permit Revenue: Other revenues (fees, licenses, permits) are generally
expected to remain stable. Building permit revenue is expected to decrease due to the City
being substantially developed and a continuing quiet housing market.
• Use of Reserves: The draft budget also proposes the use of $160,000 in General Fund
reserves, in accordance with the General Fund Reserve Policy adopted by the City Council.
• Transfers to Capital Funds: Transfers to Capital improvements funds are programmed at
$960,000 for 2009, an increase of $15,000 from 2008. The increase is to the Park Capital
Improvement fund for park projects and enhancements. Transfers to capital funds are
important to provide funding for projects and purchases that will enhance productivity and
effectiveness.
2008 2009
Equipment Replacement 175,000 175,000
Street Reconstruction 645,000 645,000
Park Capital Improvement 15,000 30,000
Public Facilities 50,000 50,000
Sewer Fund 60,000 60.000
945 000 960 000
• Key 2009 General Fund Expenditures: Total 2009 expenditures, not including capital
transfers, are programmed at $4,610,850, or approximately 5.4% more than 2008
expenditures of $4,374,145. Key expenditures are:
^ Police expenditures increased approximately $64,500, or about 6% from 2008.
^ A debt service component included in the municipal building department for
repayment of the bonds issued in 2008 to remodel the City offices.
^ Fuel prices are expected to continue to be high. This impact is most noticeable in
the Public Works budgets,
^ Salary and insurance adjustments reviewed by the Council, including $30,000 for
potential employee merit increases.
^ A contingency line item, representing the unallocated levy available in the amount
of $132,288, is in the Mayor and Council department pending disposition.
• Staffing Levels: No additional staffing changes are contemplated. Budgeted salaries for
2009 include a 3% economic adjustment for non-union employees. The AFSCME contract
(which expires 12/31/2009) calls for 2% increases in January and July. Total insurance
premiums have been estimated to increase 10%; the City's payment of up to $756 per
month of a regular fiill-time employee's insurance costs, is proposed to be increased to
$800 per month for 2009. This may change when renewals are completed in the fall.
• Professional Services: The costs for assessing, audit, city attorney, and city prosecutor
are shown in this department. Assessing services from Hennepin County are expected to
increase from $90,000 to $93,000.
• Technology and Computer Replacements: The 2009 budget draft includes funding for
replacement computers for employees scheduled for replacement next year.
2009 Proposed General Fund Operating Budget
Page 3
• Elections: There are reductions in 2009 as next year is not an election year.
• Shorewood Tax Base: We received some preliminary information from Hennepin
County on the estimated market values and tax capacity. It indicates that the City's tax
base would increase approximately 4 percent for Pay2009 taxes.
• Public Safety: Police and fire services are major components of the budget, and total
approximately $1.77 million in 2009.
Police -The City Council approved a 6% increase in the level of funding for 2009 for
operations at $938,950. Shorewood's share of the Police Building component is
$233,000 for 2009. The South Lake Minnetonka Police Department (SLMPD) will
continue to provide animal control services in 2009.
Fire - Shorewood's share of fire services from the Excelsior Fire District (EFD) is
$575,445 for 2009. The services to Shorewood's Islands from the Mound Fire
Department are a small portion of the fire program budget; the 2009 budget is $25,193.
TRUTH-IN-TAXATION
The Truth-in-Taxation process to be followed this year is as usual, using the timetable and
procedures set in place these past few years. The legislature has designated Monday, December I,
2008 as the suggested date the Truth-In-Taxation public hearing be held. If necessary, a
continuation hearing would be held the following Monday, December 8, 2008. The City Council
would approve and adopt the final budget on December 8, 2008.
Therefore, the entire process includes City Council approval of a Pay2009 Proposed Tax Levy to
be certified no later than September 15, 2008; final preparation of all City budgets, including
enterprise and utility budgets in the fall; advertising and conducting public hearings on the
proposed budget and tax levy on December 1, and ifneeded, December 8, 2008; and adoption,
certification, and summary publication of the final budget and levy prior to year end.
CONCLUSION
The 2009 Proposed General Fund Operating Budget and levy were prepared according to the
priorities and direction from the City Council, and continue a similar level and array of services as
provided in 2008. The City Council and staff share a mutual goal to develop a budget that will
provide a responsible plan to balance the City's service delivery needs, continuing infrastructure
needs, and financial position.
RECOMMENDED ACTION
Staff recommends that the City Council approve the attached resolution: "Setting the 2009
Proposed General Fund Budget and the Proposed 2008 Property Tax Levy, Collectible in 2009".
Staff will then certify this budget and levy as required before the September 15 deadline. The final
2009 tax levy and budget adoption will be scheduled for December 2008,
CITY OF SHOREWOOD
RESOLUTION NO. 08-
A RESOLUTION SETTING THE 2009 PROPOSED GENERAL
FUND BUDGET AND APPROVING THE PROPOSED 2008
PROPERTY TAX LEVY, COLLECTIBLE IN 2009
WHEREAS, the City staff has presented to the City Council the proposed 2009 General Fund
Budget and the 2008 property tax levy collectible in 2009; and,
WHEREAS, the City Council has met to review the proposed budget and property tax levy; and,
WHEREAS, the City Council must approve and certify its proposed 2009 budget and
preliminary property tax levy for the current year, collectible in 2009, to the County Auditor by
September 15 of each year.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood that:
1. The 2009 Proposed General Fund budget is hereby set at $5,570,850.
2. The following sums be levied for the current year, collectible in 2009, upon taxable
property in the City of Shorewood, for the following purposes:
General Fund Levy $4,225,960
Special Levy 617,620
Total 2008 Levy, Collectible 2009: 4 843 580
3. That the City Clerk-Administrator is hereby instnicted to transmit a certified copy of
this resolution to the County Auditor of Hennepin County, Miimesota.
ADOPTED by the City Council of the City of Shorewood this 8th day of September, 2008.
ATTEST:
Christine Lizee, Mayor
Brian W. Heck, City Administrator/Clerk
SHOREWOOD
5755 COUNTRY CLUB ROAD ®SHOREWOOD, MINNESOTA 55331-8927 ®(952} 474-3236
FAX (952) 474-0128 ° www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
CITY OF SHOREWOOD,
MINNESOTA
2009 PROPOSED ANNUAL
GENERAL FUND OPERATING BUDGET
SEPTEMBER 8, 2008
.~
t.«~ PRINTED ON RECYCLED PAPER
CITY OF SHOREWOOD
2009 PROPOSED GENERAL FUND BUDGET
TABLE OF CONTENTS
PAGE
Preparation Calendar for 2009 Budget 1
Summary of Proposed 2009 General Fund Budget 2-3
Summary of Estimated Revenues 4
Summary of Estimated Expenditures & Transfers 5
General Fund
Departmental Budgets
41110 -Mayor and Council 6-7
41300 -Administration 8-9
41400 -General Government/City Clerk 10-11
41450 -Elections 12-13
41500 -Finance 14-15
41600 -Professional Services 16-17
41910 -Planning and Zoning 18-19
41940 -Municipal Building -City Hall 20-21
42100 -Police 22-23
42200 -Fire Protection 24-25
42400 -Protective Inspection 26-27
42700 -Animal Control 28-29
43010 -City Engineer 30-31
43050 -Public Works Service 32-33
43100 -Streets and Roadways 34-35
43125 -Snow and Ice Removal 36-37
43160 -Traffic Control/Street Lighting 38-39
43200 -Sanitation/Waste Removal/Weeds 40-41
43250 -Tree Maintenance 42-43
45200 -Parks and Recreation 44-45
CITY ®P SEI®REWODD
Year 2009 Budget Schedule
Date
06/17/08
Descr~tion
Budget worksheets distributed to staff department heads
06/23/08 Budget discussion -Council philosophy and direction; levy limit update (Council and Staff)
07/07/08 Completed budget worksheets due back to Finance from staff.
08/04/08 Work-session: General Fund Operating Budget draft (Council and Staff)
08/11/08 Work-session: Additional General Fund session (Council and Staff)
08/25/08 Work-session: Additional General Fund session (Council and Staff}
09/08/08 Regular Council meeting. Council adopts 2009 proposed budget and levy.
09/15/08 Proposed budget and levy must be adopted and certified to County Auditor
by this date. State form Payable 2009 PT Forryt 280 also to be submitted.
10/13/08 Work-session: Enterprise Budget session (Council and staff)
10/27/08 Work-session: Enterprise Budget session (Cotmcil and staff)
11/10/08 Work-session: General Fund Budget Final Review (Council and staff)
11/20-11/24 Counties to mail Notice of Proposed Property Tax by this date.
11/20/08 Budget hearing advertisement published in the official newspaper.
12/01/08 Truth-In-Taxation Budget Public Hearing.
12/08/08 Regular Council meeting. Final 2009 budgets and levy to be adopted.
12/29/08 Final levy and budgets must be certified to the County Auditor by this date. State forms
Pnynble 2009 Property Tnx Levy Report and PT Forrn TNT2009 also due.
Revenues and Other Sources
Property Taxes
Licenses and Permits
Intergovernmental
Fines and Forfeihires
Charges for Service
Miscellaneous Revemie
Total Revenues
Expenditures
General Government
Mayor and Council
Administration
General Government
Elections
Finance
Professional Services
Planning and Zoning
Municipal Building
Total General Government
Public Safety
Police
Fire Protection
Protective Inspection
Animal Control
Total Public Safety
Public Works
City Engineer
Public Works Services
Streets and Roadways
Snow and Ice Removal
Traffic Control/Street Lights
Sanitation/Waste Removal
Tree Maintenance
Total Public Works
Culhire and Recreation
Parks and Recreation
Total Culture and Recreation
Total Expendihires
Total Revenues Over (Under)
Expenditures
CITY OF SHOREWOOD
GENERAL FUND REVENUE AND EXPENDI TURE SUIVIIVIARY
200 9 PROPOSED GENERAL FUND BUDGET
September 8, 2008
Actual Actual Budget YTD June Requested Proposed Adopted $$
2006 2007 2008 2005 2009 2009 2009 Change Change
4,141,539 4,332,741 4,611,995 1,602,300 4,843,580 231,585 5.02
382,408 256,471 216,150 125,937 196,270 (19,880) -9.20%,
4,925 95,901 65,000 29,060 65,000 0 0.00%
79,040 77,777 80,000 24,720 70,000 (10,000) -12.50
45,450 50,819 56,000 34,961 46,000 (10,000) -17.86"/u
195,090 286,684 150,000 102,372 150,000 0 0.00
4,848,452 5,100,393 5,179,145 1,919,350 5,370,_850 0 0 191,705 3.76"/~
60,960 63,319 70,093 33,974 202,482 132,389 185.88%
125,505 149,180 178,621 125,247 179,521 900 0.50"
195,099 243,848 242,183 112,673 267,569 25,386 10.48%
30,018 2,894 37,642 3,300 7,211 (30,431) -50.84
159,336 174,495 190,531 84,415 198,837 8,256 4.33
164,864 196,880 217,000 201,080 219,500 2,500 1.15
194,305 184,854 206,390 101,917 213,306 6,916 3.35
207,400 206,645 226,314 30,684 266,920 40,606 17.94"
1,137,485 1,222,115 1,368,824 696,289 1,555,346 0 0 186,522 15.26
1,036,609 1,072,528 1,111,503 640,901 1,176,000 64,497 5.80
563,850 595,947 622,935 317,781 600,638 (22,297) -3.58%
139,580 128,142 128,134 66,042 133,934 5,800 4.53
21,845 21,390 25,060 0 0 (25,060) -100.00%
1,761,884 1,818,007 1,887,632 1,024,725 1,91D,572 0 0 22,940 1.26
195,435 132,998 157,436 78,646 161,057 3,621 2.30%,
363,218 405,010 393,088 195,068 420,495 27,407 6.97%
164,708 171,221 183,272 86,860 190,945 7,673 4.19%
27,330 69,189 85,566 32,339 86,512 946 1.11
41,701 39,274 43,800 21,175 47,600 3,500 8.68%
6,003 4,458 5,641 3,526 5,545 (96) -1.70"
30,556 29,598 30,278 10,035 30,563 290 0.96
828,952 851,74S 899,081 427,652 942,722 0 0 43,641 4.85
169,411 200,920 218,608 122,078 202,210 (16,398) -7.50"/"
169,411 200,920 218,608 122,078 202,210 0 0 (16,398) -7.50"/,
3,897,732 4,092,790 4,374,145 2,270,744 4,610,850 0 0 236,705 5.41
950,720 1,007,603 805,000 (351,394) 760,000 0 0
2
Fund Transfers In
Liquor Fund
Street Reconstr Fund
- Trail Fund
Sewer Fund
Water Fund
Total Transfers In
Fund Transfers Out
Equip ReplacemtFund (PW)
Street Reconstr Fund
Park Capital Imp Fund
Trail Capital Imprvment Fnd
Public Facilities Fund
Land & Open Space Fund
Sewer Fund
Stormwater Mgmt Fund
Total Fund Transfers Out
Excess (Deficiency) of Revenues and
Other Financing Sources Over
Expendihuesand Other Uses
Amounts to be Provided from
General Fund Balance
General Fund Balance January 1
General Fund Balance December 31
CITY OF SHOREWOOD
GENERAL FUND REVENUE AND EXPENDITURE SUMJi~IARY
2009 PROPOSED GENERAL FUND BUDGET
September 8, 2008
Achtal Actual Budget YTD June Requested Proposed Adopted $$
2006 2007 2005 2008 2004 2009 2009 Chan.
50,000 40,000 40,000 0 40,000 0
0 0 0 o a o
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
50,000 40,000 40,000 0 4Q000 0 0 0 0.00%
175,000 175,000 175,000 0 175,000
345,000 345,000 645,000 0 645,000
10,000 15,000 15,000 0 30,000
0 0 o a o
50,000 50,000 50,000 0 50,000
5,000 0 0 0 0
60,000 60,000 0 60,000
25,000 25,000 0 ~0 0
0
0
15,000
0
0
0
0
0
610,000 670,000 945,000 0 960,000 0 0 15,000 1.59
390,720 377,603 (100,000) (351,394) (160,000) 0 0
(390,720) (377,603) 100,000 351,394 160,000 0 0
2,993,181 3,383,906 3,761,509 3,761,509 3,661,509
3,383,906 3,761,509 3,661,509 3,41.0,115 3,501,509 0 0
3
CITY OF SHORE~VOOD
GENERAL FUND SUMMARY OF ESTIMATED REVENUES
2009 PROPOSED GENERAL FUND BUDGET
September 8, 2008
REVENUES Actual
2006 Actual
2007 Budget
2008 YTD June
2005 Requested
2009 Adopted
2009 $
Change
Change
Taxes
General Property 4,023,945 4,224,497 4,056,917 1,602,300 4,225,960 169,043 4.17%
Fiscal Disparities 117,591 lOS,244 0 0 0 0 0.00%
Special Levy 0 555,07S 0 617,620 62,542 11.27%
Total Taxes 4,141,539 4,332,741 4,611,995 1,602,300 4,543,580 0 231,555 5.02`%
License/Permits
Rental Housing 120 2,620 500 360 500 0 0.00%
Tobacco 1,000 1,000 1,500 0 1,000 (500) -33.33`%
Alcoholic Beverages 8,200 14,743 8,200 8,510 8,S20 620 7.56%
Others-Business 0 2,739 1,000 1,264 1,000 0 0.00%>
Building Permits 365,510 231,436 200,000 113,367 150,000 (20,000) -10.00%
Tree Trimming Licenses 510 570 450 90 450 0 0.00`%
Dog Licenses 4,104 3,255 3,500 2,321 3,500 0 0.00%
Others-Misc. 2,464 75 1,000 25 1,000 0 0.00`%
Total License/Permits 382,408 256,471 216,150 125,937 196,270 0 (19,580) -9.20`%
Inter-governmental Revenues
State Aids
Mkt Value Credit Aid 174 32,995 0 0 0 0 0.00`%
PERA Aid 4,751 4,751 5,000 0 5,000 0 0.00`%
MSA Road Aid 0 58,155 60,000 29,060 60,000 0 0.00%
Total State Aids 4,925 95,901 65,000 29,060 65,000 0 0
TotalInter-governmental 4,925 95,901 65,000 29,060 65,000 0 0 0.00"'/0
Charges For Service
General Government 14,320 15,899 21,000 11,406 15,000 (6,000) -28.57%
Engineering 0 0 5,000 0 0 (5,000) -100.00%
Recreation 31,130 34,920 30,000 23,555 31,000 1,000 3.33%
Total Charges For Service 45,450 50,819 56,000 34,961 46,000 0 (10,000) -17.86%
Fines & Forfeits 79,040 77,777 80,000 24,720 70,000 (10,000) -1250`%
Misc. Revenues 195,090 286,684 150,000 102,372 15Q000 0 0.00`%
Total Revenues Before Tsfrs 4,848,452 5,100,392 5,179,145 1,919,350 5,370,850 0 191,705 3.70`%
Transfers
From General Fnd Rsvs 0 0 100,000 0 160,000 60,000 60.00`%
From Other Funds 0 0 0 0 0 0 0.00%
From Liquor Stores 50,000 40,000 40,000 0 40,000 0 0.00%
Total Transfers 50,000 40,000 140,000 0 200,000 0 60,000 42.86%
Total Revenues & Transfers 4,S98,452 5,140,392 5,319,145 1,919,350 5,570,850 0 251,705 4.73%
Other Funding Sources 0 0 0 0 0 0 0 0.00%
Total Revenues $4,S9S,452 $5,140,392 $5,319,145 $1,919,350 $5,570,550 $0 251,705 4.73'%
CITY OF SHOREWOOD
GENERAL FUND SI..IMIVIARY OF EXPENDITURES & TRANSFERS OUT'
2009 PROPOSED GENERAL FUND BUDGET
September 8, 2008
Actual Actual Adopted YTD June Requested Adopted $$
2006 2007 2008 2008 2009 2009 Change Change
Expenditures
General Government
Mayor and Council 60,960 63,319 70,093 33,974 202,482 132,389 188.88%
Administration 125,505 149,180 178,621 128,247 179,521 900 0.50%
General Government 195,099 243,848 242,183 112,673 267,569 25,386 10.48%
Elections 3Q018 2,844 37,642 3,300 7,211 (30,431) -80.84%
Finance 159,336 174,495 190,551 84,415 198,837 8,256 4.33%
Professional Services 164,864 196,880 217,000 201,080 219,500 2,500 1.15%
Planning and Zoning 194,305 184,854 206,390 101,917 213,306 6,916 3.35%
Municipal Building 207,400 206,645 226,314 30,684 266,920 40,606 17.94%
- Capital Tsfr: Pub Facilities 50,000 110,000 110,000 0 110,000 0 0.00%
Total General Government 1,187,487 1,332,115 1,478,824 696,289 1,665,346 0 186,522 14.00%
Public Safety
Police 1,036,609 1,072,528 1,111,503 640,901 1,176,000 64,497 5.80%
Fire Protection 563,850 595,947 622,935 317,781 600,638 (22,297) -3.58%
Protective Inspection 139,580 128,142 128,134 66,042 133,934 5,800 4.53%
Animal Control 21,845 21,390 25,060 0 0 (25,060) -100.00%
Total Public Safety 1,761,884 1,818,007 1,887,632 1,024,725 1,910,572 0 22,940 1.22%
Public Works
City Engineer 195,433 132,998 157,436 78,646 161,057 3,621 2.72%
Public Works Services 363,218 405,010 393,088 195,068 420,495 27,407 6.77%
-Capital Tsfr: Equip/Strmwtr 200,000 200,000 175,000 0 275,000 0 0.00%
Streets and Roadways 164,708 171,221 183,272 86,860 190,945 7,673 4.48%
-Capital Tsfr: Street Imprvs. 345,000 345,000 645,000 0 645,000 0 0.00%
Snow and Ice Removal 27,330 69,189 85,566 32,339 86,512 946 1.37%
Traffic Cntrl/Street Lights 41,701 39,274 43,800 21,175 47,600 3,800 9.68%
Sanitation/Waste Removal 6,003 4,458 5,641 3,526 5,545 (96) -2.15%
Tree Maintenance 30,556 29,598 30,278 10,038 30,568 290 0.98%
Total Public Works 1,373,949 1,396,748 1,719,081 427,652 1,762,722 0 43,641 3.12%
Culture and Recreation
Parks and Recreation
-Cap Tsfr: Park Capital Imps.
Total Culture and Recreation
Total Expenditures & Transfers
169,412 200,920 218,608 122,078 202,210 (16,398) -8.16%
15,000 15,000 15,000 0 30,000 15,000 100.00%
184,411 215,920 233,608 7?2,078 232,210 0 (1,398) -0.65%
4,507,731 4,762,791 5,319,145 2,270,744 5,570,850 0 251,705 5.28%
5
FUND: 101 General DEPARTMENT MISSION:
The Mayor and City Council set policy for the City
DEPARTMENT: Mayor and Council and provide general direction to the Administrator in
policy implementation. The department budget
DEPT' NO: 41110 supports council development, information efforts an.
special City associations and programs.
DESCRIPTION OF ACTIVITY:
The City Council meets twice mostly and in periodic special worksessions to consider
and adopt legislative and adnuiustrative policies that pertain to the services
provided to residents. The City Council also sits as the Shorewood Economic Development Authority (EDA).
OBTECTIVES /ESTIMATED SERVICE INDICATORS
-Establish annual work program of goals and priorities for the City
-Meet at least annually with advisory commissions.
-Strategic planning and direction
- Seminars, Conferences & Schools Attended 5
- No. of Council Mtgs./EDA 24
- No. of Workshops/Special 24
- Agenda Items 400
- Ordinances & Resolutions Adopted 120
HIGHLIGHTS/COMMENTS:
Staffing:
City Council Salaries
Supplies/Materials:
Awards and misc. supplies
Support Services:
Conferences and Seminars
Appreciation Function for City Volunteers/Staff
Special Brochures
Prof. Associations/ Memberships/Activities:
Lake Minnetonka Conservation District (LMCD)
Assn of Metro Municipalities
League of MN Cities
Excelsior Chamber of Commerce July 4th Celebration
AIS -Lake Treatments - $1
Charges, Fees & Other:
Contingency -Pending Council disposition
6
FUND: 101 DEPARTMENT: Mayor and Council DEPT 41110
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2006 2007 2008 2007 2009 2009 2009
5taffiiig 16,794 16,794 16,793 7,559 16,794 0 0
Supplies/Materials 1,127 1,402 1,200 1,260 1,400 0 0
Support Services 43,039 45,123 52,100 24,856 52,000 0 0
Charges, Fees & Other (Contiugen 0 0 0 0 132,288 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 D 0
TOTAL 60,960 63,319 70,093 33,974 202,482 0 0
STAFFING:
Part time:
Mayor 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Councilmembers 4.00 4.00 4.00 4.00 4.00 4.00 4.00
7
FUND: 101 General DEPARTMENT MISSION:
To implement policy established by the City Council; offer
DEPARTMENT: Administration staff support to the City Council in its policy making role;
and manage day-to-day operations of the City in a manner
DEPT NO: 41300 consistent with established City values to effectively and
efficiently meet set goals & objectives.
DESCRIPTION OF ACTIVITY:
The City Administrator directs City deparhnental operations to ensure compliance with policies established by the
City Council and with state and federal laws. The deparhnent supports the City Council by managing Council
agendas, directing the Clow of information and requests for action to the Council.
OBiECTIVES /ESTIMATED SERVICE INDICATORS
- Take a leadership role in intergovernmental cooperative efforts in the Lake Minnetonka area
-Participate actively in joint powers organizations
- Participate actively in legislative and policy activities of nunnicipal associations
- Actively monitor legislation and communicate with legislators
- Council Mtgs/Work Sessions 36
-Council Agenda Items 400
- Public Safety Board Meetings 22
-Public Safety Staff Meetings 24
-Staff Meetings 52
HIG HI IGHTS/COMMENTS:
Staffing:
Includes an allocation for staff merit increases (2009: $30,000)
Supplies/Materials:
Miscellaneous books & supplies
Support Services:
Conference, mileage, meetings & seminars
Memberships to ICMA, MCMA, MAMA
8
FUND: 101
BUDGET
ITEM DEPARTMENT: Administration
Actual Actual
2006 2007
Adopted
2008
YTD June
2008
Requested
2009
Proposed
2009 DEPT 41300
Adopted
2009
Staffing 120,341 144,631 .169,971 127,247 173,371 0 0
Supplies/Materials 148 0 400 7 200 0 0
Support Services 5,015 4,549 8,250 993 5,950 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 125,503 149,180 178,621 128,247 179,521 0 0
STAFFING:
Full Time:
Admistrator/Clk 1.00 1.00 1.00 1.00 1.00
Exec Sec/Dep Clk .20 .33 .25 .25 .25
9
FUND: 101 General
DEPARTMENT: General Government/City Clerk
DEPT NO: 41400
DEPARTMENT MISSION:
Provide staff support for the City Council including
preparation of agendas and meeting packets.
Responsible Eor City Clerk functions including
records retention, notices and licenses.
DESCRIPTION OF ACTIVITY:
This department provides for reception and clerical duties in the City offices, and the recording secretary for
City Cow~cil meetings. This department is the official recordkeeper of minutes, contracts, and permanent records;
and is also responsible for all licensing functions and City communication tools.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
-Continue to improve web site, to include information for residents and tools for communication with City Hall
-Produce monthly City newsletter to include articles & photos, council & commission articles, & project updates
- Provide information for general requests from residents and contractors
-Prepare orientation package for new council members, conmlission members and staff
-Maintain updates to Employee Handbook and City Code
2006 2007 2003 2009
Actual Actual Estimated Estimated
- No. of Ordinances 14 10 10 10
- No. of Resolutions 106 92 100 100
-Newsletters Published 12 12 12 12
-Dog licenses issued 357 362 360 360
- Other licenses issued 62 66 60 60
-Council/WS/EDA/Spec Agendas 54 55 55 55
HIGHLIGHTS/COMMENTS:
Staffing:
Deputy Clerk; Admin Asst-Parks; Admin Asst-PW
Part-time communications tech; and part-time Web Developer
Part-time, temporary, general office support
Supplies/Materials:
General Office Supplies and postage
Software upgrades/Misc. Publications
Support Services:
Travel, Conferences and Education
Publication of legal notices for all General Fund Depts
Council Recording Secretary and Council Packet Delivery
Newsletter Printing and Mail Service
City Code Book Updates/Web Hosting
Document Destruction Service
Membership Dues
Council Work-session Video Taping
Capital Outlay:
Replacement Computers (3)
10
FUND: 101
BUDGET
ITEM DEPARTMENT: General Government/City Clerk
Actual Actual Adopted YTD June
2006 2007 2008 2008
Requested
2009
Proposed
2009 DEPT 41400
Adopted
2009
Staffing 136,706 192,411 180,938 90,770 202,149 0 0
Supplies(Materiais 19,965 18,753 24,910 9,671 21,000 0 0
Support Services 29,454 32,116 35,835 11,512 36,920 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 8,974 568 500 720 7,500 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 195,099 243,848 242,183 112,673 267,569 0 0
STAFFING:
Full time:
Exec Sec/Dep Clk .61 .75 .55 .55 .70
Parks Secretary .60 a8 .65 .G5 .65
Secretary/Receptionist .55 .78 .60 .60 .60
Part time:
Communications Tech. 0.57 0.57 0.57 0.57 0.57
WeUsite Maint. 0.20 0.20 0.20 0.20 0.20
Temporary Receptionist
11
FUND: 101 General
DEPARTMENT: Elections
DEPT NO: 41410
DEPARTMENT MISSION:
Responsible for Election functions.
DESCRIPTION OF ACTIVITY:
This department provides for the preparation for and supervision of State/Federal Priulary
City General and Special elections by the Deputy City Clerk.
OBTECTIVES /ESTIMATED SERVICE IN?DICATORS
- Increase youth awareness of local government issues through active involvement with school officials
and instructors through programs such as student election judges and kids voting
2004 * 2006 2008*
Actual Actual Estimated
- No. of Elections held (in election years) 2 2 2
- No. of Precincts 5 5 5
- No. of Absentee Ballot Requests 706 442 725
- No. of Election Judges Trained 61 69 65
- Total Number of Voters/Ballots Processed 5,315 4,830 5,400
* Presidential Election
HIGHLIGHTS/COMMENTS:
Staffing:
.05 Exec Sec/Deputy Clerk
Election Judges (2009 - 0)
Supplies/Ma terials:
Postage
Equipment Maintenance
General Supplies
Support Services:
Travel -Mileage Reimb.
Capital Outlay:
12
FUND: 101
BUDGET
ITEM DEPARTMENT: Elections
Actual Actual
2006 2007
Adopted
2008
YTD June
2008
Requested
2009
Proposed
2009 DEPT 41410
Adopted
2009
Staffing 24,348 322 31,117 367 4,881 0 0
Supplies/Materials 1,688 2,540 3,025 1,620 2,300 0 0
Support Services 2,051 31 2,200 93 30 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 1,931 0 1,300 720 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 30,018 2,893 37,642 3,300 7,211 0 0
STAFFING:
Fttll tinZe:
Exec Sec/Dep Clk 0.18 0.10 0.20 0.00 0.05
Part time:
Election Judges 69 0 65 0 0
13
FUND: 101 General DEPARTMENT MISSION:
To administer financial policies of the City; perform
DEPARTMENT: Finance accounting Functions for all fund types; invest
available funds in accordance with State Statutes;
DEPT NO: 41500 oversee City insurance policies; and provide for
timely reporting of financial matters to City Council
staff and the public.
DESCRIPTION OF ACTIVITY:
Finance is responsible for processing all financial transactions of the City in accordance with
Federal, State and Local laws, and in compliance with Generally Accepted Accounting Principles.
Transactions include accounts payable, accounts receivable, payroll, investments, utility billing,
special assessments, risk management, personnel benefits and financial reporting. The
Finance Director is responsible for the preparation and adminish~ation of the City budget.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Prepare annual budget document
- Coordinate the annual City audit
- Prepare CAFR documents for submittal to GFOA Certificate of Achievement Program
- Review debt issues and make recommendations on debt structure
-Review, update, and maintain financial policies and procedures
- Coordinate and make recommendations on employee benefits
- Manage the City's inveshnent portfolio within the Investment Policy guidelines
- No. Accounts Payable Checks Issued
-Utility Bills Processed
- No. of Payroll Checks/NODS Issued
-Received Certificate of Achievement Award
Supplies/Materials:
Computer checks & budget supplies
Finance software support and maintenance
Miscellaneous supplies
Support Services:
Conferences, Mileage, Meetings, Education & Seminars
Publication of Financial Statements & Budgets
Memberships to GFOA & MGFOA
Subscription to GFOA periodicals
Submittal fee - GFOA Certificate of Excellence Program
Bank & Broker service charges
Tuition Reimbursements
Capital Outlay:
Replacement Computer; Laser printer
2007
Actual 2008
Estimated 2009
Estimated
2,100 1,700 1,700
15,000 15,200 15,200
1,200 980 980
Yes Yes Yes
14
FUND: 101 DEPARTMENT: Finance
DEPT 41500
BUDGET
ITEM Actual
2006 Actual
2007 Adopted
2008 YTD June
2008 Requested
2009 Proposed
2009 Adopted
2009
Staffing 144,311 139,037 168,881 77,115 177,637 0 0
Supplies/Materials 5,018 5,338 7,500 5,156 8,200 0 0
Support Services 9,368 3,083 12,700 2,143 8,500 0 0
Charges & Fees 0 0 0 0 0 0 0
CapitalOuttay 639 27,040 1,500 0 4,500 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 159,336 174,498 190,581 84,414 198,837 0 0
STAFFING:
Finance Dir 1.00 1.00 1.00 1.00 1.00
Sr Acctg Clerk .62 .85 .75 .75 .75
Acctg. Clerk .5 .5 .0 .0 .0
15
FUND: 101 General
DEPARTMENT: Professional Services
DEPT NO: 41600
DEPARTMENT MISSION:
Provide contracted professional services
including general legal, prosecution, financial
audit and property assessment.
DESCRIPTION OF ACTIVITY:
This department provides for contracted legal, assessing and auditing services for the City. Legal
services include general counsel to the City Council, litigation and prosecution of criminal
misdemeanors. Assessing services provide property valuation information for tax purposes.
Audit services provide for the annual financial audit required by Minnesota State Statutes.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Contain costs on contracted professional services
- No. of taxable parcels
- No. of litigations
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Support Services:
2008 - 3,036
2008 - 2 - 5
Includes general legal fees and prosecutions, mediation services, assessing contract, annual audit services.
Charges and Fees:
16
FUND: 101
BUDGET
ITEM DEPARTMENT: Professional Services
Actual Actual Adopted
2006 2007 2008
YTD June
2008
Requested
2009
Proposed
2009 DEPT 41600
Adopted
2009
Staffing 0 0 0 0 0 0 0
Supplies/Materials 0 0 0 0 0 0 0
Support Services 164,867 196,880 217,000 201,080 219,500 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 164,867 I9G,880 217,000 201,080 219,500 0 0
STAFFING:
17
FUND: 101 General DEPARTMENT MISSION:
Guide and contrrol the physical development of
DEPARTMENT: Planning & Zoning the community. Coordinate and implement long
range city-wide and area planning activities.
DEPT NO: 41910
DESCRIPTION OF ACTIVITY:
This department is responsible for the review of development proposals, preparing and updating the City's
Comprehensive Plan, and other long range planning activities. It provides for administration and enforcement
of the City's zoning codes, and preparation and upkeep of zoning, subdivision, floodplain, and other
planning and zoning related ordinances.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Comprehensive Plan Update
- Establish an action plan to implement Comprehensive Plan
-Complete GIS parcel data base
-Update/enhance City maps
- Update/enhance procedure handouts
2007 2008
Estimated Estimated
- No. of zoning apps. 24 16
- No. of zoning complaints 30 30
HIGHLIGHTS/COMMENTS:
Staffing:
Supplies/Materials:
Maintenance contracts for computer & office equipment
Miscellaneous supplies
Digital Camera; PDA/Phone
Support Services:
Recording Secretary for Planning Commission Meetings
Air time for cellular phone
Conferences, mileage, meetings & seminars
Memberships to APA, MN APA, Sensible Land Use Coalition
Subscriptions to APA Journal & Zoning News
Charges & Fees:
Capital Outlay:
18
FUND: 101 DEi'ARTMENT: Planning & Zoning DEPT 41910
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
2006 2007 2008 2008 2009 2009 2009
ITEM
Staffing 180,556 169,864 190,830 94,356 199,601 0 0
Supplies/Materials 789 1,659 210 452 1,T5 0 0
Support Services 10,125 13,330 12,900 4,788 11,950 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 2,S34 0 2,450 2,320 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 194,305 184,853 206,390 101,917 213,306 0 0
STAFFING:
Full time:
Planning Dir
Planning Asst.
Part Time:
Clerical
.97 .95 .97 .97 .97
1.00 1.00 1.00 1.00 1.00
19
FUND: 101 General DEPARTMENT MISSION:
Provide for the physical operation of City Hall:
DEPARTMENT: Municipal Bldg -City Hall utilities; maintenance of office equipment and the
building structure; and provide for the City's general
DEPT NO: 41940 liability, property, auto and workers' comp insurance.
DESCP.IPTIOl`? OF ACTIVITY:
The Municipal Building department provides for maintenance of all equipment located in the City Hall, and for
janitorial services to furnis}~ a clean environment in which to conduct City business. General Liability, Property and
Casualty insurance coverages are also provided under this department.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Identify facility maintenance needs
- Identify options for maximum utilization of office space
- Maintain existing facilities at current level or better utilizing staff to reduce maintenance costs
-Maintenance of all office equipment
- Continue to promote community programs to enhance public facilities, such as "Adopt a Garden."
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Maintenance /lease contracts for copiers, telephones and office equipment
City Hall maintenance, cleaning, and paper supplies
Support Services:
City Hall janitorial, rug services, & pest control
Utilities and phone service for City Hall
Insurance coverage for all City departments except enterprise funds
Rental of postage meter
Residential maintenance costs $5,000
Charges & Fees:
Capital Outlay:
Debt Service on City Hall Renovation Project (Special Levy)
Transfers:
Public Facilities Fund (?009 - $50,000)
Sewer Fund for debt service on internal loan for purchase of 5795 Country Club Rd. (2009 - $60,000)
20
FUND: 101 DEPARTMENT: Municipal Building -City Hall DEPT 41940
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
2006 2007 2008 2008 2009 2009 2009
ITEM
Staffing 0 0 0 0 0 0 0
Supplies(Materials 22,390 34,513 76,314 17,733 26,300 0 0
Support Services 130,974 100,227 149,000 12,951 139,500 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 54,036 71,899 1,000 0 101,120 0 0
Transfers 50,000 110,000 110,000 0 110,000 0 0
TOTAL 257,400 316,644 336,314 30,684 376,920 0 0
STAFFING:
21
FUND: 101 General DEPARTMENT MISSION:
To provide a modern, tlexible, full-service criminal
DEPARTMENT: Police justice agency which is responsive to community needs.
DEPT NO: 42100
DESCRIPTION OF ACTIVITY:
The South Lake Mim~etonka Police Department is a cooperative joint venture between the cities of Excelsior,
Greenwood, Shorewood and Tonka Bay. Through this venue, the department provides for the protection of the safety
and well-being of citizens in the conununity, the prevention and detection of crime, and the enforcement of all local,
state and federal laws in acost-efficient manner. Costs and staff are allocated to each of the participatn~g cities on a
set percentage basis. Shorewood's share for the period 2007-2011 is 50%.
A separate obligation is required to finance the new SLMPD station. The cost is apportioned on an ad valorem basis
among four cities. Shorewood's pro-rata share of the 2009 payment is estimated at $233,000.
OBIECTIVES /ESTIMATED SERVICE INDICATORS
Estimate
-Initial complaint reports 6,600
- Part I (serious) & Part II (other) trim 1,250
- Citations issued 4,600
- Police vehicles 9
-Shorewood ICR's 2,300
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Support Services:
Police services contract for 2009
Prisoner expense, court officer expense, & booking fees
22
FUND: 101
BUDGET
ITEM DEPAPTMENT: Police
Actual Actual
2006 2007
Adopted
2005
YTD June
2008
Pequested
2009
Proposed
2009 DEPT 42100
Adopted
2009
Staffing 0 0 0 0 0 0 0
Supplies/Materials 184 59 0 0 0 0 0
Support Services 781,829 822,962 867,500 518,899 943,000 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 254,596 249,508 244,003 122,002 233,000 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 1,036,609 1,072,529 1,111,503 640,901 1,176,000 0 0
STAFFING:
Chief 1.00 1.00 1.00 1.00 1.00
Deputy Chief 1.00 1.00 1.00 1.00 1.00
Sergeant 3.00 3.00 3.00 2.00 2.00
Investigator
2.00
2.00
3.00
2.00
2.00
Patrol Officer 7.00 7.00 7.00 8.00 8.00
Office Administrator 1.20 1.20 1.20 1.20 1.20
Office Specialist (part time) 1.00 1.00 2.00 2.00 2.00
Community Service Officer 1.00 1.00 1.00 2.00 2.00
23
FUND: 101 General DEPARTMENT MISSION:
Provide the highest possible quality of fire
DEPARTMENT: Fire Protection suppression, prevention and eduction services,
and First Responder emergency medical services.
DEPT NO: 42200
DESCP.IPTION OF ACTIVITY:
Fire services are contracted by the City through the Excelsior Fire District and the City of Mound. This department
provides for the protection of life and property of the residents of Shorewood through fire prevention and suppression,
fire inspection, building inspection, fire code enforement and emergency medical services.
A separate obligation is made toward financing the new facilities for the Excelsior Fire District. The cost is apportioned
on the same allocation for the operating budget.
A separate obligation is made toward financing the new (2003) fire station for the Mound Fire Dept. This cost is
apportioned on the same allocation for the operating budget. Shorewood's share for 2009 debt service is $7,230.
OSTECTIVES /ESTIMATED SERVICE INDICATORS
- EFD Fire & Rescue Calls
- Mound Fire & Rescue Calls
HIGHLIGHTS/COMMENTS:
Support Services:
Fire contracts with Mound and Excelsior Fire District
24
FUND: 101 DEPAP.TMENT: Fire Protection DEPT 42200
BUDGET Actual Actual Adopted YTD June Pequested Proposed Adopted
ITEM 2006 2007 2008 2008 2009 2009 2009
Staffing 0 0 0 0 0 0 0
Sttpplies/Materials 0 0 0 0 0 0 0
Support Services 314,647 291,365 311,860 166,020 316,138 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 249,203 304,579 311,075 151,762 284,500 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 563,850 595,947 622,935 317,781 600,638 0 0
EFD STAFFING:
Chief (F/T) 1.00 1.00 1.00 1.00 1.00
Asst. Chief 1.00 1.00 1.00 1.00 1.00
Dist. Chief 2.00 2.00 3.00 3.00 3.00
Captain 3.00 3.00 4.00 4.00 4.00
Coordinators 0.00 0.00 8.00 8.00 8.00
Fire Marshal (F/T) 0.00 0.00 0.00 0.00 0.00
Fire Inspector (P/T) 1.25 1.25 1.25 1.25 1.25
Training Officer 1.00 1.00 0.00 0.00 0.00
Firefighters 41.00 41.00 34.00 34.00 34.00
Admin Support (P/T) .25 .25 .5 .25 •25
25
FUND: 101 General
DEPARTMENT: Protective Inspection
DEPT NO: 42400
DEPARTMENT MISSION:
Enforce construction safety and related building
codes through plan review and inspections.
DESCRIPTION OF ACTIVITY:
This department provides for the issuance building and construction permits, review of construction plans and specifications,
enforcement of all building codes under the Uniform Building Code, inspection of rental housing units and zoning violations.
OBTECTIVFS !ESTIMATED SERVICE INDICATORS
- Increase and enhance public information through the development of handouts relative to building codes
-Enhance environmental inspections
Actual (At 6/30/OS) Estimate
2007 2008 2009
- No. of permits issued
New Homes 17 ~ 5-8
Additions/Other 698 389 600
- Avg Inspections/permit
New Homes 22 28 28
Additions/Other 1 - 12 1 - 12 1 - 12
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Maintenance contracts on computer and office equipment
Miscellaneous supplies
Digital Camera
Support Services:
Contractual inspections during vacations, sick leave
Conferences, mileage, meetings & seminars
Printing of application forms
Membership to ICBO
Charges & Fees:
Remittances to state of permit surcharges collected
Capital Outlay:
26
FUND: 101 DEPARTMENT: Protective Inspection DEPT 42400
BUDGET
ITEM Actual
2006 Actual
2007 Adopted
2008 YTD June
2008 Requested
2009 Proposed
2009 Adopted
2009
Staffing 124,767 118,166 116,634 62,636 122,484 0 0
Supplies/Materials 38 291 400 37 750 0 0
Support Services 14,689 9,685 11,100 3,369 10,700 0 0
Charges & Fees 0 0 0 0 0 0 0
CapitalOtttlay S7 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 139,580 128,142 128,134 66,042 133,934 0 0
STAFFING:
Full time:
Building Official 1.00 1.00 1.00 1.00 1.00
Planning Dir .03 .03 .03 .03 .03
Planning Asst .20 .20 .20 .20 ?0
Secretary/Recept .10 .10 .10 .10 .10
Parks Secretary .05 .05 .05 .05 .05
27
FUND: 101 General
DEPARTMENT: Animal Control
DEPT NO: 42700
DEPARTMENT MISSION:
Enforce animal control ordinances.
DESCRIPTION OF ACTIVITY:
The department provides for contractual animal control, which includes patrol, detention, and disposition of stray
domestic animals.
OBTECTIVES /ESTIMATED SERVICE INDICATORS:
- To provide appropriate care for dogs found at-large within the City limits.
HIGHLIGHTS/COMMENTS:
Staffing:
Supplies/Materials:
Support Services:
Animal control contracts with South Lake Minnetonka Police Department and City of Mound
2008 & 2009 budgets show zero (0) due to SLMPD including animal control charges in their base budget as of 01/01/2008
Charges & Fees:
Capital Outlay:
28
FUND: 101 DEPARTMENT: Animal Control DEPT 42700
BUDGET
ITEM Actual
2006 Actual
2007 Adopted
200S YTD June
2008 Requested
2009 Proposed
2009 Adopted
2009
Staffing 0 0 D 0 0 0 0
Supplies/Materials 0 0 0 0 0 0 0
Support Services 21,845 21,390 U 0 0 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL
21,845 21,390 0 0 U U U
STAFFING:
Full time:
29
FUND: 101 General
DEPARTMENT: City Engineer
DEPT NO: 43010
DESRIPTION OF ACTIVITY:
DEPARTMENT MISSION:
Provide engineering and construction
management services for the City.
This department is responsible for general engineering services in the City, as well as preparation of feasibility
studies, plans and specifications, and on-site inspection of City projects. The City Engineer also reviews all
development proposals and plans.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Assist the City in determining right-of-way needs
- Keep construction project files up-to-date and accurate
- Communicate in written form to affected residents at least two
(2) times during a construction project
- Provide in-house engineering where feasible
- Provide good public relations with property owners adjacent to construction projects
- Resolve construction issues promptly.
- Engineer Hours on City projec 1,245
- Engineer Hours on private dev 600
HIGHLIGHTS/COMMENTS:
Staffing:
.95 City Engineer
.25 F/T Engineer Technician
.02 Dir of Pub Wks
.10 F/T Clerical
Supplies/Materials:
Computer maintainance/[Jpgrade
Books, Materials and Software
Support Services:
Cellular phone Airtime & Pager
Conferences and mileage; Terrasync training
Subscriptions and Memberships
Tuition Reimbursement
Charges & Fees:
Capital Outlay:
Trimble GPS external antenna; Microsoft Vista compatable plotter; Laptop computer
30
FUND: 101 DEPARTMENT: City Engineer DEPT 43010
BUDGET Achal Actual Adopted YTD June Requested Proposed Adopted
ITEM 2006 2007 2008 2008 2009 2009 2009
Staffing 111,465 119,803 122,126 61,260 132,594 0 0
Supplies/Materials 579 1,485 875 432 900 0 0
Support Services 83,389 9,184 16,435 2,219 15,653 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 2,526 18,000 14,735 8,910 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 195,433 132,998 157,436 78,646 161,057 0 0
STAFFING:
Full time:
City Engineer 0.00 0.92 0.95 0.95 0.95
Eng Technician 0.71 0.32 0.25 0.25 0.25
Clerical 0.10 0.01 0.10 0.10 0.10
Dir of Pub Wks 0.50 0.25 0.02 0.02 0.02
Part time
Clerical
31
FUND: 101 General
DEPARTMENT: Public Works Service
DEPT NO: 43050
DESCRIPTION OF ACTIVITY:
DEPARTMENT MISSION:
Provide supervision and support for all public
works functions; provides for public works utilities,
shop and equipment maintenance and fuels
The Public Works Service department is responsible for all general public works duties, maintenance of all public
works equipment, and maintenance of the public works facility.
OBTECTIVES:
- Perform preventative maintenance on all equipment within 100 miles or 10 hours of scheduled service
- Perform various City building repairs and preventative maintenance using City personnel
HI GI-ILIG HTS/COMMENTS:
Staffing:
5upplies/Materials:
Includes motor fuel, maintenance of equipment and buildings, and inventory supply items
Support Services:
Uniforms for crew
Janitorial Services
Utilities and telephone service for public works building
Conference, mileage, meetings & seminars
Miscellaneous -damage to private property (mailboxes, etc)
Hazardous Waste Licenses
Miscellaneous equipment rentals
Memberships
Charges & Fees:
Capital Outlay:
Computer; chairs & table
Transfers:
Transfer to Equipment Replacement Fund (2008 - $175,000; ?009 - $175,000)
32
FUND: 101 DEPARTMENT: Public Works Service DEPT 43050
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM
2006
2007
2008
2008
2009
2009
2009
Staffing 266,420 292,023 276,798 134,900 290,805 0 0
Supplies/Materials 53,501 70,206 b5,050 .36,217 80,800 0 0
Support Services 35,829 42,142 43,640 23,952 45,940 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 7,468 639 7,600 0 2,950 0 0
Transfers 200,000 200,000 175,000 0 175,000 0 0
TOTAL 563,218 605,010 568,088 145,069 595,495 0 0
STAFFING:
Full time:
Pub Wks Dir 0.49 0.75 0.50 0.50 0.50
Lt Equip Oper 1.93 1.50 1.95 1.95 1.95
Clerical .08 .05 .05 .05 .05
Utility Maint. Operators .77 .b7 .67 .67 .67
Utility Lead .44 .25 .50 .50 .50
33
FUND: 101 General
DEPARTMENT MISSION:
DEPARTMENT: Streets & Roadways To maintain and upgrade City streets, parking areas
and storm water control systems in an efficient and
DEPT NO: 43100 economical manner
DESCRIPTION OF ACTIVITY:
Includes ongoing maintenance consisting of street patching, street sweeping, roadside mowing, painting of lane
markings, and minor storm sewer repair.
OBIECTIVES /ESTIMATED SERVICE INDICATORS
-Maintain the pavement management system to aid in scheduling of street projects
-Paint lane markings on all designated streets
-Sweep each City street at least once annually
- Mow roadsides at least twice annually
- Visually inspect storm drainage grates annually and repair as needed
- Miles of street
State
County
City - MSA
City -Local
- Miles Sealcoated
- Tons of patch material
HIGHLIGHTS/COMMENTS:
Staffing:
1.15 LEO
0.2 Util. Lead
Actual Estimated
2007 2008
3 3
2 2
9 9
50 50
4.3 10
1215 1,400
Supplies/Materials:
Rock, gravel & bituminous for street & road repair
Support Services:
Safety training
Contracted road striping
Transfers:
Transfer to Local Street Reconstruction Fund $645,000 (2008 and 2009)
34
FUND: 10"I
BUDGET
ITEM DEPARTMENT: Streets & Roadways
Actual Actual Adopted
2006 2007 2003
YTD June
2008
Requested
2009
Proposed
2009 DEPT 43100
Adopted
2009
Staffing 57,376 87,344 89,272 53,244 93,895 0 0
Supplies/Materials 65,953 66,260 62,000 27,306 73,000 0 0
Support Services 11,379 17,617 32,000 6,309 23,500 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 550 0 0
Transfers 345,000 345,000 645,000 0 645,000 0 0
TOTAL 509,708 516,221 828,272 86,S60 835,945 0 0
STAFFING:
Full time:
Lt Equip Operators 1.03 1.00 1.15 1.15 1.15
Util. Lead .25 .03 .2 .2 .2
35
FUND: 101 General
DEPARTMENT: Snow & Ice Removal
DEPT NO: 43125
DEPARTMEI`iT MISSION:
Provide snow and ice control for public streets and
City owned parking lots to ensure the safe and
efficient movement of traffic
DESCRIPTION OF ACTIVITY:
This department is reponsible for the plowing and removal of snow after a 2-inch or greater snowfall has
occured. Street sanding with asalt/sand mixture is used as a measure of ice control, and is performed
as needed.
OBTECTIVES /ESTIMATED SERVICE INDICATORS:
-Remove snow and ice and complete salt/sand operations within 14 hours after the end of a snow event
- Complete widening and clean up fiuictions within 48 hours of a snow event
Actual Estimated Estimated
2007 2008 2009
- Miles of street plowed 50 50
- Tons of salt used 375 285
- Tons of sand used 979 1035
* Source: Public Works Director -Materials Analysis Worksheets
HIGHLIGHTS/COMMENTS:
Staffing:
.4 LEO
.05 Util Maim
.05 Util Lead
Supplies/Materials:
Sand and salt for ice control
50
385
1335
36
FUND: 101 DEPARTMENT: Snow Rs Ice P.emoval DEPT 43125
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2006 2007 2003 2008 2009 2009 2009
Staffing 14,468 33,960 39,166 22,370 41,172 0 0
Supplies/Materials 12,862 35,229 44,500 9,969 45,340 0 0
Support Services 0 0 0 0 0 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 1,900 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 27,330 69,159 85,566 32,339 86,512 0 0
STAFFING:
Full time:
Lt Equip Oper (LEO) 14 .42 .40 .40 .40
Util Maint .04 .09 .05 .05 .05
Util Lead .04 .10 .05 .05 .05
37
FUND: 101 General
DEPARTMENT: Traffic Control/St Lights
DEPT NO: 43160
DEPARTMENT MISSION:
Provide for street lighting and traffic signals at
intersections and other locations throughout the
City for the safety of pedestrians and vehicular
traffic
DESCRIPTION OF ACTIVITY:
Includes maintenence of semaphores and traffic control devices, and maintenance/replacement
of regulatory and informational road signs. Provides for electricity for street lights and traffic control
devices.
OBIECTIVES /ESTIMATED SERVICE INDICATORS:
- Number of street lights 195
- Number of traffic signals 6
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Maintenance to semaphores and Hwy 7 & Vine Hill Road, Christmas Lake Road,
Comity Road 19, Hwy 41, Old Market Road; County Road 19 and Smithtown Road.
Street signs & posts
Support Services: hlcludes street light utility (electricity) expense
38
FUND: 101 DEPARTMENT: Traffic Control/Street Lighting DEPT 43160
BUDGET Actual Actual Adopted YTD June P.equested Proposed Adopted
ITEM 2006 2007 2008 200S 2009 2009 2009
Staffing 0 355 0 0 0 0 0
Supplies/Materials 1,415 4,067 1,500 2,236 4,000 0 0
Support Services 40,286 34,852 42,300 18,939 43,600 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 41,701 39,274 43,800 21,175 47,600 0 0
STAFFING:
39
FUND: 101 General
DEPARTMENT: Sanitation/Weed Control
DEPT NO: 43200
DEPARTMENT MISSION:
Provide for the general sanitation and cleanliness
of the City and provide for the treahnent of noxious
weeds on City properties.
DESCRIPTION OF ACTIVITY:
Activities include spraying of boulevards and roadways for weed control, and clean-up
of properties in violation of City zoning and sanitation codes, as necessary.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Resolve 100% of weed complaints
Actual Estimated Estimated
2007 2005 2009
- No of weed complaints 7 7 8
- No of notices served 4 5 5
-Miles/roadside sprayed 50 50 50
HIGHLIGHTS/COMMENTS:
Staffing:
Miscellaneous staff time for property cleanups
Support Services:
Miscellaneous property clean-ups
Contracted weed spraying services
40
FUND: 101
BUDGET
ITEM DEPARTMENT: Sanitation/Waste RemovalJWeeds
Actual Actual Adopted YTD June
2006 2007 2005 2008
P.equested
2009
Proposed
2009 DEPT 43200
Adopted
2009
Staffing 608 x,667 641 64 645 0 0
Supplies/Materials 0 0 500 0 500 0 0
Support Services 5,395 1,791 4,500 3,462 4,400 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 6,003 4,458 5,641 3,526 5,545 0 0
STAFFING:
41
FUND: 101 General
DEPARTMENT: Tree Maintenance
DEPT NO: 43250
DESCRIPTION OF ACTIVITY:
DEPARTMENT MISSION:
To provide diseased tree inspection services to
residents; to remove diseased trees located on City
property; and to maintain and trim trees located on
City rights-of-way and other property
This department is responsible for detection and removal of diseased and unsafe trees on City
rights-of-way and other properties, and pruning of trees on city property. Tree inspection
services are provided to residents on an on-call basis.
OBTECTIVES /ESTIMATED SERVICE INDICATORS:
- Remove 100% of diseased trees on public property
- Respond to all property owner requests to identify diseased trees
- Maintain and trim trees on City property which present a hazard to public
- No of trees removed
-Yards of brush hauled
HIGHLIGHTS/COMMENTS:
Staffing:
.25 LEO
Supplies/Materials:
Small Tools -Chain Saw
Paint for tree marking
Safety chaps and equipment
Support Services:
Contracted tree and brush removal
Tree inspection certification
Annual
Estimate
37
320
42
FUND: 101
BUDGET
ITEM DEPARTMENT: Tree Maintenance
Achial Actual
2006 2007
Adopted
2008
YTD June
2008
Requested
2009
Proposed
2009 DEPT 43250
Adopted
2009
Staffing 22,122 17,801 16,128 6,815 16,968 0 0
Supplies~aterials 1,323 502 3,150 112 2,600 0 0
Support Services 7,110 11,295 1.1,000 3,112 11,000 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 30,555 29,598 30,278 10,038 30,568 0 0
STAFFING:
Lt Equip Operator (LEO) .27 .25 .25 .25 .25
43
FUND: 101 General DEPARTMENT MISSION:
Maintain City parks, trails & beaches to ensure sate
DEPARTMENT: Parks & Recreation and enjoyable recreational amenities, and coordinate
recreational opportunities for City residents of all
DEPT NO: 45200 ages and physical abilities
DESCRIPTION OF ACTIVITY
The department is responsible for the maintenance of all City parks, including playgrounds, ballfields, trails, ice rinks,
buildings and other play areas. Winter ice skaing and sununer rec programs are coordinated by this department.
OBTECTIVES:
- Continue promoting the benefits of investing in Shorewood parks and park improvements.
Actual Estimated Estimated
2007 2008 2009
Acres of rnaint park 99.70 99.70 99.70
Cost of maint per acre 1600 1600 1600
No. of ballfields
Softball 3 3 3
Baseball 5 5 5
No. of Tennis Courts 4 4 4
No. of hockey rinks 2 2 2
No. of skating rinks 3 3 3
No. of times rinks are cleaned, 58 58 58
No. of shelters 4 4 4
No. of picnic tables 47 47 47
Miles of Trails 3.50 3.50 3.50
HIGHLIGHTS/COMMENTS:
Staffing:
Part time includes Park Commission Secretarial
Seasonal includes Summer employees and Winter Rink Attendants
Supplies/Materials:
Maintenance to park equipment and buildings
Rock, black dirt, gravel, sand, fertilizers, seed for parks
Support Services:
Park Coordinating Svcs ($18,500); Crescent Beach Lifeguard Svcs ($6,000); Contributions to 'Music In The Parks' ($2,500),
Friends of Center ($0); Friends Fund-raising Match ($0); Buckthorn Removal Prog ($1,600); Portable toilets ($9,200).
Charges & Fees:
Capital Outlay:
Transfers:
Transfer to Park Capital Improvement Fund (2008 - $15,000; 2009 - $30,000)
44
FUND: 101 DEPAP.TMENT: Parks & Pecreation DEPT 45200
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2006 2007 2005 2005 2009 2009 2009
Staffing 112,753 126,592 131,405 69,2S6 137,710 0 0
Supplies/Materials 6,561 5,836 12,400 5,531 12,300 0 0
Support Services 49,797 55,491 74,800 44,262 52,200 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 10,000 0 0 0 0 0
Transfers 15,000 15,000 15,000 0 30,000 0 0
TOTAL 184,411 215,919 233,608 122,078 232,210 0 0
STAFFING
Full time
Dir of Public Wks
Lt Equip Oper
Clerical
Part time:
Clerical
Seasonal:
Summer
Winter (rinks)
.07 -- .03 .03 .03
L51 1.50 1.25 1,25 1.25
.30 .33 .35 .35 .35
1.00 1.00 1.00 1.00 1.00
10.00 10.00 10.00 10.00 10.00
45
CI7Y C)F
SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
MEMORANDUM
TO: Honorable Mayor and City Councilmembers
Brian Heck, City Administrator
~1° ~-
FROM: Bonnie Burton, Finance Director/Treasurer
DATE: September 3, 2008
SUBJECT: Budget 2009 - Setting a Date for the Truth-In-Taxation Hearings
The Truth-in-Taxation process requires local governments to schedule and hold public hearings to
`discuss the proposed budget and tax levy for their jurisdiction. The process to be followed this
year is as usual, using the timetable and procedures set in place these past few years.
The legislature has set aside Monday, December 1, 2008 as the suggested Truth-In-Taxation public
hearing date for cities. If necessary, a continuation hearing would be held the following Monday,
December 8, 2008 and the City Council would approved and adopt the final budget on December
8, 2008. Cities CANNOT use dates designated for Hennepin County, the local school districts, or
Metro Special Taxing Districts, as described on the attached letter.
Recommended Action
Staff recommends approval of the attached resolution "Setting Truth-In-Taxation Public Hearing
Dates".
ss
~®«® PRINTED ON RECYCLED PAPER
~ ~!
CITY OF SHOREWOOD
RESOLUTION NO. 08-
A RESOLUTION SETTING TRUTH-IN-TAXATION PUBLIC HEARINGS ON
THE PROPOSED 2009 BUDGETS AND THE 2009 PROPERTY TAX LEVY
WHEREAS, Minnesota State Law requires local governments to hold public
hearings on their proposed budgets and property tax levies, and to publish notice of said
public hearing to achieve truth in taxation, and,
WHEREAS, the Minnesota Department of Revenue has issued guidelines for
local governments to follow in implementing truth in taxation requirements, and,
WHEREAS, it is the intention of the City Council to comply with such
guidelines,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Shorewood that a public hearing on the proposed 2009 Municipal Budgets and the
property tax levy for 2008, collectible in 2009, be held on Monday, December 1, 2008, at
7:00 p.m., or as soon thereafter as possible, and a continuation hearing, if necessary be
held on Monday, December 8, 2008, at 7:00 p.m., or as soon thereafter as possible, at the
City Hall, and that notice of such public hearing shall be published in accordance with
Minnesota State Law and guidelines set forth by the Minnesota Department of Revenue.
ADOPTED by the City Council of the City of Shorewood this 8th day of
September, 2008.
ATTEST:
Christine Lizee, Mayor
Brian W. Heck, City Administrator/Clerk
MEMORANDUM
TO: Mayor and City Council
FROM: Brad Nielsen
DATE: 4 September 2008
RE: Gideon Glen =Memorial Bench
FILE NO. 405 (Gideon Glen)
In 2000, with financial assistance from Minnehaha Creek Watershed District, .the City purchased
the property now known as Gideon Glen as conservation open space. Tom Simms, the seller of
the property, sold the land to the City for a reduced price, in retun7 for which he received tax
credits for partially gifting the land as conservation open space. As part of the purchase agreement
the City agreed to install a memorial bench, recognizing the Simms family contribution to the
proj ect.. Installation of the bench remains as one of the last remaining items to be completed in the
Gideon Glen project.
Since no specific -money has been budgeted for the purchase and installation of the wench, staff
requests authorization for the cost to be covered by stolen water utility fund. The estimated cost
will be approximately $1000. This includes soiree free labor by Miles DelBusso, a resident Boy
Scout who will use the project for his Eagle Scout project. Once completed, we propose to have
Miles come to a Council meeting to receive recognition for his work. Hopefully, this project can
be completed in September.
h1 discussing this with Mr. Simms, we agreed upon the following language for a small plaque to
be mounted on the bench:
"h~ appreciation to the Thomas Simms Family for its contribution to the Gideon Glen
project."
This matter is scheduled for consideration at Monday night's Council meeting. Please contact me
prior to the meeting if you have any questions.
Cc: Brian Heck Tim Keane Bonnie Burton Lany Brown
~f
- ~-r~ PRINTED ON RECYCLED PAPER
CITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
September 8, 2008
PUBLIC SIGN-IN SHEET
For the record, please print your name and address below. Thank you.
Name Address
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