Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
020909 CC Reg AgP
C. B. A. CITY OF SHOREWOOD 5735 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING SOUTHSHORE CENTER MONDAY, FEBRUARY 9, 2009 7:00 P.M. AGENDA Attachments Estimated Start Time 1. CONVENE CITY COUNCIL MEETING 7:00 P.M. A. Roll Call Mayor Lizée ____ Bailey____ Turgeon ____ Woodruff____ Zerby ____ A. Review Agenda 2. APPROVAL OF MINUTES 7:01 p.m. A. City Council Work Session Minutes, January 26, 2009 Minutes B. City Council Regular Meeting Minutes, January 26, 2009 Minutes C. City Council Work Session Minutes, February 2, 2009 Minutes CONSENT AGENDA 3. - Motion to approve items on Consent 7:03 p.m. Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be removed from the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda A. Approval of the Verified Claims List Claims List B. Licenses Issued List Deputy Clerk memo C. Authorize Expenditure of Funds for external GPS Antenna Engr. memo D. Authorize Expenditure of Funds for Training Engr. memo E. Utility Payment Drop Box Approval Adm. / Deputy Clerk memo F. Wildwood Preliminary Plat Approval Resolution G. Park Coordinator Services Agreement Adm. memo H. Seeking Statutory Authority to Implement a Street Engr. memo Improvement District CITY COUNCIL REGULAR MEETING AGENDA – FEBRUARY 9, 2009 Page 2 of 2 Attachments Estimated Start Time 4. MATTERS FROM THE FLOOR 7:05 p.m. (No Council action will be taken) 5. REPORTS AND PRESENTATIONS A. Dick Osgood, LMA presentation Report 7:10 p.m. B. Presentation by Mitch Hedlund from Up On Green 7:20 p.m. 6. PUBLIC HEARING A. Water Shut-off Ordinance AmendmentAdm. memo; 7:30 p.m. Ordinance PARKS 7. - Report by Representative 7:35 p.m. A. Request for Proposals for Park Services Park Coord./ 7:40 p.m. City Adm. memo PLANNING 8. - Report by Representative 7:50 p.m. 9. ENGINEERING/PUBLIC WORKS A. Public Information Meeting Regarding Storm Water Pollution Engr memo 7:55 p.m. Prevention Program 10. GENERAL/NEW BUSINESS A. Making the Lake Minnetonka Communications Commission Adm. memo 8:05 p.m. (LMCC) Board Representative Appointment Resolution B. Making Planning Commission Appointments Adm. memo 8:10 p.m. Resolution C. Audio Visual Equipment Approval Adm. memo 8:15 p.m. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 8:20 p.m. 1. City Hall Construction Update B. Mayor and City Council 8:25 p.m. 12. ADJOURN 8:30 p.m. 4. 'R A7 C1 U 5755W JT, (CLUu RC3Av 3MGE EbJ®C}D, tNNSOTA 55331-8927 ®(952) 474-3236 FAX (952) 474-0128 ® www.ci.shorewood.mn.us e dtyhall@ci.shorewood.mn.us Executive Summary Shorewood City Council Regular Meeting Monday, 9 February, 2009 5:15 pm - Special meeting to interview Planning Commissioner and LMCC Board Representative candidates Agenda Item #3A: Enclosed is the Verified Claims List for Council approval. Agenda Item #313: Three more tree trimmers have submitted appropriate documentation and fees and have been issued a license to provide service in the city. Agenda Item #3C: Staff recommends approval of the expenditure of funds from the City Engineer Operating Budget for an external GPS antenna. The cost for the antenna is $1,800 which is within the $8,700 machinery-equipment budget. Agenda Item #31): Staff recommends approval of the expenditure of funds from the City Engineer Operating Budget for GPS and Terrasync training. The estimated cost for the training is $1,500 which is within the remaining $6,200 travel, conference and school budget. Agenda Item #3E: The City's utility payment drop box was located on the city hall building, with payments being dropped into a slot in the outside wall that landed in a box in the old conference room. With the remodeling of city hall, the drop box can no longer be located on the building. Staff has researched the purchase of a walk-up payment drop box that would be placed near the city hall entrance, and is recommending the purchase of one from American Security Cabinets in the amount of $1,182.83. Funds are available in the building fund to cover this expense. Agenda Item #3F: At its 26 January meeting the Council directed staff to prepare a resolution approving a preliminary plat for Wildwood. The draft resolution includes the recommendations of staff as well as the Planning Commission. Agenda Item #3G: Recommendation to approve the contract with CRR for park administration / coordination and park facility scheduling. PRINTED ON RECYCLED PAPER Executive Summary - City Council Meeting of 9 February, 2009 Page 2 of 2 Agenda Item 43H: Staff recommends approval of a Resolution requesting statutory authority to create a street improvement district. If the Legislation grants this authority it would provide Shorewood with another financial tool to fund a street maintenance program. Agenda Item #5A: Dick Osgood will provide an update this evening on Eurasian watermilfoil in Phelps Bay. Agenda Item #513: Mitch Hedlund, CEO and Founder of UPonGREEN (UP) will provide a presentation on environmental & economic "greening" solutions. Agenda Item #6A: A public hearing is required to make a minor modification to the Water Shut off ordinance, making it elective, rather than mandatory, for city staff to shut off the water for unpaid bills by changing the word "shall" turn off the water to "may" turn off the water. By doing so, delinquent utility bills may be certified to the property taxes at the end of the year. Staff recommends approval of the proposed ordinance amendment. Agenda Item #7: Park Commissioner Steve Quinlan will report on recent Park Commission activities. Agenda Item #7A: The Park Commission interviewed three firms for Park Consultant Services and recommends a contract be negotiated with TKDA. Agenda Item #9A: As part of the federal Clean Water Act, the City of Shorewood is required to obtain a National Pollutant Discharge Elimination System (NPDES) permit. The two main requirements of this permit are preparation of a Storm Water Pollution Prevention Program (SWPPP) and subsequent annual reports. Tonight's public meeting is required as part of the permit. There will be a brief presentation outlining the city's SWPPP, items that will be included in the annual report. Agenda Item # 10A: Should Council determine to make the Lake Minnetonka Communication Commission Board Representative appointment, a resolution appointing the representative selected is in order. Agenda Item #IOB: Should Council determine to makeup to two Planning Commissioner appointments, a resolution making these appointments is in order. Agenda Item #IOC: This is a request to move forward with equipment for the Council Chambers audio and video equipment. CITY OF SHO WOO CITY COUNCIL WORK SESSION MONDAY, JANUARY 26, 2009 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Acting Mayor Turgeon called the meeting to order at 6:35 P.M. A. Roll Call 5735 COUNTRY CLUB ROAD SOUTHSHORE CENTS 6:30 P.M. Present. Acting Mayor Turgeon; Councilmembers Bailey, Woodruff and Zerby; City Administrator Heck; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: Mayor Liz6e B. Review Agenda Woodruff moved, Zerby seconded, approving the agenda as presented. Motion passed 4/0. 2. COMPREHENSIVE PLAN Director Nielsen stated the purpose of this discussion is to determine how Council would like to approach its review of the 2008 Comprehensive Plan Update (the Comp Plan). He commented the Comp Plan was last updated in 2004. He explained the 2008 update includes the addition of new Metropolitan Council (Met Council) directives, the removal or revision of items that have been addressed and the addition of new items identified by State and the Planning Commission. Overall, the revisions were not very extensive. Nielsen explained there are four chapters in the Comp Plan. They are: Natural Resources, Land Use, Transportation, and Community Facilities / Services. He stated in the past land use has typically been the most controversial discussion. Because the City is approximately 95 percent developed, this should no longer be the case. The more significant discussions will likely be about roadway reconstruction and associated utility improvements. Councilmember Zerby stated he thought the Comp Plan was one of the most important documents in terms of the City's residents because it sets the direction for what the City will be like in the future. He recommended that whatever review process is chosen, it was important to provide residents an opportunity to be involved. The residents' involvement should be more extensive than just the Public Hearing that will be held for the Comp Plan. Director Nielsen stated Staff has proposed holding at least one informal presentation. In the past, an open house was held where residents were walked through each of the four chapters, with one person at each station explaining one chapter. This process worked well, but resident turnout was extremely poor. Councilmember Zerby suggested a round-table discussion be held with residents with each chapter being discussed at a separate meeting. He stated the Comp Plan identifies initiatives that must be worked on and it places demands on City resources; it helps drive the budget process. He thought it would be prudent to solicit residents' input on what the City should be focusing its efforts on. #2A CITY OF SHOREWOOD WORK SESSION MEETING MINUTES January 26, 2009 Page 2 of 3 Director Nielsen explained during 2008 Council discussed conducting a community survey. Feedback from that survey could help drive revisions to the 2008 update, but more likely a future update; it was unlikely that a community survey would be completed in time to fit the current schedule. Councilmember Zerby suggested both a survey and round-table discussions be used to solicit input. Administrator Heck explained the Met Council's original due date for submitting the 2008 Comp Plan was December 31, 2008. The City asked for and received an extension to May 31, 2009. Council's review has to be completed before a required Public Hearing can be held in early May 2009. Councilmember Zerby offered to work with Director Nielsen on preparing a survey on Comp Plan items only and he thought that could be completed in two weeks. Acting Mayor Turgeon stated she preferred to conduct a broader survey; she did not want to do a survey just about Comp Plan items. She explained there had been an exercise where various Planning Commissioners were broadcast on cable television reviewing chapters of the Comp Plan. She recommended a similar approach be used with Director Nielsen as the commentator. Councilmember Bailey suggested Director Nielsen provide a succinct summary of each chapter on video that could be broadcast by the LMCC and/or placed on YOLITube. I-le commented that maybe six residents attended the last open house. He did not expect the turnout to be much better this time around unless there was an effort made before hand to peak residents' interest. Councilmember Woodruff supported Councilmember Bailey's suggestion. He suggested the City also use its newsletter to try and get residents interested. He then sug-ested Council conduct its review relatively quickly, and he would like to do a page-by-page review. Ile thought two chapters could be reviewed during each of two work sessions. He stated once Council is done a public meeting can be held. Councilmember Zerby stated he thought a stiivey could be conducted without negatively impacting the schedule. It could be inserted in the City's nev-vsletter. He explained the issue of aquatic invasive species (AIS) was added to the Natural Resources Chapter, and he questioned if the City should be spending more or less money on controlling AIS. Councilmember Woodruff stated a survey can be valuable, but he did not think it would be very beneficial if it was done hastily. He commented that he thought less than 50 percent of the City's residents use the internet, and many of the senior residents don't use it at all. Councilmember Zerby stated he wanted to have more community involvement. Director Nielsen explained that during 2009 the Planning Commission will review and update the 12 Planning District Area Plans in the Comp Plan. These plans are somewhat like a neighborhood plan. He suggested residents might be more interested in participating in discussions about the area plans, in particular those where they reside. Councilmember Zerby stated he thought Director Nielsen's suggestion for having neighborhood meetings was a good idea. Discussion ensued about various forms of public presentation, such as a PowerPoint, video broadcast, and use of the city's website. CITE' OF SHOREWOOD WORT{ SESSION MEETING MINUTES January 26, 2009 Page 3 of 3 Director Nielsen stated it was important to complete the Met Council requested update on the revised timetable. Residents' input received during the neighborhood meetings can be incorporated into the Comp Plan at a later time, noting the Comp Plan can be amended at any time. There was consensus to set a goal of Council completing its review by the end of February 2009, and it was also recommended an earnest attempt be made to complete the entire review in one work session. Councilmember Zerby stated at times it appears to him that the Comp Plan is treated as a way to appease the Met Council. He views it as containing a great deal of valuable information. He thought there were a number of items in the Comp Plan that were dormant. For example, it states a drainage plan shall be established to utilize the intermediate ponding areas. The last update was done in 2004, yet this item is still open. Director Nielsen stated some items are left in the plan perpetually. For the example cited, the City has a drainage plan and the statement is the basis for having done it. Zerby suggested the language should be revised to indicate the City has a drainage plan. Director Nielsen stated from his vantage point the City uses its Comp Plan more than many cities do. The Planning Commission refers to it when making some of its decisions. Councilmember Bailey stated when he was on the Planning Commission he would bring his copy of the Comp Plan to Commission meetings. Councilmember Zerby requested Staff prepare a summary of yyhat the Citv was committing to in the Comp Plan and what the scope of effort and cost will be to do so, as well as what has been done. 3. OTHER There was no other business presented this evening. 4. ADJOURN Woodruff moved, Bailey seconded, Adjourning the City Council Work Session Meeting of January 26, 2009, at 7:05 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Christine Lizee, Mayor Brian Heck, City Administrator/Clerk 5735 COUNTRY CLUB ROAD SOUTHSIIORE CENTER 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Acting Mayor Lizee called the meeting to order at 7:07 P.M. A. Roll Call Present. Acting Mayor Turgeon; Councilmembers Bailey, Woodruff and Zerby; Attorney Tietjen; City Administrator Heck; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: Mayor Lizee B. Review Agenda Bailey moved, Zerby seconded, approving the agenda presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, January 12, 2009 Woodruff moved, Zerby seconded, Approving the City Council Work Session Minutes of January 12, 2009, as amended in Item 2, Page 2, Paragraph 2, Sentence 1 change "any type of agreement between the City and the subscriber" to "any type of notice from the City to the subscriber". Motion passed 4/0. B. City Council Regu lar Meeting Minutes, January 12, 2009 Woodruff moved, Bailey seconded, Approving the City Council Regular Meeting Minutes of January 12, 2009, as presented. Motion passed 4/0. 3. CONSENT AGENDA Acting Mayor Turgeon reviewed the items on the Consent Agenda. Zerby moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda. A. Approval of the Verified Claims List B. Park Coordinator/Scheduling Agreement (This was moved to Item 10.F on the agenda under General/New Business.) C. Pay Equity Report #ZB SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 2 of 17 Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. REPORTS AND PRESENTATIONS None. 6. PUBLIC HEARING None. 7. PARKS A. Report on the January 13, 2009, Park Commission Meeting Chair Norman reported on matters considered and actions taken at the January 13, 2009, Park Commission meeting (as detailed in the minutes of that meeting). He then reported on a January 20, 2009, special Park Commission meeting during which the Commission narrowed down the number of Park Consultant Services RFP responders it was going to interview`during February. Interview questions will be sent out to the three selected responders by the end of the week. B. Report on the January 17, 2009, Arctic Fever Event Chair Norman provided an update on the Arctic Fever event held on January 17, 2009. Some of the events were similar to those offered in 2008 and there were a few new ones, such as snowshoeing and sledding. The sliding hill at freeman Park made by Public Works was a big hit. The weather was much more cooperative for this year's event than in 2008. The attendance at Freeman Park ranged from 500 - 800. The events held in Excelsior and Tonka Bay were also well attended, as was the pond hockey tournament in Excelsior. The partnership with the pond hockey tournament worked well. In response to a question from Councilmember Woodruff, Chair Norman stated the Park Commission planned on discussing having a sliding hill at Freeman Park for a portion of the winter in future years. Councilmember Zerby thought that would be a good idea provided the weather cooperated. C. Accepting Low Quote and Awarding Contract to Successful Low Quoter for Tennis Court Resurfacing Chair Norman stated during 2008 the Park Commission met with representatives of Dermco-LaV ine regarding resurfacing of the City's tennis courts located in Manor Park and Cathcart Park. Dermco- LaVine's quotes were quite a bit less than other firms it researched. Dermco-Lavine was recommended by the City of Chanhassen. The courts should be resurfaced every couple of years because of the impact Minnesota weather has on them. The Park Commission requested resurfacing quotes again this year. Dermco-LaVine was the low quoter and its quote was less than the one provided in 2008; its latest quote was $8,760. He noted there Park CIP has $12,000 allocated to resurface the tennis courts. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 3 of 17 Norman explained that because the low quote was so much less than what was budgeted for resurfacing, the Park Commission directed Staff to call Dermco-LaVine and ask them if they could also wash and coat the Silverwood Park half-court tennis/basketball surface and the magic square/half-court basketball court at Cathcart Park for a total cost for all four surfaces of $12,000, not to exceed $13,000, and to also quote a separate bid to do just the two half-court surfaces at the same time it was resurfacing the two tennis courts. Councilmember Bailey stated in 2008 Director Brown expressed skepticism about the low quote from Dermoc-LaVine. He suggested the conditions of the surfaces be clearly documented prior to them being resurfaced in order to be able to evaluate the value of Dermco-LaVine's efforts two years from now. Woodruff moved, Zerby seconded, awarding the contract for resurfacing the tennis courts located in Manor Park and Cathcart Park to Dermco-LaVine in the amount of $8,760. In response to a question from Councilmember Bailey, Chair Norman stated if the quote for doing the two half-courts was reasonable the Park Commission would conic back before Council to request approval to have them resurfaced. Motion passed 4/0. 8. PLANNING Commissioner Vilett reported on matters considered and actions taken at the January 20, 2009, Planning Commission meeting (as detailed in the minutes of that meeting). A. Wildwood Preliminary Plat Director Nielsen stated Brent 1-11slop. Synergy Land Company, LLC, has arranged to purchase approximately 4.36 acres of land at 6045 Strawberry Lane. The applicant proposes to remove the existing house and plat it into seven single-family residential lots. The proposed lots will range in size from 20,046 to 25,696 square feet. The property is extremely flat and drains very gently from west to east. Nielsen explained the subject property is zoned R-1C, Single-Family Residential. It is surrounded primarily by single family residential developments with the exception of the property to the north; to the north are a portion of Freeman Park and a portion of the Hennepin County Regional Rail Authority (HCRRA) right-of-way (LRT Trail). Nielsen stated all of tine proposed lots meet or exceed the City Code minimum size requirements for the R-1C zoning district which are 20,000 square feet in area, 100 feet in width and 120 feet in depth. The preliminary grading plan indicates the building pads will be 60 feet in depth. Staff recommends the developer consider reducing the depths of the pads to 55 feet; this would reduce the amount of fill that is required to make the lots buildable and it could also allow a few more significant trees to be preserved. Nielsen explained the new lots will be served by a by a 385 foot long cul-de-sac street (the maximum length allowed is 700 feet) with a proposed right-of-way width of 50 feet, terminating in a 120-foot diameter cul-de-sac (the Code allows for 100 feet). The paved surface is 24 feet wide, exclusive of curb SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 4 of 17 and gutter width, and the turn-around is 91 feet in diameter. The street grade does not exceed five percent. These dimensions are all consistent with the City's Code. Nielsen stated the site alteration for this project will be considerable in order for the street to meet grade requirements and to manage storm water runoff for the site. The properties will drain to the east and then to the northeast. The preliminary plans indicate the site will be raised approximately five feet in some areas in order to have the lowest floor elevations of the homes above the high water elevations of the proposed pond and drainage features. Nielsen explained Staff and the Planning Commission think drainage is the most significant issue with this proposed development. A rain garden will be installed at the back of lot 7 and part of lot 6 leading into a dry rock river bed drainage Swale at the back of lot 6 cutting across lot 5 into a ponding area in the northeast corner of the property. The pond will drain into an existing drainage channel in Freeman Park and be conducted to the northeast. The proposed drainage system is for this development only; it does not benefit the surrounding properties. The Staff report listed a maintenance agreement as a condition of approval and it suggested a homeowner's association, or some other entity, be established to enforce the agreement. The Commission requested the applicant to submit his final solution for how the drainage facilities were going to be maintained prior to final plat approval. Nielsen stated sanitary sewer is available in Strawbcrr}, ]-Jane. Prior to release of the final plat the developer must pay local sanitary sewer access charges in the amount of $1,200 per lot; credit is allowed for the existing house on the property. The developer shown water main being extended to the north boundary of his property as well as into the site. Watcr connections charges are $10,000 per lot, and the cost of extending water main may be deducted not to exceed $70,000. Park dedication fees are $5,000 per lot, with credit allowed for the existing house on the property. He noted the developer has submitted documentation satisfactory to the Minnehaha Watershed District (MCWD) that no wetlands exist on the property. Nielsen explained the applicant submitted a tree inventory illustrating the locations of most, if not all, of the vegetation on the site, and a second tree inventory illustrating the locations of only the significant trees (significant being anything larger than eight inches in diameter). The extensive site alteration will result in a lot of tree removal. Staff is suggesting existing trees on the periphery of the site be maintained if possible. City Code requires a developer to replace trees that cannot be preserved at a certain ratio. The maximum replacement number of trees is eight per acre. The developer will be required to plant 35 trees, and Staff is recommending they be planted on the periphery of the site where it adjoins other single family properties. Nielsen noted the developer is not proposing street lights. Future property owners could make that request. Nielsen stated Staff and the Planning Commission recommend approval of the preliminary plat subject to a number of conditions. Engineer Landini explained the water on the front of the seven lots will drain toward the street and the cul-de-sac and then into two catch basins. The runoff will be carried to the rain garden and the overflow will go into the drainage Swale and be conveyed into the proposed water-quality pond located in the northeast corner of the site. The pond should always have some level of water in it. The water in the pond will flow through an outlet into an existing drainage channel in Freeman Park and be conducted to the SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 5 of 17 northeast. He stated the development does meet the City's rate control ordinance. The proposed houses comply with the low-floor-opening policy, as do the surrounding houses. Because of concern that the drainage Swale could be filled in, Staff recommends an annual topography verification report be submitted to the City so the City can insure the depth of the drainage swale is maintained. Director Nielsen stated during the public hearing for this request, Staff explained to the Planning Commission there have been instances with developments where drainage was planned to flow through backyards through a large drainage and utility easement, yet when there was a substantial rain those property owners became disturbed because water flowed through their back yards. They thought the development was poorly designed, when it was actually designed to work that way. The drainage system proposed is attempting to avoid that. Nielsen then stated the future property owners, especially lots 4 - 7, for this development must be put on notice that that drainage system must remain in tact. The dry rock river bed drainage swale should define the area that must be maintained, and it can be cleaned out when necessary. Staff believes this solution is better than trying to identify the area through the use of signage. Brent Hislop, Synergy Land Company, stated his proposed development is conforming and variance free. He commented he had spoken with a number of the surrounding property owners. He stated prior to submitting the final plat he will provide the City with a final maintenance agreement addressing the needs for annual monitoring as well as short-term and long-term maintenance requirements, and what entity will be responsible for doing the maintenance. Councilmember Woodruff stated it appeared there was a well thought out drainage system for the south and east part of the site, but it did not appear there was one for the north and northwest. It also appeared that the elevation of Freeman Park on the north border was higher than that of lot 3 in some places. He thought there could be standing water in that area which would damage the trees there. He questioned where the storm water from lots l and 2 on the northwest and lot 3 on the north will flow to. Engineer Landini explained it flows througha channel in Freeman Park and it will be conducted to the northeast. Director Nielsen explained the water that leaves the pond located in the northeast corner flows through a defined channel that goes north, on to another defined channel that goes east and then on to the outflow structure in Freeman Park. In response to a question from Councilmember Woodruff, Director Nielsen explained the current plan for Freeman Park is to leave the westerly end natural. In response to a question from Councilmember Bailey, Director Nielsen explained there are private developments that have ponding areas and associated maintenance agreements as part of their drainage systems but he was not aware of any with rain gardens. He noted if a ponding area serves more than one specific project the City assumes responsibility for maintenance of the pond after acquiring an easement. When a ponding area serves one specific development that development is responsible for maintenance. He explained a residential property on Lake Linden has a maintenance agreement with both the City and the MCWD. In response to a question from Councilmember Bailey, Director Nielsen explained the City will likely conduct an annual maintenance check of the drainage facilities. If grass clippings have been dumped into the drainage swale or if plants have been removed from the rain garden the to-be-determined entity responsible for maintenance of the drainage facilities will be instructed to correct the situation. Bailey SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 6 of 17 asked what would happen if they didn't. Nielsen stated the City can go in and do it and assess the property owners. Bailey questioned if the City had ever assessed a property owner for that type of maintenance. Director Brown explained the typical service life for a Natural Urban Runoff Program (NURP) pond is 20 - 25 years. The City has not assessed for cleaning a pond of sediment. Brown then explained there are developments throughout the City where the City has similar arrangements. He stated it will be cumbersome for the City to be the enforcement agency. He went on to state Staff will have to take time to continually educate residents about drainage systems which are designed to have storm water flow through a drainage and utility easement. Councilmember Bailey expressed concern that every year the City could have to bring a backhoe into the area only to have the property owners get upset. Director Nielsen clarified there will be annual monitoring of the drainage system, but not annual maintenance. He stated he anticipated property owners will be less likely to throw grass clippings and leaves into the dry rock river bed drainage swale then a more natural swale or wetland. He also stated when the maintenance agreement specifies the City can assess for maintenance and knowing the City's rate is somewhat high, property owners have a greater tendency to comply. Councilmember Bailey stated he challenged future Councils to have the resolve to assess for maintenance efforts when property owners are unwilling to perform the necessary maintenance. In response to a question from Councilmember Zerby, Director Nielsen explained the hardcover requirement for the proposed lots is 33 percent because they are not located in a shoreland district. Shoreland districts have a 25 percent requirement. Councilmember Zerby stated the proposed drainage system could be equated to "active storm water management system" and he questioned if the City should consider requiring new lots to have more green space which would allow for a more "passive system". He anticipated the City will experience problems with residents using drainage easements for purposes other that what is intended. Acting Mayor Turgeon stated the preliminary plat satisfies the City's hardcover requirements and lot size requirements. It would require a change to the City's Ordinance to force him to have less hardcover. Councilmember Zerby recommended Council discuss the possibility of reducing the hardcover requirements. Director Brown stated the preliminary plat does comply with the City's Ordinance. He credits the applicant and Staff for identifying a drainage system that will work on that flat property. The City does not have to accept the proposed system. For example, it could require a storm water lift station be installed. The City has the latitude to look beyond just complying with the Ordinance by considering the maintenance implications and storm water management implications in the City's right-of-ways. Councilmember Bailey questioned if Staff has different points of view regarding the proposed drainage system. Director Nielsen stated from his vantage point Staff has worked together with the applicant to identify a solution. Woodruff moved, Bailey seconded, approving the preliminary plat for Brent Hislop, Synergy Land Company, LLC, for 6045 Strawberry Lane subject to Staff recommendations. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 7 of 17 Director Nielsen clarified that per the Executive Summary for this meeting Staff was asking Council to direct Staff to prepare a resolution approving the plat. Woodruff withdrew his motion. Woodruff moved, Bailey seconded, directing Staff to prepare a resolution approving the preliminary plat for Brent Hislop, Synergy Land Company, LLC, for 6045 Strawberry Lane. Motion passed 4/0. 9. ENGINEERING/PUBLIC WORKS A. Harding Lane/Smithtown Lane Proposed Alignment Roadway Template Engineer Landini stated Staff has coordinated a public information meeting for January 27, 2009, from 7:00 P.M. to 8:30 P.M. at the Southshore Center to discuss the potential reconstruction of Harding Lane and Smithtown Lane. Council was provided with the aerial photo generic alignment sketches for both roadways. He explained Harding Lane has 50 feet of right-of-way, and the proposed generic alignment and cul-de-sac fit within the existing paved surface. Smithtown I -ane has 66 feet of right-of-way. Two of the homes on Smithtown Lane are nonconforming to existin- setback requirements, and if the new roadway is placed in the center of the right-of-way these homes will be in close proximity to the roadway. The proposed cul-de-sac for Smithtown Lane will require land procurement; the land owner has been contacted and is interested in speaking with the City about this. The properties on the north side of Smithtown Lane have already been assessed for water main; therefore, the burden for installing water main would fall on the property owners on the south side. In response to a question from Councilmember Bailey, Engineer Landini explained that both of the roadways are eligible for water= main extension from a physical perspective. The water main in Wedgewood could be extended to Ilarding Lane and the water main in Smithtown Road could be extended to Smithtown Lane. He. stated the City has typically assessed for water main extensions. In response to another question from Bailey, Director Nielsen explained the properties on the north side of Smithtown Lane are double fronted lots and water main access is already available for them. These property owners would pay the $10,000 connection fee less the amount already assessed when they connect to the water main. Councilmember Woodruff stated he had no issue with the Harding Lane generic alignment, but he asked if Smithtown Lane must be in the center of the right-of-way because doing so would impact a number of trees on the south side lots. Engineer Landini explained it was placed in the center to be fair to property owners on both sides of the roadway. In response to another question from Woodruff, Landini explained the triangular-shaped parcel at the entry on to Smithtown Lane is owned by the City. Councilmember Bailey questioned what the City's position is about water main extension as part of roadway reconstruction projects. Director Nielsen explained the first question that must be answered is if it is feasible to extend water main and then does the City want to reconstruct a roadway without extending water main. The City's policy defines financially feasible as costing a property owner no more than $10,000 per lot, noting the City can choose to fund anything in excess. It's also the policy to extend water main if a super majority of the affected property owners want to extend it, and this requirement can be overridden by Council. The position of past Councils was residents should be asked about extending water main whenever a roadway is reconstructed. If 67 percent or more of the residents were in favor of SHOREWOOD CITE' COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 8 of 17 the extension then Council would likely do the extension; if not, it would take a super majority of the Council to approve the extension. In response to a question from Councilmember Zerby, Director Nielsen explained the area near Smithtown Lane is fairly developed. In response to a request from Councilmember Bailey, Engineer Landini highlighted the information contained in his 20-slide PowerPoint presentation for the meeting. In response to a commented from Acting Mayor Turgeon, Engineer Landini stated he tried to measure the roadway surface width of Smithtown Lane through the snow and the width ranged from 20 - 22 feet. In response to another comment, Landini stated the City's Comprehensive Plan states roadways will be reconstructed with a 24-foot-wide driving surface. If that is not possible it can be constructed to a minimum width of 20 feet, but there would be no parking on either side. Director Nielsen stated the starting width is the City's standard, and if there are features that prevent from being achieved then a decision can be made to reduce the width with the minimum allowed being 20 feet. Councihnembers Bailey and Zerby will attend the public information meeting. B. Stormwater Management Plan and Memorandum of Understanding Engineer Landini stated that after many months of work and three reviews by the Minnehaha Creek Watershed District (MCWD), the City's Comprehensive Water Resource Management Plan (the Plan) update has finally been conditionally approved by the ivICWD. -The condition is the City has to execute a memorandum of understanding (MOU) with the NICWD. One of the items in the MOU is the City is required to send samples of debris swept from City's streets so the MCWD can evaluate how much phosphorous was removed during the street sweeping effort. Landini stated Staff was asking Council to adopt the Plan and execute tile MOU. In response to a question from Councilmember Zerby, Engineer Landini explained the City should be able to meet its street sweeping phosphorous removal requirement with the current schedule. In response to another question from Zerby, Attorney Tietjen stated she reviewed the MOU. Tietjen noted tile MOU is self renewing every five years unless action is taken to terminate it, and there is no notice requirement for termination. Councilmember Woodruff stated the City spent $78,200 dollars for consulting services to help with the update of the Plan. It took a lot of work to do the Plan update, and it will take a lot more work to implement everything identified in the Plan. He noted it was an unfunded mandate. Woodruff moved, Bailey seconded, Adopting RESOLUTION NO. 09-0059 "A Resolution Adopting the Comprehensive Water Resource Management Plan" and Executing a Memorandum of Understanding Between the Minnehaha Creek Watershed District and the City of Shorewood for Local Water Planning and Regulation. Motion passed 4/0. 10. GENERAL/NEW BUSINESS A. Authorize Expenditure of Funds for City Hall Furnishings SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 9 of 17 Administrator Heck explained a committee of staff members worked with several vendors on identifying options for and pricing of furnishings, fixtures and equipment (FFE) for the renovated City Hall. The committee considered all new, refurbished, reupholstered FFE and as well as a combination thereof. The committee recommended a combination. Heck highlighted some of the committee's recommendations. Each individual office would have new work areas and chairs, with the work area being customized based on the individual's needs. All of the chairs (Council, Staff and audience) in the Council Chambers will be replaced with new chairs. New tables and chairs for the two conference rooms are also recommended. The cost for the FIFE is approximately $65,000 - $67,000 including delivery and installation where applicable. He commented the estimated cost for the committee's first proposal was $72,000 - $$92,000; the committee was asked to revise that proposal. Heck distributed a spread sheet of costs for the renovation effort. It identifies the estimated costs, the bid amounts, actual to date expenditures and total cost estimates for construction, architectural, the owners representative, bond issuance, telecommunications, FIFE, audio visual for the Council Chambers and contingency. He explained the bond amount for the proiect is $1,310,000. He reviewed the aforementioned costs for each category. The project was estimated to cost $1,432,869 not including interest on the bonds, and the projected final cost is $1,241,558. Interest earned on the bonds is estimated to be $12,000. The final cost projections do not include change orders, and two change orders are anticipated. He noted costs for audio visual equipment for the Council Chambers were not included in the original cost estimates. He explained the final cost estimates for FFE, telecommunications equipment and audio visual equipment for the Chambers are based on conversations with vendors. The other estimates are based on year-to-date expenditures. Heck reviewed the items he thought were necessary. They are new furniture for individual offices, new seating for the Council Chambers (for Council.. Staff and the audience), conference room tables and chairs, and an equipped lunch-room area. Ilc did not think additional filing storage was needed immediately for individual offices. He recommended Staff consider what the City's approach for long- term storage of documents is before any additional acquisitions are made. He stated it will take approximately six weeks from time of order for the FFE to be installed. Councilmember Woodruff stated the cost to landscape the City Hall property was not included in the original project estimate and it is not included in the projected final costs. Administrator Heck explained the bid specifications state the lawn and grass will be restored; essentially the contractor is responsible for final grading, topsoil, sod and maintenance of the sod for 30 days. Any additional landscaping is not included. In response to a comment by Councilmember Woodruff, Heck explained the contractor has to repair any damage done to the parking lot, curbing and sidewalks. Director Nielsen explained the City issued itself a conditional use permit (C.U.P.) for the project and one of the conditions of approval is the City must hire a landscape architect to prepare a landscape plan that includes a rain garden for the City-owned property next to City Hall, some additional landscaping on the north side of the building and enhancing the large berm located in front of City Hall. Councilmember Woodruff questioned if the cost for additional landscaping can be funded out of the approved project finding. He wants to be assured that if the FFE proposal is approved this evening that there will be funds available to do additional landscaping. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 10 of 17 Administrator Heck explained the City has a Technology Fund which is used to purchase things such as replacement computers, and some of that fund could be used to purchase the audio visual equipment for the Chambers. The number of cameras currently planned for the Chambers could be reduced to two from three, and the third one could be purchased at a later date if needed. Councilmember Bailey stated Administrator Heck's final total project cost estimate is close to budget and he is counting on Heck's estimates being reasonable. He recommended Council let Heck manage the project to ensure it's completed within budget. Bailey moved, Zerby seconded, approving the purchase of furnishings as identified in the memorandum dated January 22, 2009. Councilmember Woodruff agreed with Councilmember Bailey's position that Administrator Heck should determine what the most effective use of the remaining project funds is. He then stated he agreed the Council chairs in the Council Chambers should be replaced, but he thought the chairs that are recommended could be scaled back as he thought high-backed faux-leather chairs would convey the wrong message. He also thought the Staff chairs in the Chambers could be scaled back. He thought the audience chairs proposed for the Chambers should be reviewed to be more in tune with the new Chambers. Councilmember Zerby stated he was okay with Councilmember Woodruff being on the chair committee for the Council Chambers and helping make the decision on N-vhat chairs to purchase. Motion passed 4/0. B. Authorize Expenditure of Funds for Audio Visual Equipment Administrator Heck explained the Council Chambers has a control room where the videographer can operate cameras and audio for meetings. The project budget estimate did not include the costs for any new audio visual (AV) equipment. The current sound system for the Chambers is antiquated and needs replacing, and the switcher component of the video equipment is not functioning. Staff has worked with the Lake Minnetonka Communications Commission (LMCC) and vendors to identify the necessary equipment and components required to make the control room functional. Heck reviewed Staff's recommendations for the audio portion which are based on recommendations from the LMCC and Alpha Video, the vendor. New recording and additional microphones for Staff should be purchased, noting the existing microphones for the Chambers will be reused. The estimated cost for this portion is approximately $11,200 including tax and installation. For the video portion Staff is recommending the purchase of switching equipment, three remote control cameras (per the LMCC's recommendation), a presentation screen and related equipment for a cost of approximately $28,900. If Council would like to reduce the cost it could decide to reduce the number of cameras to two at this time, and purchase a third one at a later date if one is needed. Staff recommends delaying the purchase of presentation part of the proposal and budgeting for that in future years, as well as delaying the purchase of a document camera. Councilmember Zerby stated Administrator Heck's spread sheet of projected project costs indicates the AV equipment will cost $35,000 yet the amounts just discuss are approximately $41,000 and he SHOREWOOD CITE' COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page II of 17 questioned what the difference was. He then stated he had done a quick search on the internet to price some of the more expensive items and he found some of them to be considerably cheaper. He suggested Staff look into this. Administrator Heck stated the pricing is off of the State contract, but that does not mean it's the lowest price available. He noted part of the discrepancy in AV equipment costs is if the vendor installs both the audio and video components at the same time the City will incur only one installation charge, and his projected AV cost includes only two cameras and two power supplies. In response to a question from Councilmember Zerby, Administrator Heck explained the audio portion will feed into the speakers in the Council Chambers as well as the recording device. Zerby asked if the recommended equipment will have digital recording capabilities. Heck stated he assumed the equipment will be digitally compatible. Councilmember Zerby recommended the City purchase only two cameras; equipment gets cheaper and better overtime. He questioned why another DVD video recorder is being recommended for purchase. He stated he thought the headphones recommended were fairly expensive. Councilmember Woodruff stated he thought the City could purchase a cheaper set of headphones. In response to a question from Woodruff, Heck stated the only presentation equipment cost included in his projected project cost was for an electronic presentation screen. Woodruff suggested that there be more introspection on what equipment was actually needed. Administrator Heck stated he understood Council to say it vv;anted the proposals for AV equipment refined and he will have that done by the next regular Council meeting. This continuance will not impact the project schedule. In response to a question from Councilmember Bailey, Administrator Heck stated if a third camera was purchased at a later date there would be a modest extra installation charge for it, noting the wiring is already there, Bailey stated he thought three cameras should be installed as part of the project. He understood the desire to spend less, but having a video system that pans the audience didn't sound very appealing to him. Part of the reason to renovate City Hall was to bring it into the twenty first century. Councilmember Zerby stated he did not think having a third camera would enhance the viewing experience of Council meetings. He would prefer finds for a third camera and power supply be spent on things such as titling equipment which would display the topic being discussed. Councilmember Woodruff stated lie would like to have the presentation materials shown during a meeting be fed to the video recording equipment. Administrator Heck explained that is what a document camera is for. Woodruff stated he thought two cameras would be adequate. Councilmember Bailey stated he would prefer funds be spent on good technology that will be appreciated years from now. Administrator Heck stated Staff will refine the proposals. Councilmember Woodruff stated lie wanted to again discuss the landscaping issue. Administrator Heck stated that will be discussed at the construction meeting scheduled for tomorrow, and if the City is not SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 12 of 17 going to need some of the landscape restoration included in the contract then maybe the City will be eligible for a credit for what is not done. Councilmember Woodruff requested Staff prepare a plan for when landscaping related activities will occur. Councilmember Woodruff stated he wanted to have a discussion about the phone system at the next meeting. Administrator Heck explained the Technology Committee is scheduled to meet on February 5, 2009, and a phone system will be one of the items discussed. Director Brown stated he did not think it was feasible to be prepared to discuss phone systems at the February 9, 2009, Council meeting; it would more likely be the February 23`d meeting. Heck stated the Committee will have three RFPs to consider. Woodruff questioned what the impact will be by waiting to have that discussion until February 23`d. Heck did not think there would be any. Acting Mayor Turgeon recessed the meeting at 9:00 P.M. Acting Mayor Turgeon reconvened the meeting at 9:05 P.M. C. Schedule for Work Sessions Administrator Heck stated there are several topics comin,uT up fOr discussion during Council work sessions that will require more than one hour of discussion. The 20-year Pavement Management Plan (PMP) will likely require a minimum of a two and one-half hoW' discussion. Council will have to have serious policy discussions about the budget. He stated there have been times when Council had started a work session prior to its regular meeting and continued it to after the regular meeting, and met on into the evening. Based on his experience people are tired by 9:30 P.M. - 10:00 P.M. One suggestion is to schedule work sessions on either the first or third Mondays of a month from 5:00 P.M. - 8:00 P.M. allowing Council the opportunity to finish discussing a topic during one meeting. Councilmember Bailey stated he was supportive of Administrator Heck's suggestion for key issues, and shorter discussions could still be scheduled for the one-hour-long work sessions scheduled to immediately precede a regular meeting. Bailey then stated work sessions could be scheduled for both the first and third Mondays if need be. Councilmember Zerby recommended only one topic be discussed during a work session. When there are multiple topics often times the discussion on the second or third topics are cut short. Councilmember Woodruff stated he was willing to participate in work sessions on the first and third Mondays, and he was also willing to continue to have one-hour-long work sessions prior to regular meetings provided the agendas were a reasonable length. He then stated when Council made the decision to have its work sessions televised the LMCC stated it would only do work sessions that were held on a regular meeting day. He wants to have the additional work sessions televised. Administrator Heck stated he will contact the LMCC about reconsidering its position. Councilmember Woodruff requested Council be given advance notice of a meeting scheduled for the first or third Monday. D. Making the Minnetonka Community Education (MCE) and Lake Minnetonka Conservation District (LMCD) Board Representative Appointments SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 13 of 17 Administrator Heck stated the only individuals applying to represent the City on the Minnetonka Community Education Advisory Council and the Lake Minnetonka Conservation District (LMCD) Board are the current representatives Tad Shaw and Richard Siakel respectively. Those two individuals wanted to continue in their positions. Zerby moved, Bailey seconded, Adopting a Resolution Making an Appointment of Tad Shaw to the Minnetonka Community Education Advisory Council and a Resolution Making an Appointment of Richard Siakel to the Lake Minnetonka Conservation District Board. Councilmember Woodruff stated a resident who is not an elected official of the City has represented the City on the LMCD Board for a long time. There is no requirement that it cannot be a councilmember. He wants an elected official to serve on the Board because he thinks the organization is in a period of change in direction, and it's starting to consider some fairly weighty things. He volunteered to serve on the Board. Acting Mayor Turgeon stated 2009 will be a crucial year for the LMCD because it will be battling with the Lake Minnetonka Association and a few other agencies over who is going to be responsible for projects, and that will affect budgets. Couneilmembers are the only people accountable for approving the agency's budget. She thought 2009 would be a good year to have a Couneilmember on the Board. Councilmember Zerby stated he did not think it was appropriate l~or Council to decide which years it wants a Councilmember to serve on the Board. Ultimately the appointed representative reports to the Council. This is an excellent opportunity for residents to be involved in and to serve the community, and to take that opportunity away from them is a tragedy. Acting Mayor Turgeon stated there were plenty of other opportunities for residents to be involved. Councilmember Zerby stated he disagreed. The LMCD Board is an opportunity for residents interested in serving the community and interested in serving Lake Minnetonka to be part of the process. Couneilmembers have more than enough opportunity to insert their influence on that group without serving as the representative. The other LMCD member cities also appoint representatives who are not an elected official and it's been the. City's position to do the same for many years. He did not think there was any need to change it. Acting Mayor Turgeon stated she thought other member cities have elected officials serve as their representative. Councilmember Zerby stated Council has the same amount of influence without having a Councilmember be a representative on the LMCD Board. Any finding requested by the LMCD of the City has to be approved by the Council. Councilmember Woodruff stated there is both a budgeting and expenditure side with regard LMCD finances. He then stated that from his vantage point Council needs to have a much more direct role with what is going on in the LMCD, and a Councilmember should serve as the City's representative on the LMCD Board. He stated there are changes that are happening with that organization such as the exotic species activities and there are discussions about the LMCD's charter, and it was important for the City to have a more direct role then is possible with a non-elected official as a representative. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 14 of 17 Councilmember Zerby stated he thought that was a conflict of interest. He stated he presumed if Couneilmember Woodruff was appointed as the representative, Woodruff would represent Council's position. Couneilmember Woodruff stated for matters that have to come before Council, he would bring them to Council at its first regular meeting after a Board meeting, and any substantive positions that have to be taken would be the Council's, even if he was in opposition to the position. Acting Mayor Turgeon stated it is the same as other positions where Councilmembers serve as the representative. Councilmember Zerby stated it sounds good in theory, but lie still had concerns that it was a conflict of interest. Motion failed 113 with Bailey, Turgeon and Woodruff dissenting. Woodruff moved, Bailey seconded, Adopting RESOLUTION NO. 09-006, "A Resolution Making an Appointment of Tad Shaw to the Minnetonka CorntnnnitN Education Advisory Council". Motion passed 4/0. Bailey moved, Turgeon seconded, appointing Richard Woodruff to the Lake Minnetonka Conservation District Board. Motion passed 311 with Zerby dissenting. E. Official Paper Cost Review for Legal Notices Administrator Heck explained at its January 12. 2009, meeting Council requested Staff obtain the rates for publishing a legal notice in the Sun Sailor (S25.03), the Laker ($26.46), the Lakeshore Weekly ($40,80), and the Star Tribune ($146.20) newspapers. Councilmember Zerby questioned if the Star Tribune was for the WestExtra weekly section only. Administrator Heck stated he did not know that answer. Acting Mayor Turgeon stated at the above referenced meeting Director Nielsen indicated that planning notices are published in both the Sun Sailor and Laker as a matter of practice. Councilmember Woodruff stated many of the City's residents do not subscribe to the Star Tribune, and the Sun sailor and the Laker are available to all. If the Star Tribune were to be the official newspaper for the City the number of residents reached would be less. Also, there are a number of residents who receive the Laker and not the Sun Sailor and the City owes it to them to publish notices in the paper they receive. Woodruff moved, Bailey seconded, appointing the Sun Sailor and the Laker as the two official publications for the City of Shorewood's legal notices. Motion passed 4/0. F. Park Coordinator/Scheduling Agreement This was removed from the consent agenda at Councilmember Woodruff's request. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 15 of 17 Councilmember Woodruff stated he did not think the scope of services identified relating to coordinating the Park Commission meetings was complete, and he requested the missing tasks previously performed by Director Brown and Engineer Landini be added to the list. There was consensus to continue this item to the next Council meeting. 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff 1. City Hall Construction Update Administrator Heck provided an update on the City Hail renovation project. He stated the addition was fairly complete. Staff has relocated into the addition. Renovation of the other portion of the building will start on January 27, 2009, and work on the roof is scheduled to begin on January 28, 2009. Councilmember Zerby asked if Staff has received any additional information about the ventilation in the server room. Administrator Heck explained the mechanical engineer who designed the system informed Staff there is heating and air conditioning circulating throu-h the room. "I he engineer indicated if need be, additional equipment can be placed in the room if more heat is generated than the system can accommodate. Other Staff Reports Administrator Heck stated there was a meeting on the Southshore Senior Community Center on January 23, 2009, and its purpose was to discuss the. Southshore Center Cooperative Agreement (the Agreement). This Council and the Deephaven Council had previously expressed concern about the termination component of the Agreement should one of the five member cities decide to withdraw from the Agreement. This was discussed drn-ing the meeting and no decisions were made, but participants thought the option discussed should be reviewed with the various member cities' councils. Heck reviewed the option discussed. If a member city withdraws it will receive only its original investment, and that would not occur until the Agreement is dissolved and the facility liquidated. The members who remain in the Agreement will receive their initial investment and will equally share in any appreciation in value. They will also equally share the costs for the long-term care and maintenance of the facility. All member cities would have to approve any future amendments to the Agreement, and it will remain that two-thirds of the cities would have to agree to dissolving the Agreement and liquidating the assets. Heck stated there was not much discussion about the proposed operating committee at the meeting. There was discussion that the operating committee would have the authority to approve expenditures up to a to- be-determined level. Acting Mayor Turgeon asked if there was any discussion about how a departing member city's share of on-going expenses is distributed to the remaining member cities. Administrator Heck stated that was not discussed in detail. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 26, 2009 Page 16 of 17 Councilmember Woodruff stated he was not overly enthusiastic about a departing member city being able to get their initial contribution back when the asset was liquidated, but he could support what Administrator Heck explained. Acting Mayor Turgeon stated she was okay with the decision, to which Administrator Heck clarified no decision has been made by the group discussing this. The Cities of Excelsior, Greenwood and Tonka Bay may take issue with having to increase their portion of the long-term maintenance costs. Administrator Heck stated he understood Acting Mayor Turgeon and Councilmembers Bailey and Woodruff to indicate to move forward with the option presented. Councilmember Bailey stated he wanted to have all of this in writing to review before he commented on it. Heck stated he would write a report on the January 23`d meeting. B. Mayor & City Council Councilmember Woodruff stated he attended the Lake Minnetonka Communications Commission Executive Committee meeting held on January 19, 2009, to make a request of the Committee to find 50 percent of the cost of a broadband feasibility study. Although the Committee looked upon the feasibility study favorably, it chose not to take any action for 60 days. '[he Committee is planning to come before the LMCC member cities with a proposal to purchase the facility it is currently operating out of. Councilmember Bailey stated he attended an Excelsior Fire District (EFD) Board meeting held on January 21, 2009. He provided a short report on what was discussed. He elaborated on the Excelsior Firefighters Relief Association (EFRA) presentation given during the meeting. He explained the EFRA Pension Fund was 112.5 percent funded at the end of 2007 and because of the economic market it ended 2008 being only 81 percent funded and with a deficit of approximately $668,000. This deficit position will trigger a mandatory contribution, per State Statute, from the member cities starting in 2010 with the 2010 amount being approximately $67,000 (or one tenth over ten years). He expressed concern there appears to be a serious "alignment of interest" with the EFRA arrangement. The EFRA membership wants to have the highest per-year-of-service benefit level allowable by State Statute. In order to have the possibility of achieving that, the EFRA tries to earn the highest return on its investments. If the investments perform poorly, as they did in 2008, the member cities become liable to correct the deficit position. In the insurance industry that is referred to as an agency risk problem, and every once in a while things turn out badly. It is defin' itely an asymmetrical risk structure. He recommended Council have future discussions about this. He stated this is just the first of many funding problems various cities are going to encounter. Bailey suggested Council begin discussing the public safety budgets sooner versus later, and he strongly recommended Council request EFD Chief Gerber and South Lake Minnetonka Police Department Chief Litsey to appear before Council early on in their budgeting cycle to discuss the 2010 budget. He stated lie would not be surprised to see property values go down in the City resulting in a loss of tax revenue to the City. In the past the EFD and SLMPD budgets have experienced growth of 5 - 6 percent, and because the police and fire services budgets collectively account for one-third of the City's budget that will be difficult to handle. There was ensuing discussion about the EFRA Pension Fund and how it was managed. SHOREWOOD CITY COUNCIL, REGULAR MEETING MINUTES January 26, 2009 Page 17 of 17 12. ADJOURN Woodruff moved, Bailey seconded, Adjourning the City Council Regular Meeting of January 26, 2009, at 9:59 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Christine Liz6e, Mayor Brian Heck, City Administrator/Clerk CITY OF S O WOOD CITY COUNCIL WORK SESSION MONDAY, FEBRUARY 2, 2009 MINUTES I. CONVENE CITY COUNCIL WORK SESSION 5735 COUNTRY CLUB ROAD SOUTIISIIORE CENTER 5:00 P.M. Acting Mayor Turgeon called the meeting to order at 5:06 P.M. A. Roll Call Present. Acting Mayor Turgeon; Councilmembers Bailey, Woodruff and Zerby; Administrator Heck; Finance Director Burton; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: Mayor Lizee B. Review Agenda Woodruff moved, Zerby seconded, approving the agenda as presented. Motion passed 310. 2. 2009 GOALS Administrator Heck stated during its January 12, 2009, work session Council briefly discussed the 2009 goals. Council requested Staff provide COLincil with more explanation of each goal. Staff has done that. The meeting packet for this meeting contained the 2009 work program timeline discussed on January 12`x'. It also contained a one page description for each item which states the department responsible, the project/objective name, the positions responsible, its purpose, how it will be measured, what it is intended to accomplish, the next steps, the resources necessary to complete it, and the time line for completing. The goals were grouped into two broad categories in the packet; those related to customer service and those related to improving internal efficiencies. The packet also contained the project timeline for the Planning Commission's 2009 work program. Councilmember Woodruff stated he appreciated the additional information. He requested each goal be numbered on both the description sheet and again on the work program timeline so they can be cross referenced more easily. Administrator Heck stated it will be easier to do that once the goals are prioritized. Councilmember Zerby stated Council had been provided with a lot of good information. He questioned where the goals originated from? Were they a by-product of goals identified by Council in 2008 for 2009, or the Capital Improvement Program (CIP), or the Comprehensive Plan? He requested a statement be added identify the origination of the goal. He explained during the January 12`x' work session Council had a philosophical discussion about whether or not Council should set goals for the City first, and then based on those goals Staff goals can be determined. Administrator Heck explained the goals were identified by Staff and provided to Council for comment and prioritization, noting this was the process used in the past few years. #Zc CI'T'Y OF SH REWOOD WORK SESSION MEETING MINUTES February 2, 2009 Page 2 of 6 In response to a comment from Councilmember Zerby, Councilmember Woodruff stated the 2008 Council did not identify goals for 2009. Zerby stated he would like an opportunity for Council to identify goals in a future work session. Administrator Heck stated he thought it would be a valuable discussion to discuss broader goals. In the future it would be beneficial for Council to first identify broad goals, and then Staff can identify what it will take to achieve those goals. Councilmember Bailey stated he thought it was too late to take this approach for 2009, but recommended Council use this process for 2010 and begin the process in 2009 prior to the budget being completed. Councilmember Woodruff stated the Enhance the Building Inspection Process goal to make the process more efficient, enhance customer service, and reduce time should have pre-implementation time measures to post-implementation time measures to assess the benefits. In response to a comment from Councilmember Bailey about the above goal, Director Nielsen explained because there will likely be less permits applied for in 2010 the Building Inspector will be able to do things he has not been able to do in the past (e.g., same day inspections, faster plan reviews, evening inspections, etc.). Bailey questioned why this would be called a project; he assumed Staff was doing the best it could all the time. The following goals will be added. ➢ Discuss the Vine Hill Road and Highway intersection (the turn from southbound Vine Hill Road to east Highway 7). ➢ Prepare a list of all of the items identified in the City's Comprehensive Water Resource Management Plan that have to be done or implemented over the next three years, including a high-level cost estimate for each item. ➢ Prepare a roadway signage inventory and determine where signage is insufficient. The following is a summary of noteworthy suggestions or comments made that are applicable to multiple goals. ➢ Each goal should have a verb as part of its name. ➢ Ideally, the City should have as much information online as possible, and Staff should decide the priorities for adding things to the City's website. ➢ Many of the goats are difficult to measure. For example, constructing a trail between Smithtown Crossing and the LRT Trail. ➢ If part of the goal is to provide a service at the lowest practical cost, there has to be a means for determining that cost. The following is a summary of noteworthy suggestions or comments made for expanding on each of the goals. ➢ Planning staff reports online Measure the number of times the reports were accessed. ➢ Zoning - Administrative procedures online Nothing additional. ➢ County Road 19 Trail (between Smithtown Crossing and the LRT Trail) There was a question about the measurement being lineal feet of bituminous trail surface. That was not a measurement of success. This was identified as part of the County Road 19 Corridor Study. Completing this link will improve safety for pedestrians and cyclists. CITE' OF SHOREWOOD WORK SESSION MEETING MINUTES February 2, 2009 Page 3 of 6 ➢ Provide adequate and dependable utility service to citizens of the City at the lowest practical cost • Most of what is stated for what do you hope to accomplish should actually be the goal. • $50,000 is budgeted for Inflow & Infiltration reduction in 2009. The estimated cost to complete this goal will not be known until further research can be completed, and the goal will be worked on over a number of years. ➢ Increase the effectiveness of communication and provide a predictable methodology to the planning and implementation of roadway improvement projects. • Long-term finding for roadway reconstruction must be determined. Consider conducting public participation meetings in one calendar year and doing the construction the following year. The goal is broad, and consideration should be given to breaking it into smaller components (e.g., deciding on a financing methodology in 2009, complete the rating plan, communicate the Pavement Management Plan to residents, develop an effective method for communicating roadway projects to residents, etc.) • Timelines should be identified for various components. The goal's name should be modified. ➢ Additional on-line payment options • A target should be established for incrcasin- participation over time. • The possibility of having a contest to increase participation should be discussed. ➢ Phase III water meter replacement and ROI • This involves preparing a return-on-investment analysis for Phase III based on Phase 1 & 2 benefits achieved. ➢ Website enhancements • A strategy should be developed for gentling encouraging residents to use the website rather than having Staff address routine questions. ➢ Park and recreation program and infrastructure • The responsible party should be Community Ree Resources (CRR), and possibly the. City Administrator because CRR is not a member of Staff. • More specific measures should be identified. ➢ Zoning Ordinance - packing requirements • This is a carrvover from 2008. • Both commercial and residential requirements will be reviewed and the purpose should be clarified to say that. • Bullet four in the steps should be modified to state proposed Zoning Ordinance text amendments ➢ Utility rate study • The preference is to use an outside consultant provided the cost is not prohibitive. • The steps will be reworded. ➢ Southshore Senior Community Center • The name should be clarified to state it includes revisions to the Cooperative Agreement and Lease Agreement. ➢ Recycling and solid waste management • This is a very broad goal, yet the name is more restrictive. • It includes reconsidering the contracts for recycling services. • The measures should include a reference to the monthly volume reports received for recyclable materials. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES February 2, 2009 Page 4 of 6 ® The step Join the Up on Green Movement will become a separate goal, and information on this movement will be presented to Council at its next meeting. • Timelines should be added for each step. ➢ Community survey / citizen engagement Nothing additional. ➢ Comprehensive Plan • Nothing additional, ➢ Increase the effectiveness of the capital improvement program and implementation • Measures should be added for establishing a schedule, meeting the schedule, completing projects on budget and preparing periodic reports. ➢ Road and infrastructure financing • There was a request to complete this in the first quarter of 2009. ➢ Liquor Fund Operations • After ensuing discussion, there was consensus to remove this item from the list because in these economic times it was not appropriate to discuss potential uses for the money when it should not be spent. Also, it would take Staff time which means Staff cannot focus on other priorities. • The funds are to be used for one-time projects, and not for operational needs. ➢ Annual audit for the period ending 12/31 /2005 • This goal will be removed; it's an operational item.' ➢ Cleaning services contract for City Hall and Public Works Buildings • Nothing additional. ➢ Reorganization • Add a measure to complete on schedule. ➢ Police Budget Process • Change the name to public safety budget process and include a verb in it. ➢ Administrative Enforcement • Add the word process to the name and make it an action statement. Track the number of times people use this process and how many take their citation to court. • Add a step to implement the process and a timeline for doing so. ➢ Planning Commission Work Program 2009 • Nothing additional There was ensuing discussion about how to go about prioritizing the list of goals. There was consensus to first have Staff prioritize the goals, and then Council can review and revise the priorities as it chooses. Councilmember Zerby stated Administrator Heck must ensure there is sufficient Staff availability to complete the goals, and if he doesn't think so lie should tell Council that. Councilmember Bailey stated its normal for some items on a list not to get completed during a year because of unknown circumstances, but he assumed the top priority items will be done. Administrator Heck stated during the year Council can add items to the list, but when it does an item or items will have to be removed. CITE' OF SHOREWOOD WORD SESSION MEETING MINUTES February 2, 2009 Page 5 of 6 In response to a comment from Councilmember Woodruff, Director Nielsen stated he would make the Planning District Area Plans a standalone item in the goals. Woodruff stated if Staff wants to have individual work plans that's fine, but he wanted all the information in one place. Acting Mayor Turgeon recessed the meeting at 7:37 P.M. Director Burton departed the meeting. Acting Mayor Turgeon reconvened the meeting at 7:44 P.M. 3. COMPREHENSIVE PLAN Director Nielsen explained the City asked for and received an extension from the Metropolitan Council for submitting its 2008 Comprehensive Plan (the Plan) update. The Planning Commission has completed its review and update of the Plan. The distribution draft has been electronically sent to affected agencies and adjoining cities, and depending on the feedback received the Plan may have to be updated again. Nielsen stated this evening Council was being asked to comment on the Natural Resources Chapter and the Land Use Plan Chapter. He requested they provide substantive comments only, and that they give him their grammatical comments outside of this meeting. Councilmember Woodruff requested Director Nielsen go through the entire Plan and review the use of conditional modifiers (e.g., should, will, must, may, etc). There was ensuring discussion about conditional modifiers and which were appropriate. Councilmember Bailey stated when he was on the Planning Commission the Commission spent hours debating what conditional modifiers should be used and he thought the wording was fine. Acting Mayor Turgeon stated she also remembered doing that and she thought the wording was fine. In response to a comment from COUnelhllember Zerby, Director Nielsen explained goals, objectives and policies do not change much over time. How they are used, how they are implemented and the plans that are a by-product of them do change. There are instances where something has been completed, yet remains in the Plan because it serves as the basis for why an ordinance or policy was adopted. He cited the example of City's tree preservation and reforestation policy. The following are the recommend changes for the Natural Resources Chapter. ➢ Page NR-1, paragraph 3 - Change "20 years ago" to the actual date so it does not have to be changed with each update. ➢ Page NR-5, paragraph 5 - This paragraph is new. Some examples should be added of agencies which can classify certain vegetation undesirable. ➢ NR-16, paragraph 2 - Clarify that shoreland lots are allowed a maximum of 25 percent impervious surface, and non-shoreland lots have a 33 percent maximum. ➢ NR 20, item 8 - Add some examples. The following are the recommend changes for the Land Use Chapter. ➢ Page LU-1, paragraph 1 - The last two sentences will be revised. CITY OF SHOREWOOD WORD SESSION MEETING MINUTES February 2, 2009 Page 6 of 6 Acting Mayor Turgeon asked if Council wanted to review the other two chapters in the Comp Plan. Councilmember Bailey stated he thought the recommended changes in the last two chapters were fine. Councilmember Zerby stated he thought Council was only going to review the first two chapters so he had not reviewed the other chapters. Director Nielsen stated he has to write an introduction for the Comp Plan as well as a description of how it is to be used. 4. OTHER There was no other business for discussion this evening. 5. ADJOURN Zerby moved, Woodruff seconded, Adjourning the City Council Work Session Meeting of February 2, 2009, at 7:14 P.M. Motion passed 510. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Christine Liz6e, Mayor ATTEST: Brian Heck, City Administrator/Clerk PAYABLES APPROVALS For 02/09/2009 Council Meeting If fy\ Prepared by: Reviewed by: Michelle T. Nguyen, Sr, Date: F Accounting Clerk Bonnie Burton, Finance Director Approved by:~ _,f Date:' Brian °ec City Administrator Ile s Date: Check Approval Listfor 02109109 Sorted by Depci - - Check # Vendoi- A"a e Description Check ate nvoice # A cunt 47880 AFSCME COUNCIL 5 P/R DEDUCTS - UNION D 02/03/2009 01 200902 $301.12 47881 ICMA RETIREMENT TRU P/R DEDUCTS-DEFERRE 02/03/2009 02 200902 $1,609.60 47881 ICMA RETIREMENT TRU P/R DEDUCTS-DEFERRE 02/03/2009 02P20090 $199.65 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $85.25 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $18.59 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $1.76 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $885.03 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $187.87 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $426.61 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $351.64 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $466.77 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $277.64 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $289.85 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $3,084.31 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $219.74 47884 WELLS FARGO HEALTH P/R DEDUCTS-HSA 02/03/2009 16 200902 $305.00 47885 ABDO, SICK & MEYERS, 2008 AUDIT SVCS 02/10/2009 247758 $2,700.00 47886 ADMIN-IPA DATE PRACTICES WORK 02/10/2009 FEB06-09 $95.00 47887 ADVANCED IMAGING SO STAPLE 02/10/2009 35862A-1 $72.38 47888 AMERICAN MESSAGING FEB PAGER 02/10/2009 D2059963 $9.67 47889 ANDERSON, KRISTI B. SHWD PK SPECIAL MTG 02/10/2009 012009 $150.00 47890 BURTON, BONNIE WELLNESS/MILEAGE/SU 02/10/2009 200902050 $80.00 47890 BURTON, BONNIE WELLNESS/MILEAGE/SU 02/10/2009 200902050 $64.12 47890 BURTON, BONNIE WELLNESS/MILEAGE/SU 02/10/2009 200902050 $19.25 47891 CENTERPOINT ENERGY 5795 CTRY CLUB RD SVC 02/10/2009 57708497- $267.60 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $1,022.36 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $987.49 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $601.16 47893 COMMUNITY REC RESO JAN PARK MEETING SVC 02/10/2009 2009-2 $2,160.00 47894 COMPASS TOOLS, INC. TERRASYNC & PATHFIND 02/10/2009 QUOTE- $695.00 47896 CUB FOODS GEN SUPPLY-MOVING 1/ 02/10/2009 012509 $16.56 47896 CUB FOODS COUNCIL MTG 02/02/09 02/10/2009 020209 $10.97 47897 DEPT OF EMPLOYMENT 4TH QTR -CRAIG DAWSO 02/10/2009 5045676-4 $5,173.00 47898 DOCUMENT DESTRUCTI PAPER SHRED 1/29/09 02/10/2009 133988 $117.12 47899 EXCELSIOR-CITY OF SHARE LUNCHES-SCHO 02/10/2009 JAN29-09 $64.14 47900 GOVERNMENT TRAININ TWILA GROUT-MCFOA 20 02/10/2009 MCFOA 20 $180.00 47901 GROUT, TWILA DEC WELLNESS REIM 02/10/2009 DEC-08 $40.00 47901 GROUT, TWILA OCT & NOV WELLNESS R 02/10/2009 OCT-NOV- $80.00 47903 HENN CTY TREASURER DEC ROOM& BOARD 02/10/2009 2008 12 S $336.00 47905 INTERNATIONAL INSTIT RENEWAL- JEAN & TWIL 02/10/2009 2009 $200.00 47906 JANI-KING OF MINNESO FEB P.W. SVC 02/10/2009 MIN02090 $260.79 47907 KINKO'S PLAN-5920 BLDR BRDG 02/10/2009 062100005 $100.64 47908 LOCAL LINK FEB WEBLINK SVC 02/10/2009 FEB-09 $131.80 47909 LUGOWSKI, JOSEPH SEC 125 REIM 02/10/2009 200902040 $1,295.04 47911 MEDICA FEB MEDICAL PREM 02/10/2009 001621492 $12,081.35 47911 MEDICA JAN MEDICAL PREM 02/10/2009 001621492 $12,081.35 47913 MIDWEST MAILING SYST FEB NEWSLETTER SVC 02/10/2009 65936 $346.85 47914 MNSPECT, INC. BLDG INSPECT 02/10/2009 DEC-08 $850.00 47915 MUNICI-PALS 2009 MEMBERSHIP DUE 02/10/2009 2009 $25.00 47916 NGUYEN, MICHELLE JAN MILEAGE 02/10/2009 JAN-09 $57.20 47917 NIELSEN, BRADLEY SLUC MEMBERSHIP REN 02/10/2009 200901270 $75.00 47918 OFFICE DEPOT SUPPLIES 02/10/2009 461015918 $21.05 1hursday, Pebruary 05, 2009 Page 1 of 3 Check # Vetado ,rame Description ' Invoice # Amount 47918 OFFICE DEPOT SUPPLIES 02/10/2009 461015918 $62.31 47919 OFFICE MAX GEN SUPPLIES 02/10/2009 134900001 $274.55 47920 OKEY, NOLAN COUNCIL WORKSESSION 02/10/2009 FEB2-09 $73.00 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $528.70 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $156.40 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $139.75 47922 PANCHYSITYN, JEAN EXP REIM 02/10/2009 200902040 $8.25 47922 PANCHYSITYN, JEAN EXP REIM 02/10/2009 200902040 $49.79 47922 PANCHYSITYN, JEAN EXP REIM 02/10/2009 200902040 $14.54 47923 PAZANDAK, JOSEPH MILEAGE & INSTITUTE-BL 02/10/2009 200902040 $170.00 47923 PAZANDAK, JOSEPH MILEAGE & INSTITUTE-BL 02/10/2009 200902040 $53.90 47924 PETTY CASH GEN SUPPLY & POSTAG 02/10/2009 200902040 $19.66 47924 PETTY CASH GEN SUPPLY & POSTAG 02/10/2009 200902040 $4.29 47925 POTTS, KENNETH N. JAN PROSECUTIONS SV 02/10/2009 JAN-09 $2,291.66 47925 POTTS, KENNETH N. PINT FOREFEITURE 02/10/2009 PINT FOR $511.00 47926 PRINCIPAL FINANCIAL G CREDIT 02/10/2009 100577310 ($27.01) 47926 PRINCIPAL FINANCIAL G FEB PREM DENTAL 02/10/2009 100577310 $804.02 47926 PRINCIPAL FINANCIAL G JAN ADD'L DENTAL PREM 02/10/2009 100577310 $27.01 47927 QWEST JAN 25-FEB 24 SVC 02/10/2009 952470634 $111.37 47928 SO LK MTKA POLICE DE 4TH QTR COURT OVERTI 02/10/2009 4TH QTR $1,222.15 47928 SO LK MTKA POLICE DE DEC PROCESSING FEE 02/10/2009 DEC-08 P $283.66 47928 SO LK MTKA POLICE DE DEC 80OMHZ RADIO 02/10/2009 DEC-08 R $14.32 47928 SO LK MTKA POLICE DE FEB OPERATING BDGT E 02/10/2009 FEB-09 O $78,246.00 47928 SO LK MTKA POLICE DE FORFEITURE:STEPHEN P 02/10/2009 STEPHEN $1,400.00 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $125.00 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $150.00 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $250.00 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $125.00 47930 SPEEDWAY SUPERAME GAS 02/10/2009 064699603 $3,720.65 47932 SUN NEWSPAPERS BUDGET SUMMARY 1--01/ 02/10/2009 1156638 $71.50 47932 SUN NEWSPAPERS BUDGET SUMMARY -2 --1 02/10/2009 1156639 $64.35 47934 T-MOBILE JOE P. CELL THRU 1/20 02/10/2009 392432578 $34.29 47935 TECHIES REMOTE SEVER SUPPO 02/10/2009 223505 $164.00 47936 TONKA BAY-CITY OF SHARED INSURANCE CO 02/10/2009 DEC 31-08 $19.78 47937 TOTAL PRINTING SERVI FEB NEWSLETTERS SVC 02/10/2009 7002 $456.65 47941 WASTE MANAGEMENT-T FEB WASTE SVC 02/10/2009 4827255-1 $265.43 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $495.25 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $3,141.83 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $129.39 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $3.77 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $31.71 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $472.33 47942 XCEL ENERGY 5700 CTY RD 19 02/10/2009 514536813 $217.92 47942 XCEL ENERGY 5700 CTY RD 19 02/10/2009 514536813 $29.85 47945 H & L MESABI CUTTING EDGES & GRAD 02/10/2009 H76784 $1,872.18 47946 JANI-KING OF MINNESO FEB C.H. SVC 02/10/2009 MIN02090 $299.63 47947 JEFFREY W. LAMBERT, PAUL AHERN 02/10/2009 PAUL AHE $410.88 47948 LOCATORS & SUPPLIES SAFETY VESTS 02/10/2009 0170390-1 $119.51 47950 MNSPECT, INC. JAN BLDG INSPECTION S 02/10/2009 2367 $140.00 47952 TONKA BAY-CITY OF 2008 ANNUAL SPRINKLE 02/10/2009 12-03-200 $325.00 TOTAL FOR 101 GFr ERAL Fl,"A") $150,753.54 47949 MATTS AUTO SERVICE 1992 TOYOTA PREVIA-TC 02/10/2009 2828 $248.43 TOTAL FOR 403 EQt4P37ENT REPLA(XJl NT $248.43 47895 CONSTRUCTIVE IDEAS DEC C.H. PROD 02/10/2009 5168 $6,435.00 Thursday, Februag 05, 20119 Page 2 of"3 Eck # vrar O d_ n Check Date Invoice # Amount 47895 CONSTRUCTIVE IDEAS JAN C.H. PROJECT 02/10/2009 5182 $4,873.50 47904 INNOVATIVE FURNITUR C.H. FURNITURE DEPOSI 02/10/2009 990357 $15,942.38 47910 LUND-MARTIN CONSTRU P.V.#5-CITY HALL PROD 02/10/2009 PV#5 $213,779.00 47935 TECHIES C.H. PROJ PREPARE NET 02/10/2009 223405 $330.00 47935 TECHIES C.H. PROJ-NETWORK MO 02/10/2009 223626 $1,320.00 47944 A-1 MINNETONKA RENT CITY HALL MOVE GEN S 02/10/2009 56966 $70.31 TOTAL F OR 410 CITY BLDG PROJECT $242,750.19 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $118.87 47888 AMERICAN MESSAGING FEB PAGER 02/10/2009 D2059963 $9.67 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $308.00 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $203.20 47892 CHANHASSEN-CITY OF 4TH QTR WA INTERCONN 02/10/2009 4TH QTR- $2,025.45 47892 CHANHASSEN-CITY OF 4TH QTR WA INTERCONN 02/10/2009 4TH QTR- $11.45 47899 EXCELSIOR-CITY OF 4TH QTR WA CONNECT 02/10/2009 4th QTR $2,897.51 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $96.35 47921 PAETEC PHONE SVC 12126-1/25 02/10/2009 7422077 $94.80 47927 QWEST JAN 25-FEB 24 SVC 02/10/2009 952470960 $54.87 47927 QWEST JAN 25 - FEB 24 SVC 02/10/2009 952470960 $54.87 47931 SPRINT DEC 19 - JAN 18 02/10/2009 588283312 $69.80 47932 SUN NEWSPAPERS WATER SHUTOOF 01/29 02/10/2009 1158068 $25.03 47933 SUN PATRIOT NEWSPAP WATER SHUTOFF HRG 0 02/10/2009 896060 $26.46 47938 TWIN CITY WATER CLINI JAN BACTERIA ANALYSIS 02/10/2009 5320 $100.00 47942 XCEL ENERGY 24253 SMITHTOWN RD 02/10/2009 257332911 $372.52 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $559.91 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $702.75 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $62.69 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $2,996.71 47951 NORTHERN WATER WO METER READING SVCS 02/10/2009 S0118172 $1,000.00 TOTAL FOR 601 IYATER UTILITY $11,790.91 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $126.08 47888 AMERICAN MESSAGING FEB PAGER 02/10/2009 D2059963 $0.00 47909 LUGOWSKI, JOSEPH SEWER CERTIFICATION 02/10/2009 200902040 $23.00 47909 LUGOWSKI, JOSEPH SEWER CERTIFICATION 02/10/2009 200902040 $5.32 47912 METRO COUNCIL ENVM FEB WASTEWATER SVC 02/10/2009 000088937 $48,017.98 47931 SPRINT DEC 19 - JAN 18 02/10/2009 588283312 $69.79 47940 VERIZON WIRELESS L.S. SVC DEC 22- JAN 21 02/10/2009 196435169 $263.76 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 $585.18 TOTAL FOR 611 SANITARYSEWER UTILITY $49,091.11 47939 VEOLIA ENVIRONMENTA JAN RECYCLING SVC 02/10/2009 G5000089 $6,992.95 TOTAL FOR 621 RECIG'LIIVG U77LI TY $6,992.95 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $14.18 47902 HENN CTY PUBLIC REC DRAINAGE & UTILITY EA 02/10/2009 DEC31-08 $46.00 47902 HENN CTY PUBLIC REC EASEMENT-CITY HALL 02/10/2009 JAN10-09 $46.00 TOTAL FOR 631 STORMWATER NLA NAGEYIENT UTILIT $106.18 TOTAL CHECKS $461,733.31 Thursday, February 05, 2009 Page 3 of 3 ~ Y o --rDuel Listfbr 0210,9109 e,I proved Check # Vendor Name Description Check ate 1livoic€? # Amount 47880 AFSCME COUNCIL 5 P/R DEDUCTS - UNION DUES 02/03/2009 01 200902 $301.12 TOTAL FOR AFSC'IbfE COV`NCIL 5 $301.12 47881 ICMA RETIREMENT TRU P/R DEDUCTS-DEFERRED CO 02/03/2009 02 200902 $1,609.60 47881 ICMA RETIREMENT TRU P/R DEDUCTS-DEFERRED CO 02/03/2009 02P20090 $199.65 TOTAL FOR IC111A RETIRE-,TIENI' TRUST-302131-457 $1,809.25 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $126.08 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $14.18 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $118.87 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $277.64 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $18.59 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $85.25 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $1.76 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $187.87 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $219.74 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $426.61 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $351.64 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $466.77 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $289.85 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $3,084.31 47882 PERA P/R DEDUCTS-PERA 02/03/2009 P 200902 $885.03 TOTAL FOR PER 1 $6,554.19 47884 WELLS FARGO HEALTH P/R DEDUCTS-HSA 02/03/2009 16 200902 $305.00 TOTAL FOR [BELLS FARGO IIEALTII BENEFIT SIf 'CS $305.00 47885 ABDO, SICK & MEYERS, 2008 AUDIT SVCS 02/10/2009 247758 $2,700.00 TOTAL FOR ABDO, EICK t& .,TlEYERS, L LP $2,700.00 47886 ADMIN-IPA DATE PRACTICES WORKSHOP 02/10/2009 FEB06-09 $95.00 TOTAL FOR ADMIAL PA $95.00 47887 ADVANCED IMAGING SO STAPLE 02/10/2009 35862A-1 $72.38 TOTAL FOR ADVANCED LlIAGINGSOL[ TION INC' $72.38 47888 AMERICAN MESSAGING FEB PAGER 02/10/2009 D2059963 $0.00 47888 AMERICAN MESSAGING FEB PAGER 02/10/2009 D2059963 $9.67 47888 AMERICAN MESSAGING FEB PAGER 02/10/2009 D2059963 $9.67 TOTAL FOR AMERICAN RIESSAGING $19.34 47889 ANDERSON, KRISTI B. SHWD PK SPECIAL MTG 01/20 02/10/2009 012009 $150.00 TOTAL FOR A/YDF,RSON', KRISTI B. $150.00 47890 BURTON, BONNIE WELLNESS/MILEAGE/SUPPLIE 02/10/2009 200902050 $80.00 47890 BURTON, BONNIE WELLNESS/MILEAGE/SUPPLIE 02/10/2009 200902050 $64.12 47890 BURTON, BONNIE WELLNESS/MILEAGE/SUPPLIE 02/10/2009 200902050 $19.25 TOTAL FOR Bt7RTO,,N, BONNIE $163.37 47891 CENTERPOINT ENERGY 5795 CTRY CLUB RD SVC THR 02/10/2009 57708497- $267.60 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $987.49 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $203.20 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $1,022.36 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $308.00 47891 CENTERPOINT ENERGY GAS SVC THR 1/19 02/10/2009 800001501 $601.16 TOTAL FOR CENTlRPOINTE_NE-RGY $3,389.81 47892 CHANHASSEN-CITY OF 4TH QTR WA INTERCONN. NO 02/10/2009 4TH QTR- $2,025.45 47892 CHANHASSEN-CITY OF 4TH QTR WA INTERCONN. NO 02/10/2009 4TH QTR- $11.45 TOTAL FOR 0111 \71AS EN-CITY OF $2,036.90 47893 COMMUNITY REC RESO JAN PARK MEETING SVC 02/10/2009 2009-2 $2,160.00 I hursdar, 1•enruaty 05, 2009 Page I of 5 TOI L FOR C01IMIi,SI7'1 It_ r L_;OLiI I $2,160.00 47894 COMPASS TOOLS, INC. TERRASYNC & PATHFINDER T 02/10/2009 QUOTE#- $695.00 TOTAL FOR COI PASS TOOLS, INC. $695.00 47895 CONSTRUCTIVE IDEAS DEC C.H. PROD 02/10/2009 5168 $6,435.00 47895 CONSTRUCTIVE IDEAS JAN C.H. PROJECT 02/10/2009 5182 $4,873.50 TOTAL FOR C'ONSTRUCTIV IDEAS PIA;V_,Nl ,G& P REC'O $11,308.50 47896 CUB FOODS GEN SUPPLY-MOVING 1/22/09 02/10/2009 012509 $16.56 47896 CUB FOODS COUNCIL MTG 02/02/09 02/10/2009 020209 $10.97 TOTAL FOR CUB FOODS $27.53 47897 DEPT OF EMPLOYMENT 4TH QTR -CRAIG DAWSON 02/10/2009 5045676-4 $5,173.00 TOTAL FOR DEPT OF E'tIPLOYNIENT & ECON DEV $5,173.00 47898 DOCUMENT DESTRUCTI PAPER SHRED 1/29/09 02/10/2009 133988 $117.12 TOTAL FOR DOC'I;MENT DESTRI%CTIO.1' S i'C' LTD $117.12 47899 EXCELSIOR-CITY OF 4TH QTR WA CONNECT 02/10/2009 4th QTR $2,897.51 47899 EXCELSIOR-CITY OF SHARE LUNCHES-SCHOOL DIS 02/10/2009 JAN29-09 $64.14 TOTAL FOR EXCELSIOR-CITY OF $2,961.65 47900 GOVERNMENT TRAININ TWILA GROUT-MCFOA 2009 02/10/2009 MCFOA 20 $180.00 TOTAL FOR GObERNiV[ENT TRAINIii,GSERVICL-S $180.00 47901 GROUT, TWILA DEC WELLNESS REIM 02/10/2009 DEC-08 $40.00 47901 GROUT, TWILA OCT & NOV WELLNESS REIM 02/10/2009 OCT-NOV- $80.00 TOTAL FOR GROUT, T6VILA $120.00 47902 HENN CTY PUBLIC REC DRAINAGE & UTILITY EASEME 02/10/2009 DEC31-08 $46.00 47902 HENN CTY PUBLIC REC EASEMENT-CITY HALL 02/10/2009 JAN10-09 $46.00 TOTAL FOR IIENN CTY PUBLIC RECORDS $92.00 47903 HENN CTY TREASURER DEC ROOM& BOARD 02/10/2009 2008 12 S $336.00 TOTAL FOR IIENN CTY TREASURER $336.00 47904 INNOVATIVE FURNITUR C.H. FURNITURE DEPOSIT 02/10/2009 990357 $15,942.38 TOTAL FOR INNOVATIVE F11R TITIiRE'SOLLTIONS 575,942.38 47905 INTERNATIONAL INSTIT RENEWAL- JEAN & TWILA 02/10/2009 2009 $200.00 TOTAL FOR INTERNATIONAL INSTITUTE OF UUNI CIP.A $200.00 47906 JANI-KING OF MINNESO FEB P.W. SVC 02/10/2009 MIN02090 $260.79 TOTAL FOR .LA.`VI-I(ING OF MLI'NESOT.A, INC. $260.79 47907 KINKO'S PLAN-5920 BLDR BRDG 02/10/2009 062100005 $100.64 TOTAL FOR KINKOIS $100.64 47908 LOCAL LINK FEB WEBLINK SVC 02/10/2009 FEB-09 $131.80 TOTAL FOR LOCAL LINK $131.80 47909 LUGOWSKI, JOSEPH SEC 125 REIM 02/10/2009 200902040 $1,295.04 47909 LUGOWSKI, JOSEPH SEWER CERTIFICATION CLAS 02/10/2009 200902040 $23.00 47909 LUGOWSKI, JOSEPH SEWER CERTIFICATION CLAS 02/10/2009 200902040 $5.32 TOTAL FOR LIiC;O{!!SKI, JOSEPH $1,323.36 47910 LUND-MARTIN CONSTRU P.V.#5-CITY HALL PROJ 02/10/2009 PV#5 $213,779.00 TOTAL FOR LUND-MARTLV CONSTRL'C'TIOA", INC $213,779.00 47911 MEDICA FEB MEDICAL PREM 02/10/2009 001621492 $12,081.35 47911 MEDICA JAN MEDICAL PREM 02/10/2009 001621492 $12,081.35 TOTAL FOR MEDICA $24,162.70 47912 METRO COUNCIL ENVM FEB WASTEWATER SVC 02/10/2009 000088937 $48,017.98 TOTAL FOR :,IETRO C'OUNC7L ENV.VT(f ASTEWATER) $48,017.98 47913 MIDWEST MAILING SYST FEB NEWSLETTER SVC 02/10/2009 65936 $346.85 TOTAL FOR !LIID 6VEST :,VLAILI,,VG :S I STE:iLS I NIC $346.85 47914 MNSPECT, INC. BLDG INSPECT 02/10/2009 DEC-08 $850.00 TOTAL FOR MNSPECT, INC $850.00 Ihursdiiy, Pebruary 05, 009 Page 2 Df 5 47915 MUNICI-PALS 2009 MEMBERSHIP DUE 02/10/2009 2009 $25.00 TOTAL FOR Af1,NIC'74',11.5" $25.00 47916 NGUYEN, MICHELLE JAN MILEAGE 02/10/2009 JAN-09 $57.20 TOTAL FOR NGtiYEA, ilHCHELLE $57.20 47917 NIELSEN, BRADLEY SLUC MEMBERSHIP RENEW R 02/10/2009 200901270 $75.00 TOTAL FOR ;VIELSEV, BRADLEY $75.00 47918 OFFICE DEPOT SUPPLIES 02/10/2009 461015918 $62.31 47918 OFFICE DEPOT SUPPLIES 02/10/2009 461015918 $21.05 TOTAL FOR OFFICE DEPOT $83.36 47919 OFFICE MAX GEN SUPPLIES 02/10/2009 134900001 $274.55 TOTAL FOR OFFICE JIAX $274.55 47920 OKEY, NOLAN COUNCIL WORKSESSION FIL M 02/10/2009 FEB2-09 $73.00 TOTAL FOR OKEY, NOLA;L' $73.00 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $528.70 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $156.40 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $94.80 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $96.35 47921 PAETEC PHONE SVC 12/26-1/25 02/10/2009 7422077 $139.75 TOTAL FOR PAETEC $1,016.00 47922 PANCHYSITYN, JEAN EXP REIM 02/10/2009 200902040 $14.54 47922 PANCHYSITYN, JEAN EXP REIM 02/10/2009 200902040 $49.79 47922 PANCHYSITYN, JEAN EXP REIM 02/10/2009 200902040 $8.25 TOTAL FOR PANCHYSITYN, JEAN $72.58 47923 PAZANDAK, JOSEPH MILEAGE & INSTITUTE-BLDG O 02/10/2009 200902040 $53.90 47923 PAZANDAK, JOSEPH MILEAGE & INSTITUTE-BLDG O 02/10/2009 200902040 $170.00 TOTAL FOR PAZ,ANDAIC JOSEPH $223.90 47924 PETTY CASH GEN SUPPLY & POSTAGES 02/10/2009 200902040 $4.29 47924 PETTY CASH GEN SUPPLY & POSTAGES 02/10/2009 200902040 $19.66 TOTAL FOR PETTY CA.S'LI $23.95 47925 POTTS, KENNETH N. JAN PROSECUTIONS SVC 02/10/2009 JAN-09 $2,291.66 47925 POTTS, KENNETH N. PINT FOREFEITURE 02/10/2009 PINT FOR $511.00 TOTAL FOR POTTS, KEAr,V TII N. $2,802.66 47926 PRINCIPAL FINANCIAL G CREDIT 02/10/2009 100577310 ($27.01) 47926 PRINCIPAL FINANCIAL G FEB PREM DENTAL 02/10/2009 100577310 $804.02 47926 PRINCIPAL FINANCIAL G JAN ADD'L DENTAL PREM 02/10/2009 100577310 $27.01 TOTAL FOR PRI'NC'IPAL FLVANCIAL C;RO(%P $804.02 47927 QWEST JAN 25-FEB 24 SVC 02/10/2009 952470634 $111.37 47927 QWEST JAN 25-FEB 24 SVC 02/10/2009 952470960 $54.87 47927 QWEST JAN 25 - FEB 24 SVC 02/10/2009 952470960 _ $54.87 TOTAL FOR QWEST $221.11 47928 SO LK MTKA POLICE DE 4TH QTR COURT OVERTIME 02/10/2009 4TH QTR $1,222.15 47928 SO LK MTKA POLICE DE DEC PROCESSING FEE 02/10/2009 DEC-08 P $283.66 47928 SO LK MTKA POLICE DE DEC 80OMHZ RADIO 02/10/2009 DEC-08 R $14.32 47928 SO LK MTKA POLICE DE FEB OPERATING BDGT EXP 02/10/2009 FEB-09 O $78,246.00 47928 SO LK MTKA POLICE DE FORFEITURE:STEPHEN PINT 02/10/2009 STEPHEN $1,400.00 TOTAL FOR SO LK AlTKA POLICE DEPT $81,166.13 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $250.00 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $150.00 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $125.00 47929 SOUTHSHORE CENTER JAN MEETING 02/10/2009 JAN 29-09 $125.00 TOTAL FOR SOUTHSHORE CENTER $650.00 47930 SPEEDWAY SUPERAME GAS 02/10/2009 064699603 $3,720.65 TOTAL FOR SPEED 1T AI'SUPERA,41ERICA L L C $3,720.65 T'hursd( ly. P'ehruurP 05, 2009 Page 3 o.f 5 Check # Vendor ,Nlante Che,k i c Invoice # Amount 47931 SPRINT DEC 19 - JAN 18 02/10/2009 588283312 $69.80 47931 SPRINT DEC 19 - JAN 18 02/10/2009 588283312 $69.79 TOTAL FOR SPRINT $139.59 47932 SUN NEWSPAPERS BUDGET SUMMARY 1--01/22 02/10/2009 1156638 $71.50 47932 SUN NEWSPAPERS BUDGET SUMMARY -2 --1/22 02/10/2009 1156639 $64.35 47932 SUN NEWSPAPERS WATER SHUTOOF 01/29 - 02/10/2009 1158068 $25.03 TOTAL FOR SUN A,`EWSPAPERS - - $160.88 47933 SUN PATRIOT NEWSPAP WATER SHUTOFF HRG 01/24 02/10/2009 896060 $26.46 TOTAL FOR SUNPATRIOT NEWSPAPERS $26.46 47934 T-MOBILE JOE P. CELL THRU 1/20 02/10/2009 392432578 $34.29 TOTAL FOR T -MOBILE $34.29 47935 TECHIES C.H. PROJ PREPARE NETWK 02/10/2009 223405 $330.00 47935 TECHIES REMOTE SEVER SUPPORT 02/10/2009 223505 $164.00 47935 TECHIES C.H. PROJ-NETWORK MOVE 02/10/2009 223626 $1,320.00 TOTAL FOR TECIHFS $1,814.00 47936 TONKA BAY-CITY OF SHARED INSURANCE COSTS 02/10/2009 DEC 31-08 $19.78 TOTAL FOR TONKA BAY-CITYOF 47937 TOTAL PRINTING SERVI FEB NEWSLETTERS SVC 02/10/2009 7002 TOTAL FOR TOTAL PRINTING SERVICE S 47938 TWIN CITY WATER CLINI JAN BACTERIA ANALYSIS 02/10/2009 5320 TOTAL FOR TIVIN CITY HATER CLINI C - - 47939 VEOLIA ENVIRONMENTA JAN RECYCLING SVC 02/10/2009 G5000089 TOTAL FOR 1'EOLIA EIV't7RO.N:l1Et0'T,4 L SERVICES 47940 VERIZON WIRELESS L.S. SVC DEC 22- JAN 21 02/10/2009 196435169 TOTAL FOR VERIZON 117RELESS 47941 WASTE MANAGEMENT-T FEB WASTE SVC 02/10/2009 4827255-1 TOTAL FOR IVASTE MA:A'AGEMENT--TC WFSST 47942 XCEL ENERGY 24253 SMITHTOWN RD 02/10/2009 257332911 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY STATEMENT #182386484 02/10/2009 514531711 47942 XCEL ENERGY 5700 CTY RD 19 02/10/2009 514536813 47942 XCEL ENERGY 5700 CTY RD 19 02/10/2009 514536813 TOTAL FOR XCEL E/VERGY 47944 A-1 MINNETONKA RENT CITY HALL MOVE GEN SUPPLI 02/10/2009 56966 TOTAL FOR A-] MLIVA"FTONICA RENTA L 47945 H & L MESABI CUTTING EDGES & GRADER - 02/10/2009 H76784 TOTAL FOR H & L ;41ESABI - - 47946 JANI-KING OF MINNESO FEB C.H. SVC 02/10/2009 MIN02090 TOTAL FOR J,4NI-Kl,'VG OF iVIA!, TE,S'OT .9. LV'C. 47947 JEFFREY W. LAMBERT, PAUL AHERN 02/10/2009 PAUL AHE TOTAL FOR JEFFREY 11: LAtVBERT, P. A. 47948 LOCATORS & SUPPLIES SAFETY VESTS 02/10/2009 - 0170390-1 TOTAL FOR LOCATORS c& SUPPLIES INC 47949 MATTS AUTO SERVICE 1992 TOYOTA PREVIA-TCP699 02/10/2009 2828 esc- $19.78 $456.65 $456.65 $100.00 $100.00 $6,992.95 $6,992.95 $263.76 $263.76 $265.43 $265.43 $372.52 $31.71 $2,996.71 $702.75 $559.91 $585.18 $62.69 $495.25 $3.77 $129.39 $472.33 $3,141.83 $29.85 $217.92 $9,801.81 $70.31 $70.31 $1,872.18 $1,872.18 $299.63 $299.63 $410.88 $410.88 $119.51 $119.51 $248.43 Thursd(~j% 1•'ebrumy 05, 2009 Page 4 of 5 Cheek # Vencl0r Ncrta e Deseript on Check Date Invoice # Amount TO T4 L FOR r11A T T S X1(70 SER VICE- $248.43 47950 MNSPECT, INC. JAN BLDG INSPECTION SVC 02/10/2009 2367 $140.00 TOTAL FOR MA'SPECT, $140.00 47951 NORTHERN WATER WO METER READING SVCS 02/10/2009 S0118172 $1,000.00 TOTAL FOR AlORTH13RN ItATER fVORKS SC;P $1,000.00 47952 TONKA BAY-CITY OF 2008 ANNUAL SPRINKLER PRM 02/10/2009 12-03-200 $325.00 TOTAL FOR TONKA BAY--CITYOF $325.00 TOTAL CHECKS $461,733.31 Lhursdt y, P'ehruart' 05, 2009 Pu,;e 5 q -5 PAYROLL APPROVALS For 02/09/2009 Council Meeting P Prepared by: - Date: `LN Michelle T. Nguyen, Sr. Accounting Clerk r Reviewed by: Date: L?~ Bonnie Burton, Finance Director Approved by:~- Brian f ie Date: inistrator PayrollR 0112312009 - 0210512009 Check # Last Name first l ame Atli Check And Check Dade 47869 BARNES CHET D $91.42 02/03/2009 999999 BROWN LAWRENCE A $2,592.89 02/03/2009 999999 BURTON BONNIE M $2,569.84 02/03/2009 999999 DAVIS CHARLES S $1,389.28 02/03/2009 47870 DAVITCH JOSHUA R $222.49 02/03/2009 999999 DENNEN PATRICIA L $1,274.11 02/03/2009 47871 GIESEN JON L $194.05 02/03/2009 999999 GROUT TWILA R $1,621.70 02/03/2009 999999 HECK BRIAN W $2,569.34 02/03/2009 47872 HELGESEN PATRICIA R $1,520.45 02/03/2009 999999 HELLING PAMELA J $1,292.46 02/03/2009 47873 HITT WILLIAM N $264.65 02/03/2009 999999 JOHNSON DENNIS D $650.20 02/03/2009 47874 KIRSCHT ADAM J $431.05 02/03/2009 999999 LANDINI JAMES A $1,444.29 02/03/2009 47875 LAUGHLIN JEREMIAH C $302.96 02/03/2009 999999 LUGOWSKI JOSEPH P $1,573.20 02/03/2009 999999 MASON BRADLEY J $1,400.80 02/03/2009 47876 MCDONALD JUSTIN M $231.29 02/03/2009 999999 MOORE JULIE K $935.06 02/03/2009 47877 NELSON TODD M $257.71 02/03/2009 999999 NGUYEN MICHELLE T $1,729.96 02/03/2009 999999 NIELSEN BRADLEY J $1,899.99 02/03/2009 999999 PANCHYSITYN JEAN M $1,974.45 02/03/2009 999999 PAZANDAK JOSEPH E $1,821.67 02/03/2009 47878 POUNDER CHRISTOPHER J $1,511.32 02/03/2009 47879 PRICCO NICHOLAS R $263.88 02/03/2009 999999 RADCLIFFE-KAPUS MICHAEL L $114.29 02/03/2009 999999 RANDALL DANIEL J $1,892.31 02/03/2009 999999 STARK BRUCE H $1,241.22 02/03/2009 999999 TOWER TERRY R $1,275.38 02/03/2009 999999 WHETSTON JOAN M $91.42 02/03/2009 Total of Cheeks $36,645.13 Thursdig, February 05, 2009 Page t of l s 5755 COUNTRY CLUB ROAD ~ SHOREWOOD, MINNESOTA 55331-8927 * (952) 474-3236 FAX (952) 474-0128 - Ujww.ci.shorewood.mn.us ® cityhall@ci.shorewood.mn.us MEMORANDUM DATE: February 4, 2009 TO: Mayor and City Council Members FROM: Jean Panchyshyn, Deputy Clerk CC: Brian Heck, City Administrator/Clerk RE: 2009 License Renewals for Tree Trimmers For Council information, the Tree Trimmers license requests listed below have been received at the City and reviewed for completeness. As all license fees and requirements have been met, licenses have been issued to the Licensees listed. City of Shorewood - 2009 License Approvals City License No. Licensee Address City TREE TRIMMER LICENSES 09-33 The Tree & Stump Co., Inc. 13677 Dan Patch Dr. Savage 09-34 Annatone Tree Service 7929 Zane Ave. North Brooklyn Park 09-37 The F.A. Bartlett Tree Expert 5505 N. Highway 169 Plymouth Company PRINTED ON RECYCLED PAPER 5755 COUNTRY CLUB ROAD ~ SHOREWOOD, MINNESOTA 55331-8927 e (952) 474-3236 FAX (952) 474-0128 - vvww.ci.shorewood.mn.us - cityhall@ci.shorewood.mn.us MEMORANDUM TO: Mayor and City Council Brian Heck, City Administrator FROM: James Landini, City Engineer DATE: February 5, 2009 RE: Authorize the Expenditure of Funds for purchase of an external antenna for the GPS Staff has budgeted, as part of the 2009 operating budget, for the purchase of an external antenna for the GPS. Staff found a used external antenna from CompassTools. The attached quote displays the used price and the price of a new unit under State contract price. The used antenna totals approximately $1,800 out of the $8,700 budgeted for capital outlays. The external antenna amplifies the incoming satellite signal which allows quicker data acquisition to minimize staff time waiting for a signal lock. This used antenna is the same unit that CompassTools loaned the City of Shorewood last spring for testing. The unit will be inspected and tested before acceptance. Multiple quotes were not obtained due to the antenna is in used condition and is less than the State negotiated Master Purchase Agreement. Recommendation Staff recommends approval of the expenditure of funds from the City Engineer Operating Budget for the used GPS antenna. r~ PRINTED ON RECYCLED PAPER QUOTATION Address: 7760 S. France Avenue, Suite 1100, Minneapolis, MN 55435 Phone: 800 728-5066 Fax: 888 766-2488 E-mail: solutionsC@compasstoolsinc.com On the Web: www.compasstoolsinc.com To: City of Shorewood James Landini 5755 Country Club Road Shorewood City Hall Shorewood, MN 55331 Ph: (952)474-3236 Ext: Fx: (952)474-0128 CTIQUOTE# CTIQ6945 Date: 01/23/09 Terms: Upon receipt F.O.B.: Destinnation Contact: Del Stewart IMPORTANT - Ordering Instructions: Please make purchase order out to: CompassTools, Inc. 12353 E Easter Ave, Suite 200 Centennial, CO 80112 Email to: sales rep or solutionsOcompasstoolsinc.com or fax the P.O. to CompassTools at 888-766-2488 We also accent MasterCard. VISA and Discover Item # Qty Mfg Part # Description Unit Price Ext. Price Delivery Used Zephyr Antenna Option: ( 1 Used Zephyr Antenna Kit, Retails for $2,195 ' 2 1 55407-00-USED ' $1,646.25 $1,646.25 Stock i Used Trimble Nomad GPS Range Pole Bracket I ~ 3 ~ I 1 EGL-22009-Used $0.00 $0.00 Stack Shipping and Handling Cost for UPS Ground - 4 1 Shipping and Handling Included $0.00 $0.00 Will be added SubTotal I 5 $1,646.25 Tax will be added to order (Please send tax exemp 6 1 Taxable certificate if applicable) $0.00 $0.00 Will be added ---or--- 7 i Approval All hardware will be charged and inspected for latest o/s and firmware. All in-stock orders will ship within 48 hours, Typically all items are in stock, may take 2 to 4 weeks depending on product. Tax and shipping charges will be added unless specified Quote valid for 30 days Trimble 12 month Standard Warranty: Hardware, Pathfinder Office and TerraSync Professional. GPScorrect: 3 months. CompassTools can provide all your satellite imagery requirements from as little as $7.70 per sq kilometer. New Zephyr Antenna Option: 8 New Zephyr Antenna Kit, state contract equivalent i 9 1 55407-00 price $1,975.00 $1,975.00 i 2-4 weeks Used Trimble Nomad GPS Range Pole Bracket ; 10 1 EGL-Z2009-Used $0.00 $0.00 Stock I Shipping and Handling Cost for UPS Ground - 11 1 Shipping and Handling Included $0.00 $0.00 Will be added SubTotal 12 i $1,975.00 ~ Tax will be added to order (Please send tax exemp t 13 1 Taxable certificate if applicable) $0.00 $0.00 Will be added Approval All hardware will be charged and inspected for latest o/s and firmware. All in-stock orders will ship within 48 hours. Typically all items are in stock, may take 2 to 4 weeks depending on product. Tax and shipping charges will be added unless specified Quote valid for 30 days Trimble 12 month Standard Warranty: Hardware, Pathfinder Office and TerraSync Professional. GPScorrect: 3 months. CompassTools can provide all your satellite imagery requirements from as little as $7.70 per sq kilometer. 5 5~ ~a i r _5~m a ate. ~ ~ 5755 COUNTRY CLUES ROAD ~ SHOREWOOD, (MINNESOTA 55331-8927 ~ (952) 474-3236 FAX (952) 474-0128 - www.ci.shorewood.mn.us ® cityhail@ci.shcrewood.mn.us MEMORANDUM TO: Mayor and City Council Brian Heck, City Administrator FROM: James Landini, City Engineer DATE: February 5, 2009 RE: Authorize the Expenditure of Funds for GPS and Terrasyne software training Staff has budgeted, as part of the 2009 operating budget, for training on improved utilization of the GPS and Terrasyne software. CompassTools, our equipment supplier is offering training on the GPS with Terrasync software on Fete 25, 26 in Centennial, Colorado. The class is $695. Airfare is estimated at $350, estimated $150 for taxi fare and hotel is estimated at $100 a night for three nights for an estimated total of $1,500.00. Staff seeks authorization to expend an estimated $1,500 for Terrasync-GPS training out of the remaining $6,200 for travel, conference and school budget. Recommendation Staff recommends approval of the expenditure of funds from the City Engineer Operating Budget for the GPS and Terrasync software training. PRINTED ON RECYCLED PAPER QUOTATION Address: 12353 E. Easter Avenue Suite 200, Centennial CO 80112 Phone: 800 728-5066 Fax: 888 766-2488 e-mail: solutionsocompasstoolsinc.com On the Web: www.compasstoolsinc.com To: City of Shorewood James Landini 5755 Country Club Road Shorewood City Hall Shorewood, MN 55331 CTIQUOTE# CTIQ6995 Date: 02/02/09 Terms: Upon receipt F.O.B.: Origin Contact: David Siddle Ph: (952)474-3236 Ext: Fx: (952)474-0128 IMPORTANT - Ordering Instructions: Please make purchase order out to: CompassTools, Inc. 12353 E Easter Ave, Suite 200 Centennial, CO 80112 Email to: sales rep or solutionsC~compasstoolsinc.com or fax the P.O. to CompassTools at 888-766-2488 We also accent MasterCard. VISA and Discover Item # I Qty Mfg Part # Description Unit Price Ext. Price Delivery TerraSync - PFO February 25-26, 2009 1 i TerraSync and Pathfinder Office two-day 2 1 Class #1 training, per person at CompassTools $695.00 ! $695.00 Training Headquarters, in Centennial CO. Approval All hardware will be charged and inspected for latest o/s and firmware. All in-stock orders will ship within 48 hours. Typically all items are in stock, may take 2 to 4 weeks depending on the product. Local tax and shipping charges will be applied unless specified Quote valid for 30 days Trimble 12 month Standard Warranty: Hardware, Pathfinder Office, TerraSync Professional. GPScorrect: 3 months. CompassTools can provide all your satellite imagery requirements from as little as $7.70 per square kilometer. 1/1 C C) l\A P -SS T C) C L S intermediate Mapping & GIS Certified Training Course Agenda Mapping & GIS with the TerraSyne software CompassTools has over 14 years of continuous training programs. Our professional trainers add their wealth of knowledge to give you a more profound learning experience. You'll come away with knowing more than just how the tools work, but more importantly how and when to use the tool. CompassTools training courses are delivered with the same high standards that are used in delivery of our other services. To maintain these high standards of training, the following methodology is utilized: Small class sizes maximize student/instructor interaction Experienced and knowledgeable instructors Instructors maintain current certifications Course material that fits customers needs This course is designed to introduce students to GPS fundamentals and TerraSync Software. Emphasis will be hands-on learning of field data collection, correction, and transfer of GPS data. This two-day, Trimble Certified course curriculum includes: GPS fundamentals Mission planning Data dictionary creation Configuring the GPS equipment Data collection techniques/Advanced data collection techniques Downloading data Differential correction using GPS Pathfinder Office Data editing in GPS Pathfinder Office Exporting data to your GIS Field sessions Benefits of Training: Get started using your equipment right away Prevent costly re-visits to collect and process data due to improper techniques Ensure accuracy and efficiency in the field and in the office Get hands -on experience before you embark on your project Custom class allows instructor to use your data for more efficient field projects CompassTools can design a course curriculum to suit your specific needs. The course schedule can vary from one to three days and cover project-specific tasks and techniques that will give you the tools and knowledge to accomplish your project goals. ;N d b 5755 COUNTRY CLUB ROAD ~ SHOREWOOU, MINNESOTA 55331-8927 ® (952) 474-3236 FAX (952) 474-0128 ® www.ci.shorewood.mn.us ® cityhall@ci.shorewood.mn.us MEMORANDUM TO: City Council FROM: Brian Heck, City Administrator Jean Panchyshyn, Deputy Clerk CC: Larry Brown, Director of Public Works DATE: February 4, 2009 SUBJECT: Utility Payment Drop Box The City's utility payment drop box was located on the city hall building, with payments being dropped into a slot in the outside wall that landed ina box in the old conference room. With the remodeling of city hall, the drop box can no longer be located on the building. Staff has looked at options for a free-standing, walk-up drop box that would be placed near the entrance to the building. Staff checked into the following resources: 1) State of Minnesota Cooperative Purchasing Venture (CPV) program (there were no vendors/ drop box products participating) 2) US Communities program provided the following responses: • Home Depot responded with a lower quality product which staff does not believe would be suitable for a secure payment drop box. • Hagemeyer responded by providing two safety and industry product catalogs, but neither included a payment drop box; the sales rep is checking with a supplier in Tennessee. As of this printing, no response has been received. 3) Internet Search • Mailboxes, Lockers & Signage (mailboxes.com) - This internet company located in CA, has an aluminum drop box option that is provided as Exhibit A. • American Security Cabinets (americansecu itycabinets.com) - This vendor is located in St. Cloud, MN; they manufacture stainless-steel drop boxes; see Exhibit B for this option. Staff also contacted the cities of Excelsior, Deephaven; Wayzata, Long Lake, Orono, and Mound to inquire of their drop box status: 191, .0 PRINTED ON RECYCLED PAPER February 4, 2009 Subject: Utility Payment Drop Box Page 2 • Excelsior and Wayzata both have drop boxes from American Security Cabinets, and have had their drop box for many years (Excelsior since the early 90's; Wayzata not sure how long, but indicated a long time). • Orono has a drop box by American Security Cabinets. They replaced a less expensive model because it leaked and would get the payments wet, as well as freeze shut in the winter. The also said the American Security Cabinet brand was recommended by the post office. • Mound and Tonka Bay have their drop boxes built into the city hall building. Mound in- dicated their drop box is stainless steel, and that it was from American Security Cabinets. • Deephaven stated they have an old wooden box located near their front door that does not lock, and does not get used much, most likely because it does not lock. • The City of Long Lake had not responded as of this printing. Of the two options provided, the drop box from American Security Cabinets appears to be of best quality. It is made of stainless steel, and has the option of a heavy, 500 lb. double concrete base with an aggregate pedestal as shown in the attached Exhibit B, and it comes from a local Minnesota company (St. Cloud). Another method for securing this drop box would be to permanently set it in a concrete footing, but this could not be done until the spring thaw. The drop box at city hall is used daily by residents. The benefit of the double concrete base is that it could be installed immediately, and if it ever needed to be moved, this could be accomplished by the Public Works Department with the use of equipment, such as a bobcat. Although this drop box is more expensive than the model from Mailboxes, Lockers and Signage, staff feels it is the best quality, aesthetically fits in with the new building, and most importantly, with the quality stainless steel construction will last many years, as experienced by the cities of Orono, Wayzata and Excelsior. The cost breakdown for the two options are: Vendor Drop Drop Box Tax Shipping/ Total Box Post Delivery Cabinet 1 Mailboxes, Lockers & Signage $350.00 $100.00 $30.23 $ 57.48 $ 552.71 2American Security Cabinets $622.40 $338.00 $62.43 $160.00 $1,182.83 1 This does not include installation; this unit could not be installed until spring, and some additional cost would be incurred to have Public Works set it in a concrete footing. 2 This unit is priced with a refurbished cabinet, which includes a new lock and rain shield. The price of the refurbished unit is $155.60 less than a brand new unit. The refurbished unit is covered by the same manufacturer's lifetime warranty. This price does include installation of the unit with the double concrete base. Staff Recommendation Staff recommends Council authorize expenditure of funds for the Drop Box from American Security Cabinets in the amount of $1,182.83. Funds are available in the building fund to cover this expense. ailboxes.com - Order summary f., rr T 17 p 0, 9 _ i Page 1 of 2 IE'JELI C-JLY J Items in i l iiiin address 0,. --s City of Shorewood City of Shorewood 5755 Country Club Road 5755 Country Club Road Shorewood Shorewood MN MN 55331 55331 United States of America United States of America Shipping: Standard Freight (to contiguous 48 states) Special Shipping Instructions: 1 Model PEDESTAL FOR PEDESTAL DROP BOXES- 4285G GRAY 4275G PEDESTAL DROP BOX-REGULAR-GRAY CUSTOM ENGRAVED SELF ADHESIVE PLACARD FOR PEDESTAL DROP BOXES UCNO SIT 4267 Qty Unit Price Total 1 $100.00 $100.00 1 $350.00 $350.00 1 $15.00 $15.00 Custom Requirements. DROPBOX Subtotal: $465.00 o , . -CAn-a-ax $"0- Shipping: $57.48 Order Total: $52-2:4 I Mailboxes ~ Residential-Mailboxes ~ Lockers ( Signage 62ndStr2gt m L& l°'fC_..:_ cy Policy © 2008 Salsbury Industries. All F https://www.mailboxes.com/summary.asp Exhibit A Page I of I Part ID Model 400 includes Price Total 0104 Model 400 A stainless steel "fold-weld" cap and cabinet, stainless steel $778.00 $778.00 finished back panel, piano hinged door, brass works lock, (2) double-bitted keys, strong cam, lock cover, floor liner, rainshield installed above payment slot and (3) black signs: "PLACE PAYMENTS HERE", "DO NOT USE CASH", "THANK YOU". Cabinet dimensions: 12 x 8 x 22 inches high. 20% discount for Refurbished Cabinet ($155.60) ($155.60) 0203 Stainless Steel Pedestal thick walled 4 x 4 stainless steel post $338.00 $338.00 continuously welded to heavy top plate with (4) .5 inch stainless steel carriage fasteners for attaching to security cabinet. Double Concrete Base. ADA Compliant. Product Cost: $960.40 Sales Tax 6.5%: $62.43 Delivery Cost: $160.00 Total Cost: $1182.83 American Security Cabinets, Inc. has built secure cabinetry that collects and protects payments and important documents since 1976 from its headquarters at 120 Sixth Avenue North, Saint Cloud, Minnesota 56304. We take pride in our loyal employees who we think of as "family" since the average staff tenure is over 12 years. This experience goes into every cabinet we design, build and service for many decades ahead. When you need us, we will still be here for you. Every piece, part and hour of labor required to make an American Security Cabinet is from the USA. We use high grade, heavy gauge, brushed Stainless Steel that is continuously fold-welded and hand finished for a first-class appearance and long- lasting durability. As a way to make good on our claims above, we Absolutely Guarantee Your Satisfaction against any faulty workmanship for the life of its service to you. - t"I !'°{v l L L S f t - - Prefabricated, A gregate Pedestal tV Exhibit B http:H CITY F SHOREWOOD RESOLUTION NO. A RESOLUTION GRANTING PRELIMINARY PLAT APPROVAL FOR WILDWOOD WHEREAS, Synergy Land Company, LLC (Applicant) has an interest in certain lands within the City of Shorewood and has applied to the Council for preliminary plat approval of a plat to be known as Wildwood; and WHEREAS, the Applicant's request has been reviewed by the City Planner and his recommendations have been duly set forth in a memorandum to the Planning Commission, dated 1 January 2009, which memorandum is on file at City Hall; and WHEREAS, the Applicant's request has been reviewed by the City Engineer and his recommendations have been duly set forth in a memorandum to the Planning Commission, dated 31 December 2008, which memorandum is on file at City Hall; and WHEREAS, a Public Hearing was held by the Shorewood Planning Commission on 6 January 2009, for which notice was duly published and all adjacent property owners duly notified. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: That the Applicant's request for preliminary plat approval of Wildwood is hereby approved. 2. That such approval is subject to the recommendations set forth in the City Planner's Memorandum, dated 1 January 2009, the recommendations set forth in the City Engineer's memorandum, dated 31 December 2008, and the terms and conditions contained in the minutes of the Planning Commission meeting of 6 January 2009 on file at City Hall. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 9th day of February 2009. Christine Lizee, Mayor ATTEST: Brian Heck, City Administrator/Clerk T T a 5755 COUNTRY CLUES RUAD * SHOnEVvOOD, MINNESOTA 55331-8927 - (952) 474.3236 FAX (952) 474-0128 - www.d.shorewood.mn.us - Cdyhali@d.shorewood.mn.us MEMORANDUM TO: City Council FROM: Brian Heck, City Admini DATE: February 4, 2009 SUBJECT: Park Coordinator/Schedt Background / Prior Action Last year the City Council approved of recommendations for changing the staffing and responsibilities of staff. One of the recommendations was to expand the agreement with Community Recreation Resources (CRR) to provide park administration / coordination services in addition to park facility scheduling. I worked with Kristi Anderson of CRR on including these services in the agreement. The Park Commission met on Tuesday, January 13 and voted to recommend the Council approve the agreement. The Council considered the agreement at the January 26 meeting and asked staff to include additional information on the scope of work regarding the park liaison and coordination work in Section I.B. I met with Kristi again and discussed the issue with Council Member Woodruff. Following these discussions, I added the following clauses to the agreement. 1) Attending and providing guidance and support to the Park Commission; 2) Attend Council meetings as needed to discuss activities related to parks and recreation programs; and 3) Coordinate with Public Works the care and maintenance of park facilities. Kristi has reviewed the revised agreement and is comfortable with the added provisions. Attached is the 2009 Agreement with Community Recreation Resources. Staff recommends the Council approve the agreement with CRR for the above stated services and authorize the Mayor and Administrator to execute the agreement. PRINTED ON RECYCLED PAPER INDEPENDENT CONTRACTOR AGREEMENT P PA AN RECREATION ADMINISTRATION AN COORDINATION SERVICES THIS AGREEMENT made this day of January, 2009, by and between the City of Shorewood, Minnesota, a Minnesota municipal cooperation, hereinafter "City" and Community Recreation Resources, hereinafter "Contractor" or "CRR". WHEREAS, the City desires to engage the Contractor to provide services in the operation and management of park and recreation facilities with in the City; and WHEREAS, the City desires the agreement with the Contractor to include coordination and administration of the Park Commission; and WHEREAS, the City desires the agreement with the Contractor to also include development and implementation of park planning and recreational programming at City parks. NOW, THEREFORE, the parties agree to the following: 1. Scope of Services. Community Recreation Resources agrees to provide the following services on behalf of the City of Shorewood. A. Coordinate and manage the scheduling of playing fields with the various athletic associations. Such will include at least one meeting with the organizations in the spring and one in the fall and working with City staff to 1) issue "field permits", 2) Collect and review application documents from the different sports organizations, 3) ensure proper facility maintenance, 4) maintain necessary records and reports regarding facility usage, and 5) schedule other facilities (i.e. tennis courts, park shelters, etc.) B_. Provide Coordination and administration of the City's park and recreation programs including: 1) Attending and providing guidance and support to the Park Commission; 2) Working with support staff to develop commission agendas and assemble necessary background materials for the meetings; 3) Conduct research in to issues and present findings and reports to the Commission with recommendations; 4) Assist the Park Commission in developing an annual work plan including development of an annual Capital Improvement Plan; 5) Work with support staff, public works staff, and consultants to develop bid specifications and other documents necessary to complete approved capital improvements; 6) Work with support staff, the Park Commission and others in developing and implementing new programs and partnerships; 7) Work with the Commission in updating and implementing the comprehensive Park Master Plan; 8) Coordinate with Public Works the care and maintenance of park facilities and grounds, 9) Attend council meetings as needed to provide updates on the parks and recreation activities. 2. Fees for Services Provided. The City shall compensate the Contractor at a rate of $45.00 per hour for services provided in accordance with this Agreement. The total amount paid to the Contractor shall not exceed $53,000 or 1,178 hours (approximately 23 hours per week) 3. Responsibilities of the City. The City shall provide program support to CRR. Support staff shall work closely with CRR in implementation and coordination of programming, serving as main customer contact regarding facilities and services, shall prepare and distribute agendas and related material to Commission members and Council members, shall make necessary photo copies, send correspondence, collect fees, and other administrative duties. 4. Termination. Either party may terminate this Agreement without cause or reason, upon thirty (30) days' written notice to the other party. Either party may terminate this Agreement without notice for cause. "Cause" includes, but is not limited to, dishonesty, failure to meet deadlines, criminal conduct, or breach of this Agreement. Status of Contractor. It is intended by both parties that this Agreement does not constitute an employee/employer relationship and CRR and its employees are independent contractors. As such, the manner and means of performance of the duties outlined herein shall be at the Contractor's discretion. The Contractor is free to employ personnel to assist in providing services to the City and such employees shall be the Contractor's responsibility, not the City's. The Contractor shall be responsible for providing statutorily required worker's compensation insurance and general liability insurance. All expenses, other than pre-approved, shall be borne by the Contractor and shall not be reimbursed by the City. This includes office space, furnishings, data and communications, payroll expenses, taxes and insurances. Notwithstanding the above, the Contractor shall represent the City and the City's interests relating to the park and recreation programs. 6. Manner of Payment. The Contractor shall provide to the City a monthly invoice detailing the hours worked on behalf of the City in the provision of the services outlined in this Agreement. The City shall pay the Contractor in accordance with Section 2 of this Agreement. The City shall not withhold any taxes from said payment. The City shall provide the Contractor with an appropriate tax form such as a 1099 that outlines total payment made for services. It is the responsibility of the Contractor to pay any and all required taxes. CRR shall provide the City with the necessary documentation so the City can accurately report to the taxing authorities amounts paid for services rendered. 8. Entire Agreement. This Agreement contains the entire agreement between CRR and the City and no amendment hereto shall be valid unless made in writing and signed by the parties. There is merged herewith all prior and collateral representations, promises, and conditions concerning the Contractor and the City. This Agreement supersedes and nullifies any preexisting agreements between the parties relating to the subject matter of this Agreement. All Agreements as to payments to be made to CRR for projects or services outside the scope of this Agreement must be agreed to by each party and made in writing before work is completed. 9. Severable. In the event any portion of this Agreement shall be held invalid, the remainder of the Agreement shall continue in full force and effect. 10. Notices. Any notice required or permitted to be given under this Agreement shall be sufficient if it is in writing and sent to the Contractors residence or the principal office of the City, which ever is applicable. 11. Governing Law. This Agreement shall be construed and enforced in accordance with the Laws of the State of Minnesota. IN WITNESS WHEREOF, the parties have executed the Agreement the day and year first written above. CITY OF SHOREWOOD By: Chris Lizee, Mayor By: Brian Heck, Administrator COMMUNITY REC. RESOURCES by; Kris' Anderson (fR rt t ~ f Sally Keefe IF MEMORANDUM T 01' 5755 COUNTRY CLUB ROAu ® SHONEW000, MINNESOTA 55331-8927 ® (952) 474-3236 FAX (952) 474-0128 - www.d.shorewood.mn.us a cityhali@d.shorewood.mn.us TO: Mayor and City Council Brian Heck, City Administrator FROM: James Landim, City Engineer DATE: February 05, 2009 RE: Adopting a Resolution seeking statutory authority to implement a street improvement district. The City of Shorewood has many streets that are in need of assistance. The League of MN Cities (LMC) has lobbied the MN State Legislation in the creation of street improvement districts state wide. This state wide lobbying effort has met resistance from 15 other organizations. The LMC is now seeking individual cities willing to make a case for special legislation requesting the street improvement authority. The LMC will assist interested cities in requesting the bill draft and hearings, and with working with key legislators. Staff prepared a Resolution seeking statutory authority to implement a street improvement district and that Resolution is attached for your consideration. Also attached is a letter to Shorewood's elected Legislators requesting them to author the bill to obtain this authority. If the Legislation grants the City of Shorewood the authority to create a street improvement district it would be one more tool that could be used to fund the street improvement program. There are no guarantees that the Legislation will grant this authority, but we have to take the first step to obtain this financial tool to maintain the local streets. Recommendation Staff recommends approval of the Resolution and direction to staff to submit the letter and resolution to Shorewood's elected Legislators. PRINTED ON RECYCLED PAPER CONNECTING & INNOVATING SINCE 1913 2009 Legislative Issues Municipal Street Improvement District Authority What is it? The League of Minnesota Cities supports legislation that would give cities the authority to collect fees from property owners to fund municipal street maintenance, construction, reconstruction, and facility upgrades. Municipal street improvement district authority would give cities a tool that would allow maintenance and reconstruction to be performed on schedule. Timely maintenance is essential to preserving city streets, thereby protecting taxpayer investments. Why is it needed? Cities rely on general revenues (including state aids) and special assessments to fund street maintenance. Consequently, many cities are currently deferring maintenance because of tight budgets and volatile economic conditions. Moreover, Municipal State Aid (MSA) finds are limited to cities with populations exceeding 5,000, making nearly 80 percent of Minnesota cities ineligible for that option. Without ongoing maintenance, the average life expectancy of local streets is approximately 25-30 years. With appropriate maintenance the life expectancy can be extended to 50-60 years; but this maintenance requires a dedicated funding source that does not exist under the current volatile property tax system. Reasons to support Municipal Street Improvement District Authority ➢ It is a good alternative to special assessments, which can be burdensome to property owners and are difficult to implement for some cities. It is also a good alternative to using property taxes to fiord municipal street improvements. Property tax dollars are generally not dedicated and are sometimes diverted to other needs, such as public safety, water quality, and cost participation in state and county highway projects. This authority would provide a funding mechanism that is transparent and fair. It establishes a clear relationship between who pays fees and where projects occur. The authority allows cities to collect fees from tax exempt properties within a district. The authority would allow property owners to fiend expensive projects by paying small fees over time. The tool could be used to mitigate or eliminate the need for special assessments altogether. The authority is enabling legislation-cities would not be required to create municipal street improvement district, but would be authorized to consider it as an option. 145 UNIVERSITY AVE. WEST PHONE: (651) 281-1200 Fnx: (651) 281-1299 ST. PAUL, MN 55103-2044 TOLL FREE: (800) 925-1122 WEB: WWWLMC.o1Lc CHECKLIST FOR CITIES SEEKING STATUTORY AUTHORITY TO ESTABLISH A MUNICIPAL STREET IMPROVEMENT DISTRICT 1. Review the street improvement district fact sheet and legislation. 2. Have a discussion at your next city council meeting or council work session to decide if this tool would work in your city. 3. Adopt a resolution requesting statutory authority to establish a municipal street improvement district (find a sample resolution on the LMC website). 4. Send your adopted city resolution to your legislators along with a letter asking them to sponsor a bill providing municipal street improvement district authority for your city (find a sample letter on the LMC website). 5. Send a copy of your letter and resolution to the League of Minnesota Cities: League of Minnesota Cities Attention: Brian Strub 145 University Avenue West St. Paul, MN 55103 or bstrub 0jinc.or 6. Follow up with your legislators by phone or e-mail to ask if they will introduce legislation on your behalf. If your city is interested in pursuing special legislation for your city, please contact Anne Finn at 651.281.1263 or afJHH whnc.org, or Brian Strub at 651.281.1256 or bstr-ub(a)hnc.org. 145 UNIVERSITY AVE. WEST PHONE: (651) 281-1200 FAX: (651) 281-1299 ST. PAUL, MN 55103-2044 POLL FREE: (800) 925-1122 WEB: www.LMC.ORG CITY OF SHOREWOOD SOLUTION NO. 09- RESOLUTION REQUESTING AUTHORITY TO ESTABLISH A MUNICIPAL STREET IMPROVEMENT DISTRICT WHERE, AS, residents and businesses benefit from a sound, efficient and adequately funded transportation system that offers diverse modes of travel; and WHEREAS, under-investment in transportation infrastructure diminishes quality of life for Minnesota residents and hinders Minnesota's progress as a national business, economic and civic leader; and WHEREAS, the integrity of the City of Shorewood's transportation infrastructure is dependent upon long-term planning and ongoing maintenance, both of which require dedicated and sustainable revenue sources; and WHEREAS, existing fielding mechanisms for local roads, such as special assessments, bonding and municipal state aid, have limited applications; and WHEREAS, the City of Shorewood does not have a stable funding stream for roads to keep pace with growing costs and changing needs; and WHEREAS, the cost of maintaining and repairing city streets increases by as much as six times when maintenance is deferred; and WHEREAS, local cost participation requirements for trunk highway and county projects are onerous and are contributing to strains on city budgets; and WHEREAS, levy limits and cuts in aids to local government have contributed significantly to destabilization of local budgets; and WHEREAS, transportation infrastructure maintenance and improvement costs significantly contribute to rising property taxes; and WHEREAS, the City of Shorewood's transportation system is failing to meet the needs necessary to promote economic development; and WHEREAS, some of the City of Shorewood's roads are not built to modern safety standards and are not meeting the needs of industries that depend on the ability to transport heavy loads; and WHEREAS, authority to establish a street improvement district would provide the City of Shorewood with an additional tool for funding transportation infrastructure maintenance and reconstruction. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF Shorewood that this council believes creation of a street improvement district would allow for preservation of the city's transportation infrastructure assets; and BE IT FURTHER RESOLVED BY THE COUNCIL OF THE CITY OF Shorewood that this council requests that the Minnesota Legislature provide authority for the City of Shorewood to create a street improvement district; and BE IT FURTHER RESOLVED BY THE COUNCIL OF THE CITY OF Shorewood that this Council requests that Governor Tim Pawlenty allow legislation providing authority for the City of Shorewood to create a street improvement district to become law. ADOPTED by the Shorewood City Council on February 9, 2009. Christine Lizee, Mayor ATTEST: Brian Neck, City Administrator/Clerk e~ -W, T - - 1 ~A°s 7 02/09/09 Senator Gen Olson 5755 COUNTRY CLUB ROAD ® SHOREWOOD, MINNESOTA 55331-8927 « (952) 474-3236 FAX (952) 474-0128 m www.ci.shorewood.mn.us - cityhaI1@ci.shorewood.mn.us 100 Rev. Dr. Martin Luther King Jr. Blvd. State Office Building, Room 119 St. Paul, MN 55155 Representative Connie Doepke 215 State Office Building 100 Rev. Dr. Martin Luther King Jr. Blvd. St. Paul, MN 55155 Dear Senator Gen Olson and Representative Connie Doepke, The Shorewood City Council recently adopted the attached resolution seeking statutory authority to implement a street improvement district. On behalf of the City of Shorewood, I am writing to request that you author a bill that would provide this authority for the City of Shorewood. Street improvement district authority would allow the city to collect fees from property owners within a district to fund municipal street maintenance, reconstruction and facility upgrades. As you know, our growing budget pressures have been exacerbated by levy limits, unallotnent, inflation and local government aid reductions. These circumstances have limited the ability of the city to adequately maintain city streets. Using special assessments for this purpose is impractical, particularly in these difficult economic times. The City of Shorewood is facing a critical need for a new funding tool to take care of local streets. Per the attached bill draft, before establishing a street improvement district, the city would be required to adopt a street improvement plan that identifies and estimates the costs of proposed maintenance and upgrades for the following five years. Fees would then be apportioned to all parcels located in the street improvement district on a uniform basis within each classification of real estate. Fees collected could only be spent within the district and on projects identified in the street improvement plan. According to the League of Minnesota Cities, which supports this effort, this authority would provide a fielding mechanism that is both affordable and fair to property owners. It requires a relationship between who pays fees and where projects occur, but stops short of the benefit test PRINTED ON RECYCLED PAPER that sometimes makes special assessments vulnerable to legal challenges. It also would not prohibit the city from collecting fees from tax exempt properties within a district. The council believes implementation of a street improvement district would allow the city to spread the cost of projects over more properties and over a longer period of time. This tool is transparent in that fees collected within a street improvement district would be collected and used for a specific purpose. This tool would also allow the city to perform maintenance and reconstruction on schedule. Timely maintenance is essential to preserving streets and thereby protecting taxpayer investments. Given the current economy, this preservation is more important than ever. Please let me know if you would be willing to assist by carrying this legislation. In the meantime, if you have additional questions about street improvement district authority legislation, please contact Anne Finn with the League of Minnesota Cities at afinnc(~lmc.org, (651) 281-1263, or (800) 925-1122. Thank you for your consideration of this request. Sincerely, Attachments: Resolution and bill draft Cc: Brian Strub, League of Minnesota Cities I SAMPLE LEGISLATION SEEKING SPECIAL AUTHORITY FOR STREET 2 IMPROVEMENT DISTRICT 3 4 5 A bill for an act 6 relating to municipalities; authorizing the city of Shorewood to establish street improvement 7 districts and apportion street improvement fees within districts; requiring adoption of street 8 improvement plan; authorizing collection of fees; proposing coding for new law in Minnesota 9 Statutes, chapter 435. 10 11 BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MINNESOTA: 12 Section L [435.39] MUNICIPAL STREET IMPROVEMENT DISTRICTS. 13 Subdivision 1. Definitions. (a) For the purposes of this section, the following terms have 14 the meanings given them. 15 (b) "Municipality" means the city of Shorewood. 16 (c) "Governing body" means the Shorewood City Council. 17 (d) "Municipal street" means a street alley, or public way in which the municipality has 18 powers conferred by section 429.021. 19 (c) "Street improvement district" means a geographic area designated by the municipality 20 within which street improvement and maintenance may be undertaken and financed according to 21 this section. 22 (f) "Improvements" means construction reconstruction and facility upgrades involving: 23 (1) right-of-way acquisition; 24 2 paving, 25 (3) curbs and gutters; 26 (4) bridges and culverts and their repair; 27 (5) milling; 28 (6) overlaying; 29 (7) drainage and storm sewers; 30 (8) excavation; 31 (9) base work; 32 (1.0) subgrade corrections; 33 (11 street lighting 34 (12) traffic signals; 1 1 (13) signage; 2 (14) sidewalks; 3 (15) pavement markings; 4 (16) boulevard and easement restoration; 5 (17) impact mitigation; 6 (18) reconstruction connection and reconnection of utilities; 7 (19) turn lanes; 8 (20) medians; 9 (21) street and alley returns; 10 (22) retaining walls; 11 (23 fences; 12 (24) lane additions; or 13 (25) fixed transit infrastructure trails or pathways. "Fixed transit infrastructure" does not 14 include commuter rail rolling stock light rail vehicles or transitway buses; capital costs for park- 15 and-ride facilities; feasibility studies plarning alternative analyses environmental studies, 16 engineering or construction of transitways; or operating assistance for transitways. 17 (g) "Maintenance" means striipinQ seal coating crack sealing, pavement repair, bridge 18 and retaining wall repair, sidewalk maintenance signal maintenance street light maintenance, 19 and signage. 20 Subd 2 Establishment of districts. The municipality may, by ordinance, establish 21 municipal street improvement districts within the municipality's boundaries. 22 Subd 3 Authorization. The municipality may defray all or part of the total costs of 23 municipal street improvements and maintenance by apportioning street improvement fees on a 24 uniform basis to all eligible property located in the district. 25 Subd 4 Adoption of plan Before establishing a municipal street improvement district 26 or authorizing a street improvement fee the municipality must propose and adopt a street 27 improvement plan that identifies and estimates the costs of proposed improvements and 28 maintenance for the following five years and identifies the location of the municipal street 29 improvement district Notice of apublic hearing on the proposed plan must be given by mail to 30 all affected owners of eligible property at least ten days before the hearing and posted for at least 31 ten days before the hearing At the public hearing, the governing body must present the plan, and I all affected owners of eligible property in attendance must have the opportunity to comment 2 before the goveming, body considers adoption of the plan. 3 Subd. 5. Use of fees. Revenues collected from property in a district from the fee 4 authorized in this section must be placed in a separate account and be used only for projects 5 located within that same district and identified in the municipal street improvement district plans. 6 Subd. 6. Unpaid fees. Fees that, as of October 15 of each calendar year, have remained 7 unpaid for at least 30 days may be certified to the county auditor for collection as a special 8 assessment payable in the following calendar year against the affected property. 9 Subd. 7. Notice; hearings. The municipality may impose a municipal street improvement 10 fee provided in this section by ordinance. The ordinance must not be voted on or adopted until 11 after a public hearing has been held on the question. 12 Subd. S. Not exclusive means of financing improvements. The use of the municipal 13 street improvement fee by the municipality does not restrict the municipality from imposin, 14 other measures to pay the costs of local street improvements or maintenance, except that the 15 municipality must not impose special assessments for projects funded with street improvement 16 fees. SS )CIATION Three Bay Milfoil Treatments 2009 - Requested Funding from Shorewood The LAKE MINNETONKA ASSOCIATION is planning for continued treatments to control Eurasian watermilfoil in Phelps Bay in 2009. At the City's November 24, 2008 meeting, several questions were posed and a request was made to come back when additional information was at hand. The 2009 treatment is estimated to cost is $ 68,000. Anticipated funding is as follows: - LMCD $ 10,000 (Approved LMCD's Save-the-Lake funds) - MN DNR $ 8,333 (grant applied for, award to be announced in March) - City of Mound $ 12,000 (Approved) - Carryover from 2008 $ 8,000 (Carryover from residents' contributions) Remainder $ 29,667 We are requesting $6,000 each from Shorewood and Minnetrista. Bay residents will fund the remainder. Questions 1. Does the Minnesota Department of Natural Resources support this program? Yes. The treatments are framed by a Lake Vegetation Management Plan, which is a DNR- approved document. Also, the DNR will permit the treatments and fiend the treatments. 2. What are the long-term cost estimates? We estimate that the costs will decrease after the first two years. The five-year cost estimates are: 2008 - 2012 $61,000 / $68,000 / $49,000 / $21,000 / $13,000 After five years, some maintenance-level treatments will occur at approximately the 2012 costs 3. What long-term funding mechanisms are proposed or anticipated? The Lake Minnetonka Association has developed a Milfoil-Free Minnetonka Vision and Plan, which reconunends a comprehensive milfoil control and aquatic invasive species (AIS) protection plan for Lake Minnetonka. The plan is available on our web site. The Plan's goals are to rid the lake of milfoil and keep new AIS out of the lake. The long-term costs for the Phelps Bay treatments are embedded in the more comprehensive plan. I slideshow will be presented at the Council meeting providing an overview of the Milfoil-Free Minnetonka plan. LAKE MINNETONKA ASSOCIATION C l'. Bol 24( 1_xce.lsior, SIN 5,5331 ()52) 4-,o 4449 1 1 '14- 5A MEMORANDUM end . n e m dm 5755 COUNTRY CLUB ROAD - SHOREWOOD, MINNESOTA 55331-8927 - (952) 474-3236 FAX (952) 474-0128 - www.ci.shorewood.mn.us ® cityhali@ci.shorewood.mn.us TO: City Council FROM: Brian Heck, City Administrator DATE: February 5, 2009 SUBJECT: Water Shut-Off - Ordinance Amendment Background Shorewood Municipal Code, Chapter 903.09, subdivision 3 covers the process and procedure for billing and collecting fees for water usage. The ordinance currently requires the City to turn the water service off at the curb stop for delinquencies in excess of 90 days. When payment is made in full, including shut-off fees, the water is turned on. Due to several incidents where public works staff have been unduly harassed and in some cases threatened as well as the basic issue of health and welfare for the occupants of the dwelling, staff is suggesting a minor change to the current ordinance that will change ordinance from requiring water shut-off to language that allows the water service to be shut off. Instead of shutting off the water on unpaid bills, the amount due along with any penalties and fees would be certified to the property taxes at the end of the year. The specific changes are in Subdivision 3 (b) and (c) where we change "Shall" to "May". 4 f 16 PRINTED ON RECYCLED PAPER DRAFT CITY OF SHOREWOOD ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 903 OF THE SHOREWOOD CITY CODE RELATING TO WATER USAGE THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA, ORDAINS AS FOLLOWS: Section 1. Section 903.09, Subd. 3(b) and Subd. 3(c) of the Shorewood City Code shall be amended to read as follows: b. Delinquencies. After the last day of the month in which payment is due, a penalty of 10% of the unpaid account balance will be assessed and added to the amount due on the account. If the balance due on the account is not paid in full within 45 days of the day on which the account became due, a notice shall be sent to the property owner or user informing the property owner or user that the account is delinquent and that unless the account balance, is paid in full within 15 days, the water wi44 may be shut off and the prescribed shut-off fee will be assessed. c. Discontinuance of service. If the property owner or user does not respond to the notice given above, prior to the date indicated in the notice, and the statement remains unpaid, the water shall may be shut off at the curb stop. Prior to the water being turned back on again, the property owner or user shall be required to pay all delinquent charges, plus penalties and shut-off fees, and the prescribed turn-on fee. Section 2. This ordinance shall be in full force and effect following its passage and publication. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 9th day of February, 2009. ATTEST: Christine Lizee, Mayor Brian Heck, City Administrator/Clerk r v ~ wg F lr_yir ?s °TT 5755 COUNT ttY CLUB RuAD ® bhURE`v Oub, MINNESOTA 55331-8927 ~ (952) 474-3236 FAX (952) 474-0128 ® www.d.shorewood.mn.us - dtyhaI1@d.shorewood.mn.us MEMORANDUM TO: City Council; Park Commission Brian Heck, City Administrator FROM: Kristi Anderson, CRR DATE: February 4, 2009 RE: Recommendation for Park Consultant Services Originally, thirteen consulting firms submitted proposals in response to the RFP's for park consultant services in December 2008. Based on review of each firm's grasp of the project, what and how their findings will be delivered to the City, samples of their work, qualifications, timeline and fee schedule, the Park Commission narrowed the field to their favorite three: SRF, TKDA, and Damon Farber. Those three firms were invited back to interview with the Commission on February 4, 2009, and provided with a list of detailed questions to address at that time. The Park Commission followed the presentations with further discussion and made the following recommendation. RECOMMENDATION: The Park Commission recommends City Council direct staff to negotiate a contract with TKDA for park consultant services to include such items as electronic and hard formats of concept plans for five parks with a phasing matrix, costing estimates, sketches, park building templates, element options as updates to insert into the Master Plan, and a visual catalog of options for parks to be phased in over the next ten years. The Park Commission frilly expects, thru negotiations, that the price will fall well below $20,000 due to the elimination of elements and tasks from the original RFP that the new Park Coordinator can perform in-house. PRINTED ON RECYCLED PAPER .r r p f 7' oy~ 5755 COUNTRY CLUB ROAD ® SHOREWOOD, MINNESOTA 55331-3927 @ (952) 474-3236 FAX (952) 474-0128 - www.d.shorewood.mn.us ® dtyhaI1@d.shorewood.mn.us MEMORANDUM TO: Mayor and City Council Brian Heck, City Administrator FROM: James Landim, City Engineer DATE: February 5, 2009 RE: Public Information Meeting - Storrn Water Pollution Prevention Program (SWPPP) As part of the Federal Clean Water Act, the City of Shorewood is required to obtain a National Pollutant Discharge Elimination System (NPDES) permit. The two main requirements of this permit are preparation of a Stone Water Pollution Prevention Program (SWPPP) and subsequent annual reports. In preparation for the annual report, a public meeting must be held to discuss the SWPPP. In accordance with those requirements, we are holding the public meeting and all public comments received will be recorded in the Record of Decision, which will be filed with the annual report. During the public meeting, I will be giving a brief presentation outlining the SWPPP and items that will be included in the annual report. Attached to this memo are the slides for this presentation. The deadline for the 2008 annual report is June 30, 2009. The foarnat of the report is new. Some of the activities that will be reported in the 2008 report include the following: • 9 water quality-related articles published in the Shoreport • Ongoing public education and outreach (web site and seminar) • Tonight's public meeting • Passage of Illicit discharge ordinance Recommendation Staff recomrnends that once the City Council has conducted the Public Information Meeting, a motion be approved directing Staff to prepare a Record of Decision. It is further recon-iiended that the Annual. Report be presented at the June 08, 2009 City Council Meeting for approval under the Consent Agenda. PRINTED ON RECYCLED PAPER -REE Loa, impact Lar and Yardcare Works ape and Garden, .4or'l 24. 6 OIT ~r i~awn ~a~ 4 xw . i SIBS a e 3 t Iha:wihrc 4i u 1 ft-'~ yam.. u`i 2 MEMORANDUM TO: City Council FROM: Brian Heck, City Administrat DATE: February 5, 2009 SUBJECT: Lake Minnetonka Communications Commission (LMCC) Appointment Earlier this evening, Council interviewed candidates in consideration of appointment as Representative to the Lake Minnetonka Communications Commission (LMCC) Board. The term of this volunteer position is one year. The two candidates scheduled for interview included: Bethany Connelly, 6050 Oakview Court Patrick Hodapp, 26195 Shorewood Oaks Drive Council Action Should appointment be made at tonight's meeting, a motion to adopt a Resolution making the LMCC Board Representative appointment is in order. A draft resolution is attached for Council's consideration. s~ PRINTED ON RECYCLED PAPER J u CITY OF S ORE D RESOLUTION NO. 09- A RESOLUTION MAKING AN APPOINTMENT TO THE LAKE MINNETONKA COMMUNICATIONS COMMISSION (LMCC) WHEREAS, the City of Shorewood annually appoints a Shorewood resident to serve as City Representative on the LMCC Board; and WHEREAS, the City advertised this volunteer board opportunity for appointment to said Board; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood hereby appoints as City Representative to the Lake Minnetonka Communications Commission (LMCC) Board for the year 2009. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 9th day of February 2009. Christine Lizee, Mayor ATTEST: Brian Heck, City Administrator/Clerk ~rr+~ 7 5755 COUN I RY CLUB ROAD ~ SNOHEwOOu, M1NivES0TA 55331-8927 ~ (952) 474-3236 FAX (952) 474-0128 ® www.d.shorewood.mn.us - cityha1I@ci.shorewood.mn.us MEMORANDUM TO: City Council FROM: Brian Heck, City Administrator DATE: February 5, 2009 SUBJECT: Planning Commission Appointments Earlier this evening, Council interviewed candidates for two openings on the Planning Commission. Both openings are for a three-year term from March 1, 2009 through February 29, 2012. The following candidates were scheduled to be interviewed: A. Scott Schmitt, 6020 Mill Street B. Pat Arnst, 5480 Teal Circle C. Thomas Robb, 5940 Boulder Bridge Lane D. Robert H. Cunningham, 22375 Murray St E. Bob Edmondson, 19585 Shady Hills Road Council Action Should appointments be made at tonight's meeting, a motion to adopt a Resolution making Planning Commission appointments is in order. A draft resolution is attached for Council's consideration. %0 PRINTED ON RECYCLED PAPER C` CITY OF S RE O RESOLUTION NO, 9- A RESOLUTION MAKING PLANNING COMMISSION APPOINTMENTS WHEREAS, the City of Shorewood has advertised for Shorewood residents to apply to serve on the Planning Commission; and WHEREAS, the City Council did complete the selection procedure for appointment to said Commission. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood hereby makes the following appointments to the Planning Commission effective March 1, 2009, with the term expiration as indicated: Planning Commission: Member Term 1 February 29, 2012 2 February 29, 2012 Said appointments complete the seven member Planning Commission which consists of the following additional members: Member Term 3. Bob Gagne February 28, 2010 4. Thomas W. Geng 5. David B. Hutchins 6. William C. Ruoff 7. Missy Villet February 28, 2010 February 28, 2010 February 28, 2011 February 28, 2011 ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 9th day of February, 2009. ATTEST: Christine Lizee, Mayor Brian Heck, City Administrator/Clerk 5755 COUNTRY CLUB ROAD o SHOriEWOOD, M,,VNBSOTA 55331-8927 ® (952) 4743236 FAX (952) 474-0128 ® www.ci.shorewood.mn.us ® cityhali@ci.shorewood.mn.us MEMORANDUM TO: City Council FROM: Brian Heck, City Administrator DATE: February 5, 2009 SUBJECT: Audio Visual Equipment for Council Chambers Background The Council reviewed the options for audio and video components for the Council chambers at their meeting on January 26, 2009 meeting. The council directed staff to re- evaluate the quote as it was felt that some of the items could be acquired for less than listed by the selected vendor. Staff was also directed to provide some additional options and costs for two or three cameras and presentation equipment. Staff searched the web and talked with Alpha Video and LMCC again on the proposed equipment and pricing. We found we could save approximately $300 on the digital mixer, $100 on the remote control, $300 on cameras, and $200 on the headphones. All other equipment ended up costing more if ordered through the internet. Furthermore, the items ordered via the internet did not include shipping costs or installation. Options 1. New audio and video system to include three cameras, mixer, mounts, controls, recording equipment, microphones, speakers, and control room headphones. Some items ordered from internet suppliers with other items from Alpha Video. Estimated Cost = $26,300. This cost does not include applicable taxes or installation. Installation and taxes are estimated at $10,800. Total estimated cost = $37,100. 2. Same as above only with two cameras (deduct 3,644.20 for one camera). Estimated cost = $33,710.05. ®4: PRINTED ON RECYCLED PAPER 71- -2- February 5, 2009 3. Option 1 above with all materials supplied by Alpha Video per quote. Estimated cost = $40,000 4. Option 1 with full presentation system. Estimated cost taxes and installation all inclusive is $47,050. 5. Option 2 with full presentation system is estimated at $44,400. 6. Option 3 with full presentation $51,000. 7. Some mix of the above. One potential saving in the quotes provided is installation costs. As quoted, each phase - Audio, video, and presentation - all list installation materials and labor so having audio and video installed at the same time may result in labor savings on the installation. Recommendation Staff recommends purchasing the majority of the equipment from Alpha Video as quoted with the following exceptions: 1) control room headphones, cameras, and audio/video mixer. We will reuse existing microphones for the council dais and will use an existing rack for the equipment. The projection screen is recommended to be non-motorized. Staff further recommends going with three cameras in the video setup and holding off on the presentation system at this time. The total estimated cost is $34,540. See the attached itemized sheet for reference. Council Chambers Audio Visual Recommendation Audio Segment Extended Item Quantity Supplier Unit Price Price AudiaVlex 2RU Amp 1 Alpha $2,185 .00 $2,185 .00 2 Channel Line/mic input card 7 Alpha $150 .00 $1,050 .00 2 Channel line/mic output card 1 Alpha $90 .00 $90 .00 Stewart DA-770 Single Amplifier - rack mount 1 Alpha $20 .00 $20 .00 Stewart 70V power amplifier - 1/2 rack mount 1 Alpha $345 .00 $345 .00 RDL Audio distribution amplifier 1 Alpha $110. 00 $110 .00 Marantz compact flash MP31WAV Recorder 1 Alpha $445. 00 $445 .00 Aud Tech Shock mount plate 8 Alpha $50. 00 $400 .00 Shure 18" gooseneck mic. For staff table 3 Alpha $205 .00 $615 .00 Tannoy CVS6 ceiling speakers 4 Alpha $95 .00 $380 .00 Subtotal $5,640 .00 Video Segment Pan Pro digital A/V mixer 1 Camcor $5,682.99 $5,682.99 Marshall Dual 8.4" LCD monitor 1 Alpha $1,690.00 $1,690.00 Marshall Elect quad color 4" LCD 1 Alpha $1,265.00 $1,265.00 Sony Remote Control for BRC300 1 Alpha $1,305.00 $1,305.00 Sony Ind Three CCD PTZ Camera 3 Alpha $3,620.00 $10,860.00 Tripp Lite Camera power supply 3 Alpha $40.00 $120.00 Sony Con DVD Player 1 Alpha $70.00 $70.00 Sony Con DVD RW Video Recorder 1 Alpha $160.00 $160.00 JVC HA-NC250 Noise Cancelling headphones 1 Internet $150.00 $150.OQ Kramer UXGA Scan Converter 1 Alpha $600.00 $600.00 Subtotal $21,902.99 Presentation Screen - Electric 1 Donated $0.00 $0.00 Estimated Taxes $1,996.87 Estimated Installation $5,000.00 Total Estimated Cost $34,539.86 Note: eliminating one camera will save $3,660 CITY OF SHOREWOOD CITY UCOUNCIL REGULAR February 9, 2009 PUBLIC SIGN-IN SHEET For the record, please print your name and address below. Thank you. Name Address r~ 1. € r Cry. 2. r ~d ~yw/ V 4. t 8. 9 10.