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062689 CC Reg AgP " .. " .. ~- ~ 'II! ' .. ~ CITY OF SHOREWOOD REGULAR COUNCIL MEETING MONDAY, JUNE 26, 1989 COUNCIL CHAMBERS 5755 COUNTRY CLUB 7:30 P.M. AGENDA CONVENE COUNCIL MEETING 7:30 P.M. A. Pledge of Allegiance B. Roll Call BRANCEL WATTEN MAYOR HAUGEN STOVER GAGNE r C. Approval of Agenda - /lo~6 1. APPROVAL OF MINUTES w~~ A. Workshop, May 1, 1989 (Att.No.1A-Minutes) B. Special Workshop, June 5, 1989 (Att.No.1B-Minutes) C. Regular Meeting, June 12, 1989 (Att.No.1C-Minutes) 2. CONSENT AGENDA A. City Office Closed to Public - All'Friday's in July 3. COMMISSION REPORTS A. Planning Commission B. Park Commission 7:45 P.M. 4. PUBLIC HEARING: AMENDMENT TO CDBG, YEAR XV, FOR SPECIALCENS~~ :: :::::::i:::::s Funds Endorsement ~~CO~. (Att.No.4A,B-Memo) 0\ /' " 7:50 P.M. 5. APPEAL "NOTICE TO REMOVE" - MARCUS DEVELOPMENT (Att.No.5-Staff Report and Letter of Appeal) 8:00 P.M. 6. APPEAL "NOTICE TO REMOVE" ON ZONING VIOLATION - MRS. F.G. LATTERNER, TRACT B, RLS NO.190 (Att.No:6-Staff Report and Letter of Appeal) -1- " AGENDA, MONDAY, JUNE 26, 1989 PAGE 2 8:10 P.M. 8. PERMIT FOR INCIDENTAL USE OF PUBLIC RIGHT-OF-WAY - JIM BEAL GARDENDALE ROAD (Att.No.8-Staff Report) 8:15 P.M. 9. RESOLUTIONS A. A Resolut~on Granting a C.U.P. and Setback Variance to Lee LaBore t.y~"" (Att.No.9A-Resolution) B. A Resolution Granting a Setb\~..C ck Variance to David Maley ~~ (Att.No.9A-Resolution, \ Exhibits A & B) 8: 20 P.M. 10. APPEAL "NOTICE '1'0 REMOVE" - NANCY GEORGE - SMITHTOWN ROAD (Att.Nc.10-Letter of Appeal) H:30 P.M. 11. BUDGET, SOUTH LAKE MINNETONKA PUBLIC SAFETY DEPARTMENT (Att.No.ll-Memo from Chief Young) 8:45 P.M. 12. CONTRACT WITH PDI (MAMA) FOR COMPARABLE WORTH (Att.No.12-Memo) 9:00 P.M. 13. MATTERS FROM THE FLOOR A. B. 1. Defeasance 1971, tj ~ 147~ ~ / 197 2/t 197 2b. Improvement Funds (Att.No.14A-(1)-Memo) 9:15 P.M. 14. STAFF REPORTS A. Finance Director 2. Computer Consulting Proposal (Att.No.14A-(2)-Memo) B. Engineer's Report 1. Timber Lane Drainage and Erosion Problems 2. Ivy Lane Drainage (Att.No.14B-2-Letter) c. Planner's Report 1. .. 2. -2- ~ " .t AGENDAr MONDAYr JUNE 26r 1989 PAGE 3 \yo , ~ ~ -., . 14~ STAFF REPORTS - CONTINUE D. Attorney's Report 1. Proposed Ordinance Amendment - Relating to Wetland Development. 2. (Att.No.14D-l-Draft Ordinance) E. Administrator's Report 1. West Suburban Mediation Center (Att.No.14E-(1)-June 12, Letter) 2. 19&9 Pay Plan (Att.No.14E-(2)-Memo) 3. Part-time Secretary - Minutes for Planning Commission (Att.No.14E-(3)-Memo) 4. Towing Contractors 5. Announcements (a) Use of HCRRA right-of-way (b) ICMA Conference (c) for recreational trail !~ ~ 5Q.. lO:15P.M. 15. COUNCIL REPORTS A. Mayor's Report 1. 2. B. Council Reports 1. 2. 3. 4. lO:30P.M. 16. APPROVAL OF CLAIMS AND ADJOURNMENT . -3- -1' ~ ',]" 0( ~ "i" ~~ ';V ". ".cL-lT---~i#J S'~ ~ (iJ,~~~:~'" . ~(~_.~,~ ;e'.~4~~ """, 11 L-t~-, ~ ~~Jn). "01" ~t.4--..~ ." . 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'U'<'_J'__:-.1~..;,A.:~ y:-) e::Ll) ~ -r;Li:,.- p .~, ~~.~. .... "1 -j:--'''.-!>~_tt"--'. ':~ :',:-;-- " -'- "__;.:~~ __,,:,: -;:'-~-.~>5:_~~~~---~--,~_:_':-<~i.:,~._~;~, :~,,;,_/~,_:,:;"~;:~,~~,~,-~~::,::~,>>---~c'>--:~~-".::j ~ .", "If!!? ~ .A-. ~: -";0'" ~~ - ------..,.,---- "- . r '" ~ . '~t- ~" II .~ rJ 0- ~ '~.'I.>..'....'.~ c , .... L-. .,,---.10. ........~....~..... y-~ ~.('...... ...,~. ~...... ~..' .-" l~ ! , . !i ilG:! .~ i~'va~, II . .f! _~1~ W>~~4~U-L~~L ~ ~r;;- I ---Ii II ~jl ,I i /J4y/;!&!,:/;/'v __~ '/. .... " ZO'" ~~d-c--r?;~,-~ ~:i.,,'<,..~ ~~.~~ ..,. - - ~ --~. . -- - - -,' , - > ,\ ,;" '- ,'- ~-" or 7A~ A;P~ 'i:ZJ V2"~:;'~ ~~ - lZ..~pv ~ '4" iI ~ ~-i ' :1 il --">_:'1 <~-0' . <'. ~:::.~~~:-~ /:';~! . - . /' ~ V'. ..'C //1 d ~ '- L " 6L"6- "./ ( At0~ J 'L.. . ~ . H ~., .aA~ ~)L~-4~: .;.<'4:.:~~~~';r.':.. ~' ~z) ~rdc.) . c~ ~. L. -..;.,..)"- .~ ~~ y;J~~-- ------- ~ ~...-- _ ,,~.---ZJ ~f i____~_~~+_ R22 /:/.'66 ~ ' .~ I 1--- i " . ~ I r---~---:----~-- t-- L I ~ ,.., '~~ . ,-",,/ "!;, ~ I i t--- t--- I ~- " "" C. ~. OF SBOREWOOD ;, COUNCI~MEETING ) b',,' /1'; ,;;~ , 1989 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 1:30P.M. MINUTES CALL TO ORDER The /lL---f:t. ... Council meeting of '9.h eS h orewoo..d City Council was called 0 order at '/'30 P.M., _~ .;2(~ ,1989, in the Council Chambers by Mayor Haugen. ~, .\ . ,..Pl:rEDGE OF ALLEGIANCE '.'."".' ~...... . ~,----- .;.~..- Mayor Haugen opened the . Pledge of Allegiance. ~ .J l\) ~. " ~ .~~, " \ J ~ \:i' 0~ v \.;;. \.) ~ -J, j ~ .~ ~ ,\1 ~'.. ~'" ROLL CALL Present: Staff: ~.~ /;':;PROVAL OF a ~, r , ...(L. " moved, ;//ksJaJJ.Jcouncil meeting with the ~) / u '~written ~ Motion carried - , 1989, ~ ~.J seconded, to approve the minutes of a.JtJt.J.rJ...... p /,1 __ a~ amended ~ayes --L..Lnayes other obstained ~~-a~ ~~ seconded, to approve the mi,rtJlt:ek~~ , 1989, g~ moved, as amended other S-- ayes U nayes :!:~ten5 Motion carried - '-.' & 'IF#-d' ro-. C~'-?l1~,{2 ~, ~_.;.._j /I<---u-V. -c. )' ,/ / _ tiL4 (. .(.c."..~ .......-~- '7r~ )Jtt:~,J..:2 ....<-, l/ 0 e. r ?\... I''l--''('" 'It-c ~ y)trr-/ 94.~ I~ /4 /q ~'?~C..,..t-~. L 0~r 0 -~4t </"", ~_..:- '~.- <. ,};)t', !I l' II 11 . .,..tt- j~~"~';-~ H I ~~.~ .' ~;f>' ..,. ~-~~> , ". " t;~~;'~~i~';. -'- ::-",' :g:-__.'_O r ;-:AO: --., ,}- '-~ ':~ .' ~ ~ (~- 'y :J' ~_...-..:-~. ,,- , .'_'_-'-~-':"~'"'--".~-"""'---""-';';-'-----"':""-~_' , -'~I f: - ' , .',-- " ''"'-,.----.~--~~,,-~---.........~-------._~._~-_.._.,--_._.--,.~~.~'~---_.~- ~ ~ ~------~ , \~ ;:~~, - ... ~'---_..~-----,----- ~. ~_._---~~- ti-,;;; 1 ~--~ :~t 'c'l~ 2f! ~-~ - -----..:..:-.....-.- ~- - r,: .. -~ .-, " '-~ . CITY OF SHOF.E~' STUDY SESSION WEDNESDAY, MAY 1, 1989 ~i.'."...""" iJj,..,.;It... .' . . . ~, - , -'. ',.'. "J, . .. '.,.' .. . . .' . 1 MINUTES COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 6:30P.M. Goal setting Work/Study Session conducted by Jim Brimeyer. ROLL CALL ,~ ....... Present: Mayor Haugen, CouIlcilmembers Watten, Stover, Gagne. (Brancel absent) Attorney Froberg (7:00p.m.), Engineer Norton, Planner Nielsen, Administrator Whittaker, Finance Director Rolek, Public Works Director Zdrazil and Clerk Kennelly. Staff: EXPECTATIONS: accomplish things direction of policy consistency - staff and policy direction communication - staff, Council and Commissions understanding communication clarification of attitudes Council expectations of staff STOCKHOLDERS ANALYSIS: Citizens Council Homeowners Future residents Renters Landlords Emergency Services LMCD and Watersheds DNR Developers Property holders City Contractors Regional agencies Garbage haulers School Districts Environmentllsts Legislators STRENGTHS (Internal): Council - sense of Community Good professional staff Loyalty - staff, Council and Commissions Sense of responsibility for ~hat i~ here C~maraderie - healthy debate Experience - new innovations Council/staff Good - employee relatio~s No single issue members on Council Dedication of Council and staff Openness - willingness to open up Good financial condition (BAA-I) Good public safety and fire department Concerned - genuinely -1- City employees Commission members Coordination with adjacent cities Hennepin County Animal Control Youth and teenagers League and AMM . //r ,} MINUTES - STUD~SSION - WEDNESDAY, MAY l~989 PAGE 2 WEAKNESSES (Internal): No City-wide water systems Council -"flip flops" Lack of understanding - result of different interpretation Failure to establish policies on tough issues Failure to recognize big picture Many new staff members Lack of staff recommendations or susceptibility to pressure groups Political anxiety OPPORTUNITIES: Location Opportunity to retain the environment Diversity of population Undeveloped land Senior housing Provide for population growth Provide additional City services Chance to explain taxes 5000 population - over Good source of contributing residents willing to serve Innovations in zoning and financing New technology Develop park system Additional joint powers agreements Recycling efforts Take advantage of environmental awareness. THREATS: Provincialism among citizens Adjacent development Service costs Losing funding sources Pressure of growth Action of other agencies - Legislature, Met Council, Federal, MWCC, DNR, Hennepin County, LMCD, Corp of Engineers Access/Use of lakes Changing citizens expectations - new vs. old residents Lack of community identification - some neighborhoods have own government Response to tax increases Results of lawsuits McDOT actions In order for this organization to be successful what should,be our qoal(s) for the next 6-12 months. . Determine long range plans - supplying services - what types (water, garbage, recycling, complete road repairs, complete water system, complete park improvements). Get plans and objectives in accordance with priorities prior to beginning Policy Setting and follow the Policies. -2- MINUTES - STUDyeSSION - WEDNESDAY, MAY 1.989 PAGE 3 Priority *2 1. Identify, review and establish policies - water (examples: senior housing, garbage, recycling, assessment, park funding and storm water) *3 2. Increase Council/Staff communication - identify policy/ Administrative role. * 4 3. Develop and use .. Capital Improvement Plan. 4. Respond to Community needs. 5. Clarify Staff rolls. *1 6. Determine long range City plan/Policies. 7. Develop more choices - housing - recreation - employment 8. Develop more efficient methods of providing service. 9. Develop long range utility plan. 10. Indentify and implement new funding sources. 11. Construct a City wide water system. 12. Review growth policy. 13. Update Comp Plan. 14. Develop joint policies with adjacent Cities. 15. Involve the Financial Board in budget preparation/ planning. 16. Increase communication, P.R. and education with residents. 17. Improve relations-City with other agencies. 18. Increase Council relationship within Council. 19. Establish Community identity. 20. Review Zoning Ordinance. . 21. Review and update City Ordinance. 22. Promote/identify - opportunities, potential. -3- . MINUTES - STUD~SSION - WEDNESDAY, MAY 1~989 PAGE 4 Priority 23. Work on enhanced staff relationship. 24. Initiate infra-structure management plan. 25. More attention to City wide implementation of discussions. 26. Develop plan to comply with mandates: December 1989 - Comp Worth Truth - Housing Lead in water 27. Improve City Bond rating. 28. Improve current City services. 29. Provide transport to area in conjunction with adjacent Cities. 30. Set Policy prior to acting. 31. Recognize limitations - resources analysis with each decision. The work session was concluded by determining the four priorities (*) for the Council and staff to begin working on. . -4- , . . , CITY OF SHOREWOOD COUNCIL WORKSHOP MONDAY, JUNE 5, 1989 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:30 P.M. MINUTES CALL TO ORDER The special Council workshop meeting was called to order by Mayor Haugen at 7:30 P.M., on Monday, June 5, 1989, in the Council Chambers at 5755 Country Club Road, Shorewood, MN. ROLL CALL Present: Mayor Haugen, Councilmembers Stover, Gagne, Brancel and Watten. Staff: Administrator Whittaker, Planner Nielsen, Finance Director Rolek and Clerk Kennelly. PRESENTATION ON NEW ELDERLY HOUSING PROGRAM - HENNEPIN COUNTY HOUSING AUTHORITY - LARRY BLACKSTAD Larry Blackstad of Hennepin County was present to explain a new program to build non-subsidized elderly housing in Hennepin County. The Cities are asked to contribute land for the project, reduced tax rates would apply and tax increment financing could be used. The 50 units are operated like a lease co-op with the renters becoming the members. The owner would manage it on a non-profit bases. The building would include fifty 1 and 2 bedroom units in a 3 story struc- ture. The building do not have many amenities and would rent for $430.00 to $550. The City would have control and basic design. The building would be unique in each participating City. Renters must be age 55 or older and have a qualifying income because this is not a subsidized project. The Council thanked Mr. Blackstad for his presentation. He has additional information on the project that he will send to the Adminis- trator. AMEND AGENDA Mayor Haugen requested that the agenda be amended to hear Item No.4, Recycling Program Update, prior to the Audit Report. RECYCLING PROGRAM UPDATE The Clerk requested bids from B.F.I., Polka Dot, and Waste Management to supply recycling services for the City. Waste Management was the only bidder. Lynn Morgan of Waste Management met with staff to work out the details of a new contract for recycling. Ms. Morgan answered questions the Council had regarding the terms of the contract. The new curbside service would begin July 12th and continue on a bi-weekly bases. Waste Management will provide 2 truck pick-ups at the Shore- wood Shopping Center between the hours of 8:00 am to 12:00 noon prior -1- o . . MINUTES-MONDAY, JUNE 5, 1989 PAGE 2 RECYCLING PROGRAM UPDATE - Continue to the curbside service beginning. Kennell~ asked the Council to consider what direction should be followed regarding the replacement of metal and glass bins at the Shopping Center. Gagne moved, seconded by Brancel, to approve a 15 month contract with Waste Management for bi-weekly curbside recycling service, including the 2 free pick-ups at the Shopping Center. Motion carried - 5 ayes. 1988 AUDIT REPORT Gary Groen of Abdo, Abdo, & Eich was present to review the 1988 City Audit Report. John Bridge and Bob Snyder of the Financial Advisory Board were also present. Mr. Groen reviewed the back page of his audit report with the Council. He said the current fund balance was sufficient and encouraged the Council to maintain a reserve of 40% of the budget for working capital. This debt service funds were discussed at length, identifying the condition of each of these funds. Mr. Groen recommended that the Council consider defeasing the 71-72 Sewer Improvement Funds to free-up cash for funds with deficits or future expenses. The Wat~r Fund deficit was also discussed. Finance Director Rolek updated the Council on the status of his review of computer needs. He has contacted a consultant to assess software, support, and hardware needs. Council asked staff to return with suggestions of the use of funds from the defeasance of the 71-72 Sewer Improvement Funds. COUNCIL BREAK: (9:35 P.M. 9:40 P.M.) STATE HIGHWAY 7 INTERSECTION PLANS Planner Nielsen stated that the Highway Department has approved our plans for the Old Market Road intersection. Opposition to that plan has surfaced from the neighboring residents. Funding sources were indicated as "local". State-Aid Funds could be used and may beavailab by 1991. The homeowners association for Waterford and Covington Vine Ridge have expressed strong opposition to the completion of the intersection of Old Market Road and State Highway 7. They contend that the home~ owners were not told about the intersection and the use o.fOld Market Road as a collector street. The homeowners want the City todiscon- tinue any plans to extend Old Market Road to State Highway 7. Council stated that the City has a legal agreement to permit commercial and multiple family residential for that area between Waterford 2nd Addi- tion and State Highway 7 and to provide access to the highway at that ,location. The City adopted a comprehensive plan amendment, to provide -2- . . MINUTES - MONDAY, JUNE 5, 1989 PAGE 3 STATE HIGHWAY 7 INTERSECTION PLANS - Continue for the commencement of Commercial/Multiple-family residential develop- ment by or before 1991. Tom Kordonowy of Trivesco stated that 25,000 sales brochures were printed showing the extension of Old Market Road and the intersection. The Council was always aware of the total plan as all material submitted and on site in model homes pictured the street and intersection. Mayor Haugen and Developer George Sherman have held neighborhood in- formational meetings. They reviewed the plans for Commercial/Multiply dwelling development but the greatest concern was about the traffic and intersection on Old Market Road. Council directed that the public hearing, to be held by the Planning Commission on the development, should be jointly held with the Council. All the affected neighborhoods will be notified of the time and loca- tion. It will be held at Minnewashta School to accommodate all the residents. HIGHWAY 7 INTERSECTION PROPOSALS Christmas Lake Road Nielsen presented diagrams of Highway 7 intersection plans to be selected for recommendation to MnDOT. Gagne moved, seconded by Stover, to recommend Alternate No.2 for the Christmas Lake Road Intersection with Highway 7, as shown in the Planner's report of May 29, 1989, Exhibit B. Motion carried - 5 ayes Public hearing will be held by MnDOT regarding these changes. Council directed that plans be sent to City residents within 500' of the affected area and to the president of the Christmas Lake Association. Vine Hill Road Intersection Nielsen explained that either plan would require acqu~s~on of businessE on the south side of highway 7 MnDOT will purchase the right-of-way. Nielsen recommended Alternate No.2, Exhibit D of the Planner's report of May 29, 1989, because this plan does not extend into the residential area as much. Gagne moved, seconded by Brancel, to recommend Alternate No.2 - (Exhibit D) for the Vine Hill intersection with highway 7. Motion carried - 4 ayes - 1 nay (Watten). Council directed that notices of the MnDOT hearing be sent to businesses and Shady Hills residents. ANNOUNCEMENTS . Clarification - Goose Round-Up Contract A contract was received identifying four site/four year program. Council stated that the contract should be corrected to 3 sites/ 3 year round-up as originally agreed upon. -3- .' -l< ~...~ . .! o o !Y .."" ~ I I , I r '" -- . ! I~ o to o '/~ o Exhibit B CHRISTMAS LAKE ROAD INTERSECTION Alternative 2 . . ~ .., ~ ~ !;cID 'II: .... ; :xi !:J ... "'t co. .C) .... C\I a: . .f;) ~ .ij ~~ ~!! Q-~ 8 .~ ! t' oonza ~~~ . " '\ :*- ; ~~Q99/ ~Aj'~.. -- ....~. ----" ~. . - . ~ \: o o o .-:;=." '-- -."'-' .W ,0: ~ , en (&; "0. : :5: " /() ~ ~ \ \ . \. 'lI. .. \. ---- <((<<(~. , Exhibi t D VINE HILL ROAD A1 ternative 2 -._- - :€ ~ INTERSECTION J. . MINUTES - MONDAY, JUNE 5, 1989 PAGE 4 . .. ANNOUNCEMENTS - Continue Recycling Stover and Brancel will discuss the continuation of the League of Women paper recycling bins with Sue Dunn of the league. Amesbury Well Permit The DNR has not approved the Well Permit for the Amesbury Associa- tion to fill their ponding areas. The well is designed to pump 72,000 gallons a day. The City has no authority to prohibit the well but does not approve of the use of water for this purpose. ADJOURNMENT Gagne moved, seconded by Stover, to adjourn the Workshop meeting of June 5, 1989, at 11:22 P.M. Motion carried - 5 ayes. RESPECTFULLY SUBMITTED, Jan Haugen, Mayor Sandra L. Kennelly City Clerk . -4- ... -- , . . CITY OF SHOREWOOD REGULAR COUNCIL MEETING MONDAY, JUNE 12, 1989 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:30 P.M. MINUTES CALL TO ORDER The Regular Council meeting of the Shorewood City Council was called to order at 7:30 P.M., June 12, 1989, in the Council Chambers by Mayor Haugen. PLEDGE OF ALLEGIANCE Mayor Haugen opened the Regular Council meeting with the Pledge of Allegiance. ROLL CALL Present: Mayor Haugen, Councilmembers Brancel, Watten, Stover and Gagne. Staff: Attorney Froberg, Engineer Norton, Planner Nielsen! Administrator Whittaker and Clerk Kennelly. APPROVAL OF MINUTES Brancel moved! Gagne seconded, to approve the Regular minutes of May 22, 1989, as amended. Motion carried - 5 ayes. Stover moved, Gagne seconded, to approve the Board of Review minutes of April 19, 1989, as amended (change on page 5). Motion carried - 5 ayes. Gagne moved, Stover seconded, to approve the Board of Review Reconvened minutes of May 3, 1989 as written. Motion carried - 5 ayes. AGENDA CHANGE Nielsen informed the Council that Skipperette Store - C.U.P. Variance, (Item No. 6)was withdrawn, by the applicant. CONSENT AGENDA Brancel moved, seconded by Stover, to approve the following items as listed on the Consent Agenda. Lease on Liquor Store I A three-year lease, for Liquor Store I, at 19365 Highway 7, on file at the City Hall; and authorizing the Mayor Gnd Clerk to execute it. CDBG Rehabilitation Grant - Subordination of Lien A Subordination of the City's lien for repayment of a CDBG housing -1- I~ e: MINUTES - MONDAY, JUNE 12, 1989 PAGE 2 e CONSENT AGENDA CDBG Rehabilitation Grant - Subordination of Lien - Continue rehabilitation grant for Leland and Gloria Hagen of 25525 Smith- town Road. Request for Extension - Cedar Heights Final Plat An extension for final plat approval of Cedar Heights subdivision for Kelly Bosworth. Request for Dead Eng Sign - McKinley Court A "No Outlet" sign be placed near the entrance to McKinley Court from Vine Hill Road. Acceptance of the 1988 Audit Report The Audit of the Annual Financial Statements for the year ended December 31, 1988, by Abdo, Abdo & Eick. PLANNING COMMISSION REPORT Stover attended the Planning Commission meeting of June 6, 1989, and will report on agenda Items 7 and 8 as the Council considers them. PARK COMMISSION REPORT Mr. Jim Andrus, of the Park Commission, reported on the Park Commission meeting of June 5, 1989. The Commission recommended that the City should contract with George Haun to oversee the proper completion of the Freeman Park ballfields if the work is not satisfactorily completed by July 1, 1989. The Park Commission will meet the 2nd and 4th Tuesday through August and the 1st and 3rd Wednesday after September 1. A special meeting is scheduled for 10:00 A.M., on July 1st, at Free- man Park to inspect the ballfields. Mayor Haugen asked Engineer Norton if completion by July 1st is possible. Norton replied it was, weather permitting, and recommended the City hire Widmer Bros. to complete the project as he feels T & S Excavating would not complete the project satisfactorily. He asked T & S Excavating not to return and forfeit their retainage. Froberg advised Norton to give T & S Excavating the choice of completing the project properly or forfeit the retainage. Norton spoke to T & S June 12 and they are to notify the City of their decision before the end of the meeting. T & S had previously agreed to complete the work according to Norton's December 6, 1988 letter at a meeting held April 20, 1989. -2- . . MINUTES - MONDAY, JUNE 12, 1989 PAGE 3 PARK COMMISSION REPORT - CONTINUE Engineer Norton explained that the cost of the project came in $2,500.00 under bid price and the retainage amount of $3,665.65 and this money could be used to pay Widmer to complete the project. Norton also updated the Council on the unsatisfactory job T & S is doing at the Amesbury site. Stover moved, seconded by Gagne, to table further discussion until the contractor responsed by a return call prior to the end of the meeting. Motion carried - 5 ayes. PUBLIC HEARING POSTPONED Vacation of drainage and utility easement for Swanson, RAby and Mark was postponed due to illness of an applicant. COMPARABLE WORTH Due to the dissatisfaction of the Council and staff with the Comparable Worth study, Mr. Schultz was hired to revise the study. Mr. Schultz and Administrator Whittaker recommended that the Council contract with PDI (MAMA). Whittaker said their system included 10,000 employees and 6,000 job tasks for job match and it is the best, most defensible program available. Watten moved, seconded by Gagne to defer further action until the total costs to date are summarized. Motion carried - 4 ayes - 1 nay (~ SETBACK VARIANCE - 4365 ENCHANTED DRIVE ~ David Maley of 4365 Enchanted Drive requested a 17 foot variance from the required setback from the lake and a variance of 6 feet from the required side-yard setback~ ~ construct a deck and screen porch. The Planner recommended tKat the deck extend no closer to the lake than 35' and that the deck and stairs should not extend beyond the northwest side of the house. The screened porch beneath the deck should be eliminated and the S.E. corner of the deck be cut at a 45 degree angle. Applicant agreed to these conditions. Stover moved, seconded by Brancel, to direct the Attorney to prepare Findings of Fact and draft a Resolution approving the variance as proposed by the Planner and Planning Commission and agreed to by the applicant on June 6, 1989. Motion carried - 5 ayes. DUTCHER ADDITION - FINAL PLAT APPROVAL RESOLUTION NO.46-89 Mr. Phil Dutcher presented his request for final plat approval of his four-lot subdivision consistent with his preliminary plat. Gagne moved, seconded by Brancel, to adopt Resolution No.46-89 approv- ing the Final Plat for Dutcher Addition. Motion carried-5ayes by Roll Call Vote. -3- . . MINUTES PAGE 4 MONDAY, JUNE 12, 1989 ACCEPTANCE OF THE 1989 LABOR AGREEMENT Public Works Director Zdrazil and Administrator Whittaker recommended acceptance of the 1989 Labor Agreement. Stover moved, seconded by Gagne, to authorize the Mayor and Clerk to execute the 1989 Labor Agreement with AFSCME, Local 224, Council 14. Motion carried - 5 ayes. GOOSE ROUND-UP CONTRACT Attorney Froberg will correct language in the contract and define the three locations on Timber Lane, Christmas Lake and Enchanted Drive for year one of the contract. Watten moved, seconded by Brancel, to authorize the Attorney to clarify the 3 sites and authorize the first year of the contract for goose round-up and return it to the Council for authorization. CONTAMINATED SOIL REMOVAL - MARCUS DEVELOPMENT Marcus Development has appealed a Notice to Remove offensive sub- stances at Shorewood Food Mart. Staff will report on the appeal at the meeting of June 26th. Gagne asked for information on the aeration. AMENDMENT TO JUNK ORDINANCE ORDINANCE NO.2l6 Attorney Froberg submitted an ordin~e amendment to Subdivision 1 of Section 501.01 to include "motor vehicles not displaying a current State license", as an offensive substance. Brancel moved, seconded by Gagne, to adopt Ordinance No. 216. Motion carried - 5 ayes. Brancel moved, seconded by Gagne to waive the 2nd reading of the Ordinance. Motion carried - 5 ayes. STAFF REPORT Attorney's Report "Safe Hits", Christmas Lake Road Attorney Froberg advised the Council that the Letter of Credit was extended to July 15, 1989, and that he believes a solution to the "safe hits" problem can be agreed upon by that date. Engineer's Report Freeman Park Discussion . Norton requested that the Council direct the Attorney to send a letter to T & S Contracting notifying them they are in breach of contract and should not return to complete or correct the project at Freeman Park. He would like Widmer Bros to complete the pro- -4- . . MINUTES - MONDAY, JUNE 12, 1989 PAGE 5 STAFF REPORTS Engineer's Report - Continue Freeman Park Discussion - Continue ject as previously discussed. Haugen recommended discussing this if T & S does not call tonight. Amesbury Well to Fill Pond Norton received a letter from Ken Carlson representing the Amesbury Homeowners Association asking the City to consider terms to sell the association municipal water to fill their ponding areas. The letter also stated that they would consider drilling their own well for that purpose. The Council responded "that filling the ponds was not appropriate use of water during a drought". The association has hired Stodola Well Co. to drill a 4" well approximately 250' deep. Norton asked Stodola if a DNR permit had been obtained to drill the well. Mr. Joe Thompson from the DNR stated that a permit would not be needed if less than 10,000 gallons a day or less than 1 million gallons a year were pumped. He would not issue a permit for this well as it is designed to pump 72,000 gallons a day and 1 million gallons in two weeks. Mr. Carlson then stated that they will install the well without the permit from the DNR and stay within the allowable pumping limits. He thought Norton could over-see the daily use. Nielsen issued a well permit subject to the Engineer's approval. The current Ordinance does not allow the City to withhold the permit The City can control the location and design of the well and can restrict the use of municipal wells. Gagne moved, seconded by Brancel, to direct the Attorney to check into an ordinance to control pumping water into wetlands. Motion carried - 5 ayes. APPROVE PLANS AND SPECIFICATIONS AND ADVERTISE FOR BIDS - STREET PROJECT NO.89-1 Watten moved, seconded by Gagne, to approve the plans and specifica- tions and advertise for bids for Street Project No.89-1 - Smithtown Road overlay-for a bid opening on July 7, 1989, at 11:S~A.M. Motion carried - 5 ayes. . APPROVE PLANS AND SPECIFICATIONS AND ADVERTISE FOR BIDS - PROJECTNe. 89-2-SEWER REHABILITATION Gagne moved, seconded by Stover, to approve the plans and specifi- cations and advertise for bids to be opened at 11:00 A.M.~ July~, 1989, for Project No. 89-2-Sewer Rehabilitation-televising and re- pairing sewer lines at the west end of the City. Motion carried - 5 ayes. -5- ,. , MINUTES - :MONDA. JUNE 12, 1989 PAGE 6 . AUTHORIZE QUOTATION FOR STRAWBERRY LANE/SHOREWOOD OAKS PROJECT NO.87-1 Stover moved, seconded by Watten, to authorize the City engineer to obtain quotations for the curbing along Strawberry Lane - Project No. 87-1 - Shorewood Oaks, to be returned by July 7, 1989. Motion carried - 5 ayes. ADMINISTRATIVE REPORTS Budget Amendment - Excelsior - Fire Contract Increase Gagne moved, seconded by Stover, to approve a budget amendment of $2,068.00 to pay for additional Worker's Compensation costs in- curred under the Excelsior's Fire Contract. Motion carried-5 ayes. Compensation for Summer Youth Employee Public Works Director Zdrazil has recommended subsidizing the Tree Trust wage by $1.15 an hour to keep Todd Latterner a second year. Stover moved, seconded by Gagne, to approve the $1.15 hourly addi tioD to Tree Trust wages for Todd Latterner. Motion carri.ed - 5 ayes. Special Census - Public Hearing Reallocation of CDBG Funding Gagne moved, seconded by Stover, to set a public hearing for June 26, 1989, to amend Year XV of the CDBG Grant to pay for a S.pecial Census. Motion carried - 5 ayes. Request to Purchase Raft - Crescent Beach The City of Chanhassen asked to rent/lease or purchase the unused beach raft from Crescent Beach. Council deferred action to the Park Commission and instructed them to work with the City of Tonka Bay on this. Recycling Bins for Shopping Center Clerk Kennelly discussed the options regarding~ at the Shorewood Shopping Center drop-site. recycling bins Brancel moved, seconded by Stover, to continue the drop-site ser- vice at the Shorewood Shopping Center for glass and cans for two months, when it will be reevaluated. Motion carried - 5 ayes. COUNCIL BREAK: 9:26 P.M. to 9:35 P.M. Legislative Wrap-Up Session . Haugen moved, seconded by Gagne, to authorize the Administrator and Finance Director to attend legislative wrap-up session on June 28th, sponsored by the League of Mn. Cities. -6- ~ . MINUTES PAGE 7 . MONDAY, JUNE 12, 1989 . MAYOR'S REPORT League of Mn Conference Haugen attended the League conference and reported on the newly elected Board of Directors. Special Olympics The special olympics will be held in the Twin Cities. Roy Smalley of the Mn Twins is responsible for facilities and volunteers. Mayor Haugen is encouraging the City to help with this event. Compliments on Receptionist Mayor Haugen has received calls from residents complimenting the receptionist at City Hall, Anne Latter for her helpfulness. COUNCIL REPORT Stover received a call from a concerned resident on Mill Street regarding the danger created by drivers disregard of the school bus UStop Sign". Council will encourage the police to patrol and ticket these violators. Concerned residents can also sign a complaint and have violators prosecuted. Gagne would like Lake Linden Drive striped after the street repair has been completea. \ & n~ ~Brancel referred to the Dog Ordinance and commented on a continuous ~ ~~r' barking dog in a kennel. The dog catcher has been unable to catch O ~~ the dog barking. Attorney Froberg advised the Council that anyone ;~ can file a complaint and the City will prosecute it. (' Watten asked the Administrator to look into the purchase of re j, . cycling buckets for residents. - ~ Support of Mayor Haugen's Application Resolution No.47-89 to the Regional Transit Board J Stover moved, seconded by Gagne, to adopt Resolution No.47-89 supporting Mayor Haugen's application for a position on the Board. Motion carried - 5 ayes. FREEMAN PARK - DIRECTION ON PROJECT COMPLETION T & S Contractor did not return the call regarding the Freeman park project. Froberg stated. that in his opinion T & S is no longer an interested party in the completion of the Freeman Park Project, as indicated by their non-response. Froberg said the Council can hire a new contractor and use the retainage to complete the prQject. . Stover moved, seconded by Gagne, to dismiss T & S Contractors and hire Widmer Bros to complete the work as directed by the Engineer and to instruct the City Attorney to send a certified letter to T & S confirming the Council's action and advising T & S that they are in -7- j" '\ . . MINUTES - MONDAY, JUNE 12, 1989 PAGE 8 FREEMAN PARK - DIRECTION ON PROJECT COMPLETION - Continue breach of contract and will not be used to correct their work. Motion carried - 5 ayes. LMCD Report The developers of the Heights of St. Albans Bay have applied for a dredging permit to improve their channel access and boat storage area. The DNR and Watershed District lave issued the permits. The Lake Access Committee is wo king on quality parking and shore-line fishing needs. Donations to fight the Eurasian Milfoil are still being solicited. An antique buggy show, "Wheels and -.::1~", donated funds from their proceeds. ()J ipS APPROVAL OF CLAIMS AND ADJOURNMENT Watten moved, seconded by Gagne, to adjourn the Regular Council meet- ing of Monday, June 12, 1989, at 10:13 P.M., subject to approval of claims for payments. Motion carried - 5 ayes. GENERAL & LIQUOR FUNDS - ACCT NO. 00-00166-02 Checks # 2444/2454-2587 General $ 157,835.48 Liquor $ 79,160.27 Payroll Checklist: Checks # 203127-203163 $ 12,345.65 $ 2,845.53 Total $ 170,181.13 $ 82,005.80 RESPECTFULLY SUBMITTED, Jan Haugen, Mayor Sandra L. Kennelly City Clerk . -8- CHECK NO. . CHECK APPROVAL LISTING . TO WHOM ISSUED PURPOSE AMOUNT CHECKS ISSUED SINCE JUNE 9, 1989 * 2444 (G) 2454 (G) 2455 (L) 2456 (L) 2457 (L) 2458 (L) 2459 (L) 2460 (L) 2461 (L) 2462 (L) 2463 (L) 2464 (L) 2465 (L) 2466 (L) 2467 (L) 2468 (L) 2469 (L) 2470 (G) 2471 (G) 2472 (G) 2473 (G) 2474 (G) 2475 (L) 2476 2477 (L) 2478 (L) 2479 (L) 2480 (L) 2481 (L) 2482 (L) 2483 (L) 2484 (L) 2485 (L) 2486 (L) 2487 (L) 2488 (L) 2489 (G) 2490 (G) 2491 (G) 2492 (G) 2493 (G) 2494 (G) 2495 (G) 2496 (G) NORTHERN STATES POWER COMPANY STREET LIGHTS TONKA AUTO AND BODY SUPPLY TRUCK/OIL DIST. MAINT. BELLBOY CORPORATION LIQUOR AND MISC. PURCHASES MIDWEST COCA-COLA BOTTLING CO. POP PURCHASES DAY DISTRIBUTING COMPANY BEER AND MISC. PURCHASES EAST SIDE BEVERAGE COMPANY BEER PURCHASES FRANCK'S TRUCKING LIQUOR AND WINE PURCHASES GRIGGS, COOPER AND COMPANY LIQUOR/WlNE/MISC PURCHASES JOHNSON BROTHERS WHOLESALE WINE PURCHASES MARK VII DISTRIBUTORS BEER/WINE/MISC. PURCHASES NORTH STAR ICE COMPANY MISC. PURCHASES PEPSI-COLA COMPANY POP PURCHASES ED PHILLIPS AND SONS WINE AND LIQUOR PURCHASES POGREBA DISTRIBUTING, INC. BEER AND MISC. PURCHASES QUALITY WINE AND SPIRITS COMPANY WINE PURCHASES THORPE DISTRIBUTING COMPANY BEER PURCHASES HARRY NIEMELA JUNE RENT GROUP HEALTH INC. EMPLOYEE HEALTH INSURANCE MEDCENTERS HEALTH PLAN EMPLOYEE HEALTH INSURANCE PHYSICIANS HEALTH PLAN OF MN EMPLOYEE HEALTH INSURANCE COMMERCIAL LIFE INSURANCE COMPANY EMPLOYEE LIFE INSURANCE LMC FINANCE DEPARTMENT LMC LEG. WRAPUP SESSION A. ROLEK/L. WHITTAKER BEER TAPS CHET BE TO VOID BELLBOY COPRPORATION LIQUOR PURCHASES BOYD HOUSER CANDY & TOBACCO CO. CIG AND SUPPLIES PURCHASES GRIGGS, COOPER AND COMPANY LIQUOR/WINE/MISC. PURCHASES JOHNSON BROTHER WHOLESALE LIQUOR LIQUOR AND WINE PURCHASES MINNEGASCO UTILITIES ED PHILLIPS AND SONS LIQUOR AND WINE PURCHASES QUALITY WINE AND SPIRITS COMPANY WINE PURCHASES ROYAL CROWN BEVERAGE COMPANY POP PURCHASES WASTE MANAGEMENT - SAVAGE WASTE REMOVAL MINNESOTA SUBURBAN PUBLICATIONS ADVERTISING COMMISSIONER OF REVENUE MAY SALES TAX COMMISSIONER OF REVENUE ~ OF JUNE SALES TAX MS. KIM RICHARDS BUILDING PERMIT REFUND MARQUETTE BANK MINNEAPOLIS BOND PAYMENT COMMISSIONER OF REVENUE STATE TAX WITHHELD(PAYROLL) THE BANK EXCELSIOR FED/FICA/MED TAX WITHHELD CITY COUNT CREDIT UNION PAYROLL DEDUCTIONS CHILD SUPPORT ENFORCEMENT PAYROLL DEDUCTIONS ICMA RETIREMENT TRUST PAYROLL DEDUCTIONS PUBLIC EMPLOYEES RETIREMENT ASSOC.PERA PAYROLL DEDUCTIONS TOTAL LIQUOR . TOTAL GENERAL TOTAL CHECKS ISSUED *CHECK #2444 DID NOT GET ADDED ON TO PREVIOUS LIST -1- $ ~,554.64 54.55 4,679.82 433.80 4,330.70 7,806.35 122.40 4,960.89 1,674.06 8,702.65 412.60 228.75 1,178.09 1,882.40 163.05 14,172.70 1,292.00 254.70 389.10 3,501. 00 34.20 40.00 120.00 4,118.81 3,039.39 2,208.37 1,202.34 41.08 1,408.99 1,652.65 46.02 56.00 360.80 8,577.04 4,288.52 257.28 38,425.00 943.88 5,374.23 37.00 165.00 468.08 1,554.84 79,160.27 53,053.50 132,213.77 't CHECK NO. . CHECK APPROVAL LISTING . PURPOSE AMOUNT TO WHOM ISSUED . CHECKS FOR COUNCIL APRROVAL 2497 2498 2499 2500 2501 2502 2503 2504 2505 2506 2507 2508 2509 2510 2511 2512 2513 2514 2515 2516 2517 2518 2519 2520 2521 2522 2523 2524 2525 2526 2527 2528 2529 2530 2531 2532 2533 2534 2535 2536 2537 AT & T ACRO-MINNESOTA , AMERICAN NATIONAL BANK EARL F. ANDERSON & ASSOC., INC. BROWNING-FERRIS INDUSTRIES CATCOPARTS AND SERVICE COMMERCIAL ASPHALT COMPANY CURTIS INDUSTRIES DEL ECKLUND ROLF ERICKSON CITY OF EXCELSIOR FRONTIER ELECTRIC GOVERNMENT FINANCE HENNEPIN COUNTY IDENTIFICATION SERVICES, INC. SANDY KENNELLY LONG LAKE FORD TRACTOR LONG LAKE TIRE SERVICE MATHIAS, ROEBKE & EBERT H.C. MAYER AND SONS METRO. WASTE CONTROL COMMISSION METRO. WASTE CONTROL COMMISSION MINNEGASCO MN. CLERKS/FIN. OFFICERS ASSOC. MINNESOTA SUBURBAN PUBLICATIONS MINNETONKA PUBLIC SCHOOLS SUE NICCUM NORTHERN. STATES POWER NORTHERN STATES POWER NORWEST BANK MINNESOTA, N.A. JOE PAZANDAK PEPSI-COLA COMPANY PERRY'S TRUCK REPAIR SO. LAKE MTKA PUBLIC SAFETY DEPT SUPERCYCLE TOLL COMPANY TONKA PRINTING US WEST COMMUNICATIONS WASTE MANAGEMENT-SAVAGE WITT FINANCIAL ZAHL EQUIPMENT COMPANY UTILITIES GENERAL OFFICE SUPPLIES BOND PAYMENT/INTEREST STREET SIGNS PARK SATELLITES PURGE VALVE KIT/CART #28 5.8% MIX-PUBLIC WORKS PUBLIC WORKS SUPPLIES MODIFY PUMP BOX - #37 ASSESSING FEE/POSTAGE 3RD QUARTER.FIRE CONTRACT FURNISH/INSTALL HEATER-PW OFFICERS ASSOC ANNUAL MEMBERSHIP PRISONER EXPENSE DESK NAMEPLATES MEETINGS AND MILEAGE PARTS FOR MOWER TIRE REPAIR ACCTING/COMPUTER SERVICES REG. GAS/DIESEL FUEL SAC CHARGES JULY SEWER SERVICES UTILITIES MEMBERSHIP/SUE & SANDY ADVERTISING COPIER PAPER MILEAGE UTILITIES/STREET LIGHTS UTILITIES INT/FEES 1/1/74 BOND MILEAGE POP MACHINE RENTAL AUTOBODY-#37/CUT EDGE-#27 JULY POLICE CONTRACT MAY RECYCLING CUTTING TIPS/PW PRINTING NEWSLETTERS UTILITIES WASTE REMOVAL FINANCIAL FEES REPAIR GAS PUMP TOTAL__CHECKSFOR APPROVAL TOTAL CHECK APPROVAL LIST -2- . $ 22.73 58.40 5,522.50 440.74 411.27 97.89 1,252.48 37.21 130.00 2,079.00 16,738.75 400.00 75.00 1,445.50 .118.80 432.85 221.16 23.75 1,383.00 1,150.86 6,212.25 21,841. 07 71.54 50.00 97.20 99.54 6.60 1,555.52 1,552.22 7,685.00 58.52 10.00 398.75 29,190.98 1,634.88 23.40 373.75 730.32 150.00 495.00 503.55 104,781.98 236.995.75 ... . . CHECK APPROVAL LISTING . PAYROLL REGISTER JUNE 21s 1989 PAYROLL CHECK NO. TO WHOM ISSUED HOURS AMOUNT 203127-203132 VOID 203133 (G) LAURENCE WHITTAKER 80 REG HOURS $ 911.49 203134 (G) SANDRA KENNELLY 80 REG HOURS 746.85 203135 (G) SUSAN NICCUM 80 REG HOURS 476.32 203136 (G) ANNE LATTER 80 REG HOURS 424.63 203137 (G) ALAN ROLEK 80 REG HOURS 813.58 203138 (G) WENDY DAVIS 80 REG HOURS 520.71 203139 (G) BRADLEY NIELSEN 80 REG HOURS 855.16 203140 (G) PATRICIA HELGESEN 80 REG HOURS 640.16 203141 (G) JOSEPH PAZANDAK 80 REG HOURS 742.07 203142 (G) CHARLES DAVIS 80 REG HOURS/RETRO PAY 730.07 203143 (G) DENNIS JOHNSON 80 REG HOURS/RETRO PAY 952.37 203144 (G) DANIEL RANDALL 82 REG HOURS/RETRO PAY 1,018,65 203145 (G) HOWARD STARK 80 REG HOURS/RETRO PAY 864.38 203146 (G) RALPH WERLE 80 REG HOURS/RETRO PAY 824.70 203147 (G) DONAL ZDRAZIL 80 REG HOURS 852.25 203148 (G) JOSEPH LUGOWSKI 80 REG HOURS/RETRO PAY 972.26 203149 (L) RUSSELL MARRON 16.5 REG HOURS 89.43 203150 (L) CHRISTOPHER SCHMID 80 REG HOURS 391.48 203151 (L) JOHN THOMPSON 39 REG HOURS 182.28 203152 (L) MICHAEL KOEBENSKY 28 REG HOURS 133.56 203153 (L) BRIAN JAKEL 32 REG HOURS 149.07 203154 (L) MARK KARSTEN 32.5 REG HOURS 144. 71 203155 (L) WILLIAM JOSEPHSON 80 REG HOURS 578.89 203156 (L) SUSAN LATTERNER 41 REG HOURS 174.32 203157 (L) DEAN YOUNG .,. 80 REG HOURS 522.68 203158 (L) SCOT BENNYHOFF 23 REG HOURS 107.87 203159 (L) SCOTT BARTLETT 11 REG HOURS 54.20 203160 (L) DAVID PETERSON 15 REG HOURS 67.00 203161- (L) DANIEL HAASKEN 20 REG HOURS 98.55 203162 (L) WILLIAM RHODES 14 REG HOURS 68.98 203163 (L) DOUGLAS FULLER 20 REG HOURS 82.51 TOTAL LIQUOR 2,845.53 TOTAL GENERAL 12,345.65 TOTAL PAYROLL 15,191.18 . -3- MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 . (612) 474-3236 MEMO TO: FR: DT: The City Council Larry Whittaker June 22, 1989 CLOSING CITY OFFICES to public in JULY RE: After polling the City Council, I found the only concern about the Mayor's proposal to close the offices to the public on FRIDAYS in July was that we maintain the switchboard so that emergencies and inspections could be handled. Therefore, we printed the following notice in the Newsletter and... we are ready to tackle the files. I think this action should be officially confirmed by the Council; so, I placed it on the Consent Agenda. I recommend: 1. Approval of the Friday closings in July. The NOTICE reads as follows: NOT! CE CITY OFFICES CLOSED FRIDAYS IN JULY THE CITY COUNCIL AND STAFF WANT TO TAKE ADVANTAGE OF THOSE SLOW FRIDAYS IN JULY -WHEN YOU ARE ALL VACATIONING - TO COMPLETELY RE~ITALIZE AND RESTRUCTURE ALL THE CITY FILES. SO: THE CITY OFFICES WILL BE CLOSED EACH FRIDAY IN JULY: JULY 7 -- JULY 14 -- JULY 21 -- JULY 28 EMERGENCY CALLS WILL BE TAKEN: THANK YOU. HAVE A NICE VACATION! , Thank you. r , I :J"{,vv~ A Residential Community on Lake Minnetonka's South Shore ~IJ - \ MEMO TO: FR: D'I': . . MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 . (612) 474-3236 The City Council Larry Whittaker June 22, 1989 RE: SPECIAL CENSUS, CDBG Grants PUBLIC HEARING - We are required to hold a public hearing to "Amend" our CDBG application...to transfer the funds once ap- propriated for Housing Rehabilitation to the Special Oensus. Larry Blackstad, the CDBG Coordinator for Hennepin County, advised me that: 1. We should include all of the funds once designated for Rehab., $14,887.00, in the amendment - as there will not be enough left to work with any homeowner; and, 2. We can, by writing a letter supporting a Hennepin County' application for Discretionary Funds - to Rehab. homes in Shorewood, have a good chance on continuing the Rehab. pro- gram in the City. As it costs us nothing, I sent a letter to him today encouraging and supporting that application. (Copy attached.) Note: A RESOLUTION supporting that application would probably enhance it! RESOLUTION AMENDING our application for Year XV, CDBG - After the hearing, I:,xecommend: 1. The Council adopt the RESOLUTION AMENDING STATEMENT OF USE OF COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS to permit the use of the CDBG funds for the Special Census. (Copy attached.) SPECIAL CENSUS - Oh, no...more formalities. We need tQ enter into a contract with the Bureau of the Census for the Special Census - which I forgot to include in all of the motions at the last meeting. I recommend: 1. The Council authorize the Mayor to execute the contract for a Special Census with the Bureau of the Census. (Copy attached.) THANKS! A Residential Community on Lake Minnetonka's South Shore ~~ June 22t 1989 . . MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 Mr. Larry Blackstad Senior Planner Hennepin County Office of Planning and Development Development Planning Unit 822 South Third Streett Suite 310 Minneapolis,MN 55415 RE: 1989 Urban Hennepin County CDBG Countywide Discretionary Account Dear Mr. Blackstad: As you know, the City of Shorewood decided that the community as a whole would benefit more from a Special .Census - which would qualify the City for over $200,000 annually in State highway aids - than from the limited Housing Rehabili- tation program in Year XV of the CDBG program. We are, therefore, completing the process of amending our application for Year XV funds for that census...with a Public Hearing on June 26 and a contract for the Special Census July 3, 1989. While this cmendment w~s pssential, we were concerned ahout suspending the Rehab. program. So, I was very pleased to learn that it might be continued through the Discretionary Accou~t. Rehabilitation of existing single-family dwellings was listed as one of the priority areas for the 1989 Countywide Discretionary Account. As your office has been hAndling our entire Rehab. progrs~ we strongly encourage you to apply for ClJul1tywide Discretionary funds to rph~bi1itate housing in Shorewood from the 1989 funds. If we can support that application in any way, we would be pleased to. If you need any additional information or co~firmationt please call me at 474-3236. Thank you very much. Verv truly your~t CITY OF SHOREWOOD &LL<.I.LVlLl C(. LC(,ctt:r~ Laurence E. Whittaker City Administrator LEW/al . . A Residential Community on Lake Minnetonka's South Shore .' '" . . RESOLUTION NO. A RESOLUTION AMENDING STATEMENT OF USE OF COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS WHEREAS, the City of Shorewood, through a joint cooperation agreement with Hennepin County, is a participant in the Urban Hennepin County Community Development Block Grant program; and WHEREAS, in the Program Year XV Urban Hennepin County Statement of Projected Use of Funds, the City of Shorewood allocated $14,887.00 for Housing Rehabilitation; and WHEREAS, the City held a public hearing on 26 June 1989 to consider public comments on the proposed amendment to the Year X V Urban Hennepin County Statement of Projected Use of Funds. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. That the City of Shorewood amends the Urban Hennepin County Statement of Projected Use of Funds for Year XV by reallocating $ 14,887.00 from Housing Rehabilitation use to a Special Census. 2. T hat the City Clerk provide a certified copy of this resolution for transmittal to the Hennepin County Office of Planning and Development. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 26th day of June, 1989. Jan Haugen, Mayor ATTEST: Sandra L. Kennelly, City Clerk Roll Call Vote: A yes - Nays - . .. f "" . . CONTRACT NO. Shorewood, Minnesota AND THE UNITED STATES OF AMERICA DEPARTMENT OF COMMERCE BUREAU OF THE CENSUS . Agreement between the United States of America, Bureau of the Census, Department of Commerce, (hereinafter referred to as the Government) and the city of Shorewood, Hennepin County, Minnesota , (hereinafter referred to as the Contractor). The Contractor has requested that a special population census be taken under the authority of title 13, United States Code, section 196. The agreement of the parties is as follows: A. (1) The Government shall designate one or more experienced employees to direct the taking of the census. (2) The Government employee shall oversee all features of the enumeration including the training of enumerators, crew leaders, and others locally employed by the Contractor to take the special population census. The Government employee shall not be interfered with in any way by the Contractor or by any representative of the Contractor. ' (31 The fees outlined in B.(4) below shall include (a) administrative and technical work performed by headquarters and regional personnel; (b) enumeration schedules and related materials; (e) map preparation; (d) tabulation expenses; (e) the cost of the Government employee's salary, allowances for subsistence at the standard federal rate per day, traveling expenses, other reasonable and necessary expenses, and overhead and other charges applicable to these costs; and (f) other incidental expenses incurred by the Government in completing the special population census. B. (1) The Contractor shall have available sufficient applicants for enumerators, crew leaders, and other positions as may be needed to complete the special population census who shall be selected for employment and separation under standards established by the Government, and who shall take an oath or affirmation as required to protect the confidentiality of the information collected by them. The Contractor shall comply with all federal, state, and local laws, orders, rules and regulations and shall complete and file any and all required reports including, but not limited to, those pertaining to Equal Employment Opportunity applicable to these employees. (a) In the event that sufficient suitable applicants are not furnished by the Contractor for the necessary positions and the Government must expend funds to obtain applicants to fill the remaining positions, the Contractor agrees to reimburse the Government fOI those additional expenses. This will increase the costs estimated in B.(4). (2) The Contractor shall supply, free of charge, proper office quarters equipped with telephone(s), office furniture, adding machine(s), and typewriter(s) as determined necessary and proper by the Government. (3) The Contractor shall pay directly to the enumerators, crew leaders, and others hired locally to conduct the actual enumeration at rates of pay fixed by the Government. The compensation of such enumeratorS, crew leaders, and otherS shall be paid to them by the Contractor upon approval by the Government employee. The Contractor shall withhOld from the compensation paid to the enumerators, crew leaders, and other locally employed such amounts as may be necessary for Social Security, federal, state, and local income tax, or other sums required to be withRelcl..lw Jederal, state, or local laws from employee's compensation. The amount necessary to cover these expenses is estimated to be $ .j , L. UU . The Contractor agrees that these funds will be available for disbursement upon approval of the Government employee. (4) The government and th,A Cp,IWActor agree that, based on an estimate of the population of . 5 , 000 , the fee for items outlined in A.(3) is $ ~ , ~UU . A payment of that amount will be furnished to the Government before any work on the census is performed. The advance will be adjusted to actual costs and billing or refund made as appropriate. This payment is for Government costs only and excludes costs directly payable by the Contractor as set forth in item B.(3) above. (5) In accordance with B.(4), if a billing is required, the additional payment to the Government in full is due 30 days from the date of the invoice. A late charge Shall be imposed on the overdue amount for each 30-day period or portion thereof during which the remittance is due. The late charge will be based on a percentage rate equal to the current value of funds to the U.S. Treasury in accordance with Treasury fiscal requirements. C. The individual information collected by the enumerators on the special population census questionnaires shall be regarded as strictly confidential pursuant to the provisions of title 13, United States Code, and the questionnaires shall be returned directly to the authorized representative of the Government. All such population census questionnaires and all other papers relating to the special population censuS are the property of the Govern- ment and under the law may be made available to, and examined by, Government officials and enumerators only. D. The Government shall provide to the Contractor the official population count derived from the special census at the earliest practicable date after completion of the enumeration and the processing required to produce the statistical results. This count, which shan be as of the date of the specia! census, will be provided in writing and signed by an appropriate Government official. The Government will not guarantee delivery of the final count by any specified date and shall not be hel,d responsible for any loss or damages suf- fered by the Contractor due to the data not being available by a specific date. The Contractor accepts that response to a special census is voluntary and that, in order to obtain as complete a total count as possible. it may be necessary to use secondary sources and administrative records, which may not include all of the detailed information. The Government will also make the count available to the public in the Federal Register and in Bureau of the Census publications. The detailed statistical results will be made available to the Contractor, subject to limitations imposed by the need to protect confidentiality and by such statistical r!'lquirements as deemed necessary by the Bureau of the Census. The Government will also provide these statistical results to government officials and individuals upon written request; and. insofar as the Government deems the results to be of suf- ficient public interest, make them generally available in publications of the Bureau of the Census. The Contractor shall accept as final the official population count and other statistical results when provided by the Government. E. This agreement may be cancelled by the Contractor before the enumeration begins. Once the enumeration has commenced, it will be carried to com- pletion. In the event of cancellation of the agreement. the Government will be reimbursed by the Contractor for costs incurred or obligated prior to the date of cancellation. Once the enumeration has been completed, the tabulation of the statistical results will be carried to completion. F. Any misunderstandings or disputes concerning any matters, expenses, and methods of taking the special population census, or any questionotfact arising under this contract, shall be decided by the Government in accordance with the Contract Disputes Act of 1978 (41 U.S.C. 601 :613). ! G. No member of or delegate to Congress or Resident Commissioner shall be admitted to any share or part of this contract or to any benefit tha~ may arise therefrom; but this provision shall not be construed to extend to this contract if made with a corporation for its general benefit. i FOR THE CONTRACTOR BY: FOR THE GOVERNMENT BY: TITLE: TITLE: Associate Director Bureau of the Census DATE: DATE: FORM SC.3A (5-18-82) // /' v . . MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEMORANDUM TO: MAYOR AND CITY COUNCIL FROM: BRAD NIELSEN DATE: 21 JUNE 1989 RE: SHOREWOOD FOODMART - CONTP-.MINATED SOIL - APPEAL NOTICE TO REMOVE FILE NO.: 405 (89.14) As you were informed at the last meeting. Mark Senn has appealed his "Notice to Remove" the contaminated soil at the Shorewood Foodmart (see attached letter). Mr. Senn is prepared to explain the status of his negotiations with the P.C.A. and his efforts to find a home for the contaminated soil. He has also been asked to inform the Council as to when the mechanical aeration system will be put into service. If the City Council prefers to finance the removal of the material sooner than the applicant can. the cost will be approximately $30.000. This is based upon information provided by the Public Works Director: Transportation To tal yds. or 656 tons x $40 $ 26.240 + 2.800 $ 29.040 Approximate amount of material 469 cu. Processing (burning off petroleum) Once the material has been processed the City ,.lill have to find a place for it. The City Attorney advises that due to the dollar amount. we must go through the Chapter 429 procedures for assessing property. Following is an outline of that process: a. The City must make a determination. based upon expert testimony. that the material in question is a nuisance. the abatement of which would eliminate a public health or safety hazard. The P.C.A. or the City Health Officer would be considered witnesses. We have considerable correspondence from the P.C.A. which may serve this purpose. The City Attorney will be prepared to comment at the meeting on Monday night (26 June). A Residential Community on Lake Minnetonka's South Shore $ e e. Re: Shorewood Foodmart Contaminated Soil 21 June 1989 b. A feasibility study must be prepared by the City Engineer. TheCouncil then passes a resolution receiving the report and calling for a public hearing (10 July). Notice of the hearing must be published twice. c. City Council conducts a public hearing (14 August) at which time the applicant has a right to object to the project. d. City Council passes a resolution ordering the improvement and directing the City Engineer to prepare plans and specifications to have work completed (14 August). e. City Council reviews plans and specifications, passes a resolution approving and directing bids to be received (28 August). . Notice of bids to be published. f. Bid opening (20 September). g. City Council passes a resolution accepting the bid and awarding the contract (25 September). h. Commencement of project (16 October). i. City Council passes a resolution declaring cost to be assessed and ordering preparation of proposed assessment (27 November). j. City Council passes a resolution setting public hearing (11 December). Notice of hearing to be published twice. k. City Council conducts a public hearing at which time the owner has a right to object to the amount (January '90). 1. City Council passes a resolution approving special assessment (January '90). m. Assessment is certified to taxes (prior to September '90). This schedule is based upon dates of regular City Council meetings. The process could be expedited by as much as two to four weeks by setting special Council meeting dates. Staff will be prepared to discuss this matter in greater detail on Monday night. BJN:ph cc: Larry Whittaker Glenn Froberg Jim Norton Mark Senn . - 2 - # . MARCUS ~ Real Estate Development CORPORATION June 8, 1989 City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Dear Sirs: . without speakin9 to the validity of the order we received May 30, 1989 regard~ng the property located at 24365 smithtown Road, we will be able to meet and discuss this matter with you at your June 26, 1989 meeting. Consequently, if you would like to put us on your agenda for that night, and inform us of such, we will plan on being present to discuss the matter. Please do not hesitate to contact me should you have any questions. ' Sincerely, ~.. Mark o. Senn ~tf. 4t S MOSjbjm . 10001 Wayzata Blvd. . Suite 100. Minnetonka MN 55343 · (612) 593-1177 fi . . JU" 1'J 8 ;."'.~.~. - J,;JO;;i ~MJ . .. f . ~~~~ .--~~~~~~ -L~~~~~ .~o(~~~-'-/'~~;1f-~ ._~-~~Z~-- --d/~-...Ld- u. ~~~ . :_~~~~L~'~~ >-~~~~~~-~ ~;~~ ~--// __4~~.._!d~~_~d -k /1-,/7.. -;;7-- · /"'f:/'~:::;:~~;- ~. - . ?d~ ~<<V-~~---7~-~ ~~~~ (}-'~~~~ ~~ ' -a~~r~ ~~ ~--~. . 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · . . CITY OF SHOREWOOD 25 May 1989 Nancy George 25180 Smithtown Road Shorewood, MN 55331 James .~ 25235 Smithtown Road Shorewood, MN 55331 Charles Latterner 26710 Smithtown Road Shorewood, MN 55331 To Whom It May Concern: c .I'"c. J /. MAYO~ Jan Hauge~ COUNCI ~ Kristi St ove Robert Gagn Barb Brance Vern Watte" I I I (612) 474.323~ The attached zoning violation notice has been sent to Mrs. G.F. Latterner. While she is listed as the current owner of the property, and ultimately responsible for it, we have reason to believe that she may not be responsible for the items stored on the property. If you have any information relative to this matter, I would appreciate hearing from you. Thank you. CITY OF SHOREWOOD ~J~ 'Bradley ~~ielsen City Planner/Building Official . ... e...-; -1 tl C." .j V I"~L. -" ..... .,....,i '....~..' ~. J cc: Larry Whittaker Glenn Froberg Bob Gagne (f ( /1 " /V'-l A Residential Community on Lake Minnetonka's South Shore .t ..7Y1 Ct-<.~. ( /'l .. . . , , I ! MAYOR I Jan Haugen I COUNCIL I Kristi Stover I Robert Gagne I' Barb Braneel Vern Watten, . CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD. MINNESOTA 55331 i I I , · (E512) 47+32361 I ! I I ! . , i ! 25 May 1989 Mrs. G. F. Latterner 25925 Smithtown Road Shorewood, MN 55331 Re: Zoning Violation - Tract B, R.L.S. No. 190 Dear Mrs. Latterner: Our office has received complaints alleging that several boat trailers were being stored at the above-referenced property. Upon investigation we found the following items in violation of Shorewood's Zoning Ordinance: 15 boat trailers 30 boat cradles 1 accessory building (approx. 12' x 16') 5 fish houses Exterior storage, particularly on a commercial basis, is not a permitted use in the zoning district in which this property is located. As Zoning Administrator for the City of Shorewood, it is my duty to advise you that these items must be removed by 12 June 1989. If, for some reason, you can not comply with this deadline, you may appeal this order to the Shorewood City Council. Your appeal must be submitted in writing, to this office by 12 June 1989, after which it will be scheduled for the next available meeting of the City Council. If you have any questions relative to this matter, please do not hesitate to contact my office. CITY OF SHOREWOOD ~L'~,~ Bradley ~ielsen City Planner/Building Official cc: Larry Whittaker Glenn Froberg Bob Gagne Nancy George Chuck Latterner James Latterner . A Residential Community on Lake Minnetonka's South Shore / ~' . . / MAYOR Jan Haugen COUNCIL Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 . (612) 474-3236 MEMORANDUM TO: MAYOR AND CITY COUNCIL FROM: BRAD NIELSEN DATE: 21 JUNE 1989 RE: BEAL. JAMES - PERMIT FOR INCIDENTAL USE OF THE PUBLIC R.O.W. FILE NO.: 405 (R.O.W. Permits) Mr. James Beal owns a parcel of property on the west side of a pond known as Foot Lake (see Site Location map - Exhibit A. attached). As can be seen the property is landlocked except for a substandard (30 feet wide) strip of dedicated right-of-way (Gardendale Road) which has never been developed for street purposes. Mr. Beal requests that he be allowed to use the "paper street" to access his property (see Application - Exhibit B. attached). Although not clear in his application. it is our understanding that Mr. Beal simply wants the r.o.w. cleared sufficiently to be able to get back to his property so that he can clean it up to sell it. Any grading for a future driveway would be done by whomever builds on the property. This request has aroused interest from at least two of the neighboring property owners. Tom Doherty. the owner of the lot immediately east of Gardendale Road. is concerned because his house is extremely close to the r.o.w. and any traffic along Gardendale passes through what now appears to be his front yard. Another neighbor is concerned about the clearing of trees and potential grading for a future driveway. Due to these concerns the request has been reviewed by the City Attorney as well as the City Engineer. The Attorney advises that it is appropriate to allow the applicant use of the r.o.w. since no other access exists for the property. The City Engineer and I walked the r.o.w. to determine if topographic conditions allow access within the 30-foot r.o.w. While grading will ultimately be required to construct a driveway. simply clearing trees and brush will make it accessible by a vehicle during dry conditions. A Residential Community on Lake Minnetonka's South Shore 8' . . Re: Beal. James Use of Public R.O.W. 21 June 1989 It is recommended that the permit be issued subject to the following conditions: 1. The applicant's surveyor should stake the right-of-way prior to any clearing. 2. The applicant should be allowed to clear the m~n~mum amount of vegetation necessary to access his property. Larger trees should be avoided to the extent possible. 3. Clearing should be supervised by the Public Works Director. ._~-- -~~ 4. At such time as a'.p~rtil.~..~iveway is to be constructed. the owner must submit a plan for 'grading an4~drainage which will be subject to approval by the City Engineer. BJN:ph cc: Larry Whittaker Jim Norton Glenn Froberg Jim Beal Tom Doherty Shirley Zaske . - 2 - ....:;.... .. V ....r-:-;~ .~ ......-... . 200 . .. 18 4!l 4 L :'~"" 17 ~. .. -: )~~~ , ~ '-~--'OI5~. .:; - ':A~y--- "i ~--:"1:'t , , ~ $0. '. '.,1(,' , .J, .' ~ .-. ~I 13S,~ w ,tll~ l'I II ,(\~t ,:; \ J~.:.\ :\ ~l '" '" . 4 UE'" " " 481. , 7 1dl I ~l &1 .".Ii' t..,";' "I ~~...... I '1..-et..:q .,l9"1 ,,0 : "" . ~., .~,~ ~O\ ~ A \ I Lo' 34 \ . Lot 78 I , " , . V~) -. , APPLICAAN FOR PERMIT '1'0 KEEP OR rA'JTAIN PRIVATE ~Ol?ERTY T.VITHIN A PU8LICLY-~ED . RIGHT-Of-WAY PUHSUAN'l' '1'0 SliORE'dOOD ORDINAtH.':r:.: NO. 121 Please type or print legibly 1. APPLICA.NT H!FORl1ATION Please give the name (s) of all persons who 0\v11 the private property to be maintained in right-of..-way. NAME(S) James V. and JacQuelvn R. Heal ADDRESSES 20295 Manor Ro~n Shorewood, MN 55331 TELEPHONE 474-4872 2. RIGHT-OF-WAY Please name the highway, road, street, alley or other right-of-way upon which you are requesting to maintain private property. 3. Gardendale Road. as pl~ttF'n And npnirAtprl ~c:: a substandard private driveway. Please describe as carefully as possible the exact location or address on the right-of-(.,aywhere the private property is to be maintained, as well as the nature, extent and purpose of the requested encroachment on the right-of-way. (AttaCh a photograph or sketch if possible). Commencing at the.intersection of Manor Road and extending in a southerly direction until said road terminates.. a total distance of 2pproximately 1,000 feet. It is necessary d. ear fro m sa i d Gar den d ale r 0 a d c e r t a i n 0 b s t r u c t ion s, s uc h as, trees, shrubs, brush, lilac bushes etc. in orde-r to make said road accessible for our present use. It is presently inaccessible due to the above obstructions, some of which are located on the Manor Road right of way. In consideration of approval of this permit, I hereby knowingly and voluntarily waive any right to recover frcm the City of .3horewood for damage occurring to property in the right-of-way as abOVI~ described, 't/hich dsrnag::' results from the perfo'rma!lce by; i I:y of Shore\'iood or i t.3 agE::llts (,f any public duti,::..i n~:~ui(,t'.:d la. .Dat\; June 7, 1989 Pe:crni t ( ) Approved ( ) Not Approved i A.l :: L: ~h:'p,t e> j.-~ - --:-:~ . . Draft 6/19/89 ~/'i/~q RESOLUTION NO. ~ A RESOLUTION GRANTING A CONDITIONAL USE PERMIT AND SETBAC K VARIANCE TO LEE LaBORE WHEREAS, Lee LaBore (Applicant) is the owner of real property located at 4445 Enchanted Point in the City of Shorewood, County of Hennepin, legally described in Exhibit A attached hereto and made a part hereof; and WHEREAS, Applicant intends to bulld a new house with an attached garage on the property and maintain and remodel an existing garage on the north end of the property; and WHEREAS, the area of the new garage, when added to the area of the existing garage on the property, will total 1167 square feet; and WHEREAS, the existing garage encroaches 15 feet into the setback area of an adjacent public right-of-way and, therefore, requires a variance to remain in that location; and WHEREAS, the Applicant's request was reviewed by the City Planner, and his recommendations were duly set forth in a memorandum to the Planning Commission dated 29 May 1989, which memorandum is on file at City Hall; and WHEREAS, the Shorewood City Code requires a Conditional Use Permit for the construction of accessory space containing an excess of 1000 square feet; and WHEREAS, after required notice, a public hearing was held and the application was reviewed by the Shorewood Planning Commission at their regular meeting on 6 June 1989, the minutes of which meeting are onflle at City H all; and WHEREAS, the Applicant's request for a Conditional Use Permit and variance was considered by the City Council at their regular meeting on 12 June 1989, at which time the Planner's memorandum and the minutes of the Planning Commission were reviewed. NOW, THEREFORE, BElT RESOLVED by the City Council of the City of Shorewood as follows: · 9JJ . . FINDINGS OF FACT 1. That the total proposed accessory space (1167 square feet) does not exceed the "footprint" area of the principal structure (2349 square feet). 2. T hat the total area of accessory space does not exceed 10% of the rrummum lot area for the R-1C Zoning District in which it is located (2000 square feet). 3. That the applicant has removed from the property a boathouse containing 400 square feet which has existed as a non-conforming use. 4. T hat the variance requirement is considered a technicality because the described public right-of-way is not used as a public street but serves only as a driveway for a lot to the east of the subject site. 5. That the Applicant's proposed construction of a private house with attached garage is a reasonable use of the property and the proposed accessory structures are compatible with other structures located on properties in the immediate area. 6. That the Applicant has established undue hardship and has satisfied the criteria for the grant of a Conditional Use Permit and variance under the appropriate sections of the Shorewood City Code and Minnesota Statutes. CONCLUSION 1. That the application of Lee LaBore for a Conditional Use Permit and variance as set forth hereinabove be and hereby is granted. ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 26th day of June, 1989. Jan Haugen, Mayor ATTEST: Sandra L. Kennelly, City Clerk Roll Call Vote: A yes - Nays - . ~ . . Draft 6/19/89 RESOLUTION NO. A RESOLUTION GRANTING A CONDITIONAL USE PERMIT AND SETBACK VAR1ANCE TO LEE LaBORE WHEREAS, Lee LaBore (Applicant) is the owner of real property located at 4445 Enchanted Point in the City of Shorewood, County of Hennepin, legally described in Exhibit A attached hereto and made a part hereof; and WHEREAS, Applicant intends to build a new house with an attached garage on the property and maintain and remodel an existing garage on the north end of the property; and WHEREAS, the area of the new garage, when added to the area of the existing garage on the property, will total 1167 square feet; and WHEREAS, the existing garage encroaches 15 feet into the setback area of an adjacent public right-of-way and, therefore, requires a variance to remain in that location; and WHEREAS, the Applicant's request was reviewed by the City Planner, and his recommendations were duly set forth in a memorandum to the Planning Commission dated 29 May 1989, which memorandum is on file at City Hall; and WHEREAS, the Shorewood City Code requires a Conditional Use Permit for the construction of accessory space containing an excess of 1000 square feet; and WH ERE AS, after required notice, a public hearing was held and the application was reviewed by the Shorewood Planning Commission at their regular meeting on 6 June 1989, the minutes of which meeting are on file at City Hall; and WHEREAS, the Applicant's request for a Conditional Use Permit and variance was considered by the City Council at their regular meeting on t2 June 1989, at which time the Planner's memorandum and the minutes of the Planning Commission were reviewed. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: · 9JJ . . . FINDINGS OF FACT 1. That the total proposed accessory space (1167 square feet) does not exceed the "footprint" area of the principal structure (2349 square feet). 2. T hat the total area of accessory space does not exceed 10% of the nununum lot area for the R-1C Zoning District in which it is located (2000 square feet). 3. That the applicant has removed from the property a boathouse containing 400 squaJ;e feet which has existed as a non-conforming use. 4. T hat the variance requirement is considered a technicality because the described public right-of-way is not used as a public street but serves only as a driveway for a lot to the east of the subject site. 5. That the Applicant's proposed construction of a private house with attached garage is a reasonable use of the property and the proposed accessory structures are compatible with other structures located on properties in the immediate area. 6. That the Applicant has established undue hardship and has satisfied the criteria for the grant of a Conditional Use Permit and variance under the appropriate sections of the Shorewood City Code and Minnesota Statutes. CONCLUSION 1. T hat the application of Lee LaB ore for a Conditional Use Permit and variance as set forth hereinabove be and hereby is granted. ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 26th day of June, 1989. Jan Haugen, Mayor ATTEST: Sandra L. Kennelly, City Clerk Roll Call Vote: A yes - Nays - . /(~ / " . . Draft 6/21/89 RESOLUTION NO. A RESOLUTION GRANTING A SETBACK VARIANCE TO DA VID MALEY WHEREAS, David Maley (Applicant) is the owner of real property located at 4365 Enchanted Drive in the City of Shorewood, County of Hennepin, State of Minnesota, legally described in Exhibit A, attached hereto and made a part hereof; and WHEREAS, Applicant has an existing single-family dwelling on the property; and WHEREAS, Applicant has applied for a variance to construct a deck on the rear of the dwelling which will encroach fifteen feet into the rear yard setback area; and WHEREAS, the Applicant's original request was reviewed by the City Planner, and his recommendations were duly set forth ina memorandum to the Planning Commission dated 2 June 1989, which memorandum is on file at City Hall; and WHEREAS, after required notice, a public hearing was held and the application was reviewed by the Planning Commission at their regular meeting on 6 June 1989, the minutes of which meeting are on file at City Hall; and WHEREAS, the Applicant has amended his request for a variance to conform to the recommendations made by the City Planner and the Planning Commission; and WHEREAS, the Applicant's request for a variance was considered by the City Council at their regular meeting on 12 June 1989 at which time the Planner's memorandum and the minutes of the Planning Commission were reviewed and comments were heard by the Council from the City staff. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: FINDINGS OF FACT 1. That the Subject Property is located in an R-1C single-family residential zoning district and is also subject to the requirements of the "S" Shoreland District. 2. That the present City Zoning Code requires thirty-fiv& foot front yard (street side) setback variance and a fifty foot rear yard (lake side) setback variance. f}1J .. . . 3. That Applicant's proposed deck will encroach fifteen feet into the rear yard setback, but substantially more than the required front yard setback will be available on the street side of the property. 4. That all four houses to the northwest of Applicant's property have existing decks that extend closer to the lake than 50 feet. 5. That Shorewood City Code Section 1201.26, Sub. 5..a. recognizes situations where adjacent structures are located closer to the lake than the required setback and provides for altering setbacks to conform to adjacent building setbacks. 6. T hat the proposed deck addition would constitute a reasonable use of the land and will not have an adverse effect on neighboring properties. 7. That the Applicant has established undue hardship and has satisfied the criteria for the grant of a variance under the appropriate sections of Minnesota Statutes and the Shorewood City Code. CONCLUSIONS 1. T hat based upon the foregoing, the City Council hereby grants the Applicant's request for a 15-foot rear yard setback variance for the purpose of constructing a deck, subject to the following conditions: a. That a 50-foot front yard (street side) setback be maintained at all times. b. That no portion of the deck or stairway shall extend northwesterly beyond the northwest side of the dwelling. c. T hat the area below the deck shall not be screened in. d. T hat the northwest corner of the deck shall be cut at an angle to conform to the configuration shown in Exhibit B, attached hereto and made a part hereof. ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 26th day of June, 1989. Jan Haugen, Mayor ATTEST: Sandra L. Kennelly, City Clerk . Roll Call Vote: A yes - Nays - '~ . . Ce Ii sf f; ,-; .4 ~~..~ Lu-L ~ ~.~ ~ ~ .~~~ Pflu.-v 9 ~..~ ~. Lv~ ~ b-U~~~U_'-<'AL~~~ ~<U.u ~~_~_k~~_<d~ -~. -~~._~--~.~~.-'t:--_..-- ~~~.~-~---F'~~~ _.~.- .~~-cX~UA ,-~0~-~ ~ .~-ru-?lU,.v.~L~ ..~ ~. J~..~~~ .J L I. ,I ; ..,r, ~-!;:f/r,~ .,,/<./'/.. .,' -..- ._~u_ .._-t- -. - .... .., ..,.,':"r\-.. ________._.___ ---.---A~.--{:.J-..I'''''!::~~~Y_1Jl-.---._ / / . "_ ~~__~____..h<.__. .~__v._._~_._ ___._._._______.....~.__~._,~._ ... .____._,... __......,,___._.._.. _,,_._~,~___________._...._~___~.....--_~______ ._..._.__._...___.--.,-__~,,___.,_. ,,____._.__..~_.__.... -_""_ ,. /0 to. _[__ I 1: . . SOU'rH LAKE HINNETONKA PUBLIC SAFEfi DEPARTHEN'l' 143 Oak Street Excelsior, Minnesota 55331 MEMQRANDUM Subject: Mayor Haugen Administrator Whittaker Ch.ief Youn~ June 17, 198; 0 1990 Budget Request To: From: Date: Enclosed please find two copies of the Coordinating Committee recommendations on the 1990 budget for the South Lake Minnetonka Public Safety Department. Would you please bring this matter before your council for their consideration. I would be happy to appear to answer any questions for the council if you feel there will be any questions. As you know, I feel we have made some very substantial cuts from what I considered to be a budget proposal that would only keep the department operating at the same levels as in past years. However, given the mandatory bottom line, the attached recommendation reflects the required cuts in the areas I feel will hurt the department the least. Please keep me advised of the status of this budget. . II ,.. ,. . . SOUTH LAKE MINNETONKA ~'(" 1.4~ G)~~ -0 ~ ~ ~- ~~~ "... ~ ;'~"eTO~ ,.., ~/C f::J~ 1990 BUDGET REQUEST COORDINATING COMMITTEE RECOMMEND.!.TIONS . SOO'.rH LAKE HIHRBTONKA . > . PUBLIC SAFETY DEPARTHEB'l' Coordinating Committee Recommendations 1990 BUDGET 10 - Salaries 11 - S'alaries - overtime 12 - Salaries - parttime 13 - Professional Services 20 - Communications 21 - Printing & ,Publishing 22 Utilities 23 - Travel, Conferences & Schools 24- Maintenance 27 - Care of Persons 28 - Cleaning & Waste Removal 30 Office Supplies 33 - Motor Fuels 37 - Uniforms 39 - General Supplies 40 - Rent 41 - Insurance 43 - Subcriptions & Memberships 45 - Pensions & Benefits Less State Aid reimbursement $114,750 60,000 49 - Miscellaneous 51 - Building Expense 52 - Furniture & Equipment 53 - Vehic les' 54 - Transfer to Contingencr TOTAL " $530,838 27,600 28,000 4,000 13,500 2,750 13,380 5,000 13,500 100 3,465 3,250 16,000 4,500 6,250 41,640 58,000 550 54,750 5,000 0 1 ;'000 28~000 13,265 . " 874,338 , . " I . INCOME . Interest (12,000) Park Patrol (10,500) Court Overtime (5,600) Civil Defense (3,800) Training (5,600) Sale of Vehicle (4,500) Accident Reports (300) Fingerprints (100) Photocopies (200) Report Copies (400) TOTAL (43,000) GRAND TOTAL 831,338 CITY BUDGET % TOTAL SHARE Excelsior 831,338 .318 264,365.48 Greenwood 831,338 .088 73,157.74 ;fShorewood 831,338 .426 354,149.99 Tonka Bay 831,338 .168 139,664.78 TOTAL BUDGET INCREASE IS 3.0%, however, because of formula changes, the following are the increases by city: CITY 1989 1990 INCREASE Excelsior 245,365.70 264,365.48 7.7 Greenwood 71,026.91 73,157.74 3.0 ~horewood 350,291.82 354,149.99 1.1 Tonka Bay 140,439.58 139,664.78 -0.6 . . I . . SOUTH LAKE MINNETONKA PUBLIC SAFETY DEPARTMENT 10-Salaries $530,838 II-Salaries Overtime $27,600 12-Salaries Part Time $28,000 13-Professional Services $4,000 20-Communications $13,500 21-Printing & Publishing $2,750 22-Utilities $13,380 BUDGET NARRATIVE FOR 1990 The department has not completed union negotia- tions for 1990. This figure reflects the salary structure for 1989. There are several officers progressing through step i.ncreases and several officers are due for Ion g e v i t Y increases. . This category includes all holiday overtime and regular overtime. It also includes court overtime. The revenue for court overtime is shown under anticipated income. This line item covers part time secretarial help to assist the Administrative Clerk. With increased mandatory state requirements and the increase in calls, much additional work is required in the office. The part time position is essential to accomplish the necessary and required job tasks. There are two of these positions. This category also includes the Excelsior Park Patrol and a revenue is shown under anticipated income. This account covers the audit required by state statutes, physical and psychological exams and all legal services that are required by the department. No increase is requested for this line item. This account covers all, costs associated with necessary radio communications equipment required by the department. We have not yet received the costs from Hennepin County for 1990. All marked vehicles will have received their MDT's in 1990. This section covers all correspondence and necessary report keeping functions. Anticipated expenses in this category include stationery, envelopes, report forms, warning citations, legal and professional publications. This account covers all utilities. Rate increases are expected. Costs for the new building are estimates based upon the first four months of 1989. " 'Y 23-Travel, Conferences & Schools $5,0.0.0. 24-Maintenance $13,50.0. . . This account covers all departmental training programs. The cost of training is expensive; however, litigation is much more so. It is imperative that we continue to provide the best possible training for our personnel. No increase is requested for this line item. Funds disbursed from this category provide for the maintenance of departmental equipment. All automotive repairs, along with office equipment and departmental radio service, are covered in this classification. Radar units require scheduled calibration and are paid for from this account. Maintenance contracts on the typewriters, copy machine and computers are in this category. No increase is requested for this line item. Vehicle maintenance would have required an increase if we were not getting three new 1990. vehicles. 27-Care of Persons This account covers care of prisoners. No $10.0. increase is requested for this line item. 28-Cleaning and Waste Removal $3,465 30.-0ffice Supplies $3,250. 33-Motor Fuels $16,0.0.0. 37-Uniforms $4,50.0. 39-General Supplies $6,250. 40.-Rent $41,640. This category covers all janitorial services and waste removal.. Costs for the new building have required an increase in this line item. This section covers all necessary office supplies for maintaining the operation. More and more required paperwork has resulted in an increase in this item. This portion of the budget covers all fuels and lubricants for the department's vehicles. No increase is requested for this line item. This line item covers replacement of the required uniform for all department personnel. An increase is requested for this line item based upon the increased costs of past years. This category includes all items of a general nature required by the department. It includes ammunition, tires, first aid supplies, small tools, vehicle supplies and any and all items required for the general operation of the department. No increase is requested for this line item. This item covers the rent of the building. Also in this category are rents for the state CRT, the vehicle MDT's, Postage Meter, Postage Scale and Pagers. .. . ~ ,<... 41-Insurance $58,000 43-Subscriptions & Memberships $550 45-Pensions & Benefits $54,750 49-Miscellaneous $5,000 51-Building Expenses $0 52-Furniture & Equipment $1,000 53-Vehicles $28,000 54-Transfer to Contingency $13,265 . . Covered in this section is the insurance protection for: worker's compensation, general liability, automobile, professional liability and umbrella liability. Rates have stabilized and the increase is due to worker's compensa- tion and insurance on the new building. This area includes subscriptions to profess- ional and legal journals. Memberships in area and national professional organizations are also taken from this category. No increase i requested for this line item. This category reflects an anticipated increase to cover the cost of the salary adjustment. However, the state aid has also been increased and this results in a net decrease for this line item. The line item is for hospital and life insurance, PERA, Social Securi ty. The anticipated State Aid funding is applied to the PERA expenses as required by statute. This section covers only the required cash match for the federal drug enforcement grant administered through the state. This is the Southwest Metro Task Force made up of eight police agencies in this area. This category covers any and all necessary expenditures for building repair. A new building should need no repair. This line item of the budget is used for replacement and purchase of furniture and equipment. Two new (replacement) marked patrol vehicles. This also includes the expenses involved in preparing the new car for police service. This line item is to cover any salary adjust- ments required by new contracts. It also will be used to cover increased benefit costs. . / . . MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten . ,to CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEMO TO: FR: DT: The City Council you guessed it, Larry Whittaker June 22, 1989 (yes, I spent the whole day writing memos) RE: COMPARABLE WORTH EXPENDITURES TO DATE: Unfortunately, the City paid $4,706.08 to Labor Relations Associates, Inc.,over 10 months, to perform a Comparable Worth study that: 1. Use~inappropriate statistical analysis - multiple regression analysis on 15 to 20 jobs is not very useful; 2. Did not include any personal meetings with employees or cor- relation with current job tasks; 3. Would not pass a reasonableness test; 4. Used, I think, inappropriate "standards" for our employees. 5. Created great angst among employees. We also spent $2,125.00 for the Services of HRManagement(Jim Schultz) to review the first study and make us aware of the shortcomings and pitfalls it left. Fortunately, Jim Schultz does not have a similar garden path to take us down, let us know that, and recommended a reduction in his own services to take advantage of the best Compo Worth tool available - the MAMA/PID Joint Compensation Study which: 1. Covered 10,000 employees from 135 governmental units; 2. Identified 6,000 job tasks from which Job Descriptions, Comparable Worth, and an on-going data base can be developed; 3. Includes employees and their supervisors; and, 4. Will pass a reasonableness test - if implemented. If you have time, I think it would be very helpful if you reviewed Jim Schultz's letters of October 6, December 4, January 30 and April 2. While I have tried to capture the essence above, they ~ive us a clear, defensible position for my RECOMMENDATION: 1. Authorize the Mayor and I to execute the agreement with PDI to complete the Comparable Worth study using the PDI/MAMA Joint Com- pensation Study; A Residential Community on Lake Minnetonka's South Shore /~ e. e MEMO on Compo Worth June 22, 1989 Page two 2. Authorize the expenditure of up to $5,000 to complete the Compo Worth study ($4,600 to PDI and $400 to Jim Schultz - if need be); 3. Authorize me to work with Jim to revise and complete the interim Pay Plan being presented to you at this meeting - at a cost not to exceed $1,600. I believe we can justify this "final" expense for Compo Worth in the savings we will have NOT defending the City against Appeals. I believe this process - which immerses the employees in identifying the tasks they perform and their Supervisor in the development of complete, up-to-date Job Descriptions - and which results in elimina~ tion of gender-based discrimination and a complete, fresh look at the work each employee performs will: 1. Enlighten the employees, the Supervisors and us about the work each employee does; 2 . Give us sound information wi th'.which to evaluate and reward employees for their work; 3. Provide a detailed analysis of what we do here and how we might restructure the organization or some Job Descriptions in order to do it better; and, finally, 4. Put us into compliance with State law and the Constitution. Thank you for taking the time to wade through all of this. This is a difficult decision on a complicated process. I think.we can now successfully conclude it by working through it together. ~~O-V\-'3 . ,'" . . MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD. MINNESOTA 55331 .. (612) 474-3236 TO: MAYOR AND CITY COUNCIL FROM: ALAN ROLEK. FINANCE DIRECTOR DATE: JUNE 21. 1989 SUBJECT: RECOMMENDATION TO DEFEASE BOND ISSUES At the June 5 Special City Council Meeting. Gary Groen. the City's auditor. brought many matters concerning the City's financial status to the Council's attention. One of these was the standing of the Debt Service funds and the possibility of defeasing some of the outstanding bond issues to make the excess cash in these funds available for other uses. A memo from Larry Whittaker and myself regarding these funds was distributed to the Council at that meeting. Upon further study of the situation of these funds and the market conditions at this time. I recommend that the City Council authorize the defeasance of the 1971. the 1972 Series A and Series B. and the 1973 bond issues. The Debt Service fund which is maintained to pay principal and interest payments on the 1971 and 1972 bond issues presently has enough cash on hand to effectively retire the bond issues. The Debt Service fund maintained for the 1973 bond issue has a present cash deficit :i,n excess of $10.000 and has $10.000 in outstanding bonds. This fund can be retired with excess funds from the 1971-72 Debt Service funds. Because of the lack of money in this fund to effectively retire the outstanding bonds and the relatively small amount of bonds outstanding. it is prudent to include this bond issue in the defeasance. By providing for the retirement of these bond issues now. the City can make approximately $226.000 available this year for other purposes. In addition. future special assessments for these funds (approximately $114.500 per year in the next three years) will also become available for these uses as they are received. Several points were considered in making this recommendation. First. the City has the option of calling the bonds. Exercising the call option at this time would cost the City in excess of what defeasing the bonds would cost because of premiums that must be paid and because of the cost of additional consulting fees. Second. the City has the option- of defeasing the bond issues. In defeasing the bonds. funds sufficient to retire the bonds and interest are invested in government securities with an escrow agent. The securities are scheduled to mature at the times when principal A Residential Community on Lake Minnetonka's South Shore / ~/;- / #- PAGE 2 . DEFEASANCE MEMO JUNE 21, 1989 . and interest payments on the bonds are due. Defeasing the bonds allows the City to avoid paying the premiums that must be paid when exercising the call option. It also frees up more money immediately; money is invested at a greater rate of interest than is being paid on the bonds, requiring a lesser amount of money to retire the debt. Last, the market conditions must come into play. Interest rates have fallen off in the last few weeks, and the indication is that they will fall further. Defeasing the bonds now will allow us to capture a greater interest rate, thereby requiring less money be invested to defease the bonds and maximizing the amount of funds available after the defeasance. I have spoken with two financial advisors regarding the defeasing of these issues. Bob Thistle of Springsted, Inc. has quoted in the area of $1,500 to handle the defeasance. Tom Tzezinski of Juran and Moody ha.s quoted in the amount of $2,000 for their services. The City has done business with both of these firms in the past. The entire cost of the defeasance, which includes bond counsel fees, escrow agent fees, financial fees, and CPA fees is estimated at $5,000 to $6,000. Another issue the Council should consider at this time is the financial position of the 1974 Sewer Bonds Debt Service fund. With $301,145 in bonds and interest outstanding, and cash-an-hand and future special assessments of $141,421, this fund will be insufficient to retire the outstanding debt. To shore up this fund and ensure that sufficient funds are available to retire the debt, some of the extess funds made available from the defeasance of the other bond issues for this year and ensuing years should be dedicated to this purpose. I would not recommend, however, that this issue be defeased at this time. This would use up any funds made immediately available from the original defeasance and, in effect, take away the flexibility the Council would have for these funds. The effect of defeasing the 1971, 1972 and 1973 bond issues and providing for payments of the 1974 Sewer bonds is as follows: 1989 1990 1991 1992 1993 1994 Cash On Hand-1/89 $1,121,512 -0- -0- -0- -0- -0- Assessment Revenue 135,208 135,208 135,208 133,151 20,722 20,722 Bond and Interest (384,378) (83,080) (79,265) (75,380) (32,565) (30,855) Estimated Cost to Defease Bonds Addl. Cash Needed Cash Available (675,000) 197,342 52,128 55,943 57,771 11,843 -0- 10,133 -0- The cost of defeasing the bonds is an estimate; the actual cost may come in somewhat higher or lower, depending on interest rates available. The total net amount available in this example would be $341,208. In conclusion, the City has a great opportunity to clean up. its Debt Service funds and free up money for other purposes. I feel that, in the face of falling interest rates, now is the best time to take advantage of this opportunity. I, therefore, recommend that the City Council authorize the defeasance of the 1971, 1972 and 1973 bond issues. I further recQmmend that a portion of the funds made available this year and in future years from the defeasance be directed to the Debt Service fund for the 1974 Sewer Bonds to ensure the payment (and to avoid the default) of outstanding bonds and interest. ., /" . . MAYOR Jan Haugen COUNCIL Krlsti Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 TO: MAYOR AND CITY COUNCIL FROM: ALAN ROLEK. FINANCE DIRECTOR DATE: JUNE 21. 1989 SUBJECT: HIRING A CONSULTANT FOR COMPUTER STUDY Attached is a proposal from Chapel Consulting. Inc. to perform a computer study for the City of Shorewood. The proposal outlines a four-phase approach to determine the City's computer needs. what would fulfill those needs. hardware and software acquistion. if necessary. and implementation of the computer system. The purpose of doing a computer study is to determine whether the present System 36 fulfills the City's computer needs or another system would be better fulfill those needs. and what costs would be incurred in the implementation of either system. The City Council indicated its desire to enlist the aid of a consultant in the quest to computerize City Hall. I spoke with Jim Stern of Chapel Consulting concerning our computer requirements. Chapel has done work in this area for a number of ther cities. including Minnetonka. Fridley. Hastings. New Brighton. and Buffalo. among others. I requested that Jim put together a proposal outlining the steps necessary to do a competent computer study. and the cost of conducting the study. I also asked for two approaches: a "full service" approach in which Chapel would do all the work necessary to complete the study. and a "coaching" approach. where Chapel would coach and assist city personnel in carrying out the computer study. The costs for each approach vary widely; from $6.500 to $8.000 for firm to do the full service study to $1.500 to $2.000 for the firm to coach the staff. After analyzing the approaches and discussing the issue at length with the City Administrator and City staff. it was determined that the coaching approach would be the best solution. Aside from the cost considerations of the Chapel proposal. the staff seems to have a good grasp of its computer needs and goals. With the coaching assistance we would receive from Chapel. these needs and goals could be assembled in a usable format which would facilitate the decision of whether to implement our present system or start over with another system. We would also be -coached in the selection and implementation of such a system. if that were the case. I would. therefore. recommend that the City Council retain Chapel Consul ting. Inc. in a "coaching" capacity to complete a computer study ~hi~h would include a needs analysis. selection process. if any. and impiementation plan for the City of Shorewood at a cost of up to $2.000. A Residential Community on Lake Minnetonka's South Shore /9'1;.. dl, , . . CITY OF SHOREWOOD, MINNESOTA PROPOSAL FOR DATA PROCESSING CONSULTING SERVICES June 21, 1989 . CHAPEL CONSULTING~ INC. MANAGEMENT CONSULTANTS . TABLE OF CONTENTS SECTION I. CHAPEL CONSULTING, INC. II. UNDERSTANDING OF THE SITUATION III. OBJECTIVE OF THE PROJECT IV. APPROACH AND SCOPE v. STAFFING VI. SCHEDULING, FEES AND TERMS . PAGE 1 2 3 4 8 t 9 . . . I. CHAPEL CONSULTING. INC. Chapel Consulting, Inc. isa management consulting firm with offices in st. Paul and Englewood, Colorado. We provide professional assistance and advice to local. governments and small to medium-size businesses. Our services principally consist of advising clients in the evaluation, selection and implementation of information systems. Typical projects include: o Needs analysis for new systems o Hardware and software selection o Implementation project management o Computer contract negotiation o System evaluation and troubleshooting o Long-range system planning o Data communications network design o Custom system design. Because of the need to integrate systems into organizations, we have also developed expertise in helping clients analyze their organizations, improve productivity and design new organizational structures. Chapel consultants each have a minimum of twelve years of business experience, at least seven of which are in management consulting. COllectively, we have over fifty years of management consulting experience. Many of our professi9nals have worked in staff and line positions in industry. The founders of Chapel consulting and many of our associates have several years experience as management consultants with national CPA firms where we became well-schooled in accounting principals and financial controls. As a firm, we subscribe to the Code of Professional Conduct of the Institute of Management Consultants. Our senior consultants are all certified Management Consultants (CMCs). Chapel Consulting does not sell nor do we have an interest in any hardware or software products which might affect our independence or judgment. . 1 . . II. UNDERSTANDING OF THE SITUATION The city of Shorewood is currently using the Micro NMSutility billing and payroll software running on I.BM PCS. This software was acquired several years ago from Ameridata; support is currently being provided by Virchow, Krause & co. The City uses a CPA firm to process its fund accounting. About one year ago the City acquired an IBM S/36, financial software from New World Systems and word processing. software from IBM. The City has not yet implemented the financial software; the word processing software is being used. Before proceeding with implementation of the 5/36, you have decided to review the City's options for data processing. You are questioning the need for the relatively expensive S/36 in light of the availability of low cost PC-based systems. . 2 . . III. OBJECTIVE OF THE PROJECT The overall objective of the project is to implement a computer system which best meets the ci ty , s requirements for data processing. Sub-objectives include: o Fully defining the City's data processing requirements o Identifying alternative approaches to automation which meet the city's requirements and determining if any of the alternative approaches are preferable to the S/36 - New World system o Soliciting bids from alternative system vendors (if appropriate) and selecting the best alternative system o Implementing either the S/36 - New World system or an alternative system. . 3 . . IV. APPROACH AND SCOPE Our approach will stress the involvement of the department Directors, other key City staff and the Council. The benefits obtained from this approach include educating City personnel, making them part of and committed to the resulting system, reducing the time required to implement the new system and reducing the City's cost for outside assistance. The project has been divided into four phases corresponding to the objectives stated above. The activities of each phase are described beloW'. Phase I - Definition Of System Requirements During this phase, we will assist the City in determining its current and future data and word processing requirements. We will meet W'ith these departments to identify their short and long term requirements: 0 Water and Sewer 0 Finance 0 Public Works 0 Parks and Recreation 0 City Administrator's Office 0 Planning and Zoning 0 City Clerk's Office 0 Liquor Store. As we meet with each department, we will bring to bear our experience with similar cities and other organizations to explore potential uses for computers. The end product of Pl'lase I will be a description. of the short and long term data processing requirements at the city. We will present our Phase I findings and recommendations to the -City Directors. . 4 . . Phase II - Analvsis of Costs and P~eoaration of a Long Ranqe Svstems Plan In this phase we will identify viable alternatives for meeting the City's data and word processing requirements. The alternatives will be structured based upon our knowledge of the state of the marketplace for hardware and software. Some of the alternatives we will consider include: o A centralized system to meet all data and word processing requirements using a minicomputer o A decentralized approach to meeting the city's data and word processing needs using PCs o A hybrid approach using a combination of a minicomputer and PCs. We will consider the feasibility of retaining the city's existing IBM S/36 - New World system under each of these approaches. We will prepare detailed cost estimates of the viable alternatives. These estimates will include costs of hardware, software, ongoing maintenance, training, installation and any other costs. These costs will be proj ected over a five year planning time frame. The end product of Phase II will be a document showing the cost of each viable alternative to meeting the city's data and word processing requirements and a recommended plan for meeting these requirements. We will present our Phase II findings and recommendations to the City Directors and, if appropriate, to the City Council. Phase III - preoaration of Soecifications/Biddinq Procedure I system Selection This Phase could be eliminated if it is determined in Phase II that the IBM S/36 - New World system will be used in the future and no new hardware or software is required. If it is determined in Phase II that new hardware or software is necessary, then in this Phase we will finalize the detailed system requirements of each department and prepare a Request for Proposal (RFP). We will ideRtify and contact vendors we <feel are qualified to bid. We will conduct a bidders conference, if necessary. . 5 . . Once the bids have been received, we will evaluate the proposals and prepare a bid analysis. This evaluation will consider each vendor's: o Software quality an4 flexibility o Ability to meet the system requirements o Consistency with the City's system objectives o Vendor reputation and reliability o References from current users o Cost (initial and long term) o Hardware power o Hardware expansion capacity and cost. We will then identify the top two or three vendors which can best meet the City's needs. We will meet with the City to review our analysis. We will attend up to three system demonstrations in the Twin Cities area. Following a detailed analysis of these finalists, we will meet again with the City to recommend the final selection. We will present this selection to the City Council if appropriate. To complete our Phase III efforts, we will provide the city with a draft contract for subsequent negotiation with the selected vendor. Phase IV - Implementation of The New system Our experience shows that implementing a computer system is more demanding than the selection process itself. Once the proper system is selected, the implementation must be actively managed to achieve the full benefits of automation. Our approach will be to assist the City throughout the implementation, if appropriate, working in conjunction with City staff and the vendor. Our primary role in Phase IV implementation activities will be to assist in project control. This includes our participation in: o Negotiating a final contract with the selected vendor(s), including acceptance criteria . o Finalizing a detailed implementation plan 6 . . o Planning and controlling initial data loading o Establishing a project checklist, outlining responsibilities for all participants o Preparing a training schedule o conducting status review meetings o Reviewing documentation for content and quality o Conducting or moni toring application software and system inspection and acceptance testing o Facilitating the solution to any problems o Monitoring and interpreting the contract to ensure vendor performance and conformance . 0 Meeting with the appropriate) to implementation. City Directors appraise them (and City council, of the status of if the The selected computer vendor will be responsible for the installation of the hardware/software and personnel training. We will not perform any computer programming, system design or specific installation tasks; we will guide the ci ty and the vendor I s staff to ensure that defined responsibilities are completed in a timely and effective manner. . 7 . . V. STAFFING Jim Stern will be project manager for this project. He will be assisted by other qualified Chapel consultants as appropriate. Jim is particularly qualified to represent our firm in the lead role on this project. He has had extensive experience helping ci ty governments plan for, acquire and implement computer systems. His relevant achievements include: o Conducting over thirty systems planning , acquisition and implementation projects in the past three years o Conducting similar projects for ten cities in the Twin ~ and three out-of-state cities o Thirteen years experience as programmer, analyst and consultant. We also consider the City staff an integral part of the project team. We will involve all personnel to the maximum extent practical because their involvement is very critical to. the success of the project. . 8 . . VI. SCHEDULE. FEES AND TERMS SCHEDULE We will be available to begin this proj ect within two weeks after receiving approval from the City to proceed. Each phase of the project will be completed according to a schedule which will be mutually agreed upon by the C.ity and us later. However, for planning purposes, it typically requires between four and six weeks to complete Phase I. Phase II will require an additional three weeks. Phase III will take between eight and twelve weeks to complete. FEES Our fees for Phases I - III of this project will not exceed the amounts shown below: Phase I - Definition Of System Requirements Phase II - Analysis Of costs/Systems Plan $3,000 3,500 Phase III - Preparation Of Specifications/ Bidding Procedure/System Selection 1. 500 TOTAL $8.000 This quote includes all professional fees for Phases I, II and III. Phase IV costs are not included in this proposal. We will be pleased to provide an estimate of these costs at the conclusion of Phase III when we will be better able to assess the extent of our involvement. Our out-of-pocket expenses are also not included in this estimate. The above $8,000 fee estimate assumes that Chapel will manage the project and perform the project tasks. If it is determined in Phase II that the City should use the existing IBM S/36 - New World System, then our fees will be approximately $6.500. . 9 ~ . . Another alternative for the City with this project is to only use Chapel for proj ect management and review. In this role, Chapel would "coach" the City through the project tasks and review project documentation. Specifically, we would: o Provide and discuss a system requirements example o Review and discussShorewood's system requirements document o Provide and discuss a systems plan example o Review and discuss Shorewood's systems plan document o Provide and discuss a Request For Proposal (RFP) example and potential vendors o Review and discuss Shorewood's RFP and vendor list o Review and discuss vendor proposals o Review and discuss Shorewood's analysis and selection report. Chapel's fees for performing the above tasks as a project manager and reviewer, would be in the range of $1.500 - 2.000. TERMS The City can terminate the engagement at .the con.clusion of any Phase for any reason. For this type of project, we bill our clients on a monthly basis for hours actually worked during the month at our quoted hourly rates plus actual out-of-pocket expenses. PaYment is expected within thirty days. . 10 . orr SChelen Mayeron& Associates, Ine. . 2021 East Hennepin Avenue Minneapolis. MN 55413 612-331-8660 FAX 331-3806 Engineers Surveyors Planners May 22, 1989 City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Attn: Mr. Larry Whittaker City Administrator Re: Ivy Lane Storm Sewer OSM Comm. No. 4400 Dear Mr. Whittaker: -" ..J On Wednesday, May 17, 1989, Mr. Don Zdrazil and I reviewed the stormdrair:~ge problem at 20955 Ivy Lane. There is an existing storm drain pipe protruding out of the bank adjacent to this property that discharges directly onto their side yard. The property owner, Ms. Julie Lindelien, first contacted Mr. Dan Vogt about this problem on August 7, 1986. Mr. Vogt and I inspected the site to observe the problem on November 5, 1986. I am unaware of any work since that time. However, I believe Mr. Vogt indicated to the property owner that the problem would be fixed as a future city project. At this point we could p!"'oceed, if you wish, to do a preliminary survey and begin the preliminary design. The stormwater discharge from this area can be tied into an exi st i ng storm se\;:er in front of the property on Ivy La.ne. If you would like further information, please let me know. We would be happy to proceed with this at your direction. Respectfully, ORR-SCHELEN-MAYERON & ASSOCIATES ~ ~ iJ~ James P. Norton, P.E. Project Manager JPN/tja . cc: Mr. Don Zdrazil, City of Shorewood Mr. Phil Tipka, Resident Inspector Equal Opportunity Employer '/7/6,~ . . ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 1102 OF THE SHOREWOOD CITY CODE RELATING TO WETLAND DEVELOPMENT THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOtA, ORD.AINS: Section 1. City Code Section 1102.05 is hereby amended to read as follows: "1102.05: EARTH CHANGE PLAN: Landowners or developers desiring to develop land or construct, any dwelling or any other artificial obstruction or direct the flow of water from any qround water source ot'l land located within the wetland conservation area or change the shoreline of Lake Minnetonka, Galpin Lake, Christmas Lake, Lake Mary, Silver Lake, and Lake Virginia within the City shall first submit a plan of development, hereinafter referred to as 'an earth change plan', to the City Council which shall set forth proposed provisions for sediment control, water management, maintenance of landscaped features and any additional matters intended to improve or maintain the quality of the environment. such a plan shall set forth proposed changes requested by the applicant and affirmatively disclose what, if any, change will be made in the natural condition of the earth, including loss or change of earth ground cover, destruction of trees, grade changes and its effect, if any, upon lakes, streams, watercourses and marshes, lowlands and wetlands in the area. T he plan shall minimize tree removal, ground cover change, loss of natural vegetation and grade changes as much as possible, and shall affirmatively provide for the relocation or replanting of as many trees as possible which are proposed to be removed. T he purpose of the earth change plan shall be to eliminate as much as possible potential pollution, erosion and siltation." Section 2. This 0 rdinance shall be in full force and effect from and after its passage and publication. ADOPTED BY THE CITY COUNCIL of the City of Shorewood, Minnesota, this _ day of , 1989. Jan Haugen, Mayo~ . ATTEST: Sandra L. Kennelly, City Clerk Ilf.;J-/ ~T SUB~DIATION CE~R 32 Tenth Avenue South, Suite 211, Hopkins,MN 55343 (612) , iIv' If...,' 1,.'-' G . t t,(/" ./ 0ll-" v" V \,J'J.''''~v.~ '" (Javl/ 933-0005 JUN I 3 1989 June 12 1939 Dear ').layor ami City Cl)uncll City of Sh,)re~.ot)d T11 e West Suburban ~Ied.iation Center (WS.\K} offers l'esiden ts of your city a pro- cess W r~S{Hve U1spmes Our 5er"-llces are free qUIck voluntary confidential and cOl1venient.. Our pl.og1.am J1f'c}"v'ides an alter.natt'v-e to traditional il15titutlo.ns alld liroce5ses which may be cost.-J.l1'ohibitive or may seem intimid.1.ting to parties 1fi conflict Med.- iation is t"lexible 3,11d cf'ei.1.!.l'\~e and enables tiar':ies t\t see ne'-'7 50!Ut10115 to old ttroblems, which left unn~s(llYed m,~y \::Gntinue to escalate and create additional demail-tis on the courts. poHce depal'tmems. cCll'l'ect1o'ual institutions. and other sClcial sel'Ylce agel: cies Dis1~nltes l"efel~l"ed to ~{S1\1C range fr(dl1 nelgl:1bor--to-J1eighbG1'" conJljc!~ ~:r\"er propeny maIntenance and noise to connia~ between consumers and businesses re- g;.uding the quality of goods and services 01' the paym.ent of money Clwed. Cases i.n- volvingluven.ile olIendel's and their victims may encompass simple assault vaIlda1.ism theft cu' amcunobile or .pI'ope!'ty damage. In all situations. however, the parties and the community benefit from the resolution rather than avoidan ce, of the problems Mediation enables people in conflict. to l'es(llve theIr disputes by working together thereby. bUilding healthy peaceful neighborhoods and stranger communities WSMC is seeking referrals now and financiaJ support 1"(11' 1990 Wed be happy to pl"'esent Ol!1'" se~.;ices at acnuncil meetil1go.r~~ork sessicu1 Sincerely bon Executl"-e Director j Si\nrm . /if E. 0 )/v e=/ .... ..... WHAT IS MEDIATION? . not place blame . facilitate reaching an agreement from information provided NO PROBLEM IS TOO LARGE OR TOO SMAll Mediation is a process whereby people meet to resolve differences or problems with the assistance of a neutral professionally trained volunteer mediator. Mediation is an alternative to legal proceedings. WHEN IS MEDIATION APPROPRIATE? WHAT ARE THE BENEFITS? '. A mediator assists people to find mutually satisfactory solutions to their problems. A mediator will: . listen to all sides · ask questions-to find out facts · help everyone to talk about solutions . not take sides If there is a conflict between: . neighbors . businesses and consumers . landlords and tenants . family members . acquaintances . juveniles . borrowers and lenders . business partners . citizens and agencies . city government and residents . offenders and victims . friends If you do not see your type of problem listed I call for information. · problems or differences are resolved quickly · there are no fees · everyone participates equally · fair settlements can be reached · avoid court proceedings which can be costly. time consuming and inconvenient · no juvenile record . · decisions are not made for you but by you · convenient time and place WHAT IS A MEDIATOR? SERVICES ARE FREE. VOLUNTARY. CONFIDENTIAL AND SPEEDY .... .aI. . ,- , - <j / , ~, :' " o ~ ~ " Occ ~~e ~~C3 ~ r CD-< CD =i 55ZiiiI zO(J)z m<Zz ~O(J)m mCm-o (J))>^,z r<O 000 o)>mc Z Z ~~~ 0'2> z (J) WEST SUBURBAN MEDIATION CENTER 32 10th Avenue South Suite 211 Hopkins, Minnesota 55343 933-0005 MEDIATION: A Forum of First Resort <0 (..) (..) I o o o UI :IE m en -t :J: en o c: "C (,) al ~ I\)c: :5' ......::a o gal ~C/)::r~ -.E.>Z 5lDiii:: COI\):Jm 0......c:O o......CO_ iU C/)~ 01 o:::f 01 5.0 c:..:> ::rZ t'i 0 m Z -t m ::a . ~,. . . ~ ~ rJ' ~ :::J OCCD _ _ en CD Z::r- CD O(l)~ -. ~CO" o ::ro-C "0 ~C..., "0 CD a- ~ o enen ~ - C (I) :::J C ::;: 0- -. C CD ..., en 0- o en < Q. o 0- CD . (.I) m ~ - () m )> ;U m )> ~ \ Non-Prolk Org. u.s. Postage PAID PermiU562 Hopkins. MN 55343 4~- ,. MEMO TO: FR: DT: RE: . . MAYOR Jan Haugen COUNCI L Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 . (612) 474-3236 The City Council Larry Whittaker June 22, 1989 PART-TIME SECRETARY, Planning Commission FIRST, as we have not worked through this before, I would like authority to permit Patti to reduce her hours as proposed in Brad's 12 June 1989 Memorandum. Patti is an exceptional employee and, even though I think she's only adding 25% to her family, this warrants consideration of her request. I understand that she also plans maternity leave upon arrival of the family addition - and has conveniently scheduled that for the slowest time of the year. Such dedication should be re~arded; and I'd like to offer her our congratulations and...thanks. PART-TIME SECRETARY, Planning Commission Patti~well-planned leave also is timely. I understand that Dan and the Council considered engaging a part-time recorder/preparer for minutes. Patti's cut-back and leave will give us an opportunity to screen, hire and matriculate a recorder for the Planning Com- mission...and, if it works well, we may consider extension of that service to City Council minutes. Therefore, I RECOMMEND: 1. The Council authorize the reduction from 40 to 32 hours for Patti Helgesen commencing July 3, 1989; and, 2. The Council authorize me to advertise for a part-time Secretary to record and prepare Planning Commission minutes. Thank you. ~O-~/ . A Residential Community on Lake Minnetonka's South Shore -/LjE/3 .. ~ . . MAYOR Jan Haugen COUNCIL Kristi Stover Robert Gagne Barb Brancel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEMORANDUM TO: LARRY WHI TTAKER FROM: BRAD NIELSEN DATE: 12 JUNE 1989 RE: PERSONNEL - PATTI HELGESEN - REQUEST FOR REDUCED HOURS FILE NO.: 405 (Administration) Patti has requested a reduction in hours from 40 to 32. It is her desire to have additional time to spend with her family. particularly since it will be increasing in size by at least 125 percent in December of this year. What she and I have discussed is that effective 3 July her hours would be 8 :30 to 2:30. After school starts in September her hours would change to 9:30 to 3:30. Since these hours only result in 30 hours per week. the additional two hours would generally be worked on Monday or Friday as need dictates. We did this in 1986 without adversely affecting service. With the addition of Joe. I feel the work load can be managed. The change in hours will necessitate finding someone to record and prepare Planning Commission minutes. something which I had intended for next year anyway. Between the reduced hours and contracting outside for minutes. I expect to be within our current budget. Patti realizes that her status will change to part-time and that she will be responsible for 20 percent of the cost of her insurance benefits. If you are in agreement with this proposal. does it require approval by the City Council? Please discuss this matter'with me at your earliest convenience. cc: Patti Helgesen Al Rolek . A Residential Community on Lake Minnetonka's South Shore . . MAYOR Jan Haugen COUNCl L Kristi Stover Robert Gagne Barb Braneel Vern Watten CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD. MINNESOTA 55331 · (612) 474-3236 MEHO TO: FR: DT: The City Council Larry Whittaker June 22, 1989 ANNOUNCEMENTS RE: (a) Use of HCRRA r-o-w tor recreational trail: I hope you all had a chance to peruse the article on Minnetonka's application to Hennepin County for use of the railway r-o-w for a recreational trail. While I think that is our answer, too - to the question about further improvements to the r-o-w for a trail, I proceeded undaunted AND was advised that the County will consider the issue further at a June 27 meeting. More to corne... (b) ICMA Conference: In our intense negotiations over my contract (2 phone calls, I think), we agreed that I would attend ICMA Conferences as the budget permits. There is $2,500 in the budget for conferences - which will be sufficient to cover those I should attend, including the ICMA conference in DES MOINES in September. Therefore, I would like your authorization to reserve housing now and register for the con- ference when the materials arrive. (c) PROPERTY TAX "hearings": Please note the article below. I would encourage the Council to have a representative at one of these hearings. I have some thoughts on property tax reform and would like to learn about yours... if we have time Monday night. Perpich to hold hearings on property taxes Gov. Rudy Perpich will hold'public Heritage Hjemkomst Interpretive Cen- hearings on property tax issues in ter. 10 cities in five days beginning next J~y 6: Rochester, 10 a.m. to noon, o week in Duluth. W~ndsor Ballroom, Kahler Hotel. ,^:or- , thington, 2 p.m. to 4 p.m., Worthing- ton Community College cafeteria. July 11: Brooklyn Park, 10 a.m. to 'noon, Community Center, 5600 85th Av. N. Bemidji, 2 p.m. to 4 p.m., Holiday Inn. Joly 20: Marshall, 10 a.m. to noon, lecture center, Southwest State Univer- sity. Bloomington, 2 p.m. to 4 p.m., Minnesota Valley Room, Creekside Community Center, 9801 Penn Av. S. July 25: St. Ooud, 10 a.m. to noon, Civic Center, 10 4th Av. S. Minneapo- lis, 2 p.m. to 4 p.m., Minneapolis Com- munity College, 1424 Yale PI. Perpich, who vetoed the omnibus tax bill of the 1989 legislative ses- sion, said the hearings will allow ;the public to make suggestions that will help him fonnulate a new pro- posal. Finance Commissioner Tom 'I'riplett and Revenue Commission- er John James will accompany the governor to the 10 two-hour hea\- ings. Here is the schedule: . . Jone 28: Duluth, 9 a.m. to 11 a.m., Paulucci Hall, Duluth Convention Center. Moorhead, I p.m. to 3 p.m., /. I c..:>, : r'AflS 'ST4[2.~I(2.\(;?i.{";~ 1C12-\ '. I Compiled from staff and news services reports. . /~~ - $~