062209 CC Reg AgPCITY OF SHORE WOO
CITY COUNCIL REGULAR MEETING
MONDAY, NE 22, 2009
P¢ `+d"'9~7~aTr -a> rrzr'z 0A
7:0° P.M.
AGENDA
Attachments Estimated Estimated Start
B. Review Agenda
2. APPROVAL OF MINUTES 5 minutes 7:00 p.m.
A. City Council Work Session Minutes, 6/8/09 Minutes
B. City Council Regular Meeting minutes, 6/8/09 Minutes
3. CONSENT AGENDA - Motion to approve items on 5 minutes 7:05 p.m.
Consent Agenda & Adopt Resolutions
Therein:
NOTE: Give the public an opportunity to request
an item be removed from the Consent Agenda.
Comments can be taken or questions asked
following removal from Consent Agenda
A. Approval of the Verified Claims List Claims List
B. Recycling Services RFP Administrator's
memorandum
C. Accept Proposal for Professional Services for Engineer's
Bridge Inspection memorandum
D. Motion Establishing May 22, 2010 as Spring Staff
Cleanup Day. memorandum
E. Investment Committee Report Finance
Director's
memorandum
4. MATTERS FROM THE FLOOR (No Council 10 minutes 7:10 p.m.
action will be taken)
CITY COUNCIL LAP MEETIN -JUNE:
Page 2 o 2
5.
PORTS AND PRESENTATIONS
6.
PUBLIC HEARING
A. Harding Lane and Harding Road
Engineers
45 minutes
7:20 p.m.
Reconstruction
memorandum
& resolution
7.
PARKS - Report by Representative
8.
PLANNING - Report by Representative
A. Zoning Ordinance Amendment Regarding
Planning
10 minutes
8:05 p.m.
Parking Requirements
Director's
memorandum,
Ordinance
B. Approve Publication of Summary Ordinance
Planning
5 minutes
8:15p.m.
Amendment Regarding Parking Requirements
Director's
Resolution
9.
ENGINEERING/PUBLIC WORKS
10.
GENERAL/NEW BUSINESS
A. City Hall Landscaping
Planning
10 minutes
8:20 p.m.
Director's
memorandum
B. Southshore Center - CRR Agreement
Administrator's
10 minutes
8:30 p.m.
memorandum
C. Council Procedures and Policies
Administrator's
10 minutes
8:40p.m.
memorandum
D. Social Host Ordinance
Administrator's
5 minutes
8:50p.m.
memorandum
E. Fire Department Budget
Administrator's
10 minutes
8:55 p.m.
memorandum
F. SLMPD 2009 Financial Status and 2010
10 minutes
9:05 p.m.
Budget overview
11.
STAFF AND COUNCIL REPORTS
A. Administrator and Staff
5 minutes
9:15 p.m.
B. Mayor and City Council
5 minutes
9:20p.m.
12.
ADJOURN
1 minute
9:25 p.m.
ITV
s f
5755 COUNTRY CLOD. LOAD ® SHOF. EWOOD, MINNESOTA 55331-8927 ® (952) 474-3236
FAX (952) 474-0128 a www.d.shorewood.mn.us ® cityha1I@d.shorewood.mn.us
Executive Summary
Shorewood City Council Regular Meeting
Monday, 22 June, 2009
Agenda Item #3A: Enclosed is the Verified Claims List for Council approval.
Agenda item #3B: Authorization to issue an RFP for recycling services.
Agenda Item #3C: WSB and Associates, Inc. submitted a proposal for Bridge Inspection
Services for the Shady Island Bridge. The bridge requires inspection on a
biennial basis per Minnesota Rule 8810.9400. Staff recommends approval of
the proposal.
Agenda Item #31): Establish May 22, 2010 for the annual Spring clean-up.
Agenda Item #3E: Report from Finance Director.
Agenda Item #6A: As special assessments are being considered for part of the Harding Lane
and Avenue improvement project (in this case, the installation of City
water), a public hearing is required by statute. As the watermain portion
of the improvement was initiated by the City, at least a four-fifths vote of
the Council to approve ordering the improvement to include the proposed
assessment is required.
Agenda Item #8A: Update of ordinance regarding off-street parking.
Agenda Item #813: The resolution to upgrade the new ordinance regarding off-street parking.
Agenda Item #10A: Landscaping Quotes for City Hall.
Agenda Item #108: Agreement for the management and operation of the SouthShore
Community Center between the City of Shorewood and Community Rec. Resources.
The Agreement and business plan have been reviewed by the Council member Zerby and
Woodruff, and Mary Tietjen.
Agenda Item #10C: Policy and procedures incorporates components from the Minnetonka
document. Staff is looking for additional direction and feedback.
%*11 PRINTED ON RECYCLED PAPER
r2
City C_ - 22, 2009
Agenda Item # I OD: The SLMPD Coordinating Committee is requesting each member
community consider the adoption of a social host ordinance. This is for initial review and
discussion on the efficacy of such an ordinance and direction as to how to proceed.
Agenda Item #I OE: The EFD budge is presented for adoption by the Council as recommended
by the EFD Coordinating Board.
Agenda Item #I OF: Presented for information and discussion is the SLMPD first quarter
financial statement, 2008 audit and preliminary budget. Chief Litsey will not be present
for this discussion.
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
:0 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Mayor Liz6e called the meeting to order at 6:03 P.M.
A. Roll Call
Present. Mayor Liz6e; Councilmembers Bailey (arrived at 6:45 P.M.), Turgeon, Woodruff and
Zerby; Administrator Heck; Finance Director Burton; Planning Director Nielsen; and
Engineer Landini
Absent: None
B. Review Agenda
Turgeon moved, Zerby seconded, approving the agenda as presented. Motion passed 4/0.
2. 2010 BUDGET CALENDAR AND KICK-OFF
Director Burton stated this was the kickoff meeting for 2010 budget discussions. Council had been
provided with the schedule for budget discussions, noting meetings would be held only if needed. The
department heads have submitted their initial budgets to her and Administrator Heck, and they would
have the initial budgets available for Council to discuss during its June 22°d budget work session.
Burton explained cities with populations over 2,500 are subject to levy limits for 2009. The Pay2010 levy
limit allows for up to a 3.9% inflationary increase or an Implicit Price Deflator (IPD) increase in the base
levy over the 2009 base levy, which ever is less. The League of Minnesota Cities (LMC) first quarter
data has the IPD at approximately 0.76%. Using the IPD, the City's anticipated allowable increase would
be approximately $31,600. She noted the City's base levy increase for Pay2009 was $101,755, or 2.51%
from 2008. She stated she anticipated the City would have "special levies" for debt service on bonds for
the public safety facilities and for the City Hall renovation. These levies are in addition to the base levy.
Administrator Heck stated if the City has a special levy for law enforcement costs, that levy is subtracted
from the allowable base levy.
Director Burton stated some of the General Fund reserves will be used to offset 2010 costs. The City has
been receiving emails from other cities which indicate they will not have any wage increases in 2010.
She anticipated the City would still budget some amount for merit increases. Councilmember Turgeon
stated it is her understanding that the City will use the pay-for-performance system for administrating
wage increases in 2010; the system of automatic inflationary increases will no longer be used.
Administrator Heck concurred with Turgeon's statement. Turgeon commented that the City of Excelsior
has frozen wages for its non-union and union personnel for 2010. Burton stated union contract wage
increases will have to be discussed as part of contract negotiations this year. Heck stated Council will
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have to discuss that when appropriate. Heck then stated lie was not anticipating across-the-board
increases.
Director Burton stated because the City has limited funds and limited taxing authority for 2010 Staff
would appreciate it if Council would identify specific programs or goals they would like Staff to address.
Administrator Heck stated it is his understanding that if the IPD goes lower than 0.0% the City would
have to reduce its base levy by the IPD. The Minnesota Department of Revenue must notify those cities
with levy limits by July 15'" what their levy limit will be. Once the Department of Revenue certifies the
City's maximum base levy limit it won't be changed.
Councilmember Woodruff suggested Staff prepare a first draft of the 2010 budget with a zero percent tax
levy increase over the adopted 2009 budget, and then identify what cannot be done under that scenario.
He recommended the budget provide for a contingency fund for Southshore Center operations and some
amount of capital for repairs to the Center. He stated he understood that would mean there would have to
be a reduction in other areas to offset that. He stated the budget should also provide for the same level of
funding for roadways and parks as was done in 2009.
Director Burton stated the City was in the position of being able to use General Fund reserves for budget
purposes.
Councilmember Woodruff stated the 2008 Comprehensive Annual Financial Report indicates there are
funds remaining in the Waterford III Tax Increment Fund. He recommended using those funds.
Administrator Heck explained those funds can only be spent for a purpose consistent with the City's tax
increment financing (TIF) plan. Director Burton explained if the City can't find a way to use the funds
consistent with its TIF plan, then the funds are returned to Hennepin County and the County would then
distribute the funds to the taxing authority. The City would likely get one-fourth of the funds back.
Woodruff suggested, if need be, a project can be moved forward on the schedule to allow the City to
utilize those funds.
Councilmember Zerby asked what the impact would be on the City's tax revenues from the declining
property values. Director Burton stated the City tax base has decreased approximately 2% in value. Zerby
then asked if that meant the City would receive 2% less from the State. Burton stated it would not. She
explained the City establishes its levy and the levy is spread among the available taxing resources. She
stated she would provide Council with a "Property Taxation 101" type document for its next budget work
session; the document should help answer some of Council's questions.
Councilmember Zerby asked what the impact is on the individual taxpayer. Administrator Heck sated
that depends on the City's levy and the property's estimated value.
Councilmember Zerby stated he thought calling a budget increase a 0.0% increase was somewhat of a
misnomer. In order to achieve a 0.0%, increased inflationary costs will have to be absorbed and those
increases will have to offset by reductions to other line items.
Councilmember Woodruff stated he had encouraged the Park Commission make a prioritized list of
projects, including estimated costs, it would like to have completed in 2010. Administrator Heck stated
the Commission would do that during its June 9'1' meeting.
Director Burton recapped what she heard Council's direction to be. Staff was to prepare a 2010 budget
with a 0.0% increase over the 2009 adopted budget. If possible, the 2010 budget will provide contingency
funds for Southshore Center operations and Center capital maintenance, and funds for roadways and
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June 8
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parks consistent with the 2009 budget. Staff will research possible uses for the balance in the Waterford
III Tax Increment Fund. Staff will prepare more detailed expense information for discussion during the
June 22" d budget work session.
Administrator Heck stated Staff was considering establishing a separate fund for the Southshore Center.
Councilmember Woodruff assumed that would mean that funds would be transferred out of the General
Fund to a Southshore Center Fund. Mayor Lizee stated it may be appropriate to include that in the Parks
& Recreation budget. She thought doing so would put the City in a better place to try and receive grant
funding in the future.
Administrator Heck asked Council what type of budget information it wanted Staff to prepare for
discussion. Councilmember Zerby stated he wanted information that would easily indicate where the
largest impacts would be; it could help expedite budget discussions. Councilmember Woodruff stated the
financial exhibits prepared for the 2009 budget discussions were good for the most part. He commented
that accurate labor distribution and capital outlay information would be beneficial to have early in the
process. Director Burton explained the first draft of the 2010 budget will be based on the 2009 adopted
budget, and her initial focus on the early budget drafts is on the numbers. The department ]leads are to
provide service indicator information and capital outlay descriptions. She stated labor distribution will be
based on the first 5 - 6 months of 2009 actual information. Woodruff stated that because the General
Fund Budget will be considered before the Enterprise Budgets, it's difficult to determine if the labor
allocation in the General Fund is correct or if there has been a change to it.
Director Burton suggested Council discuss the very preliminary and unadjusted 2009 Year-to-Date
General Fund Monthly Budget Report through May 20009, noting the City received its May bank
statement that day. She stated in general the 2009 General Fund Budget is on target.
Burton stated the City is experiencing some revenue shortfalls. Year-to-date revenues for licenses and
permits are $68,784. Of that $56,580 is for building permits and that is approximately 31% of the 2009
budget. Building permit revenue for the same period in 2008 was $103,000 or approximately 51%.
Permit revenues are an area where the City could have a shortfall. Councilmember Woodruff stated 20%
of the 2008 budget for permit revenue was achieved in the first quarter of 2008 and 35% in the second
quarter. He questioned what the 2009 year-end result would be if one assumes the same percent numbers
are applicable to 2009. Burton explained it was anticipated that tine City would have received 53% of the
total budgeted revenues from permits by this time; the 31% through May is significantly down from that.
Woodruff questioned how the budget will be adjusted to compensate for that.
Burton explained that revenues from fines and forfeitures were on target.
Councilmember Woodruff stated the budget reflects the City is significantly overachieving on
miscellaneous revenues. He questioned if that was sustainable. Director Burton stated she would research
what revenues have been included in that; it may include revenues from Southshore Center rentals. She
said some of the miscellaneous revenues may not be classified correctly.
Burton stated operating expenditures to date were on target. Most departments expenditures are on target
at 41.67% (or 5/12) of the budget. Professional services year-to-date are higher than expected. She
explained the City has already paid 50% of the cost for the assessor. Legal fees have been higher than
anticipated; some of the costs are related to the issue of the Southshore Center. There was also a
settlement for Ron Johnson. The expenditures for Parks and Recreation are somewhat higher than
anticipated. Some of that is the reallocation of resources to Parks and Recreation to cover the costs of the
contract with Community Rec Resources for park coordinator services. Heck stated the Stormwater
Management and Sanitary Sewer Enterprise Funds as well as Engineering should reflect a small savings
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June 8, 2009
Page 4 of 6
to offset this increase. Heck noted the reallocation of costs budgeted for the engineering technician
position for 2009 are not reflected in the 2009 budget,
Director Burton stated the year-to-date total operating expenditures are 40.18% of the total 2009
operating budget; the anticipated was 41.67%.
Cotimcilmember Zerby stated he would eventually like the budget reports to be a 12-month rolling
comparison. Councilmember Woodruff stated the 2009 year-to-date expenditures compared to 2008 same
period expenditures are not out of line.
Director Burton expressed her comfort with the 2009 expenditures being on target.
Councilmember Woodruff stated year-to-date utility revenues in the Water Fund are $60,000 higher than
for the same period in 2008. He questioned why. Director Burton explained there have been some
connections to City water. Councilmember Turgeon commented she thought there were a number that
occurred as part of the Wedgewood Drive project. Burton stated the City has also replaced the majority
of the water meters with radio read meters; that may contribute to part of the increase. She stated she will
research whether this type of increase can be sustained.
Director Burton stated the Sanitary Sewer Fund Budget reflects a possible $300,000 transfer to the
Stormwater Fund.
Director Burton stated Councilmember Woodruff had asked if it was necessary to have a Shorewood
Economic Development Authority meeting soon. She explained it usually meets the fourth Monday in
July, and she anticipated the meeting would be scheduled for July 27`x'.
Councilmember Bailey arrived at 6:45 P.M.
3. MISSION STATEMENT
Administrator Heck stated Staff had met twice since the May 26, 2009, Council meeting to discuss a
mission statement. This was done per the direction from Council. Staff has presented Council with four
mission statements for their consideration and revision. The four staternents are as follows.
1. The City of Shorewood will serve the needs of current and future residents by providing
a value in quality public services, personal and property protection, a healthy
environment, attractive amenities, and a sense of community. The City will reflect
community values in an effective, efficient and visionary manner.
2. The City of Shorewood will provide leadership in providing value in quality public
services that meet the needs and interests of current and future residents and that ensure a
healthy environment, attractive amenities, a sense of community, and reflect community
values in an effective, efficient and visionary manner.
3. The City of Shorewood will provide current and future residents a value in quality public
services, a healthy enviromment, a variety of attractive amenities, and will strive to
reflect community values through effective, efficient and visionary leadership.
CITY I a "-JITS
June 8, 2049
Page 5 of G
4e The City of Shorewood will provide leadership by offering value in quality public
services that improve the quality of life of current and future residents that ensure a
healthy environment, provide attractive amenities, a sense of community, and reflect
community values in an effective, efficient and visionary manner.
Mayor Lizee stated she thought Statement 3 was the most concise. She suggested the words "current and
future" and "a value in" be deleted from the statement as she did not think they were necessary.
Councilmember Turgeon stated she thought words like "community values" would be difficult to defend
as residents have different values. She suggested the mission statement only contain things the City can
clearly explain. She stated residents have conveyed to her that they want to keep their property taxes low,
they want to have their streets plowed, they want roads they can drive on, and the want to be provided
with public safety services. She questioned what "sense of community" and "quality of life" mean, to
which Councilmember Zerby responded they mean "property values". Turgeon suggested very subjective
words be removed from the mission statement.
Mayor Lizee stated in the City's Comprehensive Plan it states how the City values things such as trees, a
natural environment, etc. Those types of things are community values. In Statement 3 quality public
services include things like public safety, drivable roads, plowed roads, etc.
Councilmember Turgeon suggested replacing the words "community values' with a reference to the
Comp Plan.
Administrator Heck stated things such as maintaining roads, maintaining the infrastructure, public safety,
lower taxes, can be included under goals. They are how the City plans to achieve providing quality public
services.
Councilmember Turgeon questioned what a healthy environment meant. Administrator Heck stated the
City would provide clean and safe drinking water, storm water management for ground water protection,
traffic control, and so on. Heck then stated some words in the mission statement are subjective, but that is
not an issue or unusual.
Councilmember Woodruff stated community value is important. The residents of Shorewood have an
image of the City, and they live in the City because of that. The mission statement should indicate the
City wants to preserve and protect its environment. He thought it important to include the words
"effective and efficient" in the mission statement; it applies to things such as public safety and public
services. He also thought the statement "attractive amenities" was okay because it's possible to define
actions that relate to that.
Councilmember Zerby suggested the word "reflect" be changed to "promote" in Statement 3
Councilmember Woodruff stated the word "values" in Statement 3 could be made singular and that can
apply to financial aspects. He thought maintaining roadways and infrastructure is a community value. He
also thought Statements 3 and 4 were similar. He stated the mission statement could include "maintain
and improve to meet the needs of residents to ensure Shorewood remains an attractive place to live". He
thought when defining the goals Council should be able to define an action for each component of the
mission statement.
Mayor Lizee suggested Councilmembers provide Administrator Heck with their comments.
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4. ADJOURN
Turgeon moved, Woodruff seconded, adjourning the City Council Fork Session of June 8, 2009, at
6:56 P.M. Motion }gassed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Christine Liz6e, Mayor
Brian Heck, City Administrator/Clerk
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:0 P.M.
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Lizee called the meeting to order at 7:06 P.M.
A. Roll Call
Present. Mayor Liz6e; Councilmembers Bailey, Turgeon, Woodruff and Zerby; Attorney Tietjen;
City Administrator Heck; Finance Director Burton: Planning Director Nielsen; Director
of Public Works Brown; and Engineer Landini
Absent: None.
B. Review Agenda
Councilmember Woodruff requested Item 10.13, Administrative Citations for Traffic Violations be added
to the agenda.
Turgeon moved, Zerby seconded, approving the agenda amended. Motion passed 5/0.
2. APPROVAL OF MINUTES
A. City Council Work Session Minutes, May 26, 2009
Turgeon moved, Woodruff seconded, Approving the City Council Work Session Minutes of May
26, 2009, as presented. Motion passed 5/0.
B. City Council Regular Meeting Minutes, May 26, 2009
Zerby moved, Turgeon seconded, Approving the City Council Regular Meeting Minutes of May 26,
2009, as presented. Motion passed 510.
3. CONSENT AGENDA
Mayor Liz6e reviewed the items on the Consent Agenda.
A. Approval of the Verified Claims List
B. Adopting RESOLUTION NO. 09-032, "A Resolution Approving a Temporary 3.2
Percent `On-Sale' Malt Liquor License issued to the Excelsior Firefighter Relief
Association."
C. Approval of an Agreement with Minnetonka Community Education for Lifeguard
Services for Crescent Beach
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June 8, 2
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- -tINUTES
D. Adopting SOLUTION NO. 09-033, "A Resolution Accepting Bid and Awarding
Contract for the 2009 Bituminous ill, Overlays and Appurtenant Work for Forest
Drive, Ferncroft Drive, Cajed Lane, Beverly rive and Stratford Place, City Project
No. 09®04."
E. Authorize Staff to notify Veolia of Intent to Request RFPs for Recycling Services
Councilmember Woodruff stated the format for the verified claims was recently changed; this is the
second time Council has been provided reports with the new format. One report is in check number order;
another is in vendor name order. He would be satisfied with receiving the report in vendor number order
only. He then stated the vendor order report contains department payroll information but the check
number order report does not; he questioned why.
Director Burton explained that staff provides council with a verified claims list in check number order.
Staff thought that because the City had converted to a new financial system a while back that it would
also worthwhile to provide Council with a report in vendor name order and another report which sorted
by department within fund. With regard to payroll checks, she explained that all employees now use
direct deposit; funds are electronically transferred to their accounts. Therefore, there are no check
numbers to appear in the check number order report. She noted that in the interest of privacy for
employees, Staff thought it prudent not to include all of the detailed information; that information is
available for Council to come in and review at any time.
Councilmember Woodruff stated there has been the occasional question about checks being written to
temporary employees. Director Burton explained that no employee is hired without approval from
Council. When the City still had its liquor operations there were more changes in employees.
Councilmember Turgeon asked what the reimbursement to Mayor Lizee for $82.31 was for. Mayor Lizee
explained it was for supplies and the cost of the Save the Lake Banquet. Director Burton noted that
mayors are invited to attend the Save the Lake Banquet.
Woodruff moved, Zerby seconded, approving the Motions Contained on the Consent Agenda and
Adopting the Resolutions Therein. Motion passed 510.
4. MATTERS FROM THE FLOOR
There were no matters from the floor presented this evening.
5. REPORTS AND PRESENTATIONS
A. 2008 Audit Presentation by Andrew Berg, CPA, Abdo, Eick and Meyers, LLP
Chair Lizee explained the City of Shorewood's 2008 Comprehensive Annual Financial Report (CAFR)
had been prepared. Mr. Andrew Berg, CPA, with the independent CPA firm of Abdo, Eick & Meyers,
LLP, would highlight the findings.
Mr. Berg congratulated the City for receiving the Certificate of Achievement for Excellence in Financial
Reporting awarded by the Government Finance Officers Association for its CAFR for the fiscal year
which ended December 31, 2007 (this was the sixteenth consecutive year that the City had received the
Certificate). He anticipated the City would again receive the award for the fiscal year which ended
December 31, 2008.
CITY _ __,AR COUNCIL MEETIN . L _ES
June
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Mr. Berg stated his fir issued a "clean" opinion on the financial statements; there were no findings in
the audit. He noted there were no instances of non-compliance with Minnesota statutes. He said Staff was
very cooperative in providing the auditors the information they needed.
Mr. Berg provided a financial overview of the City's General Fund expenditures and revenues. He stated
the City's General Fund balance has kept pace with the next year's budget over the last five years. The
2008 year-end balance was 68 percent of the 2009 budgeted expenses. His firm typically recommends
reserves of 50 percent to satisfy cash flow needs. He commented the City adopted a General Fund
Balance Policy in 2007 which had an objective of maintaining a General Fund balance of 55% - 60% of
budgeted expenditures, and recommendations for use of the fund balance in excess of 60%.
Mr. Berg explained revenues were under budget by $42,310 and expenditures were under budget by
$28,910; expenditures exceeded revenues by $13,400 not including transfers. After transfers, the General
Fund balance decreased $53,400 during 2008. Approximately 88.5% percent of the City's revenues and
transfers in (for 2008, approximately $4.58 million out of $5.18 million) came from property taxes.
Revenues from licenses and permits increased in 2004 - 2006, and decreased significantly since the end
of 2006. Expenditures and transfers out have increased gradually over the last five years. Capital outlay
tends to fluctuate based on projects done.
With regard to Debt Service Funds, Mr. Berg stated the Waterford III Tax Increment Bonds had been paid
in full, and the $11,900 balance in that fiend should be used for a purpose consistent with the City's tax
increment financing plan. There are approximately $20.6 million of EDA Public Safety Facility bonds
outstanding. He noted approximately $10 million of refunding bonds were issued during 2007; until the
crossover refunding date both the old and new bonds will be reported on the financial statements. There
were $1.31 million in Lease Revenue bonds issued in 2008 to finance the renovation of City Hall.
With regard to Capital Projects Funds, he explained there was an increase of approximately $1.27 (to
approximately $3.74 million) in the combined fund balances for all capital projects funds in 2008. The
increase of approximate $626,410 in the City Hall Construction Fund was to due to the issuance of bonds
in 2008.
Mr. Berg then highlighted the Enterprise Funds (sewer, water, storm water management, recycling and
liquor).
With regard to Liquor Funds, he explained the City's liquor operations were sold in 2007. The Funds had
combined assets of approximately $896,000 at the end of 2008. He recommended the City determine
what should be done with the remaining Liquor Funds.
Mr. Berg stated the Water Fund had slightly more than $3.774 million in cash and cash equivalents and
$3.415 million in bonds payable. There has been a significant cash balance for the last three years. The
operating margin decreased during the year primarily due to depreciation. There was a significant
decrease in nonoperating revenues during the year. He recommended the City monitor operations to
ensure rates are sufficient to cover operating expenses, debt service and future capital needs.
Mr. Berg said the Sewer Fund balance at the end of the year was approximately $4.47 million (from
approximately $4.37 at 2007 year-end). Fund revenues increased slightly over 2007 and expenses
decreased by approximately $30,000. The operating margin showed a slight improvement primarily
because of stable Metropolitan Council expenses. There was a significant decrease in nonoperating
C1 - ,JL AR - v -MEETING MINUTES
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revenues during the year. He recommended the City monitor operations to ensure rates are sufficient to
cover operating expenses.
Mr. Berg said there is an approximate balance of $96,800 in the recycling fund. There was a slight
decrease in operating revenues and a slight increase in operating expenses during 2008. He recommended
the City monitor operations to ensure rates are sufficient to cover operating expenses.
With regard to the Stormwater Management Utility Fund, he explained there was an approximate balance
of $450,000. Operating revenues increased in 2008 due to a rate increase in 2007. He stated Stormwater
Management projects are expensive to do; therefore, he recommended the City continue to monitor the
Fund to ensure there are sufficient fiords available for projects identified in the City's Capital
Improvement Program.
Mr. Berg stated the peer group used for the ratio analysis was expanded for 2008. He explained the debt-
to-assets ratio increased to 45% from 44% during 2008. The debt-service-coverage ratio decreased to
96% from 130%. A ratio of 100% or more indicates a city was generating enough cash to cover its debt
service expenses. The bonded-debt-per-capita ratio increased to $3,328 from $3,301 due to the lease
revenue bonds issued for the City Hall renovation. The taxes-per-capita ratio increased to $602 from
$581; the higher the amount the more reliant a city is on taxes to fund its operations. The capital assets
percent decreased 2% for governmental activities and I% for business-type activities; a higher percentage
indicates newer assets and a lower percentage indicates older assets which may need more repair and
maintenance.
Mr. Berg explained the City implemented the Governmental Accounting Standards Board (GASB)
Statement No. 45 standards effective January 1, 2009. This deals with establishing standards for the
measurement of other post employment benefits provided separate from a pension plan (such as post
employment healthcare). Mr. Berg noted the City will have levy limits for the 2010 base levy.
In response to a question from Councilmember Bailey, Mr. Berg stated although Director Burton closely
monitors the cash flow in the Enterprise Funds he recommended the City pay close attention to the
sources for paying the bonded debt. If the main source is operations, then it may be falling short in that
capacity and the City should closely review its utility rates.
Mayor Lizee thanked the Finance Department and the audit firm for their efforts.
Turgeon moved, Woodruff seconded, Accepting the 2008 Comprehensive Annual Financial Report
(CAFR). Motion passed 510.
B. Tad Shaw - Report on Minnetonka Community Education Activities
Tad Shaw stated he had been the City's representative on the Minnetonka Community Education (MCE)
Advisory Council for over 20 years. MCE is a program that is basically run as a subsidiary of the
Minnetonka School District. MCE provides early childhood family education programs, youth programs
and adult programs. The list of programs provided is extensive. There were 27,684 people who
participated in programs for the 2007 - 2008 program years. Those numbers are down somewhat for the
2008-2009 program year due to the economy. MCE Executive Director Litfin has been responsible for a
couple of Minnetonka School District wide programs for children and the Tour de Tonka bicycle race was
his idea. The old Deephaven High School, which is where MCE is located and a number of programs are
conducted, is in the process of being remodeled. When completed, it will have one of the best conference
rooms in the District.
CITY OF---------, - - - - - - kR COUNCIL ML__ - - ANIITES
June 8, 2009
Page 5 of 12
Mayor Lizee asked if MCE was still looking for volunteers for the Tour de Tonka event schedule for
August 51i' to which Mr. Shaw replied yes. Lizee commented there are over 2,000 people registered for
the event.
C. Dick Woodruff - Report on Lake Minnetonka Conservation District Activities
Councilmember Woodruff, the City's representative on the Lake Minnetonka Conservation District
(LMCD), provided a report on recent LMCD activities.
The highlights of the report are as follows. The LMCD's draft budget is a zero percent increase over
2009; it's been reviewed by the member cities and it will be considered for adoption during the LMCD
Board meeting scheduled for June 10"'. The LMCD Board has held three strategic planning meetings to
discuss its vision, mission, objectives and goals; a fourth meeting is scheduled for June l0d'. The aquatic
invasive species (AIS) inspection program is in effect May through September. The LMCD's 2010
budget has allocated funds for the inspection program equal to the 2009 actual inspection level. The
chemical treatment of Grays Bay occurred on June Is' and it occurred for Phelps Bay on June 2°d. The
residents on Carman Bay were not willing to contribute to the treatment because they did think the
treatment was effective enough, The LMCD will begin milfoil harvesting the week of June 8`": The
LMCD Exotics Task Force meets quarterly and its next meeting is scheduled for June 12`x'; the Task Force
will start working on a comprehensive AIS prevention plan. The LMCD newsletter was mailed out the
week of June 15; it contained a number of good articles on the Minnesota Department of Natural
Resources' AIS program and on the ramp inspection program. During June and July the LMCD
Boardmembers will take tours of Lake Minnetonka to look at the success of the milfoil treatment. The
LMCD will continue ordinance enforcement inspections, and issue a citation to violators who had been
told they were in violation in previous years. The LMCD and the Army Corps of Engineers will assess the
effectiveness of this year's chemical milfoil treatment; a report of the results will be prepared.
Councilmember Zerby stated he has noticed that lights are missing on some of the buoys. Councilmember
Woodruff stated if Zerby will let hirn know which ones, he will provide that information to the
appropriate organization. Woodruff then stated he would research who is responsible for the maintenance
of the buoys.
Councilmember Zerby stated it's his understanding that the dam to Minnehaha Creek has been closed
because of the low water level in Lake Minnetonka. He questioned how that is decided. Councilmember
Woodruff stated the Minnehaha Creek Watershed District has procedures for determining when the damn
will be closed
6. PUBLIC HEARING
None.
7. PARKS
No report was given. The next Park Commission meeting is scheduled for June 9, 2009.
8. PLANNING
Director Nielsen reported on matters considered and actions taken at the June 2, 2009, Planning
Commission meeting (as detailed in the minutes of that meeting). He noted the Planning Commission did
CITE ULAR COUNCIL MEETiNa__ J _ 4715
Jr
PaF of 12
not recommend approval of the variance request frorn Mark Themig and Brad Heppner; the vote was split
two-two. Councilme ber Zerby stated he was the Council Liaison for the Planning Commission meeting.
He thought the property was very unique, and lie encouraged the Councilmembers to go and view the
property before it considers the variance request during its June 22" d meeting.
9. ENGINEERING/PUBLIC WORDS
None.
10. GENERAL/NE BUSINESS
A. Council; Procedures and Policies
Administrator Heck stated that over the last few months Councilmembers have raised questions regarding
what, if any, policies and procedures the City has regarding the conduct of Council meetings, the structure
of debate during the meetings, recognition of those who want to speak during meetings, etc. The binder
titled City Policies only contains a copy of State Statute regarding Council meetings but noting else.
Based on information he collected from the League of Minnesota Cities (LMC) and other cities, he
created a draft document on policies and procedures for Council to consider regarding operating rules for
Council meetings. He explained he had spoken with Desyl Peterson, Minnetonka City Attorney about
their policies and procedures for council meetings. They are based on policies and procedures developed
by the University of Virginia which are different from Roberts Rule of Order. He asked for Council
feedback.
Mayor Lizee stated she would like to have the opportunity to review what Minnetonka has adopted,
noting the City has not adopted Roberts Rules of Order for governing meetings.
Councilmember Bailey stated he could endorse what Administrator Heck has drafted. He thought there is
a need for formal meeting policies and procedures. He expressed openness to considering what
Minnetonka has adopted.
Councilmember Zerby stated early in the year he questioned what the meeting rules were. He explained
that many cities adopt meeting policies and procedures at the beginning of the year. He expressed a desire
to review Minnetonka's. He commented he does not know what the difference is between parliamentary
procedure and Roberts Rules of Order.
Councilmember Woodruff stated he would like to review Minnetonka's before committing to using
Roberts Rules of Order. He requested training on Roberts Rules of Order should Council chose to adopt
that as its policies and procedures for meetings.
Administrator Heck stated he will provide Council with a copy of Minnetonka's policies and procedures
for council meetings.
B. Art on the Walls Program
Kristi Anderson, with Community Rec Resources and the City's Parks Coordinator, stated the City Hall
Open House is scheduled for June 15`x'. There is interest in featuring the artwork of local artisans on a
rotating basis to give the artisans added exposure as well as fill the City Hall with varying styles of art on
an ongoing basis. Staff requests Council support creating an Art Committee and accept Staff's proposed
Art on the Walls program including selecting artwork for display.
CITY F SH Jk,AR C0UNv_r.. - TING MINUTES
June 8, 2009
Page 7 of 12
Mayor Lizee thanked Ms. Anderson for her efforts. She recommended Council establish the Art
Committee and accept the proposal. She would like to have some artwork in City Hail before the open
house. She asked Ms. Anderson to consider what budget would be needed for various types of displays.
Councilmember Turgeon stated when there was a similar program at the Southshore Center artisans were
responsible for display materials.
Councilmember Turgeon expressed concern about damaging the newly painted walls in City Hail. She
stated artisans who displayed their work at the Southshore Center wanted to display it according to their
preference which at times was not best for the physical impact on the Center. A certain type of strip was
used to help hang art at the Center, but that was possible because of the false ceilings in the Center. She
thought the program would be great.
Councilmember Woodruff suggested Public Works staff supervise the hanging of any artwork on the
walls. He recommended that if someone wanted to purchase a piece of artwork that it could not be
removed from City Hall until its time period for display had expired. He thought a rotation policy should
be developed. He suggested artwork only be displayed in public areas. Ms. Anderson stated the premise is
art will only be displayed in the public areas. She also clarified that the City will not charge any
commission for displayed art being sold.
Attorney Tietjen stated the program description states that "Only appropriate artwork that meets general
community standards will be displayed." She suggested it be changed to say "The Art Committee will
select artwork for display". She also suggested that the waiver be changed to say "any and all claims".
Councilmember Zerby questioned if it is necessary to form an Art Committee; he wondered if an ad hoc
committee be sufficient.
Mayor Lizde stated she would like to be the Council representative on the Art Committee.
There was Council consensus to endorse: creating an Art Committee consisting of one City
Councilmember, one City Staff representative, two adult representatives, and one youth representative;
accepting the proposal for an Art on the Walls program; and directing the Art Committee to begin the
process of selecting artwork for display at City Hall.
C. Southshore Center
Administrator Heck stated representatives of the five member cities (the Cities) met on June 3, 2009, to
discuss and comment on the City's proposal to serve as the tenant and operator of the Southshore Center
(the Center) on behalf of the Cities. During its May 26`' meeting Council directed Staff to modify the
lease agreement that had existed between the Friends of the Southshore Center (the Friends) and the
Cities such that the Shorewood would become the tenant in the lease agreement. A copy of the modified
lease had been distributed to all the Cities councils on June ls`. It was discussed during the June 3rd group
meeting. Greenwood Councilmember Paige stated he had some changes he wanted to discuss during the
June 3`d meeting. Late in the day on June 01 the Cities received some recommended edits from
Greenwood's legal counsel; the list of recommendation was included in the meeting packet. Also
included in the packet were changes recommended by Tonka Bay's legal counsel and recommendations
from Deephaven. The meeting packet for this evening included a copy of a further modified lease
agreement. This most recent draft included some of the suggestions made by the other Cities, noting most
of the Cities' substantial suggestions were included.
,AR COUNCIL MEETING MINUTES
P. - ('12
Heck requested Council provide direction on the insurance provision and indemnification language in the
lease agreement. If Shorewood has an umbrella type policy covering property, casualty and general
liability coverage, there may not be a need for indemnification language in the agreement. The rental
agreement for use of the Center stipulates the renter has liability for the activities.
Attorney Tietjen stated she has contacted the League of Minnesota Cities Insurance Trust (LMCIT)
regarding the indemnity issue, but she has not heard back from the LMCIT yet. She explained one of her
questions was whether or not it would possible to put the other four Cities as additional insurers
Shorewood's policy. In the lease agreement between the Friends and the Cities the Friends indemnified
the Cities. In the proposed agreement Shorewood is the tenant; she questioned if Shorewood is willing
agree to indemnify for activities on the premises. She suggested the agreement specify up to what limit
Shorewood would be willing to indemnify, with the maximum being no more than what Shorewood
would be responsible for under the statutory cap.
Councilmember Turgeon stated she preferred the indemnification language remain the same as in the
lease agreement with the Friends with the exception of adding language stating subject to the limits
Minnesota State Statute Chapter 466.
Attorney Tietjen recommended she draft simpler indemnification language that would accomplish what
the indemnification language in the Friends' lease agreement accomplished. She stated she had to read the
indemnification language in the Friends' lease numerous times to reasonably understand it. She thought
the complicated language could be simplified and clarified without changing tine intent.
Councilmember Turgeon stated the recommendations from the other Cities did not indicate they had issue
with the language. She thought punctuation marks could be added to make shorter sentences and make
them easier to read, but it should stay as close to the original language as possible. Doing this would not
require the other Cities to spend time and money to review new indemnification language.
In response to a question from Councilmember Bailey, Attorney Tietjen stated she would not have a
concern if the indemnification language remained as it was in the Friends' lease provided language was
added specifying up to the limits specified in State Statute and provided Council agreed to indemnify and
hold harmless the other Cities for any and all activities that occur at the Center.
Cou ncihnember Zerby stated he hoped Attorney Tietjen could clarify the language by adding punctuation.
He then stated he was not sure if many of the other paragraphs in the lease agreement were any more
palatable.
Councilmember Turgeon stated the other Cities did not have issue with the language. Councilmember
Zerby stated he viewed the Deephaven Council meeting during which there was significant discussion
about it.
Administrator Heck explained that the State law changed in 2008 such that joint powers organizations are
subject to one city's statutory limit. The five cities are not a joint powers organization. The question is
whether or not an individual can go after each of the Cities for their statutory maximum. He and Attorney
Tietjen think that it may be possible for them to do that, so they want to limit Shorewood's liability to
Shorewood's limit only.
Councilmember Woodruff stated he could support indemnification language which would include subject
to the limits of State Statute Chapter 466. He suggested that in paragraph 23 of the lease, Action by
_ _ C11 MEETING
Jul
Page 9 of 12
Landlord, that "under paragraphs 2, 3, 10 or 16" be changed to under paragraphs 2, 3 or 16"; paragraph
10 relates to signs. He stated he wanted to approve something this evening.
Woodruff moved, Zery seconded, approving the agreement for the lease and operation of the
Southshore Community Center between the City of Deephaven, the City of Excelsior, the City of
Greenwood, the City of Shorewood and the City of Tonka Bay (the Cities or landlord) and the City
of Shorewood (the tenant) and authorizing the agreement be forwarded to the other four Cities for
approval subject to including indemnification language with the intent that Shorewood would
indemnify and hold harmless the other four Cities, adding subject to any limits specified under
State Statute Chapter 446 to the indemnification language and removing the reference to
paragraph 10, Signs, in paragraph 23, Action by Landlord.
Councilmember Turgeon asked if the stipulation of four of the five Cities in paragraph 23, Action by
Landlord, should be changed to say three of the five Cities; one of the Cities requested that change.
In response to a question from Councilmember Turgeon, Administrator Heck explained the carbon copy
to the attorney was removed from paragraph 17, Notices, because he and the other City Administrators
and City Manager thought each of them would be responsible for providing their City's attorney with a
copy of the document. The same applies to copying Shorewood's City Attorney as the tenant.
Heck stated the stipulation of approval of four of the five Cities in paragraph 23, Action by Landlord, is
consistent with the stipulation in the Cooperative Agreement between the Cities. He explained it is
Attorney Tietjen's and his interpretation of the Cooperative Agreement that this is a Cities directed
change in operation and therefore only requires approval of three of the five Cities. Paragraph 23 is about
terminating the lease; that takes four of the five Cities and this is consistent with the Cooperative
Agreement. He suggested the reference to paragraph 16, Right to Inspection, also be deleted from
paragraph 23. He stated the reference to paragraph 10 should have been paragraph 14, Default.
Councilmember Woodruff stated he did not have an issue with the four of the five Cities stipulation in
paragraph 23.
Without objection of the seconder, the maker of the motion amended it to change the references to
paragraphs 2, 3, 10 and 16 to paragraphs 2, 3, and 14 in Paragraph 23, Action by Landlord.
Councilmember Turgeon suggested the following changes to the beginning part of Recitals in the lease.
The changes are as follows. Delete Recital 1: "WHEREAS, the Cites desire to provide a Center for use by
senior citizens for education, cultural participation, socializing, recreation, arts, crafts, music and similar
programs of enrichment; and". Change Recital 2: "WHEREAS, the Cities desire that the Landlord
undertake its best efforts to make the Center widely available to all citizens and residents; and" to
"WHEREAS, the Cities desire to make the Center widely available to all citizens and residents; and".
Delete Recital 3: "WHEREAS, the Cities desire to provide a congregate dining facility to serve the needs
of seniors and citizens; and". In Recital 4: add and other community-based activities such as those
commonly provided at community centers throughout the area" to the end of "WHEREAS, the Cities
desire to provide a facility to be used by citizens for municipal use, community organizations, meetings,
banquets, receptions, reunions and similar public and private activities". She explained her intent was to
make the focus all encompassing; it's for all citizens and residents. It should address the other Cities'
concerns that it will not remain a community center.
Councilmember Zerby stated deleting the Recital I changes the intent. He did not think there was harm in
leaving it in the agreement.
Mayor Liz& stated the Recitals have worked in the past and she did not think there was a reason to delete
any of them.
Councilmember Zerby stated Council heard loud and clear from the community residents that they
wanted to keep the Center operating as it is. Statements one and three are innocuous. There is nothing
legal attached to them.
In response to a comment from Councilmember Bailey, Attorney Tietjen explained the general purpose of
recitals is to set out the purpose of an agreement. Recitals are incorporated as part of an agreement, but
they are not terms of an agreement. There is no obligation to fulfill them. They are not legally binding.
Recitals give a description and provide background. Bailey stated he assumed a senior groups' request to
use the Center would not have a higher priority than an already agreed to request from a non-senior
group, to which Tietjen replied it would not.
Councilmember Woodruff stated lie appreciated Councilmember Turgeon's effort to cleanup the
agreement. If he were doing so there would be many changes he would recommend. But, the base
agreement has been reviewed by the Cities and the Cities' attorneys numerous times when it was
originally written as the Friends lease, and it has been reviewed and discussed again recently. He
expressed extreme reluctance to making the changes suggested by Turgeon without discussing them with
the other Cities. He thought Recitals 1 - 4 are reasonable. He could support making the suggested
addition to Recital 4.
Without objection from the seconder, the maker of the motion amended it to add and other
community-based activities such as those commonly provided at community centers throughout the
area" to the end of "WHEREAS, the Cities desire to provide a facility to be used by citizens for
municipal use, community organizations, meetings, banquets, receptions, reunions and similar
public and private activities" Motion passed 5/0.
Councilmember Bailey stated it's important to start working on a management agreement with
Community Rec Resources quickly and to prepare a business plan. He suggested Councilmembers
Woodruff and Zerby work with Kristi Anderson, Community Rec Resources (CRR), to get that
accomplished.
Administrator Heck explained that he had sent Attorney Tietjen a draft agreement earlier that day. He
stated the process recommended by Councilmember Bailey could be used to develop benchmarks that
would be used to guide CRR's efforts and to assess CRR's performance.
Councilmember Woodruff stated there are two things that must be done. One is a contract as to be written
between the City and CRR. The second is an operating plan must be developed, and that plan will be
executed under the contract. The operating plan will be a "living document". It will address short term
things that must be achieved. Long terms goals will then have to be defined. He thought he and
Councilmember Zerby could work with Staff to develop the operating plans.
CITY -D v v Ji -EETIN-~ UTES
June F, -
Page 11 of
a~
D. e . istrative Citations for Traffic Violations
Councilmember Woodruff stated during the most recent State legislative session the Legislature and the
Governor approved administrative citations for a limited number of traffic violations. He thought it could
be implemented as soon as July 1, 2009. Some State department must first create a uniform citation form
for use. He asked the Councihnembers if they thought it would be appropriate to have Mayor Lizee
contact the South Lake Minnetonka Police Department (SLMPD) about the City's desire to move forward
with this. Administrator Heck stated he has spoken with Excelsior's City Manager and Tonka Bay's City
Administrator about this. They all agreed that overtime it would be appropriate to involve the SLMPD. It
is his understanding that the maximum fine that can be issued is $60. He will draft a document describing
the legislation that was passed. Councilmember Zerby stated he did not want to be a pioneer in
implementing such a process. Heck commented there are some cities that have been doing this already.
There was consensus to table this until after the 2010 budget process is complete.
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
Director Brown stated the temporary cellular antenna has been removed from the SE Area Water Tower
site. Public Works will begin to restore the site's turf towards the fall. The cellular provider is working on
remounting the antenna. Staff is working with the antenna contractors on some compliance issues on both
the SE Area Water Tower and the West Water Tower. Public Works should be done flushing the
watermain by the end of the week. The damage on the lights in Freeman Park that need repair is beyond
what Xcel Energy will cover per the City's agreement with Xcel; therefore, Staff is finding an electrician
to do the repairs. The administrative staff from Shorewood, Tonka Bay and Hennepin County are
reviewing the close out of the County Road 19 and Smithtown Road intersection project. Tonka Bay has
expressed come concern about the final numbers. He explained that there were at least 37 - 38 properties
involved in easement acquisition and each of those acquisitions is being reviewed; Hennepin County
indicated it had spent a considerable amount of labor resource on that part of the project. Councilmember
Woodruff requested Brown provide Council with a report on what the financial impact of the closeout
could be to the City during the June 22nd budget work session.
Engineer Landini stated three property owners have responded to the survey monkey survey for the
Harding Avenue and Harding Lane for the watermain extension. Three property owners have responded;
one positively and two negatively. Councilmember Bailey questioned if Staff was sure the possible
installation of watermain was clearly communicated to the property owners. Landini said the letters he
sent them included where the finding would come from for the roadway improvements, the storm water
improvements, sanitary sewer improvements and watermain improvements. Bailey stated he had
previously asked for an informational copy of the letter to the property owners. He hoped there would be
a frank discussion during the June 22nd Council meeting public hearing for this project.
Councilmember Zerby stated it prudent to identify what roadways would be considered for reconstruction
or reclamation next, and to do the feasibility study and design work in 2009 with the actual repair work
being done in 2010. This would place roadway projects on an 18-month timeline and help ensure they are
done during prime road construction season.
Administrator Heck stated there is a an Excelsior Fire District (EFD) budget work session scheduled for
June 10, 2009, at 6:00 P.M. for all five member cities' councils.
C1- -Alt COUNCIL MEETING MINUTES
Pa -2 of 12
Mayor and City Council
Councilmember Bailey stated it is important for the Council members to review the proposed draft EFD
2010 budget. If they have questions and are unable to attend the joint meeting of councils then they
should let him know of their concerns. He explained that the budget reflects an overall zero percent
increase over the adopted 2009 budget. Although he was not happy about it, EFD Chief Gerber accepted
there would be no wage increases in 2009. The operating budget includes a $120,000 required
contribution to the Excelsior Firefighters Relief Association pension fiend. Part of the contribution will be
funded out of General Fund reserves and Fire Facilities Fund reserves, which he thought was appropriate.
The remainder came through budget reductions. The EFD Board had discussions about whether or not the
use of reserves was too aggressive; it concluded it wasn't. He thought the use of reserves could be
replicated for 2011 but not beyond that. He applauded Gerber for his positive attitude through the process,
noting that it is not what Gerber would have preferred to do. He stated Gerber had prepared a list of
restoration priorities should the required contribution be less than what is projected. The actual
contribution won't be known until August 151.
Councilmember Turgeon asked Mayor L izee to summarize the South Lake Minnetonka Police
Department budget work session held on June 3`d which they both attended. Lizee stated SLMPD Chief
Litsey provided an overview of his first draft budget. Some details of the budget cannot be worked out
until the impact of program cuts is known. She stated Chief Litsey wants to attend a Council meeting and
give a presentation to Council, but the SLMPD Coordinating Committee won't have had time for another
work session prior to the June 22nd Council meeting.
Mayor Lizee stated 29`x' Art on the Lake event is scheduled for June 13t1i and 14t1i.
12. ADJOURN
Turgeon moved, Woodruff seconded, Adjourning the City Council Regular Meeting of June 8,
2009, at 8:55 P.M. Motion passed 510.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Christine Lizee, Mayor
Brian Heck, City Administrator/Clerk
City Council Agenda - _ i j
Meeting of Jun ,
Brief Description: Claims for council authorization.
Recommended Action: Approve the claims list.
Background
The attached claims list includes checks numbered 48518 through 48566,
totaling $267,295.19.
Recommendation
Staff recommends approval of the claims list.
Submitted through:
Brian Heck, City Administrator A 11
Bonnie Burton, Finance Director, i
Originated by: R
Michelle Nguyen, Accounts Payable
6/18/2009 2:49 PM A/P HISTORY CHECK REPORT
VENDOR SET: 01 City of Shorewood
BANK: 1 BEACON BANK
DATE RANGE: 6/10/2009 THRU 99/99/9999
PAGE: 2
CHECK
CHECK
CHECK CHECK
VENDOR
I.D.
NAME
STATUS
DATE
AMOUNT
DISCOUNT NO
STATUS AMO
UNT
00051
EFTPS - FEDERAL W/H
I-T1 20090610
FEDERAL W/H
D
6/10/2009
4,031
.95
000000
I-T3 20090610
FICA W/H
D
6/10/2009
6,144
.74
000000
I-T4 20090610
MEDICARE W/H
D
6/10/2009
1,437
.14
000000
11,613
.83
00092
MN DEPT OF REVENUE
I-T2 20090610
STATE W/H
D
6/10/2009
1,909
.74
000000
1,909
.74
00086
AFSCME COUNCIL 5
I-01 20090610
P/R DEDUCTS - UNION DUES
R
6/10/2009
263
.48
048518
263
.48
00053
ICMA RETIREMENT TRUST-302131-4
I-02 20090610
P/R DEDUCTS-DEFERRED COM
R
6/10/2009
1,609
.60
048519
I-02P20090610
P/R DEDUCTS-DEFERRED COM
R
6/10/2009
210
.96
048519
1,820
.56
1
MICHAEL FANNON
I-MICHAEL FANNON
ESCROW REFUND
R
6/10/2009
4,500.
00
048520
4,500
.00
00052
PERA
I-P 20090610
P/R DEDUCTS-PERA
R
6/10/2009
6,361.
75
048521
6,361
.75
20005
WELLS FARGO HEALTH BENEFIT SVC
I-16 20090610
P/R DEDUCTS-HSA
R
6/10/2009
305.
00
048523
305
.00
1
ADVANCED CLEANING TECHNOLOGY
I-A.C.T-INV#806
ADVANCED CLEANING TECHNOLOGY:
R
6/22/2009
1,055.
00
048524
1,055
.00
10576
ADVANCED IMAGING SOLUTIONS INC
I-048073
06/06-07/06 MAINT SVC
R
6/22/2009
264.
00
048525
264
.00
00087
AFSCME CO 5 MEMBERS HEALTH FUN
I-JULY-2009
JULY - UNION DENTAL PREM
R
6/22/2009
357.
00
048526
357
.00
29273
ALPHA VIDEO & AUDIO INC.
I-SYSINVO8292
CAMERA INSTALL LABOR
R
6/22/2009
12,397.
25
048527
12,397.
25
29270
ALTERNATIVE BUSINESS FURNITURE
I-33534
CHAIRS
R
6/22/2009
2,533.
37
048528
2,533.
37
01790
AMERICAN LEGAL PUBL CORP
I-69929
2009 S-4-CODE OF ORDINANCES
R
6/22/2009
944.
00
048529
944.
00
01977
ANDERSON, KRISTI B.
I-JUN 9-09
PARK MTG 06/09/09
R
6/22/2009
230.
00
048530
230.
00
6/18/2009 2:49 PM A/P HISTORY CHECK REPORT
VENDOR SET: 01 City of Shorewood
BANK: 1 BEACON BANK
DATE RANGE: 6/10/2009 THRU 99/99/9999
PAGE: 3
CHECK
CHECK
CHECK CHECK
VENDOR
I.D.
NAME
STATUS
DATE
AMOUNT
DISCOUNT NO
STATUS AMO
UNT
03230
BIFFS, INC.
I-W381779-785-IN
JUN RENTAL
R
6/22/2009
869
.04
048531
869
.04
29278
CLASSIC CLEANING COMPANY
I-14556
VACUUM & DAMP MOP BASEMENT
R
6/22/2009
360
.00
048532
360
.00
05305
COMMUNITY REC RESOURCES
I-12-2009
JUN 1 - 12 MEETING
R
6/22/2009
1,980
.00
048533
1,980.
00
05885
CULLIGAN BOTTLED WATER
I-101X20857309
S.S.CTR-SOLAR SALT
R
6/22/2009
33
.50
048534
I-114099504119-05310
DRINKING WATER
R
6/22/2009
14
.22
048534
47.
72
1
DERMCO-LAVINE CONSTRUCTION CO
I-DERMCO-LAVINE CONS
DERMCO-LAVINE CONSTRUCTION CO:
R
6/22/2009
11,835.
00
048535
11,835.
00
29271
DREW KRIEBEL
I-696904
CLEAN SVC
R
6/22/2009
540.
00
048536
I-696905
CLEAN SVC - S.S. CTR
R
6/22/2009
198.
00
048536
738.
00
07100
E.J. MAYERS INC.
I-68
BOR TO INSTALL 12" PIPE
R
6/22/2009
15,900.
00
048537
15,900.
00
10000
GROUT, TWILA
I-MAY-09 _
MAY WELLNESS REIM
R
6/22/2009
40.
00
048538
40.
00
07900
HAWKINS, INC.
I-3024447 RI
CHLORIEN CYLINDER
R
6/22/2009
457.
00
048539
457.
00
10506
HENN CTY INFO TECHNOLOGY DEPT
I-29058193
MAY 80OMHZ RADIO
R
6/22/2009
32.
00
048540
32.
00
11500
J.R'S ADVANCED RECYCLERS
I-66677
2009 SPRING CLEAN UP
R
6/22/2009
1,256.
00
048541
1,256.
00
29265
JEFFREY W. LAMBERT, P.A.
I-7333.001-051909
EDMONSON CASE
R
6/22/2009
747.
63
048542
747.
63
13070
LANDINI, JAMES
I-200906120256
CELL & MILEAGE REIM
R
6/22/2009
187.
56
048543
I-MAY-JUN-09
MAY & JUN WELLNESS REIM
R
6/22/2009
80.
00
048543
267.
56
21340
LOCAL LINK
I-JULY-2009
JULY WEB LINK SVC
R
6/22/2009
131.
80
048544
131.
80
6/18/2009 2:49 PM
A/P
HISTORY CHECK REPORT
PAGE:
4
VENDOR
SET: 01 City of
Shorewood
BANK:
1 BEACON B
ANK
DATE RANGE: 6/10/2009 THRU
99/99/9999
CHECK
CHECK
CHECK CH
ECK
VENDOR
I-D.
NAME
STATUS
DATE
AMOUNT
DISCOUNT NO
STATUS AMO
UNT
17260
MCFOA
I-2009-2010
TWILA & JEAN MEMBERSHIP
R
6/22/2009
70
.00
048545
70
.00
15501
METRO COUNCIL ENV.(SAC)
I-MAY-2009
MAY SAC REPORT
R
6/22/2009
17,820
.00
048546
17,820
.00
15500
METRO COUNCIL ENVMT(WASTEWATER
I-0000901469
JULY WASTEWATER SVC
R
6/22/2009
48,017
.98
048547
48,017
.98
15885
MIDWEST MAILING SYSTEMS INC
I-68201-
JUN PSTG-ADDT'L
R
6/22/2009
17
.88
048548
I-68205-
JUN NEWSLETTERS SVC
R
6/22/2009
346
.12
048548
I-JUL-2009
JULY POSTAGE
R
6/22/2009
500
.00
048548
864
.00
17400
MINNETONKA-CITY OF
I-05-29-09
02/05/09-05/07/09 WATER
R
6/22/2009
130
.73
048549
130
.73
19965
NORTHLAND TRUST SERVICES, INC.
I-SHOROSA-050409
BOND INT-2005 WATER BONDS
R
6/22/2009
25,057
.50
048550
I-SHOR06A-050409
BOND INT-2006 WATER BONDS
R
6/22/2009
29,000
.00
048550
54,057
.50
15900
OFFICE DEPOT
I-476151813-001
OFFICE SUPPLIES
R
6/22/2009
286
.37
048551
286
.37
1
PAULA SAUNDERS
I-PAULA SAUNDERS-FIN
S.S.CTR FINAL
R
6/22/2009
200
.00
048552
200
.00
20805
PITNEY BOWES CREDIT CORP
I-5440954-JN09
3RD QTR-POSTAGE LEASE
R
6/22/2009
329
.25
048553
329
.25
26100
QWEST
I-612E451785-060109
JUN SVC
R
6/22/2009
314
.12
048554
I-612E458019-060109
JUN SVC
R
6/22/2009
235
.59
048554
549.
71
21610
REED BUSINESS INFORMATION
I-4178447
2009 BITUMINOUS MILL 5/29
R
6/22/2009
191
.88
048555
191.
88
22482
SAM'S CLUB
I-999999-2009
MEMBERSHIP RENEWAL
R
6/22/2009
70
.00
048556
I-FIN CHRG
FIN SVC
R
6/22/2009
2
.50
048556
I-JUN 10-09
GEN SUPPLIES - C.H. & P.W.
R
6/22/2009
308
.00
048556
380.
50
23100
SMITH, WALTER
I-JULY-10-2009
NIP PERFORMANCE 07/10/09
R
6/22/2009
1,000
.00
048557
1,000.
00
6/18/2009 2:49 PM A/P HISTORY CHECK REPORT
VENDOR SET: 01 City of Shorewood
BANK: 1 BEACON BANK
DATE RANGE: 6/10/2009 THRU 99/99/9999
PAGE: 5
CHECK
CHECK
CHECK CHECK
VENDOR
I.D.
NAME
STATUS
DATE
AMOUNT
DISCOUNT NO
STATUS AMO
UNT
23500
SO LK MTKA POLICE DEPT
I-APR & MAY-09-USER
APR & MAY 800 MHZ USER
R
6/22/2009
32
.00
048558
I-APR/MAY-09 HCPF
APR & MAY HENN CTY PROCESS FEE
R
6/22/2009
286
.36
048558
318
.36
29101
SUN NEWSPAPERS
I-1186490
HARDING LN/SMTWN WTRMAIN 06/22
R
6/22/2009
48
.26
048559
I-1186491
DRINKING WATER REPORT 06/11
R
6/22/2009
414
.70
048559
462
.96
17200
SUN PATRIOT NEWSPAPERS
I-925519
HARDING HEARING 06/13
R
6/22/2009
56
.93
048560
56
.93
23726
TKDA ENGINEERS ARCHITECTS PLAN
I-000200901443
MAY PARK SVC
R
6/22/2009
4,516
.01
048561
4,516
.01
24900
TONKA UNITED SOCCER ASSN
I-RECEIPT447191
DAMAGE DEPOSIT REFUND
R
6/22/2009
125
.00
048562
125
.00
83^014
VEOLIA ENVIRONMENTAL SERVICES
I-650000936566
MAY RECYCLING SVC
R
6/22/2009
6,990
.00
048563
6,990
.00
1
WENDY CASEY
I-WENDY CASEY
S.S.CETER REFUND
R
6/22/2009
194
.60
048564
194
.60
28125
WILLIAMS TOWING
I-115514
2005 HONDA MODEL VT750DC
R
6/22/2009
181
.05
048565
181
.05
19800
XCEL ENERGY
I-274667349
5700 CTY RD 19
R
6/22/2009
177
.31
048566
177.
31
* * T O
T A L S * *
NO
CHECK AMOUNT
DISCOUNTS
TOTAL APPLIED
REGULAR
CHECKS:
48
202,613.30
0.00
202,613.30
HAND
CHECKS:
0
0.00
0.00
0.00
DRAFTS:
2
13,523.57
0.00
13,523.57
EFT:
0
0.00
0.00
0.00
NON
CHECKS:
0
0.00
0.00
0.00
VOID DEBITS
VOID DISCOUNTS
VOID CREDITS
VOID
CHECKS:
0
0.00
0.00
0.00
TOTAL ERRORS: 0
VENDOR SET: 01 BANK: 1
TOTAL 50
216,136.
87
0.00
216,136
.87
BANK: 1 TOTALS:
50
216,136.
87
0.00
216,136.
87
REPORT TOTALS:
51
216,136.
87
0.00
216,136.
87
0 6 - 1 8 - 2 0 0 9 0 2 : 5 6 PM
C O U N C
I L R E P O R T BY VENDOR
- JUNE 22, 2009
PAGE:
1
VENDOR NAME
DATE
DESCRIPTION
FUND
DEPARTMENT
AMO
UNT
ADVANCED IMAGING SOLUTIONS INC
6/22/09
06/06-07/06 MAINT SVC
General Fund
Municipal Buildings
264
.00
TOTAL:
264
.00
AFSCME CO 5 MEMBERS HEALTH FUND
6/22/09
JULY - UNION DENTAL SEEM
General Fund
Unallocated Expenses
357
.00
TOTAL:
357
.00
AFSCME COUNCIL 5
6/10/09
P/R DEDUCTS - UNION DUES
General Fund
NON-DEPARTMENTAL
263
.48
TOTAL:
263
.48
ALPHA VIDEO & AUDIO INC.
6/22/09
CAMERA INSTALL LABOR
City Bldg Project
Equipment Replacement
12,397
.25
TOTAL:
12,397
.25
ALTERNATIVE BUSINESS FURNITURE
6/22/09
CHAIRS
City Bldg Project
Equipment Replacement
2,533
.37
TOTAL:
2,533
.37
AMERICAN LEGAL PUBL CORP
6/22/09
2009 S-4-CODE OF ORDINANCE
General Fund
General Government
944
.00
TOTAL:
944
.00
ANDERSON, KRISTI B.
6/22/09
PARK MTG 06/09/09
General Fund
Parks & Recreation
230
.00
TOTAL:
230
.00
BIFFS, INC.
6/22/09
JUN RENTAL
General Fund
Parks & Recreation
869
.04
TOTAL:
869
.04
CLASSIC CLEANING COMPANY
6/22/09
VACUUM & DAMP MOP BASEMENT
City Bldg Project
Equipment Replacement
360
.00
TOTAL:
360
.00
COMMUNITY REC RESOURCES
6/22/09
JUN 1 - 12 MEETING
General Fund
Parks & Recreation
1,980
.00
TOTAL:
1,980
.00
CULLIGAN BOTTLED WATER
6/22/09
DRINKING WATER SVC
General Fund
Municipal Buildings
14
.22
6/22/09
S.S. CENTER WA SOFTNER
Public Facility Fu
Public Facility/Off Eq
33
.50
TOTAL:
47
.72
DREW KRIEBEL
6/22/09
CLEAN SVC
Public Facility Fu
Public Facility/Off Eq
540.
00
6/22/09
CLEAN SVC S.S.CTR
Public Facility Fu
Public Facility/Off Eq
198.
00
TOTAL:
738.
00
E.J. MAYERS INC.
6/22/09
BOR TO INSTALL 12" PIPE
Stormwater Managem
Stormwater Management
15,900.
00
TOTAL:
15,900.
00
EFTPS - FEDERAL W/H
6/10/09
FEDERAL W/H
General Fund
NON-DEPARTMENTAL
4,031.
95
6/10/09
FICA W/H
General Fund
NON-DEPARTMENTAL
3,072.
37
6/10/09
MEDICARE W/H
General Fund
NON-DEPARTMENTAL
718.
57
6/10/09
FICA W/H
General Fund
Administration
280.
71
6/10/09
MEDICARE W/H
General Fund
Administration
65.
66
6/10/09
FICA W/H
General Fund
General Government
437.
55
6/10/09
MEDICARE W/H
General Fund
General Government
102.
34
6/10/09
FICA W/H
General Fund
Finance
341.
23
6/10/09
MEDICARE W/H
General Fund
Finance
79.
81
6/10/09
FICA W/H
General Fund
Planning
347.
33
6/10/09
MEDICARE W/H
General Fund
Planning
81.
24
6/10/09
FICA W/H
General Fund
Protective Inspections
195.
69
6/10/09
MEDICARE W/H
General Fund
Protective Inspections
45.
76
6/10/09
FICA W/H
General Fund
City Engineer
150.
15
6/10/09
MEDICARE W/H
General Fund
City Engineer
35.
11
06-18-2009 02:56 PM
VENDOR NAME
GROUT, TWILA
HAWKINS, INC
C O U N C- L R: P O R T BY VENDOR - JUNE 22, 2009 PAGE: 2
DATE
DESCRTPTION
1%UND
DEPARTMENT
6/10/09
FICA W/H
General Fund
Public Works
6/10/09
MEDICARE
W/H
General Fund
Public Works
6/10/09
FICA W/H
General Fund
Streets & Roadways
6/10/09
MEDICARE
W/H
General Fund
Streets & Roadways
6/10/09
FICA W/H
General Fund
Tree Maintenance
6/10/09
MEDICARE
W/H
General Fund
Tree Maintenance
6/10/09
FICA W/H
General Fund
Parks & Recreation
6/10/09
MEDICARE
W/H
General Fund
Parks & Recreation
6/10/09
FICA W/H
Water Utility
Water
6/10/09
MEDICARE
W/H
Water Utility
Water
6/10/09
FICA W/H
Sanitary Sewer Uti
Sewer
6/10/09
MEDICARE
W/H
Sanitary Sewer Uti
Sewer
6/10/09
FICA W/H
Recycling Utility
Recycling
6/10/09
MEDICARE
W/H
Recycling Utility
Recycling
6/10/09
FICA W/H
Stormwater Managem
Stormwater Management
6/10/09
MEDICARE
W/H
Stormwater Managem
Stormwater Management
TOTAL:
6/22/09
MAY WELLNESS REIM
General Fund
General Government
TOTAL:
6/22/09
CHLORIEN
CYLINDER
Water Utility
Water
TOTAL:
MISC. VENDOR ADVANCED CLEANING TECH
6/22/09
BLG CLEAN FURNACE & DUCTWO
City Bldg Project
Equipment Replacement
DERMCO-LAVINE CONSTRUC
6/22/09
DERMCO-LAVINE CONSTRUCTION
Park Capital Impro
Park Capital Improveme
MICHAEL FANNON
6/10/09
ESCROW - 5625 CHRISTMAS LK
Escrow Deposit Age
NON-DEPARTMENTAL
PAULA SAUNDERS
6/22/09
PAULA SAUNDERS:S.S.CTR FIN
Public Facility Fu
NON-DEPARTMENTAL
WENDY CASEY
6/22/09
WENDY CASEY:S.S.CETER REFU
Public Facility Fu
NON-DEPARTMENTAL
TOTAL:
HENN CTY INFO TECHNOLOGY DEPT
6/22/09
MAY 800MHZ RADIO
General Fund
Public Works
TOTAL:
ICMA RETIREMENT TRUST-302131-457
6/10/09
P/R DEDUCTS-DEFERRED COM
General Fund
NON-DEPARTMENTAL
6/10/09
P/R DEDUCTS-DEFERRED COM
General Fund
NON-DEPARTMENTAL
TOTAL:
J.R'S ADVANCED RECYCLERS
6/22/09
2009 SPRING CLEAN UP
Recycling Utility
NON-DEPARTMENTAL
TOTAL:
JEFFREY W. LAMBERT, P.A.
6/22/09
EDMONSON CASE
General Fund
Professional Svcs
TOTAL:
LANDINI, JAMES
6/22/09
MILEAGE REIM
General Fund
City Engineer
6/22/09
GPS DATE PHONE
General Fund
City Engineer
6/22/09
MAY & JUN WELLNESS REIM
General Fund
City Engineer
TOTAL:
LOCAL LINK
6/22/09
JULY WEB LINK SVC
General Fund
Municipal Buildings
TOTAL:
MCFOA
6/22/09
TWILA & JEAN MEMBERSHIP
General Fund
General Government
TOTAL:
METRO COUNCIL ENV.(SAC)
6/22/09
MAY SAC REPORT
Sanitary Sewer Uti
NON-DEPARTMENTAL
AMOUNT'
416.77
97.46
190.11
44.48
34.65
8.10
282.39
66.05
255.55
59.76
105.20
24.61
5.41
1.27
29.63
40.00
40.00
1,055.00
11,835.00
4,500.00
200.00
194.60
17,784.60
32.00
32.00
1,609.60
210.96
1,820.56
1,256.00
1,256.00
747.63
747.63
97.20
90.36
80.00
267.56
17,820.00
06-18-2009 02:56 PM
VENDOR NAME
PAGE: 3
n rnnr rnrm
METRO COUNCIL ENVMT(WASTEWATER)
6/22/09
JULY WASTEWATER SVC
Sanitary Sewer Uti
Sewer
48,017
.98
TOTAL:
48,017
.98
MIDWEST MAILING SYSTEMS INC
6/22/09
JUN PSTG-ADDT'L
General Fund
General
Government
17
.88
6/22/09
JUN NEWSLETTERS SVC
General Fund
General
Government
346
.12
6/22/09
JULY POSTAGE
General Fund
General
Government
500
.00
TOTAL:
864
.00
MINNETONKA-CITY OF
6/22/09
5366 VINE HILL RD
Water Utility
Water
34
.39
6/22/09
5350 VINE HILL RD
Water Utility
Water
59
.83
6/22/09
5490 VINE HILL RD
Water Utility
Water
36
.51
TOTAL:
130
.73
MN DEPT OF REVENUE
6/10/09
STATE W/H
General Fund
NON-DEPARTMENTAL
1,909
.74
TOTAL:
1,909
.74
NORTHLAND TRUST SERVICES, INC.
6/22/09
BOND INT-2005 WATER BONDS
Water Utility
Water
25,057
.50
6/22/09
BOND INT-2006 WATER BONDS
Water Utility
Water
29,000
.00
C O U N C I L R E P O R T BY VENDOR - JUNE 22, 2009
DATE DESCRIPTION FUND
DEPARTMENT
TOTAL:
TOTAL: 54,057.50
OFFICE DEPOT
6/22/09 GEN-OFFICE SUPPLIES
6/22/09 ENG-OFFICE SUPPLIES
General Fund
General Government
230
.20
General Fund
City Engineer
56
.17
TOTAL:
286
.37
General Fund
NON-DEPARTMENTAL
2,993
.75
General Fund
Administration
309
.50
General Fund
General Government
450
.73
General Fund
Finance
371
.50
General Fund
Planning
407
.27
General Fund
Protective Inspections
234
.63
General Fund
City Engineer
164
.05
General Fund
Public Works
465
.50
General Fund
Streets & Roadways
210
.91
General Fund
Tree Maintenance
37
.73
General Fund
Parks & Recreation
273
.90
Water Utility
Water
286
.64
Sanitary Sewer Uti
Sewer
117
.39
Recycling Utility
Recycling
5
.90
Stormwater Managem
Stormwater Management
32
.35
TOTAL:
6,361
.75
General Fund
Municipal Buildings
329.
25
TOTAL:
329.
25
Water Utility
Water
314.
12
Water Utility
Water
235.
59
PERA 6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
6/10/09 P/R DEDUCTS-PERA
PITNEY BOWES CREDIT CORP
QWEST
6/22/09 4TH QTR RENTAL
6/22/09 JUN SVC
6/22/09 JUN SVC
TOTAL: 549.71
REED BUSINESS INFORMATION 6/22/09
2009 BITUMINOUS MILL 5/29
Street
Capital
Imp Street Capt Improvemen
191.
88
TOTAL:
191.
88
SAM'S CLUB 6/22/09
MEMBERSHIP RENEWAL-JEAN P.
General
Fund
General Government
17.
50
6/22/09
MEMBERSHIP RENEWAL-BONNIE
General
Fund
Finance
17.
50
6/22/09
MEMBERSHIP RENEWAL-BRAD N.
General
Fund
Planning
17.
50
06-18-2009 02:56 PM
C O U N C I L R E P O R T BY VENDOR
- JUNE 22, 2009
PAGE:
4
VENDOR NAME
DATE
DESCRIPTION
FUND
DEPARTMENT
AMOUNT
6/22/09
FIN SVC
General Fund
Municipal Buildings
2
.50
6/22/09
GEN SUPPLIES - CITY HALL
General Fund
Municipal Buildings
108
.29
6/22/09
MEMBERSHIP RENEWAL-LARRY B
General Fund
Public Works
17
.50
6/22/09
GEN SUPPLIES - PUBLIC WORK
General Fund
Public Works
199
.71
TOTAL:
380
.50
SMITH, WALTER
6/22/09
MIP PERFORMANCE 07/10/09
General Fund
Parks & Recreation
1,000
.00
TOTAL:
1,000
.00
SO LK MTKA POLICE DEPT
6/22/09
JUL HENN CTY PROCESSING FE
General Fund
Police Protection
286
.36
6/22/09
APR & MAY 800 MHZ USER
General Fund
Public Works
32
.00
TOTAL:
318
.36
SUN NEWSPAPERS
6/22/09
HARDING LN/SMTWN WTRMAIN 0
Water Utility
Water
48.
26
6/22/09
DRINKING WATER REPORT 06/1
Water Utility
Water
414.
70
TOTAL:
462.
96
SUN PATRIOT NEWSPAPERS
6/22/09
HARDING HEARING 06/13
Water Utility
Water
56.
93
TOTAL:
56.
93
TKDA ENGINEERS ARCHITECTS PLANNERS
6/22/09
MAY PARK SVC
General Fund
Parks & Recreation
4,516.
01
TOTAL:
4,516.
01
TONKA UNITED SOCCER ASSN
6/22/09
DAMAGE DEPOSIT REFUND
General Fund
NON-DEPARTMENTAL
125.
00
TOTAL:
125.
00
VEOLIA ENVIRONMENTAL SERVICES
6/22/09
MAY RECYCLING SVC
Recycling Utility
Recycling
6,990.
00
TOTAL:
6,990.
00
WELLS FARGO HEALTH BENEFIT SVCS
6/10/09
P/R DEDUCTS-HSA
General Fund
NON-DEPARTMENTAL
305.
00
TOTAL:
305.
00
WILLIAMS TOWING
6/22/09
2005 HONDA MODEL VT750DC
Equipment Replacem
Equipment Replacement
181.
05
TOTAL:
181.
05
XCEL ENERGY
6/22/09
5700 CTY RD 19
General Fund
Traffic Control/Str Li
29.
93
6/22/09
5700 CTY RD 19 UNIT LIGHTS
General Fund
Traffic Control/Str Li
147.
38
TOTAL:
177.
31
-PAYROLL EXPENSES
6/08/2009 - 99/99/9999
General Fund
Administration
4,585.
08
General Fund
General Government
7,057.
17
General Fund
Finance
5,503.
76
General Fund
Planning
6,033.
64
General Fund
Protective Inspections
3,475.
93
General Fund
City Engineer
2,430.
42
General Fund
Public Works
6,896.
21
General Fund
Streets & Roadways
3,124.
40
General Fund
Tree Maintenance
558.
88
General Fund
Parks & Recreation
4,940.
76
Water Utility
Water
4,246.
47
06-18-
2009 02:56 PM
C O U N C
I L R E P O R T BY VENDOR
- JUNE
22, 2009
VENDOR
NAME
DATE
DESCRIPTION
FUND
DEPARTMENT
PAGE: S
AMOUNT
-PAYROLL EXPENSES Sanitary Sewer Uti Sewer
Recycling Utility Recycling
Stormwater Managem Stormwater Management
TOTAL:
FUND TOTALS
101
General Fund
79,894
.03
401
Public Facility Fund
1,166
.10
402
Park Capital Improvements
11,835
.00
403
Equipment Replacement
181
.05
404
Street Capital Improvemen
191
.88
410
City Bldg Project Svcs
16,345.
62
601
Water Utility
60,563.
25
611
Sanitary Sewer Utility
67,824.
22
621
Recycling Utility
8,345.
87
631
Stormwater ManagementUtil
16,448.
17
880
Escrow Deposit Agency
4,500.
00
GRAND TOTAL: 267,295.19
1,739.04
87.29
479.27
51,158.32
TOTAL PAGES: 5
06-18-2009 02:57. PM
DEPARTMENT
C O U N C I L R E P O R T BY DEPARTMENT- Ji.T7E 22, 2009
FUND "VENDOR NAME DATE DESCRIPTION
PAGE: 1
AMOUNT
NON-DEPARTMENTAL General Fund EFTPS- FEDERAL W/H
Administration General Fund
General Government General Fund
Finance General Fund
PERA
ICMA RETIREMENT TRUST-302131-457
AFSCME COUNCIL 5
MN DEPT OF REVENUE
WELLS FARGO HEALTH BENEFIT SVCS
TONKA UNITED SOCCER ASSN
EFTPS - FEDERAL W/H
PERA
*-PAYROLL EXPENSES
EFTPS - FEDERAL W/H
PERA
AMERICAN LEGAL PURL CORP
GROUT, TWILA
MIDWEST MAILING SYSTEMS INC
OFFICE DEPOT
MCFOA
SAM'S CLUB
**PAYROLL EXPENSES
EFTPS - FEDERAL W/H
PERA
SAM'S CLUB
**PAYROLL EXPENSES
Professional Svcs General Fund JEFFREY W. LAMBERT, P.A.
Planning General Fund
Municipal Buildings General Fund
EFTPS - FEDERAL W/H
PERA
SAM'S CLUB
**PAYROLL EXPENSES
CULLIGAN BOTTLED WATER
ADVANCED IMAGING SOLUTIONS INC
PITNEY BOWES CREDIT CORP
LOCAL LINK
SAM'S CLUB
6/10/09
FEDERAL W/H
4,031
.95
6/10/09
FICA W/H
3,072
.37
6/10/09
MEDICARE W/H
718
.57
6/10/09
P/R DEDUCTS-PERA
2,993
.75
6/10/09
P/R DEDUCTS-DEFERRED COM
1,609
.60
6/10/09
P/R DEDUCTS-DEFERRED COM
210
.96
6/10/09
P/R DEDUCTS - UNION DUES
263
.48
6/10/09
STATE W/H
1,909
.74
6/10/09
P/R DEDUCTS-HSA
305
.00
6/22/09
DAMAGE DEPOSIT REFUND
125
.00
TOTAL:
15,240
.42
6/10/09
FICA W/H
280
.71
6/10/09
MEDICARE W/H
65
.66
6/10/09
P/R DEDUCTS-PERA
309
.50
6/08/2009 - 99/99/9999
4,585
.08
TOTAL:
5,240
.95
6/10/09
FICA W/H
437
.55
6/10/09
MEDICARE W/H
102
.34
6/10/09
P/R DEDUCTS-PERA
450
.73
6/22/09
2009 S-4-CODE OF ORDINANCE
944
.00
6/22/09
MAY WELLNESS REIM
40.
00
6/22/09
JUN PSTG-ADDT'L
17.
88
6/22/09
JUN NEWSLETTERS SVC
346.
12
6/22/09
JULY POSTAGE
500.
00
6/22/09
OFFICE SUPPLIES
230.
20
6/22/09
TWILA & JEAN MEMBERSHIP
70.
00
6/22/09
MEMBERSHIP RENEWAL
17.
50
6/08/2009 - 99/99/9999
7,057.
17
TOTAL:
10,213.
49
6/10/09
FICA W/H
341.
23
6/10/09
MEDICARE W/H
79.
81
6/10/09
P/R DEDUCTS-PERA
371.
50
6/22/09
MEMBERSHIP RENEWAL
17.
50
6/08/2009 - 99/99/9999
5,503.
76
TOTAL:
6,313.
80
6/22/09 EDMONSON CASE
TOTAL:
6/10/09
FICA W/H
347
.33
6/10/09
MEDICARE W/H
81
.24
6/10/09
P/R DEDUCTS-PERA
407
.27
6/22/09
MEMBERSHIP RENEWAL
17
.50
6/08/2009 - 99/99/9999
6,033
.64
TOTAL:
6,886
.98
6/22/09
DRINKING WATER
14
.22
6/22/09
06/06-07/06 MAINT SVC
264
.00
6/22/09
3RD QTR-POSTAGE LEASE
329.
25
6/22/09
JULY WEB LINK SVC
131.
80
6/22/09
FIN SVC
2.
50
6/22/09
GEN SUPPLIES - C.H. & P.W.
108.
29
TOTAL:
850.
06
06-18-2009 02:51 PM
DEPARTMENT
Police Protection
C O U N C I L R E P O R T BY DEPARTMENT- JUNE 22, 2009 PAGE: 2
FUND VENDOR NAME DATE DESCRIPTION
General Fund SO LK MIKA POLICE DEPT 6/22/09 APR & MAY HENN CTY PROCESS
TOTAL:
Protective Inspections General Fund
City Engineer General Fund
EFTPS - FEDERAL W/H
PERA
**PAYROLL EXPENSES
EFTPS - FEDERAL W/H
PERA
LANDINI, JAMES
OFFICE DEPOT
**PAYROLL EXPENSES
Public Works General Fund EFTPS - FEDERAL W/H
PERA
HENN CTY INFO TECHNOLOGY DEPT
SAM'S CLUB
SO LK MTKA POLICE DEPT
**PAYROLL EXPENSES
Streets & Roadways General Fund EFTPS - FEDERAL W/H
PERA
**PAYROLL EXPENSES
Traffic Control/Str Li General Fund XCEL ENERGY
Tree Maintenance General Fund
EFTPS - FEDERAL W/H
PERA
**PAYROLL EXPENSES
Parks & Recreation General Fund EFTPS - FEDERAL W/H
PERA
ANDERSON, KRISTI B.
BIFFS, INC.
COMMUNITY REC RESOURCES
SMITH, WALTER
TKDA ENGINEERS ARCHITECTS PLANNERS
286.36
6/10/09
FICA W/H
195
.69
6/10/09
MEDICARE W/H
45
.76
6/10/09
P/R DEDUCTS-PERA
234
.63
6/08/2009 - 99/99/9999
3,475
.93
TOTAL:
3,952
.01
6/10/09
FICA W/H
150
.15
6/10/09
MEDICARE W/H
35
.11
6/10/09
P/R DEDUCTS-PEAR
164
.05
6/22/09
CELL & MILEAGE REIM
97
.20
6/22/09
CELL & MILEAGE REIM
90
.36
6/22/09
MAY & JUN WELLNESS REIM
80
.00
6/22/09
OFFICE SUPPLIES
56
.17
6/08/2009 - 99/99/9999
2,430
.42
TOTAL:
3,103
.46
6/10/09
FICA W/H
416
.77
6/10/09
MEDICARE W/H
97
.46
6/10/09
P/R DEDUCTS-PERA
465.
50
6/22/09
MAY 800MHZ RADIO
32.
00
6/22/09
MEMBERSHIP RENEWAL
17.
50
6/22/09
GEN SUPPLIES - C.H. & P.W.
199.
71
6/22/09
APR & MAY 800 MHZ USER
32.
00
6/08/2009 - 99/99/9999
6,896.
21
TOTAL:
8,157.
15
6/10/09
FICA W/H
190.
11
6/10/09
MEDICARE W/H
44.
48
6/10/09
P/R DEDUCTS-PERA
210.
91
6/08/2009 - 99/99/9999
3,124.
40
TOTAL:
3,569.
90
6/22/09
5700 CTY RD 19
29.
93
6/22/09
5700 CTY RD 19
147.
38
TOTAL:
177.
31
6/10/09
FICA W/H
34.
65
6/10/09
MEDICARE W/H
8.
10
6/10/09
P/R DEDUCTS-PERA
37.
73
6/08/2009 - 99/99/9999
558.
88
TOTAL:
639.
36
6/10/09
FICA W/H
282.
39
6/10/09
MEDICARE W/H
66.
05
6/10/09
P/R DEDUCTS-PERA
273.
90
6/22/09
PARK MTG 06/09/09
230.
00
6/22/09
JUN RENTAL
869.
04
6/22/09
JUN 1 - 12 MEETING
1,980.
00
6/22/09
MIP PERFORMANCE 07/10/09
1,000.
00
6/22/09
MAY PARK SVC
4,516.
01
06-18-2009 02:51 PM
C O U
N C I L R E P O R T BY DEPARTMENT- JUNE 22, 2009 PAGE:
3
DEPARTMENT
FUND
VENDOR NAME,
DATE
DESCRIPTION
AMOUNT
-PAYROLL EXPENSES
6/08/2009 - 99/99/9999
4,940
.76
TOTAL:
14,158
.15
Unallocated Expenses
General Fund
AFSCME CO 5 MEMBERS HEALTH FUND
6/22/09
JULY - UNION DENTAL PREM
357
.00
TOTAL:
357
.00
NON-DEPARTMENTAL
Public Facility Fu
MISC. VENDOR PAULA SAUNDERS
6/22/09
PAULA SAUNDERS:S.S.CTR FIN
200
.00
WENDY CASEY
6/22/09
WENDY CASEY:S.S.CETER REFU
194
.60
TOTAL:
394
.60
Public Facility/Off Eq
Public Facility Fu
CULLIGAN BOTTLED WATER
6/22/09
S.S.CTR-SOLAR SALT
33
.50
DREW KRIESEL
6/22/09
CLEAN SVC
540
.00
6/22/09
CLEAN SVC - S.S. CTR
198
.00
TOTAL:
771.
50
Park Capital Improveme
Park Capital Impro
MISC. VENDOR DERMCO-LAVINE CONSTRUC
6/22/09
DERMCO-LAVINE CONSTRUCTION
11,835.
00
TOTAL:
11,835.
00
Equipment Replacement
Equipment Replacem
WILLIAMS TOWING
6/22/09
2005 HONDA MODEL VT750DC
181.
05
TOTAL:
181.
05
Street Capt Improvemen
Street Capital Imp
REED BUSINESS INFORMATION
6/22/09
2009 BITUMINOUS MILL 5/29
191.
88
TOTAL:
191.
88
Equipment Replacement
City Bldg Project
MISC. VENDOR ADVANCED CLEANING TECH
6/22/09
BLG CLEAN FURNACE & DUCTWO
1,055.
00
ALTERNATIVE BUSINESS FURNITURE
6/22/09
CHAIRS
2,533.
37
ALPHA VIDEO & AUDIO INC.
6/22/09
CAMERA INSTALL LABOR
12,397.
25
CLASSIC CLEANING COMPANY
6/22/09
VACUUM & DAMP MOP BASEMENT
360.
00
TOTAL:
16.345.
62
Water Water Utility EFTPS - FEDERAL W/H
PERA
HAWKINS, INC.
SUN PATRIOT NEWSPAPERS
MINNETONKA-CITY OF
NORTHLAND TRUST SERVICES, INC
QWEST
SUN NEWSPAPERS
-PAYROLL EXPENSES
NON-DEPARTMENTAL Sanitary Sewer Uti METRO COUNCIL ENV.(SAC)
Sewer Sanitary Sewer Uti EFTPS - FEDERAL W/H
PERA
METRO COUNCIL ENVMT(WASTEWATER)
6/10/09
FICA W/H
255
.55
6/10/09
MEDICARE W/H
59
.76
6/10/09
P/R DEDUCTS-PERA
286
.64
6/22/09
CHLORIEN CYLINDER
457
.00
6/22/09
HARDING HEARING 06/13
56
.93
6/22/09
02/05/09-05/07/09 WATER
34
.39
6/22/09
02/05/09-05/07/09 WATER
59
.83
6/22/09
02/05/09-05/07/09 WATER
36
.51
6/22/09
BOND INT-2005 WATER BONDS
25,057
.50
6/22/09
BOND INT-2006 WATER BONDS
29,000.
00
6/22/09
JUN SVC
314.
12
6/22/09
JUN SVC
235.
59
6/22/09
HARDING LN/SMTWN WTRMAIN 0
48.
26
6/22/09
DRINKING WATER REPORT 06/1
414.
70
6/08/2009 - 99/99/9999
4,246.
47
TOTAL:
60,563.
25
6/22/09
MAY SAC REPORT
17,820.
00
TOTAL:
17,820.
00
6/10/09
FICA W/H
105.
20
6/10/09
MEDICARE W/H
24.
61
6/10/09
P/R DEDUCTS-PERA
117.
39
6/22/09
JULY WASTEWATER SVC
48,017.
98
06-18-2009 02:51 PM
C O U N C I L
R E P O R T BY DEPARTMENT-
JUNE 22, 2009 PAGE: _
DEPARTMENT FUND
VENDOR
NAME
DATE DESCRIPTION AMOUNT
"',PAYROLL EXPENSES
6/08/2009 - 99/99/9999
1,739
.04
TOTAL:
50,004
.22
NON-DEPARTMENTAL Recycling Utility J.R'S ADVANCED RECYCLERS
6/22/09
2009 SPRING CLEAN UP
1,256
.00
TOTAL:
1,256
.00
Recycling Recycling Utility EFTPS - FEDERAL W/H
6/10/09
FICA W/H
5.
41
6/10/09
MEDICARE W/H
1.
27
PERA
6/10/09
P/R DEDUCTS-PERA
5.
90
VEOLIA ENVIRONMENTAL SERVI
CES
6/22/09
MAY RECYCLING SVC
6,990.
00
-PAYROLL EXPENSES
6/08/2009 - 99/99/9999
87.
29
TOTAL:
7,089.
87
Stormwater Management Stormwater Managem EFTPS - FEDERAL W/H
6/10/09
FICA W/H
29.
63
6/10/09
MEDICARE W/H
6.
92
PERA
6/10/09
P/R DEDUCTS-PERA
32.
35
E.J. MAYERS INC.
6/22/09
BOR TO INSTALL 12" PIPE
15,900.
00
-PAYROLL EXPENSES
6/08/2009 - 99/99/9999
479.
27
TOTAL:
16,448.
17
NON-DEPARTMENTAL Escrow Deposit Age MISC. VENDOR MICHAEL FANNON
6/10/09
ESCROW - 5625 CHRISTMAS LK
4,500.
00
TOTAL:
4,500.
00
FUND TOTALS
101 General Fund
79,894
.03
401 Public Facility Fund
1,166
.10
402 Park Capital Improvements
11,835
.00
403 Equipment Replacement
181
.05
404 Street Capital Improvemen
191
.88
410 City Bldg Project Svcs
16,345.
62
601 Water Utility
60,563.
25
611 Sanitary Sewer Utility
67,824.
22
621 Recycling Utility
8,345.
87
631 Stormwater ManagementUtil
16,448.
17
880 Escrow Deposit Agency
4,500.
00
GRAND TOTAL: 267,295.19
TOTAL PAGES: 4
Description/Background/Previous Action
The Council authorized staff to notify the current contactor that the City will be issuing an RFP for
recycling services.
Attached is the draft RFP for your review and consideration. We modeled the document after the RFP
issued several years ago jointly by several cities. As part of the process we are asking for information on
different methods of collection, additional materials and sites. Our timeline is to have the proposals
back from vendors on July 24 and have a recommendation to Council by the first meeting in August.
Options
1. Accept and approve the RFP as presented.
2. Discuss and refer to staff for additional modifications.
3. Modify the RFP and approve for issuance
Recommendation
Staff recommends the Council approve the draft RFP.
Council Action:
City of Shorewood
P For Residential Recycling Services
1. 1 P, - - ~T O
This request for proposals (RFP) defines the service standards, specifications and
proposal requirements of the residential recycling collection program for the City of
Shorewood.
The City of Shorewood seeks to enter in a recycling contract with a company that has
the resources and ability to provide curbside residential recycling services.
The City of Shorewood will accept and evaluate proposals for residential recycling
services including collection, processing, and marketing. The goals are to:
a. Maximize the participation;
b. Maximize the amount of recyclable materials collected;
c. Achieve the most cost effective solution-, and
d. Reduce the amount of waste sent to the Waste to Energy Facility or Landfill.
Proposers may alter the requirement within this RI- , P if proposals explicitly describe
the change, rational and price implications. For example, the "dual-stream proposal"
scenario assumes the City's current diial stream collection/processing method.
Proposers may propose a single-stream scenario or they may propose on both options.
Each scenario must have a distinctassociatedprice.
Proposers may include rc~enue sharing in the pricing t iiuala. This proposal option
is present in each of the scenarios. Proposers may also elect to exclude revenue
sharing such that their proposed service charges reflect a flat fee approach whereby
the -Pr)-rose: into i ick to keep all revenue from the sale of collected material.
This RFP does not imply, and should not be interpreted to imply, a proposed set of
final contract terms. final contract will be negotiated with the successful
contractor(s). This RF1' and the sttccessfal proposal(s) will be a basis for these
negotiations. The final contact shall supersede and replace this RFP and successful
proposal(s) 'unless agreed to otherwise.
Shorewood currently provides weekly curbside collection for all single family
households. Collection clays are Wednesday on the "mainland" and Thursday on the
islands. The above stated collection days are the same as municipal solid waste
(MSW) collection days, and will change only as MSW collection changes.
Shorewood uses several forms of communication to promote the recycling and waste
reduction program. We have a monthly newsletter, a website, and community access
television. The proposer shall work cooperatively with City of Shorewood staff in
creating promotional materials for each of these media.
Page 1 of 28
City of Shorewood
RFP For Residential Recycling Services
The current population of Shorewood is approximately 7,625. We have
approximately 2,600 residences eligible for the curbside collection.
The current program requires residents to separate their materials in to paper products
and rigid materials. Paper products collected include: old newspaper (ONP), old
magazines including catalogs (OMG), phone books, paperback books, mixed
mail/office paper, and notebooks. Rigid materials consist of glass bottles and jars,
plastic bottles with a neck, steel/tin food cans, and aluminum cans. A bundle of
corrugated cardboard cut or folded into sections no larger than three-feet by three-feet
(3' X 3') and bundled with twine or tape is set separate of other materials. Shorewood
wants to include additional materials in the program: other materials that can be
collected curbside by the Proposer should be included in the submitted proposal.
Frequency of collection is weekly.
The City of Shorewood is open to considering alternatives to the current dual sort,
weekly collection program such as moving to a single sort program.
Shorewood residents placed 925.84 tons of material for collection I'll 2008. Paper
products made up 669.61 tons (638.84 paper and 30.77 corrugated cardboard). Glass
accounted for 182.86, cans 4 3.99, and plastic 32.40. On average, there we're 1,822
stops per week and an average of 17.8 tons collected. Please see Attachment A for a
detailed breakdown of 2008 collection ai ounts.
II. DEFINITIONS
Aluminum Cawns
Disposable containers ribricuted primarily of aluminum, commonly used for soda,
beer, juice, water or other beverages.
Contractor (new),
The City's recycling service contractor under the new contract beginning operations
on January 1, 2010.
Curbside
The area of ptrljlic right of way between the property line and the curb or edge of the
street, but not on the street.
Curbside Recycling .Bin(s)
Uniform containers or bins (e.g. green plastic tubs) in which recyclable materials are
stored and later placed for curbside collection as specified by the City. Also pertains
to boxes, bags, or other container used by residents to separate and store materials.
Bins may also include wheeled carts similar to those used to store and transport solid
waste by the resident to the curbside.
Curbside Recycling Service
Page 2 of 28
City of Shorewood
P For Residential Recycling Services
The recycling collection service together with related public education and other
customer services specified within this P utilizing curbside recycling pickup.
Fiber
As part of the collection system, fiber includes at minimum the following:
newspaper/print including all inserts and advertisements, household office paper and
mail, boxboard, corrugated cardboard, phone books, paper back books, notebooks,
brown paper bags, magazines and catalogues.
Glass Jars and Bottles
Glass jars, bottles, and containers used primarily for packing and bottling of food and
beverages.
Household Office Paper and Mail
Mail, advertisements, office paper, school papers, envelopes, etc.
Index Price
The RFP - specified, published index price for purposes of calculati,;-revenue
sharing. The "index price" shall serve as the basis from which the proposed "margin
price" is deducted for caleulatirig the Proposers anloiirnt of net revenue sharing for
each commodity.
Margin Price
The Proposers adjustment off of the Ri l~ ~pucified_p il ,-hed index price. This
"Margin Price" may include economic factors such as the cost of processing,
transportation of processed products to cid markets, and/or the Proposers profit
margin.
Markets
Any person or company that buys (or charges) for recycling of specified materials
and may include, but are not hi-nited to: end-markets, intermediate processors, brokers
and other recyclable material re claimers.
Ty,
Materials Recover Facility (M )
A recycling facility in which recyclable materials are processed. The facility will
conform to all applicable rules, regulations and laws of state, local or other
jurisdictions.
Multi-family Dwelling (MFD)
As a general policy, multi-family dwellings (MFD) with eight (8) or fewer units per
building shall receive recycling services under this contract. In general,
condominiums/townhomes are part of the curbside service. All other multi-family
dwellings and buildings are considered commercial property and garbage/recycling
collection services are contracted and paid directly by the building owners.
Non-Targeted Materials
Page 3 of 28
City of Shorewood
P for Residential Recycling Services
Non-recyclable materials that are not included in the City's recycling program.
Examples of typical non-targeted items include, but are not limited to, pumps on
plastic bottles, ceramic materials in the glass stream, frozen pizza boxes in paper
stream, plastic tubs in the plastic stream, etc.
Old Poxboard
Items such as cereal, cake, chip, cracker, and other similar boxes.
Old Corrugated Cardboard
Materials with double wall construction and "corrugated" separation between walls.
Does not include plastic, wax, or other coated cardboard material.
Old Magazines
Glossy and non-glossy magazines and catalogues.'
Old Newspaper
Newspapers including inserts and newsprint.
Plastic Bottles
Plastic bottles shaped with a neck. Plastic lids, caps, rings, and pumps are not
included. Recyclable plastic bottles shall be identified on the bottom with the Society
of the Plastics Industry (SIP) plastic codes t#1 (PTT) and -2 (HDPE) including bottles
containing liquor, milk, juice, soft drinks,water. ccrtain Foods, soap, and cosmetics
and other non-hazardous waste materials.
Process Residuals
The normal amount of m_l zials that caiiiiot be economically recycled due to material
characteristics such as size. shape, color, cross-material contamination, etc, and must
be disposed of" as mixed mnlicipal solid waste (MSW). Process residuals include
subcategories ot'process residuals including but not limited to bulky items,
contaminants, sortcdtailirngs, floor sweepings, and rejects from specific processing
egUiprnent (e.g. materials cleaned tom screens, etc.). Process residuals does not
include clean, separated products that are normally processed and prepared for
shipment to markets as commodities but are of relatively low-value because of
depressed market conditions.
Processing
The sorting, volume reduction, bailing, containment or other preparation of recyclable
materials delivered to the processing center for transportation or marketing purposes.
Processing Center
A facility where recyclable materials are processed. The facility will conform to all
applicable rules, regulations, and laws of the state, local, or other jurisdiction.
Proposal Scenario
Page 4 of 28
City of Shorewood
R-FPForRo.'' `al Recycling Services
The various methods the Proposer offers for the collection and marketing of
recyclable materials such as dual sort or single sort, weekly collection or bi-weekly
collection, use proposer container (bin), inclusion of additional material such as film
plastics, organics, textiles, etc, or other innovations that improve Shorewood's
program and is cost effective.
Proposer (or Prospective Proposer)
Company or team of companies under a lead proposer that provide a response to this
RFP which are eligible and responsive to the requirements of the RFP.
Recyclable Materials or Recyclables
The following recyclable materials as defined herein this RFP: aluminum cans; steel
cans; glass jars and bottles; plastic bottles with a neck; newspapers; magazines;
boxboard; phone books; paperback books; notebooks; household office paper and
mail; corrugated cardboard. The City encourages the Proposers to explore
environmentally sound and sustainable markets for additional types of recyclable
material. Material may be added to this list as part of the proposal or by mutual
dth e contractor(L),.
written agreement'- ~etween the City are.-
Recycled Content Product;
Products or goods, including roadbed or oth.:: aggregate products, that are openly
marketed and have positive value. Recycled ~,,n'«:nt pt od.ucts do not include use of
any commodity as landfill cover.
Revenue Sharing
The concept of sharing spec] tied amouias of -`net revenue' from the sale of recyclable
materials. "Net revenue" as defined in this RFP is the amount of revenue after
deducting the proposed `~Margi' ii Prices" from published "index Prices". Current
market prices for eacli specified rcc-,-clahle commodity are defied by selected,
published market "Index Prices" as specified in this RFP.
Steel' Cans
Disposable containers fabricated primarily of steel or tin used for food or beverages.
Waste
Any delivered rccyclabl,•_i uaterial that is deemed by the processor to be unable to be
marketed into recycled content products. Typical "waste" in this context includes
pumps on plastic bottles, ceramic material in glass streams, frozen pizza boxes in
paper stream, etc. Monthly notification of such waste in the City recycling stream
should be sent to the City to be used in educational materials and articles.
III. GENERAL REQUIREMENTS FOR RESIDENTIAL COLLECTION
Proposer Service Requirements
Page 5 of 28
City of Shorewood
RFP For Residential Recycling Services
The Proposer agrees to provide residential recycling services to all single-family
households, other multi-family dwellings (MFD) in the City of Shorewood as defined
in Section II, and selected municipal facilities as defined in Section 111.
Proposer Licensing Requirements
Haulers of recyclable materials must have a license issued by the City of Shorewood
as governed by appropriate City Code.
Collection Vehicle Equipment Requirements
All collection vehicles used in performance of the contract shall be duly licensed and
inspected by the State of Minnesota and shall operate within the weight allowed by
Minnesota Statutes. In the case of recycling, appropriate container vehicles shall be
used that are in proper working condition and that prevent loss in transit of liquid or
solid cargo All vehicles shall be kept clean and as free fron7 offensive odors as
possible.
Each collection vehicle shall be equipped with the following:
a. Two-way communications device
b. First aid kit
e. An approved 2AlOBC Dr-v Chemical Fire Extinguisher
d. Warning flashers
e. Warning alanns to indicate movement in reverse
f. Sings on the rear of the vehlclc which states "Tlds Vehicles Makes Frequent
Stops"
g. A broom anti a shovel for cleaning tip spills.
All of the required equipment must be in proper working order. All vehicles must be
maintained in proper wonting order. All vehicles must be clearly identified on both sides
with Proposer's name and telephone number.
Personnel Requirements
Proposer shall retain sufficient personnel and equipment to fulfill the requirements and
specifications of the services described in this RFP. The Proposer will provide a Route
Supervisor toovcrsee the recycling route drivers servicing the City. The Route
Supervisor will be available to address customer complaints each day. The Proposer shall
have on duty Monday througli Friday from 7:00 a.m. to 5:00 p.m. a dispatch customer
service representative to receive customer calls and route issues. The Proposer shall
provide a 24-hour answering service line or device to receive customer calls. The Route
Supervisor and all collection vehicles must be equipped with 2-way communication
devices.
Proposer's personnel will be trained both in program operations and in customer service
and insure that all personnel maintain a positive attitude with the public and in the work
place and shall:
a. Conduct themselves at all times in a courteous manner and use no abusive or
foul language.
Page 6 of 28
City of Shorewood.
P for Residential Recycling Services
b. Perform their duties in accordance with all existing laws and ordinances and
future amendments thereto of the Federal, State of Minnesota and local
governing board.
c. Be clean and presentable in appearance, as so far as possible.
d. Wear a uniform and employee identification badge or name tag.
e. Drive in a safe and considerate manner.
f. Manage containers in a careful manner, by picking them up, emptying their
contents into the collection vehicle, and placing-not throwing or sliding-the
container back in its curbside location so as to avoid spillage and littering or
damage to the container.
g. Monitor for any spillage and be responsible for c? caning up any litter or
breakage.
h. Avoid damage to property.
i. Not perform their duties or operate vchicles while consuming alcohol or
illegally using controlled substances or while under the influence of alcohol
and/or such substances.
j. Be in possession of a valid Minnesota CDL.
Point of Collection
Except for the municipal facilities aid selected multifam i ly dwellings, all recyclable
material collection service will occur at the curbsidc.
Recycling Containers
Dual-Stream Collection
The City has made 'recycluig'.;untainers a, ~;ilablc iw participants in the dual-stream
curbside recycling program. Recycling containers shall not be a prerequisite to participate
in the recycling program. Other container types such as brown paper grocery bags, boxes,
and bins are acceptable to the extent that route drivers readily recognize them as
containing recyclable materials.
Single-Stream Collection
Proposcr shall provide containers for use in single-stream collection programs.
The Proposer will maintain di i inventory of new and replacement containers and will be
required to service and repair damaged containers. Proposer shall maintain sufficient cart
inventory of various sizes to meet supply and demand needs for the entire term of the
contract.
The standard cart size shall be approximately 60-gallons. The carts shall be uniform and
consistent in color and design and have a recycling symbol and an attached instruction
label approved by the City, so it can be easily identified by the resident/customer and the
Proposer Driver as the container for recyclable materials collection.
Thirty and ninety-gallon carts of similar design shall be provided to residents who request
a different level of service. Additional carts will be provided at no extra charge to
residents who request them.
Page 7 of 28
City of Shorewood
P for Residential. Recr-'= vices
Each cart will be delivered with a package of recycling infon-nation provided by the
Proposer and approved by the City explaining what and how to recycle using the single-
streazn method.
The Driver is required to record and report to Proposer dispatch the location of any cart
that is damaged and that cart shall be repaired or replaced by the Proposer or designated
subcontractor within one (1) week of the report of damage.
Collection
Dual-Stream Collection
Items shall be placed in curbside recycling bins, brown paper bags, or any other container
that can reasonably be identified as containing recyclable materials.
Containers shall be placed at the curbside, by 7:00 a.m. on the designated collection day.
On the designated collection day, Proposer shall empty all acceptable materials from
curbside container and any acceptable materials that are placed adjacent to container, and
shall replace container at curbside,
Single-Stream Collection
Recycling carts shall be placed by the residents at curbside by 7:00 a.m. on collection
day, with the handle toward the house and the lid opening toward street. The Proposer
shall collect from each participating household, all acceptable nidterials that have been
prepared according to publicized procedures. The driver is required to place the emptied
cart back down in the same curbside location as set by the resident. In no case is the cart
to be left in the street.
City Retains Right to Specify Resident Preparation Instructions
The Proposer shall agree that it is the Cities sole right to clearly specify the resident
sorting and setout regairements. Such information shall be included in the Cities annual
public education flyers and web pages, as well as any public education pieces distributed
by the Proposer as detailed Publicity, Promotion and Education later in this section.
Procedure for lJfl"neceptable Recyclable Materials
If Proposer deterrnhies that a resident has set out unacceptable or non-targeted recyclable
materials, the driver shall use the following procedures:
Driver Education Tag
Proposer shall leave the non-targeted materials in the resident's curbside recycling bin
and leave a city approved education tag indicating acceptable materials and the proper
method of preparation.
Recording Addresses with Unacceptable Materials
The driver shall record the address on forms acceptable to the City. Proposer shall report
the address to the individual City contact at the end of each collection week.
Page 8 of 28
City of Shorewood
P For Residential Recycling Services
If this procedure for handling non-targeted materials is not feasible for single-stream
collection systems, the Proposer must so specify and explain alternative public education
system to maintain and improve quality of recyclable materials set out by residents.
Collection Days
Current Collection days are Wednesday for mainland areas of the City, and Thursday for
the Island properties. Pick-ups are delayed one day for major holidays as designated by
the Proposer by December 1 of the year prior to collection. The City will advertise
holiday pick-ups on their website and in the City newsletter.
Collection Hours
Proposer shall maintain sufficient equipment and personnel to assure that all collection
operations commence no earlier than 7:00 a.m. and are completed by 6:00 p.m. on the
scheduled collection day.
Cleanup Responsibilities
Proposer shall adequately clean up any materials spilled or blown during the course of
collection and/or hauling operations. As stated prior, allcollection vehicles shall be
equipped with a broom and shovel fo use in cleaning up' any spills. Any unacceptable
materials left behind should be securedi-within resident's recycling container, if provided.
Driver shall take all precautions possible to prevem ' 1 itering of unacceptable recyclable
materials. Proposer shall have no responsibility tO Iany items that are not
recyclable material.
Missed Collections l'uilcy and Procedures,.,
In the City public education information, residents will be directed to call the Proposer
for missed collection and other service issues.
The Proposer shall design ~._iAaf~f p(- i , on as an account representative for the City of
Shorewood. A direct phone number (e.g., cellular phone, etc.) shall be provided for City
staff to use for purposes of connmunicating immediate service needs. The Proposer shall
also designate a back-up contact person; including a corresponding second, direct phone
number. These Proposer phone numbers will not be published in public education
literature, but rather used by City administrative staff.
The Proposer shall have a duty to pick up missed collections. Proposer agrees to pick up
all missed collections on the same day that the Proposer receives notice of a missed
collection, provided notice is received by Proposer before 11:00 a.m. on a business day.
With respect to all notices of a missed collection received after 11:00 a.m. on a business
day, Proposer agrees to pick up that missed collection received after 11:00 a.m. on a
business day. Proposer agrees to pick up that missed collection before 6:00 p.m. on the
business day immediately following.
Proposer shall provide staffing of a telephone-equipped office to receive missed
collection complaints between the hours of 7 am and 5 pm on weekdays, except holidays.
Page 9 of 28
City of Shorewood
R_FP For Residential Recycling Services
The Proposer shall have an answering machine or voice mail system activated to receive
phone calls after hours. Proposer shall keep a log of all calls after hours. Proposer shall
keep a log of all calls, including the subject matter, date and time received, the Proposer's
response and the date and time of response. This information shall be provided to the city
in a monthly report.
Non-Completion of Collection and Extension of Collection Hours
If Proposer determines that the collection of recyclable materials will not be completed
by 6 pm on the scheduled collection day, Proposer shall notify the city contact person by
4 pm, and request an extension of collection hours. Proposer shall inform the city of the
areas not completed, the reason for non-completion, and :the clpected time of completion.
Severe Weather
Recycling collections may be postponed due to scvere weather at the sole discretion of
the Proposer. Upon postponement, collection will be made on a day agreed upon between
the Proposer and the city.
Annual Recycling Calendar, Holidays
The city shall publish the yearly calendars including alternate collection days, with
assistance from the Proposer. Holidays refers to any of the following: New Year's Day,
Memorial Day, Independence Day, l-abor Day, Thanksgiving Day, Christmas Day and
any other holidays mutually agreed to by the city and the Proposer.
Weighing of Load,;
Proposer will keep accurate` records consisting of an approved weight slip or electronic
equivalent with the date, time, collection route.' driver's identification, vehicle number,
tare weight, gross weight, net weight, and number of recycling stops for each loaded
vehicle. Collection vehicles wilt be weighted quarterly or semi-annually to obtain a tare
weight. Paper or electronic versions of each, weight ticket shall be maintained on file by
the Proposer for at least three years in the event of an audit by the city.
Unauthorized Collection:
Only a licensed recycling h, -titer under contract with the city or with the property owner
shall collect, remove, or dispose of recyclables after they have been set out for collection.
The city's recycling Proposer's employees may not collect or scavenge through recycling
in any manner that interferes with the contracted recycling services.
The Proposer shall report to the city any instances of suspected scavenging or
unauthorized removal of recyclable materials from any collection containers.
Utilities
The Proposer shall be obligated to protect all public and private utilities whether
occupying street or public or private property. If such utilities are damaged by reason of
the Proposer's operations, under the executed contract, he/she shall repair or replace
same, or failing to do so promptly, the city shall cause repairs or replacement to be made
and the cost of doing so shall be deducted from payment to be made to the Proposer.
Page 10 of 28
City of Shorewood
R-FP F'or Residential Recycling Services
Damage to Property
The Proposer shall take all necessary precautions to protect public and private property.
Except for reasonable wear and tear, the Proposer shall repair or replace any private or
public property, including, but not limited to sod, mailboxes, or recycling bins, which are
damaged by the Proposer. Such property damage shall be addressed for repair or
replacement, at no charge, to the property owner, within forty-eight (48) hours with
property of the same or equivalent value at the time of the damage.
If the Proposer fails to address the repair or replacement of damaged property within
forty-eight (48) hours, the City may, but shall not be obli6ated to, repair or replace such
damaged property, and the Proposer shall fiilly reimburse the City for any of its
reasonably incurred expenses. The Proposer shall reimburse the City for any such
expenses within ten (10) days of receipt of the City invoice.
Municipal Facilities
The Proposer will provide free recycling cai t s. vice to each municipal building/facility
listed. In general, the Proposer will provide wl;eelcd carts'.`: 1,h lids or other mutually
agreed upon containers to facilitate that service. The costa ii,~rs shall be labeled by the
Proposer with appropriate stickers to identify the acceptable recyclable commodities.
Municipal Facilities to R6'ceive Ret-,teo,g Service
City Hall 5755 Country Club Road mLved par)--r, arts glass, plastic, cardboard
Southshore Center 5735 Country Club Road mixed pad, ~r, ear;s~'i glass, plastic, cardboard
Public Works 24200 Smithtown Road niL ed paper, cans; glass, plastic, cardboard
Cathcart Park 16655 W. 62nd Street carts, glass, p,~astic containers
Freeman Park 6000 Eureka Road cans, glass, plastic containers
Silverwood Park 5755 Covington Road cans, glass, plastic containers
Badger Park 5745 Coantfy Club IRoa cans, glass, plastic containers
Manor Park 0630 Manor R(! cans, glass, plastic containers
South Shore Park * 1355 ,St. Alban's hay nw cans, glass, plastic containers
*Only requires recycling services Afay through October; not allparks will require weekly pick-up.
Proposer and City will agree upon a fnutually agreeable pick-tip schedule and bin location according to
park needs. Adjustments may be made to pick--up frequency throughout the season as needed for park
events and park triage.
Reports and Meetings ~Materials Reports
® The Proposer will report, on a monthly and yearly basis, the following
information regarding the City recyclable materials quantities (in tons):
® Number of curbside recycling "stops" (i.e., number of households with
recyclables set out of the curb) per collection (i.e., weekly or bi-weekly stop
count);
® Gross amounts of materials collected, by recyclable material;
® Net amounts of materials marketed, by recyclable material;
® Amounts of process residuals disposed;
® Composition of process residuals disposed; and,
Revenue share credits back to the City (if any).
Page 11 of 28
City of Shorewood
R_FP For Residential Recycling Services
Monthly Customer Relations Report
Each month the Proposer shall provide the City with the following reports:
® A list of all customer complaints, including a description of how each complaint
was resolved.
• A list of all addresses where education tags were left for residents and why the
tags were left.
• A list of all missed pick-ups reported to the Proposer.
The monthly reports shall be sent by mail, fax orcmail to the City- contact person(s).
Annual Performance Review Meeting
Upon receipt of the Proposers annual report, the City shall schedule an annual meeting
with the Proposer. The objectives,of this annual m ain will include (but not be limited
to):
® Review Proposer's annual report, inchudinr, lr~r,.1s in recovery rate and
participation.
® Efforts the Prorr)ser, has made to ,_iii r~_cyclab.. rl);it-kets.
® Review Proposer's performance based onfcedback f, oja. esidents to City staff.
® Review Proposer's recommendations for improvement in the City recycling
program, including, cnhaliced public' education and other opportunities.
® Review staffrecornniendations for 1ruproving Proposer's service.
® Discuss other opportunities for M Cpl,- wenlent with the remaining years under the
current contract.
Publicity, Promotion and Education
City provided Public Education
The City shall prepare and distribute recycling information to residents each year. For
example, the City may produce brochures with the annual calendar of recycling
collection dates, include article's in their municipal newsletter, and/or include recycling
instructions on their deb site.
Proposer provided Public Education
The Proposer shall conduct its own promotions and public education to increase
participation and improve compliance with City-specified resident preparation
instructions. At a minimum, this shall include distribution of resident education tags to be
left by curbside collection crews if any non-targeted material is rejected and left at the
curb. The Proposer shall submit a draft of any public education literature for approval by
the City at least one (1) month before printing and distribution of any such literature.
Page 12 of 28
City of Shorewood
P For Residential Recycling Services
Proposers are encouraged to specify additional public education tools that the Proposer
will provide. If the Proposer chooses to distribute its own public education information,
the City contact person(s) must first approve the educational materials.
Proposers are encouraged to work with the City in developing innovative financial
incentives that will help residents, businesses and institutions increase their recyclables
and decrease their mixed solid waste.
IV. MATERIALS PROCESSING D MARKE TING
Processing Facilities Must Be Specified
It is intended that all recyclable materials collected by the Proposer will go to recycling
markets to be manufactured into recycled content products.
The Proposer shall assure the City that adegru:i recyclable material processing capacity
will be provided for material collected. The proposals must clearly sped ry the location(s)
of its recyclable materials processing facility (or subcontractor's facility) where material
collected from the City will be delivered and/or processed. The Proposer shall,°provide
written notice to the City at least 60 days in e of any substantial change in these or
subsequent plans for receiving and processin , i ~ c 1,t:)le materials collected from the
city.
Upon collection, the uit. Pioposer shall deliver the desibnat,-,l recyclable materials to a
recyclable material processitlc.11 center, an entl market for sale or reuse, or to an
intermediate person to tralsport for disposal oi- to dispose of designated recyclable
materials in a mixed nniinicipal solid was-1c J 1.-T 'sal facility.
Proposer sliall assure that all recyclable materials collected in the City are not landfilled,
composted or incinerated except for process residuals as defined in Section II of this
RFP. The Proposer shall dispose of no more than 7% of material (by weight) as process
residuals as part of recyclable materials processing operations. No recyclable materials
will be landflled, composted or incinerated by the Proposer without written authorization
from the City and the Minnesota Pollution Control Agency/Office of Environmental
Assistance.
Lack of Adequate Market Demand
In the event that the market for a particular recyclable material ceases to exist, or
becomes economically depressed that it becomes economically unfeasible to continue
collection, processing and marketing of that particular material, the Proposer shall give
written notice to the City. The notice shall include information demonstrating the effort
the Proposer has made to find market sources, and the financial information justifying the
conclusion that the market is economically unfeasible. At such conclusion, the City and
the Proposer will both agree in writing that it is no longer appropriate to collect such item
before collection ceases.
Page 13 of 28
City of Shorewood
P For Residential Recycling Services
Estimating Tonnage of Recyclables by City
The Proposer shall provide a clear description of the means used to calculate recycling
tonnage. Assumed rates and calculation methods shall be included in the proposal.
Estimated Materials Composition as Collected
The Proposer shall conduct at least one materials composition ,malysis of the City's
recyclable materials each year to estimate the rotative amount by weight of each
recyclable commodity by grade or offer a suitable alternative to a composition analysis.
The results of this analysis shall include: (1) percent by weight of each recyclable
commodity by grade as collected from the City; (2.) relati,,~e change compared to the
previous year's composition; and (3) a description of the methodology used to calculate
the composition, including number of samples, dates weighed, and City route used for
sampling. The Proposer shall provide the City with a copy of each analysis. City staff
will help coordinate the sampling and shall be invited by the Proposer to be present for
the sorting.
Estimating Process Residuals
The Proposer shall provide the City a wrizLezr description olLine means to estimate process
residuals, as defined in Section tl; derived from the City's recyclable materials. This
written description sliallbe rcy,iewed'and approved in writing by the City. This written
description shall be reviewed and approved in writing by the City. This written
description shall be updated by the Proposer immediately after any significant changes to
the processing facilities used by the Proposer.
Performau ce Monitoring
The City will ni'onitor the performance of the Proposer against goals and performance
standards required'within this I`FP and in the contract. Substandard performance as
determined by the City «ill constitute non-compliance. If action to correct such
substandard performance is not taken by the Proposer within 60 days after being notified
by the City, the City may initiate the contract termination procedures.
End Market Certification
The Proposer shall provide written certification to the City that all recyclable
commodities identified will continuously be recycled and not dispose. Upon request, the
Proposer shall provide the City with adequate documentation that all recyclable
commodities have been recycled.
V. PAYMENT AND DAMAGES
Page 14 of 28
City of Sl od
RF,P For Residential av 3ycling Services
C(_ . _ for Services
The City agrees to pay the Proposer for recycling collection services provided to the City
as described in the Proposer's proposal, and made part of an executed contract, based on
the number of household units certified by the City. By November I of each year, the
City will review the number of certified units and notify Proposer of any changes.
Proposer shall submit itemized bills for recycling collection services provided to the City
on a monthly basis. Bills submitted shall be paid in the same manner as other claims
made to the City.
The Proposer shall submit the monthly documentation and reports as detailed in Section
III with the monthly bill. Payment to the Proposer will- not be released unless the required
paperwork is included in the monthly bill or submitted separately according to the
deadlines as specified in Section III.
Revenue Sharing
All qualified proposals shall state explicitly if the Proposer elects to participate in
revenue sharing with the City. If a City awards its contract to a Proposer that elects to
propose revenue sharing, and if the final contract negotiated includes revenue"'sharing, the
proposer shall, on a monthly basis, rebate an amount to that City based on a mutually
agreed upon formula.
The primary revenue sharing scenario for purposc< of this P, IT consists of the following
formula:
I . A per ton payment of all paper grades coiiceted frouu the City based on the
published paper "Index Price" less their. proposed paper "Margin Price" per ton
picked up). The published paper "Index Price" shall be the WasteNews.com
adjunct.counniodity pricing, service: ««-w:SecondaryFiberPricing com,
Midwest/Central Region,Gradc: PS48 -Special De-ink Quality News, high-side
of range, last publishcdprice of the month.
2. A per ton payment of alurlinurn collected from the City based on the published
aluminum "Index Price" less their proposed aluminum "Margin Price" per (cents
per pound, delivered). 'the published aluminum Index Price shall be the
WasteNews.com adjunct commodity pricing service
www.Secoiicl~ rvMaterialsPricingcom, Chicago (Midwest/Central) Metals:
Aluminum cans (sorted, baled), last published price of the month.
3. A per ton payment of steel cans collected from the City based on published steel
cans "Index Price" less their proposed steel cans "Margin Price" per (cents per
pound, delivered). The published steel cans Index Price shall be the
WasteNews.com adjunct commodity pricing service
www SecondaryMaterialsPricinp.com, Chicago (Midwest/Central) Metals: steel
cans (sorted, baled), last published price of the month.
4. A per ton payment of plastic bottles collected from the City based on the
published plastic bottles "Index price" less their proposed plastic bottles "Margin
Price" (cents per pound, picked up). The published, index price shall be the
Page 15 of 28
City of Shorewood
P For Residential Recycling Services
WasteNews.com adjunct commodity pricing service
www.SecondaryMaterialsPricing.com, Chicago (Midwest/Central) Plastics
(baled): PET, Natural FIDPE, and Colored EIDPE. Plastic bottles composition of
sub-grades is assumed to be: 50% PET, 25% Natural HDPE, 25% colored FIDPE,
last published price of the month.
If Proposers elect to propose revenue sharing, Proposers must state on the price
worksheet (Attachment C) their individual commodity "Margin Prices" to be used for
calculating the "net revenue share" to the City for each Commodity.
If a revenue sharing component is offered for any commodity; each month the Proposer
shall provide adequate documentation of the revenue sharing rebate calculation, including
monthly estimates by the City of: tons for all commodities, monthly index prices, margin
prices, and total net revenue share amounts. The City understands that at times of poor
market conditions, net revenues may equal zero, but shall not go negative. The City shall
not be charged for net revenue sharing, only credited or neutral (e.g., $0 per ton). i.e., the
Margin Price shall serve as the effective "floor price" for net revenue by commodity.
The Proposer shall provide copies of the referenced Mill}fished Index Prices arid with each
monthly invoice statement.
The Proposers shall clearly describe their meaibs for allocating recyclable tonnage by City
in their proposals. The Proposers shall also provide a detailed explanation of how the
tomiage "split" estimates will be calculated for each commodity.
Liquidated Damages
The Proposer shall agree, in addition to any utller remedies available to the City, that the
City may withhold payment from the Proposer in the amounts specified below as
liquidated damages for failure of the Proposer to fulfill its obligations.
The foltowing acts or omissions shall be considered a breach of the contract:
a) Failure to respond to lcgitiinate service complaints within 24 hours in a
reasonable and professional ma'''Ir"rer--$50 per incident.
b) Failure to collect properly notified missed collections-4250 per incident.
c) Failure to provide monthly and annual reports-4100 per incident.
d) Failure to complete the collections within the specified timeframes--$100 per
incident,
e) Failure to clean up spills during collection operations--$250 per incident.
f) Failure to report changes in location of recyclable materials processing
operations-4250 per incident.
g) Exceeding the maximum process reject rate--$1000 per exceedence (defined as a
percentage of total weight)
h) Failure to receive City's written approval of changes to the recycling collection
and processing systems prior to implementing any such change--$5000
i) Failure to conduct annual composition analysis or agreed upon alternative--$5000
per incident.
Page 16 of 28
The Proposer shall be liable for liquidated damages amount(s) upon determination of the
City that performance has occurred that is not consistent with the provisions of the
contract. The City shall notify Proposer in writing or electronically of each act or
omission discovered by the City. It shall be the duty of the Proposer to take whatever
steps or action may be necessary to remedy the cause of the complaint.
The city may deduct the full amount of any damages from any payment due to the
Proposer. The remedy available to the City under this paragraph shall be in addition to all
other remedies which the City may have under law or at equity.
Exceptions: For the purposes of this RFP and subsequent contract, the Proposer shall not
be deemed to be liable for penalties where its inability to perform recycling collection
service is the result of conditions beyond the control of the Proposer, including but not
limited to civil disorder, acts of God, inclement weather severe enough tti4t,trucks cannot
safety take collections, provided, however, that the Proposer shall obtain the approval for
the delay from the City contact person(s) or their designee prior to 4 p.m. of the
scheduled collection day.
VI. INSURANCE AN OTHER LEGAL REQUIREMENTS
Insurance
Insurance secured by the I' poser shall be issued by insurance companies acceptable to
the City and admittcd in ~vIinnesota.,The insurance specified may be in a policy or
policies of insurance, primary or excess. Such insurance shall be in force on the date of
execution of the contract acid shall remain continuously in force for the duration of the
contract.
The Proposer must obtain the following insurance coverage with these minimum levels of
coverage:
Worker's Cornperisation Insurance Statutory
Proposer's Public Liability insurance $500,000 each/person; $1,000,000 each/occurrence
Property Damage $500,000 each/person; $1,000,000 each/occurrence
Automotive Insurance: $1,000,000 aggregate
Worker's Compensation
The Proposer shall provide evidence of Workers Compensation insurance covering all
employees of the Proposer and subcontractors engaged in the performance of the contract
in accordance with the Minnesota Workers Compensation Law.
Employee Working Conditions and Respondent's Safety Procedures
The Proposer will ensure adequate working conditions and safety procedures are in place
to comply with all applicable federal, state and local laws and regulations. The City
reserves the right to inspect on a random basis all trucks, equipment, facilities, working
Page 17 of 28
City of Shorewood
RFP For Residential Recycling Services
conditions, training manuals, records of claims for Worker's Compensation or safety
violations and standard operating procedures documents.
Equal Opportunity
During the performance of the executed contract, the Proposer, in compliance with
Executive Order 11246, as amended by Executive Order 11375 and Department of Labor
Regulations 41 CFR, Part 60, shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, or national origin. The Proposer shall
take affirmative action to insure that applicants for employment are qualified, and that
employees are treated during employment, without regard to their race, color, religion,
sex or national origin.
Such prohibition against discrimination shall include, biit not be limited to, the following:
employment, upgrading, demotion or transfer, recruitment or recruitment advertising,
layoff or termination, rates of pay or other forms of compensation and selection for
training, including apprenticeship.
In the event of noncompliance with the non-dise'rimination clauses of this contract, this
contract may be canceled, terminated, or suspended in whole or part, in addition to other
remedies as provided by law.
Compliance with Laws and Regulations
In providing services hereunder and in the executed contract; the Proposer shall abide by
all statutes, ordinances, rules, and regulations pertaining to the provision of services to be
provided hereunder. Any violation shall constitute a material breach of the executed
contract.
Governing EavSr
The laws of the State of Minnesota shall goy;crn all interpretations of this contract, and
the appropriate venue and jurisdiction for any litigation which may arise hereunder will
be in those courts located within the County of Hennepin, State of Minnesota, regardless
of the place of business, r ;sidcnce or incorporation of the Proposer.
Waiver
Any waiver by either party of breach of any provisions of the executed contract shall
not affect, in any respect. the validity of the remainder of the executed contract.
Termination
The City may cancel the contract if the Proposer fails to fulfill its obligations under the
contract in a proper and timely manner, or otherwise violates the terms of the contract if
the default has not been cured after 90 days written notice has been provided. The City
shall pay Proposer all compensation earned prior to the date of termination minus any
damages and costs incurred by the city as a result of the breach. If the contract is canceled
or terminated, all finished or unfinished documents, data, studies, surveys, maps, models,
photographs, reports or other materials prepared by the Proposer as specified in this RFP
shall, at the option of the City, become the property of the City, and the Proposer shall be
Page 18 of 28
City o:`S' ° v7od
P For Residential cycling Services
entitled to receive just and equitable compensation for any satisfactory work completed
on such documents or materials prior to the termination.
Severalbility
The provisions of the executed contract are severable. If any portion hereof and in the
executed contract is, for any reason, helped by a court of competent jurisdiction, to be
contrary to law, such decision shall not affect the remaining provisions of the same
contract.
Accounting Standards
The Proposer agrees to maintain the necessary source documentation and enforce
sufficient internal controls as dictated by generally accepted accounting practices to
properly account for expenses under this contract.
Retention of Records
The Proposer shall retain all records pertinent to expenditures incurred under this contract
for a period of three eyras after the resolution of all audit findings. Records for non-
expendable property acquired with funds under this contraci shall -e retutuedi for three
years after final disposition of such property.
Data Practices
The Proposer agrees to comply with the Minnesota Government Data Practices Act and
all other applicable state and federal laws relating to data privacy or confidentiality. The
Proposer must immediately` report to the City any requests from third parties for
information relating to the contract. The City agrees to promptly respond to inquiries
from the Proposer concerning data requests. Tl e Proposer agrees to hold the City, their
officers, and employees harmless from any claims resulting from the Proposer's unlawful
disclosure or use of data protected- under state and federal laws. Only the company names
of Proposers submitting proposals will be made public. All proposal documents shall be
held as confidential until the City Counci l awards anew contract and authorize staff to
execute the new contract.
Inspection of Records and Disclosure
All Proposer records with respect to any matters as specified in this RFP and subsequent
contract agreements shall be made available to the City or their duly authorized agents at
any time during normal business hours, as often as the City deems necessary to audit,
examine and make excerpts or transcripts of all relevant data. .
Any reports, information, data, etc. given to, prepared, or assembled by the Proposer
under a fixture contract shall not be made available by the Proposer to any other person or
party without the City's prior written approval. All finished or unfinished documents,
data, studies, surveys, drawings, maps, photographs, and reports prepared by the Proposer
shall become the property of the City upon termination of the City's contract with the
Proposer.
Independent Contractor
Page 19 of 28
City of Shorewood
P For Residential Recycling Services
Nothing contained in this P is intended to, or shall be construed in any manner, as
creating or establishing the relationship of employer/employee between the parties. The
Proposer shall at all tunes remain an independent Contractor with respect to the services
to be performed under this contract. Any and all employees of Proposer or other persons
engaged in the performance of any work or services required by Proposer under this
contract shall be considered employees or subcontractors of the Proposer only and not of
the City; and any and all claims that might arise including Worker's Compensation
claims under the Worker's Compensation Act of the State of Minnesota or any other
state, on behalf or said employees or other persons while so engaged in any of the work
or services provided to be rendered herein, shall be the sole obligation and responsibility
of Proposer.
Transfer of Interest
The Proposer shall not assign any interested in thc contract, and shall not transfer any
interest in the contract either by assigmnent or novation, without the prior written
approval of the City. The Proposer shall not subcontract any services under this contract
without prior written approval of the City. Failure to obtain such written approval by the
City prior to any such assignment or subcontract shall be orounds for itninediate contract
termination.
Non-Assignability
The parties hereby agree the Proposer shall have no right to assign or transfer its rights
and obligations without written approval from the Cite.
Bankruptcy
In the event the Proposcr, i~~ ~i ~.ccessors or assigit~ files for Bankruptcy as provided by
federal law, the recycling ser, ice agreement shall be immediately deemed null and void
relieving all parties of their contract rights and obligations.
Indemnification
The Proposer agrees to defencl, indemnify and hold harmless the City, their officers and
employees, from any liabilities.. claims, damages, costs, judgments, and expenses,
including attorney's fees, resulting directly or indirectly from an act or omission of the
Proposer, its employees, its agents, or employees of subcontractors, in the performance of
the services provided by this contract or by reason of the failure of the Contractor to fully
perform, in any respect any of its obligations under this contract. If a Contractor is a self-
insured agency of the Suite of Minnesota, the terns and conditions of Minnesota Statute
3.732 et seq. shall apply with respect to liability bonding, insurance and liability limits.
The provisions of Minnesota Statutes Chapter 466 shall apply to other political
subdivisions of the State of Minnesota.
Performances and Payment Bond
Proposer shall execute and deliver to each City a Performance and Payment Bond with
the corporate surety in the sum of $25,000 or equal ("equal" may include a Letter of
Credit from a banking institute approved by the City). The contract shall not become
Page 20 of 28
City of Shorewood.
R,FP For Residential Recycling Services
effective until such a bond, in a form acceptable to the City, has been delivered to the
City and approved by the City Attorney.
The executed contract shall be subject to termination by the City at any time if said bond
shall be cancelled or the surety thereon relieved from liability for any reason. The term of
such performance bond shall be for the life of the executed contract. Extensions or
renewals shall require the execution and delivery of a performance bond in the above
amount to cover the period of extension or renewal.
Conflict of Interest
Proposer agrees that no member, officer, or employee of the City shall have any interest,
direct or indirect, in the executed contract or the proceeds thereof. Violation of this
provision shall cause the executed contract to be nut! and void and the Proposer will
forfeit any payments to be made under the executed contract.
Entire Contract
The future, executed contract supersedes all verbal agreements and negotiations between
the parties relating to the subject matter hereof as well as any previous agrcenients
presently in effect between the parties relating to the subject matter hereof. Any
alterations, amendments, deletions. or waivers of the provisions of the executed contract
shall be valid only when expressed iri w~riting and duly signed by the parties, unless
otherwise provided herein.
Contract Conditions
The City reserves the right to waive minor irregularities iir ttia proposal documents and to
reject any or all proposals. "hhe City reserves the right to enter into a contract with a
Proposer who does not submit the lowest cost proposal.
The Proposer sbatl be required to exccutethe City contract and to fulfill the requirements
contained within it. The Bond and Certificate of Insurance shall be provided when the
contract is executed.
No proposal can be withdrawal before 60 days after the date for submission of proposals.
The Proposer shall review and return signed copies of the contract within 30 days of
receipt of the contract.
VII. TERM OF CONTRACT
The term of the new recycling contracts for the City of Shorewood will be a period of
thirty-six (36) months from January 1, 2010 through December 31, 2012.
VIII. SUBMITTING PROPOSALS
Notification of Intent
Page 21 of 28
City of Shorewood
I` `dential Recycling Services
Prospective Proposers interested in responding to this RFP shall notify the City in writing
(emails or faxes are acceptable) of their interest in proposing. Notifications of intent shall
be sent to:
Brian Heck, City Administrator
5755 Country Club Road
Shorewood, MN 55331
FAX: 952.474.0128
Email: bheck(a~ci.shorewood.mn.us
Notifications shall include name, title, address, phone number, email address and an
itemized list of each Prospective Proposer intends to submit proposals to. Notification of
intent must be made by Friday, July 3, 2009.
Requests for Clarification
Questions, requests for clarification or requests for information about this RFP or process
must be submitted in writing to the City Administrator by Wednesday, July 8, 2009. All
questions and requests for more information and the City response will be summarized in
writing and forwarded to all other qualified Proposers prior to Friday. July 17, 2009. Any
other unauthorized contract with other City staff or City Council memberswill subject
the company to disqualification from further consideration. This restriction will be in
effect from the date this RFP is finalized and released through the date of final contract
award (including authorization for execution) by the City Council.
Proposers May Team with Other Companies
It is recognized that some prospective haulers may wish to subcontract with other
companies for processing scndces. This is allowed as needed, but all such Proposer-
subcontractor relationships mitst be explicitly described in each proposal scenario. The
City will only contract with one primary Contractor for the recycling services.
Multiple Proposers may team ap with other comp4mentary hauling or recycling
companies provided there is no collusion. A company may be listed as a part of more
than one team as long as this company submits a written certification that no collusion
occurred between competing proposals.
How to Submit Proposals
Proposals shall be submitted to the City of Shorewood City Administrator no later than
Friday, July 24 to be considered eligible. Proposals shall be submitted in a sealed
envelope with the naine of the proposing company on the outside and addressed as
follows:
Recycling Services Proposal
c/o Brian Heck, City Administrator
5755 Country Club Road
Shorewood, MN 55331
Proposals will be treated in accordance with Mn. Statutes 13.591, Subdivision 3 (b), Data
Practices Act.
Page 22 of 28
City of ad
RFP For Residential cycling Services
Proposal Content
Qualified proposals must include at least the following elements:
® Statement of Proposer qualifications, including at least three references (contact
names and phone numbers) of other municipal clients in the Twin Cities
metropolitan region receiving similar services.
• List of Principal Officers' names, addresses rind contact numbers (telephone,
email, fax).
® List of materials proposed to be collected (if different from Section 3.22) and a
discussion and rationale for any proposed changes to the City's standard list of
recyclable materials.
® Completed price worksheets (see Attacluncnt C).
® Copy of an education tag as described in Sectib'il 4.9.
• Description of operations at materials processing facility where recyclable
materials will be taken including location, hours of operation and capacity.
® Description of how stop counts (i.e.; nuinaber of set-outs per collection will be
tallied.
® Description of how recyclable toj~naves will be allocated to each City (e.g., a
standard assumed amount per stop. etc.)
® Description of how recyclable material -splits" by conunodity will be calculated,
including aiw acnial composition/sorting analyses.
® Description of how process residuals amounts and composition will be estimated.
• Description ofexperieriec providing recycling collection services at community
clean-up/recycling events.
Dual-Stream Collection Proposal Scenario
The City's current weekly dual-stream collection and processing systems comprise the
base proposal scenario for purposes of this RFP. If prospective Proposers propose under
the dual-stream scenario, they should assume materials would be both collected and
processed in a dual-stream mode. Under this dual-stream scenario, residents will be
instructed to separate recyclable materials into three groups of materials: (1) all rigid
containers including: glass, metal and plastic bottles; and (2) all paper fiber products
including: old newspaper (ONP), old magazines (OMG) including catalogs, old
corrugated containers (OCC), household office paper and mail (HOPM), old boxboard
(OBB), phone books, paperback books, and notebooks; (3) corrugated cardboard in tied
or taped bundles no larger than three-feet by three-feet (3' X 3') in size.
It is not acceptable to propose to collect materials in a dual-stream mode and then process
them in a single-stream mode. This means that Proposers should not plan to combine
papers and rigid containers into the same compartment on the truck, or in the same
Page 23 of 28
City of Shorewood
RFP For Residential Recycling Services
storage bunker at the processing facility; however, Proposers may "campaign" each
stream separately up the same processing line (e.g., conveyors/sorting system) and
thereby maintain the integrity of the dual stream design.
If the City awards a dual-stream service contract under this scenario, the new Contractor
shall not make any changes to either of these dual-stream collection or processing
systems without written approval of the City. Other design and operating details of the
current collection processing and public education system are assumed within this dual-
stream scenario. Proposers may propose variations to this scenario.
Single-Strew Collection Proposal Scenario
Prospective Proposers may propose a new, weekly, single-stream collection and
processing system as an alternate to the City's current dual-stream system. Proposers
should propose this under this single-stream scenario to collect and process the residential
curbside material within the fo17n of a single-stream system whereby residents will be
instructed to commingle all groups of recyclable materials. If prospective Proposers
propose under this single-stream proposal scenario, they must provide an explicit
description of the following collection design details:
Cart size and other specifications.
® The portion of the monthly cost charged to the City for the rental of carts.
® Desired residents' material preparation and setout instructions (e.g., if corrugated
cardboard is to be placed in the singte-stream cart. location of carts, etc.)
• Any other collection system design and operational elements the City will need to
fully understand the single-stream proposal.
Bin Collection
If the City accepts the Contractor's single-stream proposal, the Contractor agrees to
coordinate the picl,-up ofused bins From resident's homes with the delivery of the new
carts and deliver Lindesignated bins to Choice Plastics in Mound, MN, or other City-
designated recycling facitity for recycling. Bills designated for resale will be delivered to
a site designated by City personnel.
Alternative, Proposals
Proposers may submit alterative proposals that are different from the above RFP-
specified dual stream or single stream designs. These alternative proposals must include
explicit descriptions in a similar level of detail as provided within this RFP for the RFP-
specified scenarios and corresponding price worksheets.
Price Worksheet
Prospective Proposers must complete a price worksheet as part of each proposal they
submit (see Attachment C for worksheet). In addition, Proposers may complete and
additional alternate price worksheet if their proposed system does not fit into one of the
other scenarios.
Proposals May Be Rejected in Whole or Part
Page 24 of 28
City of Shorewood
R,FP For Residential Recycling Services
The City reserves the right to reject any or all proposals or parts of proposals, to negotiate
modifications of proposals submitted, to accept part or all of the proposals on the basis of
consideration(s) other than proceeds or cost, and to negotiate specific work elements with
a respondent into a project of lesser or greater expense and reimbursement than described
in this RFP or the respondent's reply.
P.and Proposal to Become Part of Final Contract
The contents of this RFP, the successful proposal, and any written clarifications or
modifications to the contents thereof submitted by the successful Proposer may become
part of the contractual obligations and be incorporated by reference into the ensuing
contract. If any provision of the contract is in conflict with the referenced RFP or
proposal, the contract shall take precedent.
CONTRACTOR SELECTION PROCESS
Contractor Selection Process
® To the best of the ability, the City will use the following process for its decision-
making:
® City staff will review and analyze the details of the qualified submitted proposals
(see Section 10.2, "Evaluation Criteria"), Tlie City reserves the right to! ask
Proposers for additional inforinationMarification to better understand the
proposals. City staff will recommend the top two (2) Proposers, in rank order of
priority, to each City Council.
® City staff will negotiate with the top ranked Proposer. If negotiations with top-
ranked Proposer are not successful, the City may thcil initiate negotiations with
the second ranked Proposers, and so on.
• Once a draft contract has been successfidly negotiated, City staff will present its
recommendations to each City Council: The City Council may then award the
contract and authorize staff to eXecute it.
The new recyclin(y contract wii 1 commence on January 1, 2010.
Evaluation Criteria
The City NTi11 objectively evaluate the proposals submitted to determine the best value for
the City and its, residents. A comprehensive set of criteria will be used to quantify the
merits of each proposal package, including (but not limited to):
® Strength of qualifications of the Proposer (together with any proposed
subcontractor, if any), especially related to the particular needs of the City.
Qualifications will include (but not be limited to) the proven capacities of the
Proposer (and any subcontractor) to meet the operational requirements of the City.
® Comments from the Proposer's reference clients.
® Innovations proposed to increase participation and recyclable material quantities
collected.
® Innovations proposed to improve public education about recycling to all residents.
® Amount of revenue sharing to the City.
® The price of recycling services.
® Overall, net annual cost to the City.
® Responsiveness of the proposer to all other provisions of this RFP.
Page 25 of 28
City of ood
P For Residential '''.ecycling Services
These evaluation criteria are not presented in any special order. No ranking of these
criteria within this P is intended or implied. The City reserves the right to consider
other criteria in their review of proposals.
Attachment A
Recycling Tonnage Estimate by Material Type for 2005
Residential Recveling TonnaLye---2005--Curbside Single-Family Totals (in Tons)
PAPER:
477.24 v
PLASTIC:
20.82
Mixed Fibers
Mixed Bottles
Cardboard
GLASS:
104.48
Newsprint
Glass Bottles/Jars
Magazines
OTHER
115.10
METALS:
44.18
Mixed cans
(a) Sources: City "SCORE" reports submitted to Hennepin County and Re-TRAC
data management system (2005)
Attachment B: Price Worksheets
All Proposers must fill out at least one price workslhcctwith each proposal scenario.
Multiple scenarios may be submitted.
Proposers may fill in the attached form or use their o«,-n sinular format; however, the
contents in the attached price worksheet i,,,, <<, 1- included i f alternate formats are
submitted.
If the Proposer proposes under the dual-stream scenario, the City will assume a collection
service design similar to the cur-rent system. If the Proposer proposes under any alternate
proposal scenarios, the proposal must explicitly describe the collection service design
(e.g., resident materials sorting/preparation rec{tiirements, collection frequency, cart size,
cart ownership, etc.)
The proposed price per household charge to the City for all recycling services must be
completed for each scenario
Proposers may propose to participate in revenue sharing with the City at the Proposers
discretion. Proposers shall indicate (i.e., "YES" or "No") if they propose to include
revenue sharing. Economic evaluation of proposals will compare total, net annual costs to
the City over the contract period.
The basic revenue share formula specified within this RFP can be summarized as a
portion of the Proposer's materials sales revenue from sale of all paper grades, aluminum,
steel/tin cans and plastic bottles. Proposers may elect to share revenue on one, two, three
or all four commodities.
If revenue sharing is implemented, the published "Price Indexes" specified below shall be
used as a means to simplify the accounting of the proposed revenue share:
Page 26 of 28
City of Shorewood
UP For Residential Recycling Services
1. All paper grades-®WasteNews.com adjunct commodity pricing service:
~,vww.SecondaryFit)erPricing.con-, Midwest/Central Region, Grade: PS 8-
Special Deink Quality News, high side, price per short ton, baled, last published
price of the month, For the specified rigid container commodities---
WasteNews.com adjunct commodity pricing service
www.Second aryMaterialsPricing.com, Chicago (Midwest/Central):
2. Metals: Steel cans (sorted, baled, $ per ton, delivered)
3. Metals: Aluminum cans (sorted, baled, cents per pound, delivered)
4. Plastic Bottles:
a. PET (baled, cents per pound, picked up)*
b. Plastics: Natural HDPE (baled, cents per pound, picked up)*
c. Plastics: Colored HDPE (baled, cents per pound-, picked up)*
Note: * Plastics bottles composition of sub-grades shall be assumed to be: 50% PET,
25% Natural HDPE, 25% Colored HDPE.
If Proposers elect to share revenue with the City, the Proposers shall quote their revenue
share pricing in terms their proposed "Margin Price" for each of their proposed revenue
share commodities.
The City will use the assumed tonnage and iuateriat splits in Attachment A for
calculating the net revenue share back to the City from alt Proposers. It is important to
note that the City does not guarantee any minimum tonnage or any specific material
splits. These are estimates only for purposes of this RFP and comparing the value of any
revenue sharing proposals.
A. Duaa -Stream Collection Scenario
Proposer's company name:
Proposed Recyclables Collection Service Price:
Proposed service price per residential household/month $ per
household/month
Revenue Share Proposal:
Revenue sharing proposed: Yes No
Proposed paper Margin price $ per ton
Proposed aluminum Margin price Cents per pound
Proposed steel cans Margin Price $ per ton
Proposed plastic bottles Margin price: Cents per pound
B. Single-Strew Collection Scenario
Proposer's company name:
Proposed Collection Service price:
Proposed service price per residential household/month $ Per
household/month
Page 27 of 28
City of Shorewood
P For Residential Recycling Services
Page 28 of 28
5755 COUNTRY CLUB ROAD - SF unr, ,.,NOOD, ivm4imESOTA 55331-8927 - (952) 474-3236
FAX (952) 474-0128 ® www.ci.shorewood.mn.us - cityha[1@c1.shorewood.mn.us
MEMORANDUM
TO: Mayor and City Council
Brian Heck, City Administrator
Larry Brown, Director of Public Works
FROM: James Landini, City Engineer
DATE: June 17, 2009
RE: Accept Proposal for Professional Engineering Services for the Shady Island Bridge
Inspection
Every other year at this time, the City has, and will continue to perform the inspections required for
the Shady Island Bridge, located between Shady and Enchanted Island. A site location map is
included at Attachment 1, for reference.
Attachment 2, is the proposal from WSB and Associates - Structural Division, for inspection of the
subject bridge. This proposal is based upon 5 hours of inspection and 5 hours preparation of the
MNDOT report and a summary report to the City of Shorewood. Attachment 3 is a proposal from
TKDA for your use, Bolton and Menlo does not provide bridge inspection service at this time.
This proposal will examine the structural integrity of the bridge, any known or apparent defects and
the conditions of the abutments and channel characteristics. On larger bridges under water SCUBA
inspectors are required to inspect the channel conditions. This bridge is of the size and nature, that
this is not required.
Staff has reviewed the proposal and finds it to be in order. Inspection reports will be filed with the
City and the State of Minnesota.
Recommendation
Staff recommends that a motion be passed accepting the proposal for Professional Engineering
Services with WSB and Associates, Inc.
:
PRINTED ON RECYCLED PAPER
Shady Island Bridge
PHELPS BAY
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SHADY ISLAND
Shady Island Bridge
ENCHANTED ISLAND
Bridge Inspection
Shady Island Bridge
SHOREWOOD, MN
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NO SCALE
PROJECT LOCATION
ATTACHMENT 1
DATE : 08. 23. 07
Infrastructure m Engineering m Planning ® Construction 701 Xenia Avenue South
Suite #300
Minneapolis, MN 55416
Tel: 763 541-4800
Fax: 763 541-1700
June 15, 2009
Mr. James Landini, P.E.
City Engineer
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
Re: Bridge Inspection Proposal
Dear Mr. Landini:
On behalf of WSB & Associates, Inc. (WSB), I am pleased to submit this proposal to provide
professional engineering services as they relate to bridge inspections in the City of Shorewood.
FHWA and Mn/DOT require bridge owners to perform safety inspections of in service bridges
and to report the results. There is one bridge for which the City has inspection-reporting
jurisdiction. This bridge, number 27A34, is a timber slab span and is due for inspection as
required by Mn/DOT.
WSB & Associates, Inc. is proposing to provide the following scope of services:
Bridge Inspection: We will perform the bridge inspection and submit an inspection
report to Mn/DOT. A Professional Engineer with bridge inspection experience will
perform the work as required by MnYDOT. In addition, a letter report will be submitted
to the City outlining the results of the inspection and recormnending any maintenance
that may be required.
I will perform the bridge inspection myself. I have performed the inspections for the City of
Shorewood for the last two inspection cycles. My familiarity with the bridge will enable nae to
track changes to the condition of the bridge and will provide continuity to the inspection
process and reporting. I am also the Bridge Safety Inspection Program Administrator for the
City of Shorewood. The proposed work will be completed before the September 1 inspection
deadline.
c~
N
F-
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o
J
U
Task
Task Description
Q
t6
16
I--
(6
*6
F_
1A
Bridge Inspection
5
5
$630
1B
Inspection Report
2
1
3
$314
1C
Certification of Bridge Safety Inspection
1
1
$126
11D
Bridge Inspection Forms
1
1
$126
Attachment #2
K:V
Mr. James Landini
June 15, 2009
Page 2
WSB will complete the above scope of services on an hourly basis with a not-to-exceed cost of
$1,196.
Thank you for the opportunity to be of service to you. Please do not hesitate to contact me at
(763) 287-8317 with any questions or comments.
Sincerely,
WSB & Associates, Inc.
Barritt Lovelace, P.E.
Associate
cc: Dave Hutton, WSB & Associates, Inc.
sin
K:\01459-26\Admin\D.cs\PROP jlendini 061509.d.,
444 Cedar Street, Suite 1500
Saint Paul, MN 55101
The right time. The right people. The right company.
(651) 292-4400
(651) 292-0083 Fax
June 17, 2009 www.tkda.coni
Mr. James Landini, P.E. Via E-mail Only: jlandini@ci.shorewood.mn.us
C@ Engineer
City of Shorewood
5755 Country Club Road
Shorewood, Minnesota 55331
Re: Proposal for Engineering Services
Inspection of Bridge No. 27A34; City Project 09-07
City of Shorewood, Minnesota
Dear Mr. Landini:
Pursuant to your Request for Proposals (RFP) received by TKDA on June 10, 2009, we are
pleased to submit this Proposal to provide Engineering Services for Inspection of Bridge No.
27A34; City Project 09-07, in the City of Shorewood, Minnesota, hereinafter called the Project.
Our services will be provided in the manner described in this Proposal subject to the terms and
conditions set forth in the attached "General Provisions of Architect-Engineer Agreement" dated
October 1993. Hereinafter, the City of Shorewood is referred to as the OWNER.
1. PROJECT DESCRIPTION
The OWNER is requesting Engineering Services for inspection of Bridge No. 27A34, including
the submission of a Summary Report, updated Structure Inventory Report, and Certification of
Bridge Safety Inspection to Mn/DOT. A letter report is to be submitted to the OWNER outlining
the results of the inspection.
II. SERVICES TO BE PROVIDED BY TKDA
Based on TKDA'S understanding of the Project, we propose to provide the following services:
A. Provide Project Management that includes point of contact, documenting
communications, and coordination.
B. Collection and review of past inspection reports and bridge plans available from the
OWNER.
C. Completion of field investigation of Bridge No. 27A34.
D. Redline bridge safety inspection report and submittal to Mn/DOT.
E. Prepare and submit Summary Letter Report to the OWNER outlining the results of the
inspection and routine maintenance recommendations.
An Employee Owned Company Promoting Affirmative Action and Equal Opportunity
Attachment #3
Mr. Tames Landim, P.E.
City of Shorewood
Proposal for Engineering Services - Inspection of Bridge No. 27A34; City Project 09-07
June 17, 2009
Page 2
These services will be provided by a TKDA Project Team that has worked together providing
annual Bridge Inspection services for various cities in the area including Edina, Brooklyn Center,
and Victoria. Key personnel information is attached.
III. ADDITIONAL SERVICES
If authorized by you, we will fiirnish or obtain from others Additional Services of the types listed
below which are not considered as basic services under this Proposal. Additional Services shall
be billable on an Hourly Rate basis as defined in Article 3 of the General Provisions, and such
billings shall be over and above any maximum amounts set forth in this Proposal.
A. Providing an update to the Load Rating for Bridge No. 27A34.
B. Use of a boat or other watercraft to aid in the field investigation listed in SECTION II.B.
C. Services resulting from significant changes in extent or scope of the Project including,
but not limited to, changes in size, complexity, OWNER'S schedule, and revising
previously accepted studies or reports when such revisions are due to causes beyond
TKDA' S control.
D. Additional meetings, drawings, or documentation beyond that described in SECTION II.
IV. OWNER'S RESPONSIBILITIES
These responsibilities shall be as set forth in Article 8 of the General Provisions and as further
described or clarified herein below;
A. Designate an individual to act as a representative with respect to the work to be
performed, and such person shall have complete authority to transmit instructions,
receive information, interpret and define policies, and make decisions with respect to
critical elements pertinent to the Project.
B. Provide copies of previous inspection reports and construction documents showing the
original construction of the bridge in 1997.
V. PERIOD OF SERVICE
We would expect to start our services promptly upon receipt of your acceptance of this Proposal
and to complete SECTION 11 services by September 1, 2009.
VI. COMPENSATION
Compensation to TKDA for services provided as described in SECTION II of this Proposal
shall be as described in Article 3 of the attached General Provisions in the Lump Sum amount of
$2,600. Our Project Fee Estimate is attached.
Mr. James Landini, P.E.
City of Shorewood
Proposal for Engineering Services - Inspection of Bridge No. 27A34; City Project 09-07
June 17, 2009
Page 3
VII. CONTRACTUAL INTENT
TKDA acknowledges receipt of no RFP Addenda. This Proposal will be open for acceptance for
60 days, unless the provisions herein are changed by us in writing prior to that time.
We thank you for the opportunity to submit this Proposal and are willing that this letter and
attachments constitute a contract between us upon its signature by an authorized official of the
City of Shorewood and the return of a signed original to us. Should you have any questions or
require additional information, please contact Cara Geheren at (651) 292-4630.
Sin~erely,
William E. Deitner, E.
CEO
Cara L. Geheren, P.E.
Project Manager
ACCEPTED FOR THE CITY OF SHOREWOOD, MINNESOTA
By:
(signatw'c)
Name
WED:CLG:adh
ATTACHMENTS: KEY PERSONNEL
PROJECT FEE ESTIMATE
GENERAL PROVISIONS
Date
Client: Citv of Shorewood
j Cate: 6/15/2009
Project:
Inspection of Bridge No. 27A34; City Project 09-07
Prepared By:
BMF/HLE I
Estimated Person Hours Required
Totals
Task Task Description
g
Sr Reg Eng
Reg Eng
Reg Eng
Grad Eng
Tech/Admin
A
Project Management
2
2
B
Data Collection and Review
4
4
C
Field Investigation
6
6
12
D
Bridge Safety Inspection Report
5
5
E
Summary Letter Report
2
2
2
6
Total Person Hours
2
2
17
6
2
29
Estimated Billing Rate/Hr x Multiplier
$ 120
$ 115
$ 90
$ 66
$ 65
Total Billable for Charged Time
$ 240
$ 230
$ 1.530
$ 396
$ 130
S 2,526
Expenses:
Travel & Subsistence ITS)
$ 50
Total Project Fees
$ 2,576
ROUNDED TO
Is 2,600
C VT
5755 COUNTRY CLUB ROAD ® SrOFit:WC;0b, M1114iir-SOTA 553 1-6zj27 ® (952) 4743236
FAX (952) 474-0128 e www.ci.shorewood.mn.us - cityhall@ci.shorewood.mn.us
MEMORANDUM
TO: Mayor and City Council
FROM: Julie Moore, Communications Coordinator & Pat Fasching, Administrative Assistant
CC: Brian Heck, City Administrator
Date: June 22, 2009
RE: Motion Establishing May 22, 2010 as Spring Cleanup Day
Staff has reviewed the calendar and has determined that May 22, 2010 is a date that falls outside of
Mother's Day and Opening Fishing. Therefore, Staff is recommending that this day be established as the
official day for Spring Cleanup in 2010. Once established, Staff will begin to reserve venders services.
Recommendation
Staff is recommending approval of a motion that establishes May 22, 2010 as Spring Cleanup Day for the
City of Shorewood.
't
~D
®1,
4®~11 PRINTED ON RECYCLED PAPER
a ~
5755 COLIN 1 RY CLUB HOAD - SHuREWOOD, N/imiNESOTA 55331-8927 ® (952) 474-8236
FAX (952) 474-0128 ® www.d.shorewood.mmus - cityhali@ci.shorewood.mn.us
MEMORANDUM
Date: June 18, 2009
To: Honorable Mayor and City Council Members
From: Bonnie Burton, Finance Director/Treasurer
CC: Investment Committee Members
Re: Investment Committee Meeting Report
The Investment Committee held its quarterly meeting on June 17, 2009. We reviewed and discussed the
City's 2009 investments for the period ending March 31, 2009, specifically, and the current economic
market in general. The Committee reviewed the attached investment portfolio reports, which include a
report sorted by broker and a report sorted by maturity date. Staff responded to committee members'
questions regarding procedures and methodology.
Staff reported that the portfolio has $6.5 million (about 38%) in liquid money market funds; the
Investment policy requires at least 30%. The overall portfolio total is less than at 2008 year end due to: 1)
the use of reserves as working capital during the first quarter 2009; 2) spending down bond proceeds on
the City Hall construction; and 3) the first phase of the EDA bonds `called' in accordance with the
refunding agreement. The Committee agreed that the City's investments are solid and conservatively
invested in accordance with the investment policy.
Future Discussion Topics
Investment Committee members discussed broker costs and fees and it was noted that with many brokers,
the fees are `embedded' in the cost of the investment. As an example, a 2-year CD for approximately
$95,000 would `cost' 1/16`x' of a point, or approximately $60 in foregone interest; a 5-year similar
investment might `cost' approximately 1/8`' point. There was consensus to poll the brokers in a
systematic way to determine their fees.
Staff will also issue an RFP for Banking Services and solicit proposals from local banks, including
Beacon Bank, MidCountry Bank, Wells Fargo, US Bank, Bremer Bank, and other suitable banks in the
area. The goal is to obtain proposals for review and discussion at the next committee meeting, which is
tentatively scheduled for August 20, 2009.
The March 31, 2009 investment portfolio report is attached for council review. Please contact me if you
have questions. 412,
ip,~ PRINTED ON RECYCLED PAPER
9
City of Shorewood
Cash Reconciliation
MARCH 2009
Reconciled
Cash Balance
Bank Balance
By Fund
Institution
03/31/2009
Fund
03/31/2009
Beacon Bank-Ckg/Primevest
1,777,514.70
Sewer
4,469,346
Beacon Bank-MM
217,634.87
Water
3,182,072
General
2,739,242
Citigroup (Smith Barney)
8,531,599.45
EDA
1,913,151
Dain Rauscher
350,000.00
Local Streets
1,075,533
Liquor
895,609
4-M Fund
1,436,084.06
Equip Replacemnt
661,172
Miller, Johnson, Kuehn
-
Stormwater
492,847
Northland Securities
6,722.54
City Hall Constr.
270,668
Piper Jaffray
17,746.08
Pk Cap Imprvmt
262,599
US Bank
-
Technology
103,457
Wells Fargo
2,574,003.01
Recycle
83,980
Total:
14,911,304.71
Other - Various
674,782
USBANK-EDA 2002A
0.00
2002B
0.00
2002C
430.73
2002 DS Fund
1,916.96
2,347.69
USBANK -EDA 2003A
0.00
2003B
0.00
2003 DS Fund
409.98
409.98
USBANK - EDA 2007A
944,684.18
2007B
964,511.18
2007C
1,197.86
1, 910, 393.22
Cash with an escrow agent
$ 16,824,456
Portfolio Compos
TOTAL $ 16,824,456
0 - 5 years
12,116,305
72.02%
6-10 Years
1,685,000
10.02%
11-15 Years
1,110,000
6.60%
15+ Years
-
0.00%
EDA
1,913,151
11.37%
16,824,456
5+ years $ 2,795,000
Liquid $ 6,531,304
16.61% (Not to exceed 30%)
38,82% (To be at least 30% liquid investments)
CITY OF SHOREWOOD
2009 INVESTMENT AND INTEREST SCHEDULE
MARCH 2009
INSTITUTION
Beacon Bank
PrimeVest Govt. Money Mkt Acct
Checking Account 100-0643
Money Market Acct 130-0822
TOTAL
INTEREST AMOUNT CURRENTLY PURCH MATURITY
PAID INVESTED INVESTED RATE TERM DATE DATE
1,777,514.70 0.00
217,634.87 03/01/09 03/31/09
0.00 1,995,149.57
DAIN RAUSCHER
FNMA
Serni-Ann
125,000.00
125,000.00
4.50
5,478
04/17/08
04/17/23
FNMA
Semi-Ann
100,000.00
100,000.00
5.00
5,479
01/30/08
01130/23
FHLMC
Semi-Ann
125,000.00
125,000.00
4.00
4,015
04/17/08
04/15/19
Money Market Account
0.00
0.00
30
03/01/09
03/31/09
TOTAL
350,000.00
350,000.00
4.50
3,751
4-M FUND
Money Market Account
1,436,084.06
1,436,084.06
0.44
30
03/01/09
03/31/09
TOTAL
1,436,084.06
1,436,084.06
WELLS FARGO INVESTMENTS
Platinum Bank CD
Monthly
95,000.00
95,000.00
4.50
1,097
12/19/07
12/20/10
Flushing SB NY - CD
Maturity
95,000.00
95,000.00
3.70
732
05/15/08
05/17/10
Ironstone Bnk, Ft Myers, FL - CD
Maturity
95,000.00
95,000.00
3.70
731
05/09/08
05/10/10
Celtic Bnk SLC UT CD
Semi-Annual
95,000.00
95,000.00
4.50
731
12/28/07
12128/09
Trustatlantic Bnk Raleigh, NC CE
Monthly
95,000.00
95,000.00
1.20
225
12/31/08
08/13/09
Cresent Bnk Myrtle Beach SC, Cl
Maturity
95,000.00
95,000.00
1.10
197
12131/08
07/16/09
Morgan Stanley BK SLC,UT CD
Monthly
95,000.00
95,000.00
1.25
190
12/31/08
07109/09
Southwest USA Las Vegas CD
Monthly
95,000.00
95,000.00
4.55
549
12/28/07
06/29/09
Rolette State Bnk CD
Semi-Annual
95,000.00
95,000.00
4.60
542
12/28/07
06/22/09
Farmers Trust& Savings Bnk CD
Monthly
95,000.00
95,000.00
125
455
02/15/08
05/15/09
Amtrust Bnk Cleveland, OH CD
Maturity
95,000.00
95,000.00
3.45
375
05/04/08
05/14/09
Washington Mutual , UT CD
Maturity
95,000.00
95,000.00
3.40
365
05/08/08
05/08/09
BMW Bnk UT - CD
Maturity
95,000.00
95,000.00
3.40
365
05/07/08
05/07/09
Central Bnk CD
Maturity
95,000.00
95,000.00
3.40
365
05/07108
05/07/09
Pacific Cap BNK Goleta, GA CD
Maturity
95,000.00
95,000.00
1.10
98
12/31/08
04/08/09
Wells Fargo Money Market
Maturity
1,149,003.01
1,149,003.01
0.09
30
03/01/09
03/31/09
TOTAL
2,669,003.01
2,574,003.01
2.89
PIPER JAFFRAY
17,746.08
17,746.08
1.20
30
03/01/09
03/31/09
17,746.08
17,746.08
CITIGROUP (SALOMON SMITH
BARNEY)
FNMA
Semi-Ann
200,000.00
200,000.00
6.00
5,478
03/06/08
03/06/23
FNMA
Semi-Ann
200,000.00
200,000.00
5.00
5,479
01/30/08
01/30/23
FNMA
Semi-Ann
170,000.00
170,000.00
5.00
5,479
01/30/08
01/30/23
FNMA
Semi-Ann
190,000.40
190,000.40
5.75
5,430
05/04/05
03/16/20
FNMA
Semi-Ann
200,000.00
200,000.00
4.00
3,652
02/20/09
02/20/19
FNMA
Maturity
100,000.00
100,000.00
3.00
3,652
02/04/09
02/04/19
FNMA
Semi-Ann
200,000.00
200,000.00
5.00
3,834
01/30/08
07/30/18
FNMA
Semi-Ann
200,000.00
200,000.00
4.50
3,652
06/11/08
06/11/18
FNMA
Semi-Ann
250,000.00
250,000.00
4.40
3,652
04/17/08
04/17/18
FNMA
Semi-Ann
150,000.00
150,000.00
5.50
3,655
03/05/08
03/08/18
FHLMC
Semi-Ann
150,000.00
150,000.00
4.50
3,653
02/28/08
02128/18
FNMA
Semi-Ann
150,000.00
150,000.00
5.25
3,653
11/13/07
11/13/17
FNMA
Semi-Ann
165,000.00
165,000.00
5.00
4,383
02/24/05
02/24/17
FHLMC
Semi-Ann
120,000.00
120,000.00
5.00
4,566
04/21/04
10/21116
FNMA
Semi-Ann
200,000.00
200,000.00
2.00
1,826
01/22/09
01/22/14
Cole Taylor Bank, IL
Maturity
96,000.00
96,000.00
4.35
1,094
01/30/08
01/28/11
American Express Centurian CD
Maturity
96,000.00
96,000.00
1.55
365
02/11/09
02/11/10
American Express Bnk FSB
Maturity
96,000.00
96,000.00
1.55
371
02/05/09
02/11/10
1
CITY OF SHOREWOOD
2009 INVESTMENT AND INTEREST SCHEDULE
MARCH 2009
INTEREST
AMOUNT
CURRENTLY
PURCH
MATURITY
INSTITUTION
PAID
INVESTED
INVESTED
RATE
TERM
DATE
DATE
Capmark Bank - UT, CD
Maturity
96,000.00
96,000.00
1.55
365
02/11/09
02/11/10
Goldman Sachs Bnk USA NY-CE Maturity
96,000.00
96,000.00
1.45
365
02/11/09
02/11/10
Midfirst Bnk - OK, CD
Maturity
96,000.00
96,000.00
1.45
365
02/11/09
02/11/10
RBS Citizens NA, RI CD
Maturity
96,000.00
96,000.00
1.70
365
02/04/09
02/04/10
RBS Citizens NA, RI CD
Maturity
54,000.00
54,000.00
1.70
374
01/26/09
02104/10
Bnk of America NA, CD
Maturity
96,000.00
96,000.00
1.50
364
01/30/09
01/29/10
North Am Svngs Bnk MO, CD
Maturity
96,000.00
96,000.00
1.75
364
01/30/09
01/29/10
FirstMerit Bnk NA CD
Semi-Ann
96,000.00
96,000.00
4.00
550
07/18/08
01/19/10
Georgian Bnk GA CD
Semi-Ann
96,000.00
96,000.00
4.00
550
07/18/08
01/19/10
GMAC Bank, UT CD
Maturity
96,000.00
96,000.00
1.60
374
12/30108
01/08/10
Western Bnk or Puerto Rico CD
Maturity
96,000.00
96,000.00
2.00
374
12/30/08
01/08/10
New South Fed Svngs, AL -CD
Maturity
96,000.00
96,000.00
2.00
373
12/30/08
01/07/10
Colonial Bnk, AL - CD
Maturity
96,000.00
96,000.00
2.25
366
12/30108
12/31/09
RBS Citizens NA, RI CD
Maturity
54,000.00
96,000.00
1.40
273
02/04/09
11/04/09
Citibank, NA, NV - CD
Maturity
192,000.00
192,000.00
3.75
365
10/22/08
10/22/09
Citibank, NA, NV - CD
Maturity
48,000.00
48,000.00
3.75
365
10/22/08
10/22/09
Independent Bnk, MI, CD
Maturity
96,000.00
96,000.00
3.50
379
08/28/08
09/11/09
Compass Bnk AL - CD
Maturity
96,000.00
96,000.00
1.00
181
02/11/09
08/11/09
Citibank-Banamex USA - CD
Maturity
96,000.00
96,000.00
1.10
181
02/10/09
08/10/09
Citibank-Banamex USA - CD
Maturity
96,000.00
96,000.00
1.10
181
02/10/09
08/10/09
Citibank-Banamex USA - CD
Maturity
53,000.00
53,000.00
1.10
181
02/10/09
08/10/09
Huntington Natl Bnk CD
Maturity
96,000.00
96,000.00
3.75
365
07/16/08
07116/09
Midfirst Bnk, OK - CD
Maturity
96,000.00
96,000.00
3.40
243
11/05/08
07/06/09
Compass Bnk AL - CD
Maturity
96,000.00
96,000.00
2.00
193
12/11/08
06/22/09
Irwin Union Bnk Trust - CD
Maturity
96,000.00
96,000.00
2.00
193
12/11/08
06/22/09
Fifth Third Bank, ON - CD
Maturity
96,000.00
96,000.00
2.10
188
12/11/08
06/17/09
Goldman Sachs Bnk USA NY-CE Maturity
96,000.00
96,000.00
2.00
188
12/11/08
06/17/09
CIT Bnk, UT, CD
Maturity
96,000.00
96,000.00
135
280
08/28/08
06/04109
Sallie Mae Bnk, UT, CD
Maturity
96,000.00
96,000.00
3.30
280
08/28108
06/04109
BMW Bank of Nth Amer, UT - CE Maturity
96,000.00
96,000.00
3.45
364
05/02/08
05/01/09
Natl City Bnk, ON - CD
Maturity
96,000.00
96,000.00
3.40
365
04/23/08
04/23/09
M&I Marshall & IlSley-WI - CD
Maturity
192,000.00
192,000.00
3.00
182
10/17108
04/17/09
M&I Marshall &IlSley-WI - CD
Maturity
53,000.00
53,000.00
3.00
182
10/17/08
04/17/09
FNMA
Semi-Ann
200,000.00
200,000.00
2.38
1,828
03/30/09
04/01/14
Banco Bilbao Vizcaya CD
Maturity
96,000.00
96,000.00
1.30
366
03/25/09
03/26/10
Branch Bank & Trust CD
Semi-Ann
96,000.00
96,000.00
2.25
730
03/25/09
03/25/11
CIT Bank - UT CD
Semi-Ann
96,000.00
96,000.00
2.40
730
03/25/09
03/25/11
Money Market Fund
1,926,599.05
1,926,599.05
0.97
30
03/01/09
03/31/09
TOTAL
10,908,874.45
8,531,599.45
4.39
2,677
US BANK
Money Fund-US Bnk
0.00
0.00
03101/09
03/31109
TOTAL
0.00
0.00
NORTHLAND SECURITIES
Money Fund
Maturity
6,722.54
6,722.54
0.01
30
03/01/09
03/31/09
TOTAL
6,722.54
6,722.54
2
CITY OF SHOREWOOD
2009 INVESTMENT AND INTEREST SCHEDULE
MARCH 2009
INTEREST AMOUNT
CURRENTLY
PUNCH
MATURITY
INSTITUTION PAID INVESTED
INVESTED RATE TERM
DATE
DATE
US BANK TRUSTEE - EDA PROJECT END (499)
W. Fire-Project Fund-Series 2002A
0.00
03/01/09
03/31/09
W. Police-Project Fund-Series 20028
0.00
03/01/09
03/31/09
E. Fire-Project Fund-Series 2002C
430.73
03/01/09
03/31/09
W.Fire-Project Fund-Series 2003A
0.00
03/01/09
03/31/09
W. Police-Project Fund-Series 2003B
0.00
03/01/09
03/31/09
TOTAL EDA PROJECT FUNDS 0.00
430.73
US BANK TRUSTEE - EDA 2002 BOND FUND (304)
W. Fire- Bond Fund - 2002A
325.48
03/01/09
03/31/09
W. Police-Bond Fund - 2002B
335.02
03/01/09
03/31/09
E. Fire- Bond Fund - 2002C
1,256.46
03/01/09
03/31/09
TOTAL EDA 2002 BOND FUNDS 0.00
1,916.96
US BANK TRUSTEE - EDA 2003 BOND FUND (305)
W.Fire-Bond Fund-Series 2003A
200.49
03/01/09
03/31/09
W. Police-Bond Fund-Series 2003B
209.49
03/01/09
03/31/09
TOTAL EDA 2003 BOND FUNDS 0.00
409.98
US BANK TRUSTEE - EDA 2007 BOND FUND (307)
W. Fire- Bond Fund - 2007A
944,684.18
03/01/09
03/31/09
W. Police-Bond Fund - 2007B
964,511.18
03/01/09
03131/09
E. Fire- Bond Fund - 2007C
1,197.86
03/01/09
03/31/09
TOTAL EDA 2007 BOND FUNDS 0.00
1,910,393.22
TOTAL EDA FUNDS 0.00 1,913,150.89
GRAND TOTAL 15,388,430.14 16,824,455.60
CITY OF SHOREWOOD
2009 INVESTMENT AND INTEREST SCHEDULE
MARCH 2009 - By Maturity Date Sort -
INTEREST AMOUNT CURRENTLY PURCH MATURITY
ION PAID INVESTED INVESTED RATE TERM DATE DATE
MATURED AND CALLED SECURITIES
WELLS FARGO INVESTME Liberty SB Wilmington OH CD
Maturity
95,000.00 M
3.20
365
02/14/08
02/13/09
CITIGROUP (SALOMON SMMutual of Omaha, NE CD
Maturity
96,000.00 M
2.42
364
02/29/08
02/27/09
CITIGROUP (SALOMON SMNatl Bnk So. Carolina CD
Maturity
96,000.00 M
3.35
365
02/28/08
02/27/09
CITIGROUP (SALOMON SMMacon Bank CD
Maturity
96,000.00 M
3.25
366
02/27/08
02/27109
CITIGROUP (SALOMON SMAnchorbank CD
Maturity
96,000.00 M
3.25
364
02/22/08
02/20/09
CITIGROUP (SALOMON SMFirstbank of Puerto Rico CD
Maturity
96,000.00 M
3.25
367
02/19/08
02/20/09
CITIGROUP (SALOMON SMAmerican Express Bnk - CD
Maturity
96,000.00 M
2.45
92
11/05108
02/05/09
CITIGROUP (SALOMON SMAmex Centurian Bnk - CD
Maturity
96,000.00 M
2.45
92
11/05/08
02/05/09
CITIGROUP (SALOMON SMState Bnk of India, NY
Maturity
95,000.00 M
4.50
366
01/16/08
01/16/09
CITIGROUP (SALOMON SMNational City Bnk, OH - CD
Maturity
96,000.00 M
2.20
61
11/05/08
01/05/09
CITIGROUP (SALOMON SMDiscover Bank CD
Semi-Ann
96,000.00 M
5.30
550
07105/07
01/05/09
CITIGROUP (SALOMON SMBankatlantic, FL - CD
Maturity
96,000.00 M
3.20
184
07102/08
01102/09
CITIGROUP (SALOMON SMFirstbank Florida, CD
Maturity
96,000.00 M
2.85
194
08128/08
03/10/09
CITIGROUP (SALOMON SM1st Natl Bnk Omaha CD
Maturity
96,000.00 M
2.85
189
08/28/08
03/05/09
CITIGROUP (SALOMON SMGreat Florida Bnk, FL, CD
Maturity
96,000.00 M
2.85
187
08/28/08
03/03/09
CITIGROUP (SALOMON SMGE Cap Fin Inc, UT CD
Maturity
96,000.00 M
3.25
278
05/28/08
03/02/09
CITIGROUP (SALOMON SMFHLMC
Semi-Ann
150,275.00 Full Call 3/5/09
5.50
3,641
12/17/07
12/05/17
CITIGROUP (SALOMON SMFHLB
Semi-Ann
125,000.00 Full Call 1/28/16
4.90
2,922
01/28108
01/28/16
CITIGROUP (SALOMON SMFFCBC
Semi-Ann
150,000.00 Full Call 1/27/09
5.55
4,571
01/30108
08/05/20
CITIGROUP (SALOMON SMFHLMC
Semi-Ann
200,000.00 Full Call 1/17/09
5.50
3,653
10/17107
10/17/17
CITIGROUP (SALOMON SMFHLMC
Semi-Ann
155,000.00 Full Call 1/02/09
6.00
4,764
09/17/07
10/02/20
CITIGROUP (SALOMON SMFHLBC
Semi-Ann
200,000.00 Full Call 1/02109
5.10
3,653
02/13/08
02/13/18
CURRENT INVESTMENTS
DAIN RAUSCHER FNMA
Semi-Ann
125,000.00
125,000.00
4.50
5,478
04/17/08
04/17/23
CITIGROUP (SALOMON SMFNMA
Semi-Ann
200,000.00
200,000.00
6.00
5,478
03/06/08
03/06/23
CITIGROUP (SALOMON SMFNMA
Semi-Ann
200,000.00
200,000.00
5.00
5,479
01/30/08
01/30/23
CITIGROUP (SALOMON SMFNMA
Semi-Ann
170,000.00
170,000.00
5.00
5,479
01/30/08
01/30/23
DAIN RAUSCHER FNMA
Semi-Ann
100,000.00
100,000.00
5.00
5,479
01/30/08
01/30/23
CITIGROUP (SALOMON SMFNMA
Semi-Ann
190,000.40
190,000.40
5.75
5,430
05/04/05
03/16/20
DAIN RAUSCHER FHLMC
Semi-Ann
125,000.00
125,000.00
4.00
4,015
04/17/08
04/15/19
CITIGROUP (SALOMON SMFNMA
Semi-Ann
200,000.00
200,000.00
4.00
3,652
02/20/09
02/20/19
CITIGROUP (SALOMON SMFNMA
Maturity
100,000.00
100,000.00
3.00
3,652
02/04/09
02/04/19
CITIGROUP (SALOMON SMFNMA
Semi-Ann
200,000.00
200,000.00
5.00
3,834
01/30/08
07/30/18
CITIGROUP (SALOMON SMFNMA
Semi-Ann
200,000.00
200,000.00
4.50
3,652
06/11/08
06/11/18
CITIGROUP (SALOMON SMFNMA
Semi-Ann
250,000.00
250,000.00
4.40
3,652
04/17/08
04/17/18
CITIGROUP (SALOMON SMFNMA
Semi-Ann
150,000.00
150,000.00
5.50
3,655
03/05/08
03/08/18
CITIGROUP (SALOMON SMFHLMC
Semi-Ann
150,000.00
150,000.00
4.50
3,653
02128/08
02/28/18
CITIGROUP (SALOMON SMFNMA
Semi-Ann
150,000.00
150,000.00
5.25
3,653
11/13/07
11/13/17
CITIGROUP (SALOMON SMFNMA
Semi-Ann
165,000.00
165,000.00
5.00
4,383
02/24/05
02/24/17
CITIGROUP (SALOMON SMFHLMC
Semi-Ann
120,000.00
120,000.00
5.00
4,566
04/21/04
10/21116
CITIGROUP (SALOMON SMFNMA
Semi-Ann
200,000.00
200,000.00
2.38
1,828
03/30/09
04/01114
CITIGROUP (SALOMON SMFNMA
Semi-Ann
200,000.00
200,000.00
2.00
1,826
01/22/09
01/22/14
CITIGROUP (SALOMON SMBranch Bank & Trust CD
Semi-Ann
96,000.00
96,000.00
2.25
730
03/25/09
03/25/11
CITIGROUP (SALOMON SMCIT Bank - UT CD
Semi-Ann
96,000.00
96,000.00
2.40
730
03125/09
03/25/11
CITIGROUP (SALOMON SMCole Taylor Bank, IL
Maturity
96,000.00
96,000.00
4.35
1,094
01/30/08
01/28/11
WELLS FARGO INVESTME Platinum Bank CD
Monthly
95,000.00
95,000.00
4.50
1,097
12/19/07
12/20/10
WELLS FARGO INVESTME Flushing SB NY - CD
Maturity
95,000.00
95,000.00
170
732
05/15/08
05/17/10
WELLS FARGO INVESTME Ironstone Bnk, Ft Myers, FL - CD Maturity
95,000.00
95,000.00
3.70
731
05/09/08
05/10/10
CITIGROUP (SALOMON SMBanco Bilbao Vizcaya CD
Maturity
96,000.00
96,000.00
1.30
366
03/25/09
03/26/10
CITIGROUP (SALOMON SMAmerican Express Centurian C
D Maturity
96,000.00
96,000.00
1.55
365
02/11/09
02/11/10
CITIGROUP (SALOMON SMAmerican Express Bnk EBB
Maturity
96,000.00
96,000.00
1.55
371
02/05109
02/11/10
CITIGROUP (SALOMON SMCapmark Bank - UT, CD
Maturity
96,000.00
96,000.00
1.55
365
02/11/09
02/11/10
CITIGROUP (SALOMON SMGoldman Sachs Bnk USA NY-CC Maturity
96,000.00
96,000.00
1.45
365
02/11/09
02/11/10
CITIGROUP (SALOMON SMMidfirst Bulk - OK, CD
Maturity
96,000.00
96,000.00
1.45
365
02/11/09
02/11/10
CITIGROUP (SALOMON SMRBS Citizens NA, RI CD
Maturity
96,000.00
96,000.00
1.70
365
02/04/09
02/04/10
CITIGROUP (SALOMON SMRBS Citizens NA, RI CD
Maturity
54,000.00
54,000.00
1.70
374
01/26109
02/04/10
Page 1
CITY OF SHOREWOOD
2009 INVESTMENT AND INTEREST SCHEDULE
MARCH 2009 - By Maturity Date Sort
INSTITUTION
INTEREST
PAID
AMOUNT
INVESTED
CURRENTLY
INVESTED
RATE
TERM
PURCH
DATE
MATURITY
DATE
CITIGROUP (SALOMON SMBnk of America NA, CD
Maturity
96,000.00
96,000.00
1.50
364
01/30/09
01/29/10
CITIGROUP (SALOMON SMNorth Am Svngs Bnk MO, CD
Maturity
96,000.00
96,000.00
1.75
364
01/30/09
01/29/10
CITIGROUP (SALOMON SMFirstMerit Bnk NA CD
Semi-Ann
96,000.00
96,000.00
4.00
550
07/18/08
01/19/10
CITIGROUP (SALOMON SMGeorgian Bnk GA CD
Semi-Ann
96,000.00
96,000.00
4.00
550
07/18/08
01/19/10
CITIGROUP (SALOMON SMGMAC Bank, UT CD
Maturity
96,000.00
96,000.00
1.60
374
12/30/08
01/08/10
CITIGROUP (SALOMON SMWestern Bnk or Puerto Rico CD
Maturity
96,000.00
96,000.00
2.00
374
12/30/08
01/08/10
CITIGROUP (SALOMON SMNew South Fed Svngs, AL -CD
Maturity
96,000.00
96,000.00
2.00
373
12/30/08
01/07/10
CITIGROUP (SALOMON SMColonial Bnk, AL - CD
Maturity
96,000.00
96,000.00
2.25
366
12130/08
12/31/09
WELLS FARGO INVESTME Celtic Bnk SLC UT CD
Semi-Annual
95,000.00
95,000.00
4.50
731
12128107
12/28/09
CITIGROUP (SALOMON SMRBS Citizens NA, RI CD
Maturity
54,000.00
96,000.00
1.40
273
02/04/09
11104/09
CITIGROUP (SALOMON SMCitibank, NA, NV - CD
Maturity
192,000.00
192,000.00
3.75
365
10/22/08
10/22/09
CITIGROUP (SALOMON SMCitibank, NA, NV - CD
Maturity
48,000.00
48,000.00
175
365
10/22/08
10/22/09
CITIGROUP (SALOMON SMlndependent Bnk, MI, CD
Maturity
96,000.00
96,000.00
3.50
379
08/28108
09/11/09
WELLS FARGO INVESTME Trustatlantic Bnk Raleigh, NC CD
Monthly
95,000.00
95,000.00
1.20
225
12/31/08
08/13/09
CITIGROUP (SALOMON SMCompass Bnk AL - CD
Maturity
96,000.00
96,000.00
1.00
181
02/11/09
08111/09
CITIGROUP (SALOMON SMCitibank-Banamex USA - CD
Maturity
96,000.00
96,000.00
1.10
181
02/10/09
08/10/09
CITIGROUP (SALOMON SMCitibank-Banamex USA - CD
Maturity
96,000.00
96,000.00
1.10
181
02/10/09
08/10/09
CITIGROUP (SALOMON SMCitibank-Banamex USA - CD
Maturity
53,000.00
53,000.00
1.10
181
02/10/09
08/10/09
CITIGROUP (SALOMON SMHuntington Natl Bnk CD
Maturity
96,000.00
96,000.00
3.75
365
07116/08
07/16/09
WELLS FARGO INVESTME Cresent Bnk Myrtle Beach SC, CI
Maturity
95,000.00
95,000.00
1.10
197
12/31/08
07/16109
WELLS FARGO INVESTME Morgan Stanley BK SLC,UT CD
Monthly
95,000.00
95,000.00
1.25
190
12/31/08
07/09/09
CITIGROUP (SALOMON SMMidfirst Bnk, OK - CD
Maturity
96,000.00
96,000.00
3.40
243
11/05/08
07/06/09
WELLS FARGO INVESTME Southwest USA Las Vegas CD
Monthly
95,000.00
95,000.00
4.55
549
12/28/07
06129/09
CITIGROUP (SALOMON SMCompass Bnk AL - CD
Maturity
96,000.00
96,000.00
2.00
193
12/11/08
06122/09
CITIGROUP (SALOMON SMIrwin Union Bnk Trust - CD
Maturity
96,000.00
96,000.00
2.00
193
12/11/08
06/22/09
WELLS FARGO INVESTME Rolette State Bnk CD
Semi-Annual
95,000.00
95,000.00
4.60
542
12/28/07
06/22/09
CITIGROUP (SALOMON SMFifth Third Bank, OH - CD
Maturity
96,000.00
96,000.00
2.10
188
12/11/08
06/17/09
CITIGROUP (SALOMON SMGoldman Sachs Bnk USA NY-CE
Maturity
96,000.00
96,000.00
2.00
188
12111/08
06/17109
CITIGROUP (SALOMON SMCIT Bnk, UT, CD
Maturity
96,000.00
96,000.00
3.35
280
08/28/08
06/04/09
CITIGROUP (SALOMON SMSallie Mae Bnk, UT, CD
Maturity
96,000.00
96,000.00
3.30
280
08/28/08
06/04/09
WELLS FARGO INVESTME Farmers Trust& Savings Bnk CD
Monthly
95,000.00
95,000.00
3.25
455
02/15/08
05/15/09
WELLS FARGO INVESTME Amtrust Bnk Cleveland, OH CD
Maturity
95,000.00
95,000.00
3.45
375
05/04/08
05/14/09
WELLS FARGO INVESTME Washington Mutual, UT CD
Maturity
95,000.00
95,000.00
3.40
365
05/08/08
05/08/09
WELLS FARGO INVESTME BMW Bnk UT- CD
Maturity
95,000.00
95,000.00
3.40
365
05/07/08
05/07/09
WELLS FARGO INVESTME Central Bnk CD
Maturity
95,000.00
95,000.00
3.40
365
05/07/08
05/07/09
CITIGROUP (SALOMON SMBMW Bank of Nth Amer, UT - CE
Maturity
96,000.00
96,000.00
3.45
364
05/02/08
05/01109
CITIGROUP (SALOMON SMNatI City Bnk, ON - CD
Maturity
96,000.00
96,000.00
140
365
04/23/08
04123/09
CITIGROUP (SALOMON SMM&I Marshall &IlSley-WI - CD
Maturity
192,000.00
192,000.00
100
182
10/17/08
04/17/09
CITIGROUP (SALOMON SMM&I Marshall & IlSley-WI - CD
Maturity
53,000.00
53,000.00
3.00
182
10/17/08
04/17/09
WELLS FARGO INVESTME Pacific Cap BNK Goleta, GA CD
Maturity
95,000.00
95,000.00
1.10
98
12/31/08
04/08/09
CITIGROUP (SALOMON SMMoney Market Fund
1,926,599.05
1,926,599.05
0.97
30
03/01/09
03/31/09
4-M FUND Money Market Account
1,436,084.06
1,436,084.06
0.44
30
03/01/09
03/31/09
WELLS FARGO INVESTME Wells Fargo Money Market
Maturity
1,149,003.01
1,149,00101
0.09
30
03/01/09
03/31/09
Beacon Bank Money Market Acct 130-0822
217,634.87
03/01/09
03/31/09
PIPER JAFFRAY Money Fund
17,746.08
17,746.08
30
03/01/09
03/31/09
NORTHLAND SECURITIES Money Fund
Maturity
6,722.54
6,722.54
30
03101/09
03/31109
DAIN RAUSCHER Money Market Account
0.00
0.00
30
03/01/09
03/31/09
US BANK Money Fund-US PipE (See Piper Account- abo
0.00
0.00
03/01/09
03/31/09
US BANK Money Fund-US Bnk
0.00
0.00
03/01/09
03131/09
Beacon Bank PrimeVest Govt. Money Mkt Acct
1,777,514.70
03/01/09
03/31/09
TOTAL NON-EDA FUNDS $ 14,911,304.71
Page 2
CITY OF SHOREWOOD
2009 INVESTMENT AND INTEREST SCHEDULE
MARCH 2009 - By Maturity Date Sort
INTEREST AMOUNT
INSTITUTION PAID INVESTED
CURRENTLY
INVESTED RATE
PURCH
TERM DATE
MATURITY
DATE
US BANK TRUSTEE - EDA US BANK TRUSTEE - EDA PROJECT FIND (499)
US BANK TRUSTEE - EDA', W. Fire-Project Fund-Series 2002A
0.00
03/01/09
03/31/09
US BANK TRUSTEE - EDA W. Police-Project Fund-Series 2002B
0.00
03/01/09
03/31/09
US BANK TRUSTEE - EDA' E. Fire-Project Fund-Series 2002C
430.73
03/01109
03/31/09
US BANK TRUSTEE - EDA' W.Fire-Project Fund-Series 2003A
0.00
03101109
03/31/09
US BANK TRUSTEE - EDA' W. Police-Project Fund-Series 2003B
0.00
03/01109
03/31/09
TOTAL EDA PROJECT FUNDS 0.00
430.73
US BANK TRUSTEE - EDA 2002 BOND FUND (304)
US BANK TRUSTEE - EDA. W. Fire- Bond Fund - 2002A
325.48
03101/09
03/31/09
US BANK TRUSTEE - EDA : W. Police-Bond Fund - 2002B
335.02
03/01/09
03/31/09
US BANK TRUSTEE - EDA. E. Fire- Bond Fund - 2002C
1,256.46
03/01/09
03/31/09
TOTAL EDA 2002 BOND FUNDS 0.00
1,916.96
US BANK TRUSTEE - EDA 2003 BOND FUND (305)
US BANK TRUSTEE - EDA. W.Fire-Bond Fund-Series 2003A
200.49
03/01/09
03/31/09
US BANK TRUSTEE - EDA W. Police-Bond Fund-Series 20038
209.49
03/01/09
03/31109
TOTAL EDA 2003 BOND FUNDS 0.00
409.98
US BANK TRUSTEE - EDA 2007 BOND FUND (307)
US BANK TRUSTEE - EDA : W. Fire- Bond Fund - 2007A
944,684.18
03101/09
03131/09
US BANK TRUSTEE - EDA. W. Police-Bond Fund - 2007B
964,511.18
03101/09
03/31/09
US BANK TRUSTEE - EDA. E. Fire- Bond Fund - 2007C
1,197.86
03101/09
03/31/09
TOTAL EDA 2007 BOND FUNDS 0.00
1,910,393.22
TOTAL EDA FUNDS 0.00 1,913,150.89
GRAND TOTAL 16,824,455.60
Page 3
~ C
i
5755 COUNTRY CLUB. ,OAD ~ -JR_ A- JW , MINNESOTA 55331-8927 w (952) 4743236
FAX (952) 474-0128 - www.ci.shorewood.mn.us m cityhaII@ci.shorewood.mn.us
MEMORANDUM
T®: Mayor and City Council
Brian Heck, City Administrator
Larry Brown, Director of Public Works
FROM: James Landini, City Engineer
DATE: June 18, 2009
RE: Item #6:
Public Hearing on Proposed Improvements City Project 09-02 Installation of
Watermain as Part of Harding Lane, Harding Avenue, Road Reconstruction
Project
As special assessments are being considered for the Harding Lane, Harding Avenue improvement
project, the City must hold a public hearing before the City Council may act on a resolution to order
the improvement. As the assessable portion of the project - installation of City Water - has been
initiated by the City, at least four-fifths of the Council must vote to approve the ordering of the project.
If the Council decides that it will not have special assessments the improvement can be ordered with a
simple majority vote of the Council.
As required by Minnesota Statute 429.011 to 429.111, a Public Hearing is required prior to ordering
the improvements. This hearing was advertised in the Sun-Sailor on June 04, 2009 and June 11, 2009.
The Engineer's Estimate and the proposed Assessment Roll are attached.
At the May 26, 2009 Council Meeting, the Feasibility report was accepted by Council. The Feasibility
report listed the following improvements:
Potential Watermain for Harding Lane, Harding Avenue.
Sanitary sewer for Harding Lane, Harding Avenue.
Storm sewer for Harding Lane, Harding Avenue,
Harding Lane, Harding Avenue to be reconstructed at a 24-foot driving surface with edge
control.
Maintenance of the stormwater management depression constructed at the north end of Harding
Lane.
A Public Information Meeting was held on January 27, 2009, to present this project to the
neighborhood, and to answer questions regarding the project and the possible assessment. Some
residents attended the meeting, and written comments were received. The meeting concluded with a
Question and Answer session that in ided a variety of topics, some of which included construction
PRINTED ON RECYCLED PAPER
r
sequencing, the plan to minimize inconvenience during construction, duality of City water versus well
water, and the City's water connection policy.
Residents have been encouraged to complete a survey regarding their preferences on municipal water
service. The survey results for the project are attached. A minority of residents would like City water
service.
If Council wishes to proceed, the next step is then to order the project by Resolution. Two resolutions
are attached for your consideration. One includes extension of municipal water service the other does
not.
Recommendation
Staff recommends from a technical standpoint that the Council order the Larding Avenue,
Larding Lane, Road Reconstruction Project as described in the Feasibility Report.
CI-' ri~a~r
That the proposed improvement be referred to WSB Associates, Inc., for preparation of
Project Plans, Specifications, and Construction Estimates, and is to incorporate into said
design the following features.
1. Harding Lane and Harding Ave is to be designed at a minimum width roadway of
24.0 feet in width driving surface, and surmountable concrete edge control outside
of the minimum width.
3. Sanitary Sewer Improvements.
4. Watermain Improvements.
5. Storm Sewer Improvements.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 22nd day of June, 2009.
Laura Turgeon, Acting Mayor
ATTEST:
Brian Heck, City Administrator/Clerk
CITY F SHOREWOOD
RESOLUTION N
A RESOLUTION ORDERING FINALIZATION F PLANS, SPECIFICATIONS AN
ESTIMATE F THE A IN LANE AND ING AVENUE
RECONSTRUCTION PROJECT
WHEREAS, the 2008-2012 Capital Improvement Program identifies the need to
reconstruct Harding Lane and Harding Avenue; and
WHEREAS, public information meetings for said improvement have been conducted
with solicitation of comments of affected property owners being received by the city; and
WHEREAS, WSB and Associates, Inc., has submitted preliminary drawings for the
finalization of project Plans, Specifications, and Engineering Estimate.
NOW, THEREFORE BE IT RESOLVED by the City Council of Shorewood,
Minnesota:
That the proposed improvement be referred to WSB Associates, Inc., for preparation of
Project Plans, Specifications, and Construction Estimates, and is to incorporate into said
design the following features.
Harding Lane and Harding Ave is to be designed at a minimum width roadway of
24.0 feet in width driving surface, and surmountable concrete edge control outside
of the minimum width.
3. Sanitary Sewer Improvements.
4. Storm Sewer Improvements.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 22nd day of June, 2009.
Laura Turgeon, Acting Mayor
ATTEST:
Brian Heck, City Administrator/Clerk
5.? Fundiii
' r
The proposed zi ; :-roiect will be 01
ry
events wi-
Se will t E_, co,~ v._
rcspl-,` Av. The sty it rc. r,. the Cv-'s Form
t fund. T'-.,, amount for e. j i._ i . n~ table.
Fea5thiliy Report
ffardit{g Avenue and Harding Lane
Roadwa} Reconstruction and Waterinain Improvements
City ¢f Shorewood Project Yo. 09-02
Fb SB Project A o. 1 d3 9-34
Page 8
Feasibi, tv Report
-.:ue and Hardin:g Lane
a Reconstruction and Waternrain Improvements
Cite aj wood Project No. 09-02
ffrS, I -t No. 14S9-34
Page 9
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survey title:
I
Harding Lane and Ave Water question Edit Title design survey collect responses ( analyze results
View Summary 1 current report: Default Report j 'Add Report)
Browse Responses Response Summary Total Started Survey: 6
Filter Responses Total Completed Survey: 6 (100%)
Crosstab Responses
Page: Default Section
Download Responses
Share Responses
1. City Watermain Extension To insure the integrity of the roadways within Download
Shorewood, the City Council directed Staff to survey residents along any roadway project with
regard to the installation of city water. Historically Watermain extensions are assessed to the
adjoining properties. Are you interested in the City of Shorewood installing city water along
with the roadway reconstruction? The Feasibility Report estimated the watermain extension
assessment to be $8,035.71 per property. The feasibility report can be found on the City's
website at http://woblink.ci.shorewood.mn.us:8080/woblink7/docview.aspx?dbid=0&id=110439.
Response Response
Percent Count
No. Not interested in city water
66.7% 4
service.
Yes. Please include city water
service in the roadway reconstruction 33.3% 2
project.
answered question 6
skipped question 0
2. Please provide your contact information.
Show replies Name:
Show replies Address:
Show replies City/Town:
Download
Response Response
Percent Count
100.0%
100.0%
100.0%
6
6
6
6
0
answered question
skipped question
I U2 6/18/2009 10:49 AM
CITY w . , r
PA C--, CJS_ __JN TOUR
5755 C Q . - "'-CLUB ROAD
S I-' . t - _-ITY HALL
1. CONVENE PA COMMISSION MEETING
The Park Commission met at City Hall at 5:45 p.m. to depart for their Park Tour at 6:00
p.m.
A. Roll Call
Present: Chair Norman, Commissioners Quinlan, Robb, 1,,dmondson, DeMers, and
late arrival Trent; Park Coordinator Anderson, and City Council liaison
Woodruff.
Absent: Commissioner Davis
PARK TOUR
1. SOUTH SHORE COMMUNITY PARK -SKATE PARK
The Commission noted some graffiti that needed to be cleaned up on some of the
equipment. In addition, soiree gaps and lips along edges where ramps meet the pavement
were warped, and the Commission questioned N-vhether staff could correct this as well.
Anderson suggested the Commission notice the park signs as the tour continued, since
she would be presenting a concept plan later in the evening. The Commission commented
on the dry unattractive berm.
The Commission viewed the Demonstration Garden with interest, noting its rather small
size in reality. The Commission suggested thought be given to enlarging this space for the
community garden next year as it appears to be a perfect location for the garden. The
group suggested consideration be given to adding a drinking fountain for the gardeners
and skaters, as well as, a small shelter near the hydrant and proposed fountain as an
enhancement to the park. It was noted that a fountain with a spigot would allow the
gardeners access to water at the site.
DeMers suggested the pavement be expanded to the west slightly to incorporate the
ramps which sit on the grass in an effort to allow for a smooth transition from ramp to
ramp on pavement.
Anderson stated that 3`d Lair would be hosting the skate camp next week. As a beginners
course, Chair Norman suggested staff ask 3rd Lair for their recommendation on 1-2 small
complimentary pieces which could be added to the mix of equipment.
PARK GC ~ MINUTES
TUESDAY, ~ ' 09
PAGE 2 OF 2
2® AID PA
The Commission admired the recently completed tennis court overlay. Some graffiti was
noticed on the wood sides on the tennis court surround and comment to replace the tennis
court signs was noted.
Ruts near 2°d base and other divits in the baseball field need to be filled.
The condition of the pond was considered and discussion regarding the past studies ensued. It
was determined that contact would begin with the watershed district as to pursue options,
along with past Commissioner Julie Westerlund, then Dick Osgood from the DNR with a
report or presentation supplied to the Commission in July.
The Commission commented on the need to replace or remodel the warming house facility
but a cost benefit for one or the other would need to he weighed. It was noted that the
playground amenities were cracked and faded also.
3. SILVERWOOD PARK
The Commission took a walk thru the woods to explore the proposed rustic trail placement
and stopped to appreciate the views at the top of the sliding hill where the viewing area and
benches would be placed. It was suggested that Public Works work with a group of Eagle
Scouts to construct the rustic trail.
The Commission suggested amending the area at the base of the slide with more `fill' and/or
rubber mats. It was also noted that the upper wood railing behind the well house be tightened
up as it was a bit wobbly and even lengthened.
The placement of the picnic shelter near the playground and parking area was agreed upon
with the suggestion of the addition of a drinking fountain for the park.
As a group of youth played basketball on the refinished half court, the Commission
commented on what a difference the overlay made.
The Park Tour adjourned to the regular Park Commission Meeting at City Hall at 7:30
p.m
RESPECTFULLY SUBMITTED,
Kristi B. Anderson
Recorder
MINUTES
1. CONVENE PARK COMMISSION MEETING
Chair Norman called the meeting to order at 7:30 p.m.
A. Roll Call
Present: Chair Norman; Commissioners DeMers, Trent.. Quinlan, Robb, and
Edmondson; Park Coordinator Anderson; City Council liaison Woodruff.
Absent: Commissioner Davis
B. Review Agenda
Edmondson moved, Robb seconded, approving the Agenda as submitted. Motion passed 6/0.
2. APPROVAL OF MINUTES
A. Park Commission Park Tour Minutes of April 30, 2009
DeMers moved, Quinlan seconded, approving the Minutes of April 30, 2009, as submitted.
Motion passed 6/0.
B. Park Commission Meeting Minutes of April 30, 2009
Quinlan moved, DeMers seconded, approving the Minutes of April 30, 2009 as presented.
Motion passed 6/0.
C. Park Commission Meeting Minutes of May 12, 2009
Page 7, first paragraph, line 5, of'f'ended was revised to state `Norman questioned little leagues
assertion'.
Edmondson moved, Robb seconded, approving the Minutes of May 12, 2009, as amended.
Motion passed 6/0.
3. MATTERS FROM THE FLOOR
There were none.
4. REPORTS
A. Report on City Council Meetings of June 8, 2009
Woodruff reported that on May 26, 2009, the City Council began a discussion surrounding goals
and objectives as it strived to update the mission statement. He stated that, while the Council
denied the variance request on behalf of little league to allow signage on the ball fields, staff was
C __--ION MINUTES
TUE: JNE 9, 2009
PAGE 2 OF 6
directed to investigate a CUP with a contract which might allow on a limited individual basis
signage on the fences.
Trent commented that he was surprised the Council was interested in providing an outlet for this
concept despite the Park and Planning Commission's recommendations for denial.
Woodruff stated that the Council is aware the Park Commission saw this item and twice noted to
deny the request. He indicated that there would be a public hearing to look at the new CUP
process before it is or is not adopted.
Anderson suggested that the Commissioner attend the public hearing as a resident of Shorewood
and voice their opinions.
Edmondson voiced his concern that allowing this exception might open the flood gates to other
organizations and groups who wish to advertise in public spaces.
Chair Norman stated that, although the City Attorney would structure the CUP document as
specific and exclusive to this organization as possible, the risk is that others will follow suit.
With regard to the meeting of June 8`", Woodruff stated that the Colmcil spent time discussing
the lease agreement for the South shore Community Center (SSCC) between the City of
Shorewood and the five cities. He believed the document would be well received by others
noting that the lease would be sent to the other cities for approval.
Woodruff pointed out that initial budget discussions had begun. Ile noted that while the SSCC
would fall under a separate budget item from parks, i contingency fund might be set up within
the park budget as a back-up. He stated that the lirst budget review meeting was set for June 22°a
at which staff was directed to fol low a zero increase budget to match the zero levy increase.
B. Update on Summer Activities
Anderson reminded the Commission that the 3`1 Lair Skate camp would be taking place next
week. In addition, MCE programming would also begin in the parks next week.
Anderson stated that she had researched many battle of the band winners from the area and sent
them information on the Garage Band Jain (GBJ). Anderson also recruited Enigma director Brad
Eller to be a judge and call the flyer to hundreds of bands lie works with at the club. She urged
the Commission to recruit bands, judges, and continue to spread the word. Anderson mentioned
that the TKDA illustrations would be on hand at Eddy Station for GBJ and encouraged
Commissioners to attend to answer questions. She stated that staff would be having buttons made
for Commissioners to wear at upcoming events. She also mentioned that members of a local `hot
rod' club may bring some of their cars to GBJ for display.
5. DISCUSS PARK TOURS
The Commission chose to discuss the park tours as part of the TKDA discussion points under
item 7.
6. REVIEW REVISED DONATION PROCESS / ACCEPT DONOR REQUEST
FORM, ACCEPTANCE & INDEMNIFICATION AGREEMENT AND MEMO
AGREEMENT
PA Du T"1114ISSION MINUTES
TUE JNE 9, 2009
PAGE 31 F 6
Trent indicated that he had reworked the document based on specific suggestions at the previous
meeting,
Although a majority of donations will fall within the park and recreation umbrella, Chair Norman
suggested the Commission consider making the document more inclusive of city wide donations.
Woodruff concurred and questioned the object of each document within the process.
Anderson stated that the Donor Recognition Policy was created ten years prior to address
donations made to the parks, in particular the Garibaldi Plaza at the time. Purposely designed
very specifically, she stated that the document could be revised to incorporate more general
donations and recognition, though a section focusing on the ongoing maintenance of items
should be added. As in the case of the proposed concession stand and batting cages, the
Commission must clearly identify whether there is a need for those items in the first place, as
well as ongoing maintenance costs associated with the construction of those elements that may
fall back upon the city for perpetuity.
Chair Norman concurred, stating that the Arborehnn does not accept a donation without an
endowment attached for the ongoing care and maintenance of the item in perpetuity. He
suggested that staff redefine the document for review in .luly.
Anderson clarified the other documents within the donor process including the Request Form,
followed by the Acceptance and Indemnification Agreement which is executed once the Council
approves the request. She explained that the Memorandum Agrecment is an item which is
executed between the city and sports organizations each season and was included for review
since numbers 11 and 12 were added to mirror the donor/maintenance process. Anderson urged
Commissioner Trent to share his suggestions, stating that she would work with staff to tweak the
process and documents as discussed, and then forward them to Trent for comment before the July
meeting.
Woodruff suggested that the policy be cleaned up, as there seemed to be much redundancy
throughout the document. I le further suggested an outline for the policy accompany the policy
identifying each section. While lie felt a fund for maintenance should be set up, Woodruff
indicated that a threshold should be identified at which this fee is required.
7. DISCUSS TKDA PRESENTATION AND PRIORITIZE/IMPLEMENTATION OF
PROCESS
Anderson apologized for the enormous amount of paperwork which accompanied the packets this
month. She indicated that the TKDA information had arrived late, thus, she had created some
documents in advance for discussion. She suggested the Commission consider the Park Renewal
Schedule incorporating individual comments into the priority list on a park by basis, or take a
single park at a time. She pointed out that the Process Flow Chart should assist the
Commissioners in identifying where they are in the process now, what the next steps should be,
and/or how to execute updates in the fixture.
Chair Norman suggested the Commission start by sharing their visions for what should happen
now. He urged the Commissioners to share particular elements with staff so that they could go
back, price these items out for July, so that the Commission can lay out a direction for budgeting
and the open house. He noted that, given some controversial items, not all of the elements in the
13~ CO TQQ 11"Ti ,S
J
PA-, 40F6
TKDA proposal may ever come to fruition, but he encouraged the Commission to use these plans
as a basis for making recommendations
Woodruff reminded the Commission that the CIP gets approved in November, whereas the 2010
budget process is in its initial stages. He suggested the Commission focus on the immediate
2009-2010 items this evening and discuss the future 5-10-15 year CIP items in the fall after
immediate budgets have been finalized.
Park Renewal Schedule 2009-2010:
"All parks - Update Park Signage 2009 - Add bike racks to all parks
Silverwood Park:
2009 - Clear & Construct rustic/paved trail combo
- Install benches
- Add fill/mats at base of slide
- Add tot piece
2010 - Resurface parking lot
- add small shelter
Manor Park:
- Investigate pond options
- Remodel vs. Rebuild warming house
- update/add tot pieces/replacc playground equipment
- Install redesigned parking lot
- Install new tennis rule signs
Since there was a picnic shelter slated for Silveri-vood this year for $50,000 and it is the
impression from staff that a shelter could be installed for less, the remaining dollars should be
transferred over to help offset the additional costs to reconstruct/rebuild Manor Park's warming
house.
Woodruff su~,,gested the Commission consider asking people to donate to the parks for
improvements.
Chair Norman pointed out that the Park Foundation could help fundraise to potentially offset
higher costs for a new structure.
Freeman Park:
- Trail entrance sign as well
- Better field identification signs
- Add community garden plot
- Add sliding hill
- Re-roof little league concession stand
- Re-roof picnic shelter
Badger Park:
- Tennis court overlay - in CIP 2010
f')MMISSION MINUTES
T UNE 9, 2004
PAG S 3E 6
- Install perimeter rustic/paved trail
- Picnic shelter
- Pond overlook w/benches
- Upgrade warming house - roof, paint vs. siding vs. remodel
Skate Park:
- Add directional `city park' sign at crossroad (near Manor's directional sign)
- Add small shelter
- Add drinking Fountain (w/spigot)
- Install `Community Demonstration Garden' sign at garden site
- Blacktop strip of surface under skate equipment
2010 - Enlarge community garden
Cathcart Park:
- NOW - share vision and negotiate with Chanhassen
- Add chain to opening on play structure
- Add 1-2 tot pieces to playground
- Add bocce ball and horseshoes under tree canopy
- Add bleachers
2010 - Relocate rink (install synthetic boards, hard surface, hoops, and lights)
- Construct redesigned enlarged parking area
Anderson presented a piece she'd assembled on various playground manufacturers in the area, as
well as, identified numerous parks she'd visited and t~ikcn photos of for Commissioners to visit
as well in order to view samples of each one's work. She cited the synthetic board hockey rinks
in Watertown and Minnetonka as must see places to visit if the Commission would like to view
multi-use facilities. Having spoken to both communities, the synthetic board rinks with hard
surface and basketball hoops have served them well. In addition, Anderson pointed out several
shelter examples within Minnetonka and Plymouth, along with pricing, as a basis to compare to
those presented by TKDA. Much more affordable options, the Commission admired the designs.
8. PRESENTATION / DISCUSSION OF PARK SIGNAGE
Anderson shared a proto-type sample for the proposed park signs she had been working on in
conjunction with Planning Director Nielsen. She passed around a sample mock-up for a faux
limestone monument sign with slanted faux brick column and raised logo/park name made of a
polystyrene material made to coordinate with the brick and metal used on City Hall. She
presented the estimates based on seven two sided park signs including installation; a 6X4' sign at
roughly $5141 and a smaller 4X5' sign costing $4858 for comment.
The Commission complimented Anderson on the design and price asking when the installation
could occur. Chair Norman questioned if other designs were considered.
Anderson stated that other designs were considered, though she was working with Director
Nielsen and the sign company on elements which would unify all of the parks and city hall
campus. She stated that the Commission has already included signs as a line item in its 2009 CIP
budget.
9. DISCUSS CITY HALL OPEN HOUSE ON JULY 15
TU ;009
PAGE 6
Anderson stated that the Open House was slated for July 15`f' between 5-7pm. She indicated that
the TKDA illustrations would be on hand, as would playground sample boards for public
viewing. She noted that she had created a `sample survey' which will be reviewed in July for the
open house. On the `general' survey the public can fill in which park they have comment on,
answer various questions, and make further suggestions.
Chair Norman encouraged members of the Commission to wear their names buttons and attend
the Open House if possible to answer questions. He suggested staff do as much as possible to
publicize the event.
Woodruff pointed out that, typically, not too many members of the public stop in at the open
houses.
Anderson suggested the Commissioners go out of their way to adv,crtise, by word of mouth, the
open house. She mentioned that additional open houses would likely be slated for individual
neighborhoods as park improvements are considered.
10. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON JUNE 22, 2009
Chair Norman volunteered as liaison.
11. NEW BUSINESS
Anderson shared equipment alternatives for the replacement piece at Cathcart Park supplied to
her by the Landscape Structures, the manufacturer. Ranging from $1150 - 2860, the
Commission was not convinced any of the alternates would be any safer for very young children
than another. Within safety standards for the 5-12year old user, the structure is compliant with
current safety codes; therefore, the Commission suggested Public Works look at obtaining rubber
coated chain and stainless steel bolts and running a small chain across the opening to further
delineate the opening.
12. ADJOURN
Quinlan moved, Robb seconded, adjourning the Park Commission Meeting of June
9, 2009, at 9:40p.m. Motion passed 6/0.
RESPECTFULLY SUBMITTED,
Kristi B. Anderson
Recorder
CITY OF S I , 'OOD
PLANNING( )MMISSION MEETING
TUESDAY, 2 NE 2009
MINUTES
CALL TO ORDER
Chair Geng called the meeting to order at 7:02 P.M.
ROLL CALL
Present: Chair Geng; Commissioners Arnst, G
Council Liaison Zerby
Absent: Commissioners Ruoff and Vilett
APPROVAL OF MINUTES
® 5 May 2009
Gagne moved, Hutchins seconded, App
2009 as presented. Motion passed 4/0.
1. 7:00 P.M. PUBLIC HEAL
Applicant: M
Location: 21
Chair Geng opcne:d th4 1'uhli(H4
He explained hens aetocl ups>n .
meeting acmida f'01* further
Director- Mbfi"en stated that Mark
Lang _pi~pose a substantial
variances.Ond a ~ sIz'lance to expand
The property i5 106a-Id. d in the R-IA
feet of area, notiu.,~ .lots ~iro require
The subject property i~ .mg::k pied
situated back from the <T,11.*;0;:,La,1?#
required front setback area; ?
COUNC_ ,
5755 COUNTRY CLUB - _JAD
7:00 P.M.
P
Nip!>cn; and
Comi t 's--o Meeting Minutes of 5 May
)NT YARD:SUBACK VARIANCE
and Bradley Heppner
at
sid
the procedures utilized in a Public Hearing.
d on a 22 June 2009 Regular City Council
t;and Brad Heppner own the property located at 21780 Lilac
.and remodeling of the existing home that require setback
otl06nformity of a nonconforming structure (the owners' house).
le'Family Residential zoning district and contains 56,180 square
6`a minimum of 40,000 square feet of area in the R-lA District.
e owners' home and attached garage. The house is currently
-of-way approximately 34.4 feet, encroaching 16 feet into the
Nielsen explained the applicants propose to demolish the garage on the east end of the house and replace
it with a larger garage with a second story addition above it. The first floor will be extended to the west by
20 feet with a second story being added to the entire structure. A small dormer addition currently exists
above the main part of the house. A porch, five to eight feet in depth, would wrap the entire first level. An
existing deck at the rear of the house will be removed.
CITE' E_ _ D PL_ I MEETING
2 June 2Jir9
Page 2 of 10
Nielsen stated the property has some dramatic topography. The property is substantially wooded. There is
a steep ravine that extends north and south on the west side. It slopes from south to north into a wetland
area on the north side. The existing home sits on the high portion of the lot.
Nielsen explained the existing home contains 1071 square feet on the main level, plus approximately 240
in the dormer for a total of 1311 square feet. The existing garage contains 280 square feet. The expansion
would result in the first floor being 1312 square feet, not includingthe porch. With the porch, the first
floor will contain 2520 square feet. The upper level will have another<11;2 sgtare feet, for a total of 4432
square feet of floor area, not including the lower level. He noted the .A' drawings which
were included as part of the Staff report, one of which shows thz..relat~i tYShip of the existing home to the
proposed structure.
With regard to the analysis of the case, Nielsen explained the C m's /.oir~ihcy Code I'u xp~ui'sion of
nonconforming, single-family structures as long as the is not in~rc tti~d; ntit'ing this
includes adding additional mass upward on a structure that is alrclily too close to tnc property line.
Whereas the existing home is primarily a single story, the entire 1)iOP0"* ~1 second story will be only 34.4
feet from the front property line. This results in a dramatic clt~ange iii; btlad.3:13g inass very close to the
street. Although the applicants' letter states they will not:.extend the home iii-fth r and than the current
bu ildi jig, the plans indicate the porch extends into the, eta air<additional e'" ' e "re uirin a setback
variance of 24 feet.
With regard to variance requests, Nielsen expl All. the flt`s7 lii ig to nd;.the Planning Commission
consider is whether or not the property can be putt t! ;tasogAIO use WKtlxoiit the variance. In this particular
case Staff suggests the structure can be expanded` i`:n, a wa ifik does:';':' wire a variance and would not
increase the nonconformance of the exi.X.RI propery. Staff believes th"te is ample room to the northwest
of the existing house to accommodate an Xpansion Wit`otrt hdV ing to drastically alter the site; that
portion of the property is relatively flat Ttie structure is -alr*dy my close to the street, and the issue is
compounded by the fact that Lilac J4 a substandard rightof way. Lilac Lane has only 33 feet of
right-of-way (it's supposed to have0. €Get) aid. the paved surface of the street is very close to the edge of
the right-of-way.
Nielsen stated hard on the anQys,. of the caseaf believes the request does not satisfy the criteria for
granting a varian .e: Stale is c orirnrends We applieantS' edirect their efforts to expanding the structure to
the nortllvvttathe existing hole:
Nielsen stated<::the applicants were p'sent this evening, and Mark Themig (one of the applicants) has
prepai ed aa'o\\ i rAoint presentation for the 11anning Commission (a copy of which is on file).
Mr. Themig stated tltetz property, 217$fl Lilac Lane, borders both the City of Shorewood and the City of
Chanhassen. It is 'il e lash ptQ :e:rt3' vu ` e' ad-end street. There are seven houses that front Lilac Lane with
~ii• block. Their house was built in 1934 and it was 24 feet wide by
four of the seven berm located<on tiki
24 feet long. A pine room rn:d..ot scar garage were later added to the east, and a garage/storage area were
added to the west of the structt:'>"The core of the original house is still the same.
Mr. Themig explained the house is located on the top portion of the lot. He commented that years ago
Lilac Lane was basically a dirt trail. He explained there are steep slopes on the property from the south to
the north. There is a ravine on the west side of the property and there is a large wetland to the north. The
majority of the property is undisturbed. There are plants on the property that were planted many many
years ago. The area that is disturbed is near the house. As part of the Apple Ridge development the City
required the developer to put a conservation easement on the property directly west of their property. He
CITY O -,OD PLANNO' 1
2 June 2uu9
Page 3of1.0
noted the area they are trying to protect in their variance application has topography very similar to that of
conservation easement. He displayed an aerial photograph showing the houses in the surrounding area. He
explained the trees on their property were small in the 1930s. Although they are not century trees (they
are not hundreds of years old), they are significant and they add a lot of character to the neighborhood. He
displayed a photograph of a portion of their property in the summer time; it showed a number of healthy
red oak trees. There are native plants and flowers all over their property.
Mr. Themig then explained they proposed incorporating the
24-foot by 52-foot structure. The garage and pine room to t1
connection and a 24-foot by 22-foot garage/multi-purpose
structure would be made into a two-story structure. Their Ala
as part of the proposed project. They are also trying to pt Ac
the reason they believe they have a hardship.
Mr. Themig stated with their variance request their propose
nonconforming setback of 34.4 feet. The structure will expa
within that setback. They are proposing to go slightly closer
foot porch on the front utilizes the footprint of the exist) tl
place. They are trying to utilize areas on the propq y„that
variety of photographs of the existing structure and: rndre ate
The area on the back side of the house is already:itafizrbed
garages, etc.
Mr. Thenlig reviewed the City's conditi
request complied. Their proposed prcj
adjacent property. It will not unreasonA
is located at the end of a dead-end street
The majority of the wiring in the hon_4
thereby improving the conditions. l J.1Q`
established nronertv.val,uea,.in the neiRlib
not violate the
Mr. Themi.g stacl`tliey believe )hey
the existtti... e area. The proper
hard coven I-l' explained the current':,
what thej 'thought were three specia
land, stru tuic 6r.`,building involved
suggested:::: Stal.f they will have to
the house are si;gtefiatld will rer
their proposal respi~'v(y YI1 [ dis
their proposal affects -111i***
an additional 3 - 4 trees would~!i)efll
:istm24:-foot 1<iv 24-foot structure into a
east would be rc 13~1aced with a breezeway
).m. The e~i~tio~ one and one-half story
to use .J: ,c~ clcd tuale.rials where possible
the natural res<~ zcc5 oil::property. That is
1, p1.1MA Structure will honor the existing
4o the cast and west as well as vertically
a the road s r11i t] ..o porch. The proposed 6-
front-door'stoo,~ a1c€ walkways already in
iave already been: dJALirbed. He showed a
where: the new sti•uc#ure would be located.
~tlt;a s13cd, walkways, an old gravel road,
governing coderatior variance requests and how their
will not nnparr all adetlu to supply of light and air to the
iii tease congesor tiltlrblic street because their property
will not mcrea?:e. aver of fire or endanger public safety.
4 original wiring and::11 will be replaced as part of the project
not believe the larger structure will diminish or impair the
atilteir neighbors do no think so either. The project would
's< Yii~ ahensive Plan.
the
e an urtere .tql opportunity to preserve rather than encroach on
pproximatehy 1.2 acres in size, and there is only 8.4 percent of
vas built prior to the current zoning regulations. He reviewed
ridetions and circumstances that exist which are peculiar to the
stx if they are required to expand into the northwest area as
staiitiaily change the topography of the area. The slopes behind
:ognificant excavation, cut and fill to make it buildable. Second,
area; they do not intend to impact undisturbed areas. And last,
one maple tree. If the project were to utilize the area to the north
Mr. Themig reviewed some of the conditions that must be demonstrated before a variance can be granted.
First, "Literal interpretation of the provision of this Ordinance deprive us of rights commonly enjoyed by
properties in the same district" - a number of homes do not meet the setback requirements of the district
since many homes in the district were constructed prior to setback requirements (50 percent of the homes
on their block do not meet the requirements. Second, "The special conditions and circumstances do not
result from the actions of the applicant" - the house was constructed on the lot in the 1930s long before
setback requirements were established. And last, "Granting the variance requested will not confer on the
CITY v Ate NING COP.'
2 Ju.
Fags J of S_.
applicant any special privilege that is denied by this chapter to other lands, structures or buildings in the
same district" - they do not believe that they will be afforded special privileges with approving their
variance request; their request is supported by the site conditions discussed in their request.
Mr. Themig addressed a couple of items identified by Staff in it's analysis of the request. The Staff report
indicates the proposed porch will extend an additional 8 feet which would result in a setback variance of
24 feet rather than 34.4 feet. He explained the porch will only be 6':-feet wide, and it would generally be
located in an already disturbed walkway area. There would not be arr~- colnr~ ~.5 on the porch; it will
essentially be a deck with an overhang above it. Its visual impact wrll #1c tni'Imnal. The report states the
second story will only be 34.4 feet from the front propertyrie, and ::t..I~r~tS3, 111 a dramatic change in
building mass etba sI d setback for the
very close to the street. He explained the 34<~~ 4 ~s
existing house, and the proposed second floor will honor that setback Lilac m is a dcad end street, and
people reaching the end of the street are either coming to vrrt thcr?z or they are lost They d« ~tti1ink the
massing of the home is as dramatic as Staff has indicated :hev d~ n0tthink massing is aildre~ ed in the
Zoning Code, especially in the relevant R-!A District. The prop~~scdLddition will not .e,\uced height
restrictions specified in the Code. The existing house is a and ai d' t)E1,-(l~lf:!:story structure; the expanded
structure will be 2 stories. The massing of other homes on Lilac -11e at7Ci::::in the neighborhood is
substantially greater than what they propose with their addition. He showed p 4..' 1 ft. & other houses in the
area that have a mass greater than what they propose.
Mr. Themig went on to explain the Staff r
especially the northwest; there is no demo
recently pointed out that the question is
Expansion to the north or northwest pose
tree removal than there would be with tl
would result in substantial alternation of_t
has a larger footprint on the lot. ThesStal1
of the neighborhood; the homea --_..D":
requirements and the mass of the pi opts
explained two of the,fgyr houses (one b~
variance and
homes on sn
their home.;ti
of the neiiN
in
Mr. "fib ;rig
Lane,"a'cl.
whose prod
Chanhassen
they have contacte
:her properties that
'font Lilac Lane
eports iffy there; su st ial room for expansion to the rear
nstatctrdship;;erl da:1Minnesota Supreme Court
not Ait';6he of JI rdshio; f;aiso of "practical difficulties".
s real practical crfficultes tl3ere would be substantially more
~e proposed expansion; thc., ades to the north and northwest
liodandforms iy si i:u s, an:d, it would result in a home which
c port states the v~ incd should not alter the essential character
Lilac Lane are situ* d quite consistently with the R-lA
1::46 ture would not be consistent with the neighborhood. He
utg th tr house) on their block do not comply with the setback
np iancc t i e;,newer houses. South of Lilac Lane there are large
on the tnawsing: The neighborhood is quite diverse. Relocating
It in the addit onal loss of trees and that will alter the character
their neighbors whose properties either front or back Lilac
ted within 500 feet of their properties. The property owners
)ortive of the proposal, as is their nearest and furthest
In summary, Mr. Themig Stated. he and Mr. Heppner want to reuse the existing structure and the existing
disturbed areas of land, the ~v iutt to respect the current natural resources and incorporate them into the
design, they want to eliminate the need for additional excavation and fill by keeping the location of the
expanded structure as they proposed, they will not further encroach into the existing 34.4-foot setback
area with the primary structure, and they will be green conscious in part by expanding upward and using
existing disturbed areas of land. He noted all of his immediate neighbors are in support of the proposed
project.
Chair Geng opened the Public Testimony portion of the Public Hearing at 7:44 P.M.
C g' U DD PL,'
I e N 6Y
Pry 5(flo
Tom Wilder, 21740 Lilac Lane, stated his property is located directly east of the applicants' property. He
thought their proposal was great and he was in support of it. The proposal appears to be well thought out.
Donna Pickard 1215 Lilac Lane Chanhassen, stated when she was a new mom and a city girt moving to
the country, noting Chanhassen was the country 22 years ago, she did not have a clue as to what was
growing under her feet until she met Mr. Hartman He immediately took her to the north side of his
property and proceeded to show her his garden. Mr. Hartman, a nature lover protected his plants with
>l<:aear..:ed:about native Minnesota
coffee cans every spring so they would grow to beautify his yard.
plants from him. He encouraged her to buy a copy of the Peterson ~olc~ urrte sus she could learn how to
11 Hartman he walked
identify plants in her yard and his yard. Whenever she and a1':`:`.. I
with them around his property and showed them the cha*11tttg'landsep \vitli e0h season came new
discoveries. Her children looked forward to hiking the Hal't1i1~ E.t1 property ~ IL li 3i 'bcUn v ears since she has
walked the property in question. She knows what exist§ iA1wi4.`. r d sliq`thought it \~ats a spQ i il,~ place.
There are few natural areas left in neighborhoods; people s:ho~trld utl to preserve the 4c~1 th~lt`'are left.
She recommended the Planning Commission recommend appralaf;<tlle front-yard' setback variance
request to protect the native species that grow on the north side erfffi a}~pl cants' house.
Robert Fuhr, 5925 Mill Street, stated he has been w%.Ri a,g with the a' pltc4i4Ws ot? the design of the
proposed expanded house. The proposed project .has been well ghfi:i opt The applicants have
painstakingly gone over their entire property and taWn a NA th~~u~ghtful approach to the variance request.
He expressed his support for going upward rather than bath t,>: extsand was a great choice for this
property.
Chair Geng closed the Public Testimony p9gion`i f it e Pul f c Hearing t x'48 P.M.
Commissioner Hutchins stated Mr. Then ig i`i3dicated there is cariicl 1z kh overhang over the porch, but it is
not indicated on any of the drawings tl e applicants pr& ded rr Themig stated that was still being
finalized, but the concept is to hava:sot deck suspended'fron the house and to have an overhang
attached to the house, noting there' t t 6.fbe any pillars. Mr. Themig explained part of their challenge
was deciding how much to spend on desrgr~ s%t~ rocs before they knew if they could get a variance.
Commissioner' iltfc aplalicants plann~il>>;:using all or part of the existing foundation. Mr.
Themig explxrn7c eI`'tley drd pl nr 6W t~.ing the ekstrrg foundation which is why they are proposing
reconstruding the house in the cutrcfif1b" ation and eliminating the need to excavate additional area. The
area whcrc,'the`Irouse will be expandc,t€ iY Y 1e east is already disturbed.
In respc ~ s' "f: i tlestion from Comn rssr6::;: Gagne, Mr. Themig explained the gravel road across the
street fioriY.hF~ p Eipetty. is an emergen? rpd to a storm water retention pond.
Commissioner Ari75t ,44 Chit: pp~ ~~d'tliat the applicants can only partially see one other house on Lilac
Lane from their propert>;;v 1ibi: K&T Rage is out. Mr. Themig stated the second house to the east was the
only house visible. Arnst`t13✓7;tafcl the massing issue is not significant because it won't have much a
visual impact on the applicail'is' i-bighbors. Mr. Thernig stated they had spoken with the neighbor across
the street from them and the neighbor stated his windows that face their direction are windows in places
such as bathrooms and he looks out his windows facing west. The neighbor also stated his house would
still be higher than the applicants proposed 2-story house.
Commissioner Arnst stated the applicants' property is very unique. It is located at the dead-end of a very
small road. There are beautiful trees and plantings growing over the majority of the property; the property
is stunning and special. She thanked the applicants for their desire to protect the natural resources on their
2 .lu - - -
Page 6 L
property and for the unique design of their proposed house. She stated the topography of conservation
easement to the west of their property somewhat extends into the west side of their yard. She expressed
concern that in the future someone would want to put an addition in the back of the property and destroy
that beauty.
Mr. Thernig stated they did not have plans to build any further onto the property once/if this proposed
project was completed. He then stated they would be willing to consider a conservation easement on that
portion of their property if that would ease people's concerns; the ea5 z.nent w 'Id;protect the property for
ever.
Commissioner Gagne stated he shared Commissioner A
to the applicants property he can agree with Mr. Themig'
Lane near their house was either coming to visit the app
his support of the applicants' request. He appreciated it
time.
Gagne moved, Arnst seconded, recommending approval
the variance to expand a expand a nonconforming struc
21780 Lilac Lane.
Director Nielsen stated Commissioner Arnst
agree that the variance is justified. Although t
is noting in their request that would prevent
portion of the property in the future. If;tl,
suggested a conservation easement be pilc',
permanent protection measure and a justtfrcat
Without objection from the n
that a conservation easement
property.
_
Commission~g::Hutcirtt~s asf~~ct: t~tr;
potential ne d:%d..-exxpand the rd ti?I
33 feet wic(~,.t~ttl er than 50 feet, t
located Jt1 C haiihassen. The City di
although f'roin>a safety perspective
noted he trscd tht' Travel road to the
City of C;h idiassen owns the gra,
property there rr t t u s< asked on;,;
around. Hutch ins `Clfi:: .::t" ' edw1, '
Gagne stated there is`r at.11-gg 6 j:41... l
after having been
fravelitiu on Lilac
buttlti:ilall the
ie requests fo►;:a setback variance and
for Marl s are ag and Brad Heppner,
ielsi✓rr to::e?'t t on the Lilac Lane right-of--way and any
mergeieehicles. Director Nielsen stated the right-of-way is
o turnaround on the roadway, and part of the right-of-way is
:have plans to extend Lilac Lane or to construct a cul-de-sac,
y;pe of turnaround would be advisable. Commissioner Gagne
Water retention pond as a turnaround. Mr. Themig clarified the
f. Hutchins stated when he went to look at the applicants'
me and he had to drive off the roadway onto the gravel to turn
be needed to create a turnaround for public safety reasons.
after the applicants' property.
Commissioner Hutchins expressedi concern about recommending approval of a variance without having
the final exterior design plans for the structure available for review. Director Nielsen stated that typically
when a variance is granted it would be for a specific plan, and this plan is not complete because it does
not include the porch other than in the plan views.
Commissioner Arnst stated the applicant is working within the existing footprint. She commented that if
the City decided to construct a turnaround on Lilac Lane there would still be a house with a 34.4-foot
setback from the street; it would be either a one and one-half story house or a two story house. Director
-Al_ - COMMISSION M -
Nielsen stated the structure would be 6 - 8 feet closer to the street because of the porch. Arnst commented
that any house build prior to 1970 is likely to be nonconforming.
Chair Geng stated the problem with this variance request is there are other alternatives of where to build
than what the applicant proposed. He commented he is not trying to be insensitive to the applicants. He
expressed be is very impressed with the sentiments of the applicants and their desire to preserve the
natural resources on their property. He then expressed his uneasines$:,;with approving a variance request
that would increase the nonconformity from a policy perspective, in particular g forward. He thought
the Planning Commission is constrained by the existing „policy;>Tf Cfl'wants to consider an
amendment to the Zoning Code, it has the power to do so.
. «n clid not
In response to a comment from Commissioner Arnst, I ii ctdr N1el4el :VXplau Q<E rf tho in
pass because of a tie the applicant can still bring the variance...., le t b f6re the Court ri:for Cat~~~deration.
Motion failed 2/2, with Geng and Hutchins dissenting.
Chair Geng stated the application will be placed on the City C6 hcil s7 n <2 2009, meeting agenda for
consideration.
Chair Geng closed the Public Hearing at 8:05 P.M
2. REVIEW STORMWATER MAINTENANCE PROYM 3NSj~';OR WILDWOOD PLAT
Applicant: Brent Hislo
~P P
Location: 6045 Straw:bert*Y ane
Chair Geng opened the Public Hearing
Director Nielsen stated that when;
2009 of the Wildwood plat on Stra
protective covenants relative to l
protected. The draliw oc:::: pos~r1
holding pond at t ie perinl7 er c~P ti
and on to tile.l7p ,11. State had eor
report. Skiff oOinmended long tt'i
the prat p`towners in that plat'
tdij " i fit and correcting a
propose c(e l ii ti on that addresses
.M.
'lapni,ng Commission recoillmended approval during its 6 January
...for Brent Hislop it requested to see the provisions of the
th0 lr.441 , e features would be permanently maintained and
to CE>r dir. 4i -drainage to a system of a rain garden, ditch and
roperty, rjV:.Q water ultimately draining through Freeman Park
is concern abz u the maintenance of the drainage system in its Staff
)t, visions in a'declaration of covenants be prepared to make sure
i J.ey were to maintain the drainage system through annual
d~ 'd encies. The developer has submitted an excerpt from the
Jsse. Staff recommends the following changes to the declaration.
1. ~ . filte G trwrvation r< ye ent referenced in paragraph 1 should indicate that the
co ct *ioll fcase'dhou'~t will be in favor of the homeowner's association and the City of
Shore*wOo t.
2. The reference to "approved plans" in paragraph 2 should be specific; for example, it
could include "plans prepared by , dated 2009" or it could include a
copy of the plans.
3. The City must be a signatory to the declaration, requiring City approval to modify it.
4. The Home Owners Association (HOA) documents must include things such as
mandatory membership, the election of officers, the frequency of meetings (at least
annually), and a mechanism for assessment of maintenance costs.
5. The declaration should also clearly state that failure of the HOA to enforce drainage
provisions could result in City action and assessment
CITY 0' t
2 Jul
Pag€; a of a
Mr. Hislop stated he had no issue with recommendations 1, 2, 4 and 5. He explained that although a major
reason for having the HOA is to address the issue of the maintenance of the drainage system, it is not the
only reason. The City's involvement with the declaration relates specifically to Article 17. He requested
the City only be authorized to approve amendments to Article 17, which is specific to the drainage
system, and not the entire declaration. Director Nielsen had no problem with restricting the City's
approval to Article 17.
In response to a question from Commissioner Hutchins, Mr.,Hisla:
City the authority to assess for maintenance improvements to, Ike dii
address them. Director Nielsen stated it also allows the H.0 , 'asses
violator for maintenance costs. Nielsen then stated wlt 1*':. final;;'
declaration of covenants should also be submitted.
Director Nielsen stated Staff recommends the declaration of
Seeing no one present wishing to comment on this case,
Testimony portion of the Public Hearing at 8:16 P.M.
Hutchins moved, Arnst seconded, recommendiria"~,
to Staffs recommendations and to limiting t1 fy's
declaration of covenants to Article 17 only. M t~ pas-i
Chair Geng closed the Public Hearing at P
3. PUBLIC HEARING - ZON i C0DE T
REQUIREMENTS (contin: A ft m 5 May
Chair Geng opened the Public
Director Nielsen::;smfed
discussedparlcnlgr-chine en
definition J5::::.-. ff~PPING
constructed Oil.& managed as
provisib' : : Gods delivery s
the ele neiats<>::::>
Seeing no c?ne„:pres►lt. wishing to
Testimony port16 gi the Public He;
Hutchins moved, Art
amendment regarding
Article 17 gives the
if the HOA does not
wners or individual
ed: for anuroval the
and closed the Public
declarat%ori: of covenants subject
uthority for amendments to the
REGARDING PARKING
the 609 Planning Commission meeting the Commission
it suggested tle.defihition for shopping center be expanded. The new
R-. A group oftliree or more commercial establishments planned,
1 c r)tty, with customer and employee parking provided on-site,
f T4:,customer access, aesthetic considerations and protection from
on this case, Chair Geng opened and closed the Public
18 P.M.
recommending approval of a Shorewood Zoning Code text
rements. Motion passed 4/0.
Chair Geng closed the Public Hearing at 8:19 P.M.
4. DISCUSS PLANNING DISTRICT AREA PLANS
Director Nielsen stated the plan had been to discuss Area Plans for Planning Districts 8 & 9 during the 19
May 2009 Planning Commission meeting, but that meeting was cancelled when a quorum of
Commissioners did not show up. He distributed a copy of a revised Area Plan for Planning District 8,
CITE' 0 kNNING C m P
2 Jeer
Page 9 of . D
noting he did not expect the Commission to take action on it this evening. He reviewed Staff's
recommended changes, which were insignificant, to the District 8 Area Plan. It will be changed to state
the District has experienced some redevelopment, rather than saying it will likely do that. It notes that
subdivision of larger parcels along Murray Street will be dependent upon cooperation of landowners. The
year of 2001 was added to clarify when the intersection of State Highways 7 and 41 was reconstructed. It
reflects the abandonment of Woodhaven Well.
Nielsen then reviewed changes that Staff thought should be mad
reference to updating the R-C property zoning at Christmas Lake Rd
it's been done. It will reflect the master plan for St. John's: C ~ itietel
Radisson Road have been completed which resulted in st1(taband
Southeast Area water system has been connected to the fie-sbury
He will make those changes to the Area Plan prior to the III nn i `
9.0
Nielsen stated the Planning Commission can soon begin
meetings to give the residents an opportunity to review Area
In response to a comment from Commissioner H
plans to further improve Radisson Road. Hutcl
dangerous when there are walkers and bikers on
5. MATTERS FROM THE FLOOR
There were no matters from the floor
6. DRAFT NEXT MEETING
Director Nielsen stated the 16 J
devoted to continued discussion
Nielse.
of the
ion's
t 9 Area Plan. The
7 can be eliminated;
oved, that studies of
einents, and that the
' i nt.ing,€)istrict 12.
onducting idYghborhood
Comprehensive Plan.
did not have any
son Road can be
Commission-- eeting is a study session and it will be
Area Plans.
7. REPORTS
• Li ison to C Ul:61.10 lA
dered and actions taken at the 26 May 2009 Regular City
of that meeting). Council Liaison Zerby elaborated on the
e League's request to allow commercial signage on ball-field
i Park.
No report was given.
Commissioner Arrest stated there are organizations in addition to the Sensible Land Use Coalition that
offer good programs on planning topics. She thought it may be worthwhile to consider them.
Other
None.
CITY OF SHO -,ANNING C" z ffi: G
2 Nurse 2009
Page 10 of 10
8. ADJOURNMENT
Arnst moved, Hutchins seconded, Adjourning the Planning Commission Meeting of 2 June 2009 at
8a27 P.M. Motion passed 4/0.
RESPECT'FULLY SUBMIT'T'ED,
Christine Freeman, Recorder
TO: Planning Commission
FRONT: Brad Nielsen
DATE: 19 April 2009
RE: Off-Street Parking Requirements
FILE NO. Zoning Code (1201.03)
When the City revamped its commercial zoning districts in 2007-08, it was noted that the
parking requirements associated with various land uses should be reviewed and updated. In
researching this subject, staff examined two areas of concern: 1) uses for which no parking
requirement has been identified; and 2) uses for which the parking requirement should be
updated. The sections of the Zoning Code that were examined were 1201.03 Subd. 5. (off-
street parking requirements) and Sections 1210 through 1223 (zoning districts). Our primary
resource in this effort was Parking Standards, Report Number 51-1511, a Planning Advisory
Service report put out by the American Planning Association. As always, staff examined
ghat a number of other cities with contemporary zoning codes have included in their
regulations.
Uses/Parking
Residential. With the possible exception of senior housing, the parking requirements for
residential development is up to date. Residential uses are required to have two parking
spaces per unit. Senior housing of the type that has been developed in Shorewood
(independent/active) is also required to have two spaces per unit. Nursing homes are also
addressed in the Code. Both of these uses are considered up to date, however, the one area of
senior housing that is not addressed is assisted living. Since this is an area that will be
scheduled for further discussion, parking can be addressed in more detail at that time.
Nonresidential. Following are uses for which no specific parking requirement has been
identified. It is worth noting that the Code contains a provision for such cases, stating that
when there is some doubt regarding a specific use, the Planning Commission shall make a
determination on parking based on similar uses.
PRINTED ON RECYCLED PAPER
i ra
lie: Zonis C _ - i -r cments
19 April 2009
1. Amusement places. While some communities simply treat this the same as
retail/service space, it is reasonable to use an occupancy standard, sinular to churches
and theaters.
Staff recommendation: One space per three people of design capacity, based on the
State Building Code.
2. Bakery. Considered to be a retail/service activity.
Staff recommendation: One space per 200 square feet of net floor area.
3. Barber and beauty shops. Often treated as retail/service (1/200), there is a relationship
between the number of chairs and parking.
Staff recommendation: Two and a half spaces per chair.
4. Catering establishments. When addressed, it typically shows up as retail/service.
Staff recommendation: One space per 200 square feet of net floor area.
5. Coffee houses. This use is covered by "drive-in establishment and convenience food".
Staff recommendation: One space per 15 square feet of gross floor area, but not less
than 15 spaces.
6. Commercial tutoring and learning centers: Sometimes treated like office space, a
reasonable relationship exists between the number of teachers and students.
Staff recommendation: Two spaces per employee on the maximum shift.
7. Copy service/print shops. Most frequently addressed as retail/service.
Staff recommendation: One space per 200 square feet of net floor area.
8. Day spas. These are relatively new uses relative to zoning. Currently, they seem to be
handled as retail/service uses. However, each one needs to be examined for the types of
services rendered. For example, tanning, massage and beauty services are frequently
one on one activities.
Staff recommendation: One space per 200 square feet of net floor area or two spaces
per employee on the maximum shift, whichever is greater.
9. Delicatessen.
Staff recommendation: see "drive-ire and convenience food"
-2-
Met 7r,
Re: Zc- •tg Code -Parking Requirements
19 April 2009
10. Dry cleaner.
Staff recommendation: Retail/service - one space per 200 square feet of net floor area.
11. Employment agencies.
Staff recommendation: Retail/service - one space per 200 square feet of net floor area.
12. Laundromat. A couple of cities use a ratio of parking to the number of machines, but
most frequently it is treated as retail/service.
Staff recommendation: One space per 200 square feet of net floor area.
13. Massage therapy. While some argument could be made for a ratio between tables and
parking, most frequently this is treated as retail/service.
Staff recommendation: One space per 200 square feet of net floor area.
14 Photography studio.
Staff recommendation: Retail/service - one space per 200 square feet of net floor area.
15. Recreation - personal fitness. There is a fairly wide range of requirements for this use.
Some cities base parking on occupancy and most have more stringent requirements than
retail/service.
Staff recommendation: Our Code lists "physical culture studio" at 10 spaces plus one
per 150 square feet of net floor area over 2000. This is in line with staff s findings.
16. Tanning salons. Although an argument could be made for a relationship between the
number of beds and the number of parking spaces, most often this is treated as
retail/service.
Staff recommendation: Retail/service - one space per 200 square feet of net floor area.
17. Veterinary clinic. A ratio between the number of employees and parking spaces in not
uncommon, but can be a monitoring problem. A ratio between examination rooms and
parking is preferred.
Staff recommendation: Three parking spaces per examination room, phis one space per
400 square feet of additional net floor area.
18. Electronic media rental and sales (e.g. video rental). While some cities require
additional parking for this use, no doubt due to high customer turnover, most often it is
treated as retail/service. Changes in technology appear to have diminished the number
of these facilities.
-3-
1--: Zonir Code --Parking Require rE
19 April 2009
Staff recommendation: Retail/service - one space per 200 square feet of net floor area.
Updates
There are certain uses listed in the current Zoning Code that have parking requirements that
may be outdated. One very obvious one is the category - elementary school. From the
review of the Mirmewashta Elementary School conditional use permit, the current
requirement (one per 50 students) was found to be woefully inadequate. There are other uses
that deserve periodic monitoring. Following are uses that staff considers in need of attention.
Restaurant, cafe, tavern. At first look, our current Code appears too stringent. It has to
be noted, however, that it currently lumps restaurants and bars together. For a sit-down,
family restaurant without a bar- area, it is considered too high by comparison to other
cities.
Staff recommendation: It is suggested that a distinction be made between restaurants
with and without bar areas. The current Code is considered adequate for restaurants
with bars. For those without bars, the following is suggested - a minimum of five
spaces, plus one space for each two seats of seating capacity.
2. Shopping center. At 5.5 spaces per 1000 square feet of gross leasable floor area,
Shorewood's Code is considered excessive by today's standards. It is recommended
that the standard be changed to five spaces per 1000 square feet of gross leasable space,
and that restaurants and fitness centers be calculated separately.
School, elementary and junior high. As noted, our current Code is quite inadequate
relative to this use.
Staff recommendation: Three spaces per classroom or one space per three seats of
assembly area, whichever is greater.
4. School, high school, private, day or church schools. With respect to high schools, the
Code is considered somewhat low at one per seven students. With more and more
students driving themselves to school, it is virtually impossible to require adequate
parking. Seldom do high schools not have on-street parking issues near the school.
Some thought should be given to separating day or church schools from the category. If
they are elementary schools, they should be grouped as such, whether private or not.
Staff recommendation: Two spaces per classroom, plus one space per five students,
based on design capacity, or one space per three seats of auditorium area.
It should be noted that in making its recommendations, staff has taken into consideration that
many uses fall into a retail/service category. As such, one space per 200 ends up being
-4-
Mernoi
Re: Zoning Code Parking Requirements
19 April 2009
somewhat of a default requirement. It is also recognized that some uses, more often than not,
reside in shopping centers (e.g. tanning salons and beauty/barber shops). If agreeable to the
Planning Commission and City Council, the recommendations contained herein should be
amended into Shorewood's current Zoning Code. A public hearing to consider the revisions
has been scheduled for the first meeting in May.
Cc: Brian Heck
Mary Tietjen
Larry Brown
James Landim
-5-
CITE' OF S EWOOD
ORDINANCE O.
AN FINANCE AMENDING CHAPTER 1201 OFT E SHOREWOO
CITE' CODE (ZONING) REGARDING OFF-STREET PARKING
Section 1. The definition of "Shopping Center" found in Section 1201.02 of the
Shorewood City Code is hereby amended to read as follows:
"SHOPPING CENTER. A group of three or more commercial establishments
planned, constructed and managed as a total entity, with customer and employee
parking provided on-site, provision for goods delivery separated from customer
access, aesthetic considerations and protection from the elements."
Section 2. Section 1201.03 Subd. 5.h.(6) of the Shorewood City Code is hereby
amended to read as follows:
"(6) Community Center, physical culture studio, personal fitness
establishments, libraries, private clubs, lodges, museums, art galleries: ten
parking spaces plus one space for each 150 square feet in excess of 2,000
square feet of floor area in the principal structure."
Section 3. Section 1201.03 Subd. 5.h.(11) is hereby amended to read as follows:
"(11) Retail store, bakery, and service establishment, including but not limited
to:
(a) Catering establishment.
(b) Copy service or print shop.
(c) Dry cleaner.
(d) Employment agency.
(e) Laundromat.
(f) Massage therapy.
(g) Photography studio.
(h) Tanning salon.
(i) Veterinary clinic.
0) Electronic media rental and sales:
one parking space for each 200 square feet of floor area;"
® - ection 1201.03 Subd. 5.h.(13) is hereby d to read as follows:
Section 5. Section 1201.03 Subd. 5.11.(15) is hereby amended to read as follows:
"(15) Shopping centers: five parking spaces for each 1,000 square feet of gross
leasable floor area, exclusive of restaurants and fitness centers, which
must be calculated separately, and exclusive of common areas;"
Section 6. Section 1201.03 Subd. 5.h.(18) is hereby amended to read as follows:
"(18) School (public, private, day or church) - elementary and junior high: three
parking spaces for each classroom, or one space for each three seats of
seating capacity in the assembly area, whichever is greater;"
Section 7. Section 1201.03 Subd. 5.h.(19) is hereby amended to read as follows:
,,(19) School (public, private, day or church) - high school through college: two
parking spaces for each classroom, plus one space for each five students,
based on design capacity, or one space for each three seats of seating
capacity in the assembly area, whichever is greater;"
Section 8. Section 1201.03 Subd. 5.h.(20) is hereby amended to read as follows:
"(20) Drive-in establishment, convenience food, delicatessen and coffee shop:
at least one parking space for each 15 square feet of gross floor area, but
not less than 15 spaces;"
Section 9. Section 1201.03 Subd. 5.h.(28) is hereby amended to read as follows:
"(28) Church, theatre, auditorium and amusement place: at least one parking
space for each three seats based on the design capacity of the main
assembly hall. Facilities as may be provided in conjunction with the
buildings or uses shall be subject to additional requirements which are
imposed by this section;"
Section 10. Section 1201.03 Subd. 5.h, is hereby amended to include:
"(32) Barber or beauty shop: two and one-half parking spaces for each chair;
(33) Commercial tutoring and learning centers: two parking spaces for each
employee on the maximum shift;
-2-
(34) Day spa: one parking space for each 200 square feet of floor area or two
spaces for each employee on the maximum shift, whichever is greater;
(35) Day care facility: one parking space for each four persons of licensed
capacity;"
Section 11. This Ordinance shall be in full force and effect upon publishing in the
Official Newspaper of the City of Shorewood.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 22nd
day of June 2009.
LAURA TURGEON, ACTING MAYOR
ATTEST:
BRIAN HECK, CITY ADMINISTRATOR/CLERK
-3-
j( FS O A.C
SOLUTION NO.
A RESOLUTION APPROVING PUBLICATION OF
ORDINANCE NO. BY TITLE AND SUMMARY
WHEREAS, on 22 June 2009, the City Council of the City of Shorewood adopted
Ordinance No. entitled "An Ordinance Amending Chapter 1201 of the Shorewood City
Code (Zoning) Regarding Off-Street Parking;
WHEREAS, the City staff has prepared a summary of Ordinance No. as follows:
1. The provisions of this ordinance are intended to update parking requirements for
various land uses identified in the Shorewood Zoning Code.
2. The ordinance addresses the number of parking spaces for certain activities that have
been added to the commercial zoning districts in the city.
3. in the case of shopping centers, the number of parking spaces required has been
reduced from 5.5 spaces per 1000 square feet of floor area to 5 spaces per 1000
square feet of floor area.
NOW THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF
THE CITY OF SHOREWOOD:
The City Council finds that the above title and summary of Ordinance No.
clearly informs the public of intent and effect of the Ordinance.
The City Cleric is directed to publish Ordinance No. by title and summary,
pursuant to Minnesota Statutes, Section 412.191, subdivision 4.
3. A full copy of the Ordinance is available at Shorewood City Hall.
ADOPTED by the Shorewood City Council on this 22nd day of June, 2009.
LAURA TURGEON, ACTING MAYOR
BRIAN HECK, CITY ADMINISTRATOR/CLERK
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f- T 5755 G6UNTnY CLUB r-10AD - SH0F EWGJD, MINtiESOTA 5533-1-8927 - (952) 4743236
FAX (952) 474-0128 s www.ci.shcrewood.mn.us - cityhall@ci.shorewood.mn.us
MEMORANDUM
TO: Mayor and City Council
FROM: Brad Nielsen
DATE: 17 June 2009
RE: City Hall - Landscaping Quotes
FILE NO. Property (5755 Country Club Road)
At the May 26 Council meeting staff discussed quotes for the landscaping at City
Hall. The written quote from Lan-De-Con was not available as of the meeting and
Council continued the matter pending receipt of the quote (Exhibit A, attached). As
presented at that meeting staff recommends that Lan-De-Con be selected to prepare
the plans for the project. Since they are a design/build firm, which staff advocates,
they agree in their proposal to drop the design fee if they are selected to construct the
project. It was also mentioned at the meeting, that Mark Laberee, a principal in both
Markell Laberee Design Group and Lan-De-Con, indicated that the $40-50,000 cost
range suggested by the Council earlier, appeared to be an adequate budget and may
even allow for some portion of a monument sign for City Hall/Badger Park to be
covered.
With respect to signs, we have asked all of those quoting to include concept plans for
a monument sign for the site. At the same time, Kristi Anderson has been working
with sign companies relative to signs in the parks. Staff has suggested that there be a
common theme to the park signs and that the signs should incorporate the attractive
stone used on the front of City Hall. Arrow DeSigns has submitted sketches and even
some preliminary quotes for signs that appear quite reasonable in price (see Exhibit
B). The Park Commission has reviewed the concept plans and seems to like what has
been presented. Staff went out to look at a similar sign done by Arrow for Randy's
Sanitation and Recycling. We will present slides of the sign at Monday night's
meeting.
PRINTED ON RECYCLED PAPER
Ito,
. A.
Mem 11
Re: City :Mall Landscaping
17 June 2009
This raises a question about having the landscapers do sign sketches. If the Council
agrees with the park Commission and staff that the Arrow concepts are worth
pursuing, we recommend that the landscaper simply incorporate the monument sign
into their landscape plan.
Finally, we have been in contact with Metro Blooms regarding the rain garden to be
constructed the property south of City Hall. They are willing to use the project as a
demonstration project for teaching local landscapers how to construct a rain garden.
What this means to the City is free design and labor, and minimal cost for landscape
materials and plants.
Staff is looking for authorization at Monday night's meeting to direct Metro Blooms
to begin work on the rain garden design and to enter into an agreement with Lan-De-
Con (Laberee Markell Design Group) for the landscape design for City Hall, with or
without the sign concepts. Mark Laberee has indicated that the plans and cost
estimates could be done in time for the 13 July Council agenda, and work could begin
quickly thereafter, assuming they are selected to do the work.
If you have questions relative to any of this, please contact me prior to Monday
night's meeting.
Cc: Brian Heck
Mary Tietj en
Larry Brown
James Landini
Boniie Burton
June 1, 2009
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
Re: Proposal for Landscape Design services for Shorewood City Hall - Shorewood, MN.
Brad Neilsen:
Markell Laberee Design Group is submitting this proposal for Landscape Design
Services associated with the Shorewood City Hall Remodeling Project in Shorewood,
MN. Our design services will include a site landscape planting plan prepared digitally in
AutoCAD as well as all necessary planting details and specifications. The landscape
plans will meet all city codes regarding landscaping. The plans will function for both city
submittal and as a bid document. The proposal assumes that we will be provided an
AutoCAD drawing of the site from which we will be able to prepare our landscape plan.
The fee for these services is as follows:
Preliminary City of Shorewood Monument Sign sketches $400.00
(4 hours @ $100.00/hr)
Landscape Plan & Details Preparation $2000.00
(20 hours @ $100.00/hr)
2-2406 Landscape Plan Prints Included in Design Fee
1-Digital Copy on CD Included in Design Fee
1-Revision Included in Design Fee
Any additional Prints will be done at a cost of $3.00 per sheet.
Any additional CD's will be supplied at a cost of $20.00.
Any further revisions will be billed at an hourly rate of $100.00.
If you have any questions regarding this proposal, please direct your questions to Mark
Laberee at 952-474-2260.
Thank you,
Mark Laberee
Principal
Markell Laberee Design Group
t.*N_,644A ok
Brad Neilsen
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
Page Two
P.S. As we discussed, if Lan-De-Con is selected to install the landscaping on this project,
Lan-De-Con will pay for the Markell Laberee design fees.
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DeSigns hereby proposes to furnish the materials and labor necessary for the completion of the following:
17
D/F 6' x 4' City of Shorewood monument sign displays.
S/F either 6'x 4' or 4'x 5' park monument sign diplays.
'Prices include site preperation, auger holes, set steel poles, form up floating slab for sign base,
pour footing and set sign monument inplace.
jS/F or D/F 6' x 4' price per each
$5,141.62 I
S/F 4' x 5' price per each
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Page 1 of 2
Description/Background/Previous Action
The five member cities have been working for the past 18 or so months on developing a new operational
plan for the SouthShore Community Center. The drive for a new model became all the more critical in
February of this year following the disbanding of the Friends of the SouthShore Center; the entity
responsible for the operation, maintenance and management of the Center.
The resolution to the issue has the City of Shorewood leasing the Community Center and serving as the
designated authority to oversee the operation, maintenance, and management of the Community
Center on behalf of the member cities.
Council members Woodruff and Zerby met with Kristi Anderson, principle of Community Rec. Resources
(CRR) and me on Tuesday, June 16, 2009 to discuss operational issues and the draft management
agreement between CRR and the City of Shorewood. Attached for your consideration is the final
Agreement. This agreement has been reviewed by the City Attorney and Council member's Zerby and
Woodruff.
Options
1. Accept the recommendation of the committee to approve the Agreement as presented.
2. Modify the Agreement.
3. Defer the Agreement to the Committee for further review.
Recommendation
Staff recommends the Council approve the Agreement as presented and endorsed by the Committee.
Council Action:
THE TOPERATION, MANAGEMENT AND P i
OF THE SOUTHSHORE COMMUNITY CENTER
THIS AGREEMENT made this _ day of June, 2009, by and between the City of
Shorewood, Minnesota, a Minnesota municipal corporation, hereinafter "City" and Community
Recreation Resources, hereinafter "Contractor" or "CRR".
WHEREAS, the City of Shorewood desires to enter into an agreement for the operation,
management and programming of the SouthShore Community Center; and
WHEREAS, Community Recreation Resources submitted a response to a request for
proposals for the operation, management, and programming of the SouthShore Center on
behalf of the City of Shorewood and its partner communities.
NOW, THEREFORE, the parties agree to the Following:
1) SCOPE OF SERVICES. CRR agrees to provide overall management, operation and
programming for the SouthShore Community Center on behalf of the City and its partners.
Such services shall include the following:
a) Provide staffing of the SouthShore Center between the hours of 9:00 a.m. and 4:00 p.m.
Monday through Friday excluding holidays observed by the City. CRR shall arrange and
determine the best method for providing staffing.
b) Coordinate a volunteer host in conjunction with senior programming up to 20 hours per
week, during their daily programming hours, to be on site for scheduled activities.
c) Arrange for the scheduling and rental of the Center based on priority requirements as
established by CRR and accepted by the City.
d) Execute rental agreements on behalf of the City of Shorewood, collect rental fees and
other charges for the use of the Center, and deliver payments to the City as outlined by
the City.
e) Serve as contact for the Center for matters relating to utilities, janitorial, general
maintenance and minor repairs and review and forward invoices to City for payment of
same. In no case shall CRR enter in to any contracts for activities of the Center except as
provided in item D above.
f) In conjunction with the City, coordinate and recruit volunteers, train janitorial staff, and
inform renters of open/close procedures to ensure the Center is available after hours
and on weekends when booked for use via the 'keyless entry system'.
g) Coordinate the establishment of a center budget, rental rates, fees and charges
associated with the use of the Center reviewed with the City annually.
h) By utilizing appropriate registration, scheduling, and reporting software provided by the
City, develop a methodology for tracking usage of the Center and provide the City with
usage information on a quarterly basis. Information should include at a minimum the
activity, number of participants, and city of residence.
i) Provide, in conjunction with the City Administrator, quarterly_updates to the City
Council on center activities, operations, and budgets.
j) Coordinate with Community Education organizations, member cities, Senior Croups,
and others in developing and hosting programs and services based upon the established
rate from the fee schedule.
2) Term of Agreement. This Agreement shall commence on July 4, 2009 and end July 1, 2012
unless terminated in accordance with the terms of this Agreement. This Agreement will be
a three-year period with an option to renew and/or renegotiate, unless either party notifies
the other in writing ninety (90) days prior to the expiration of the Agreement that they wish
to terminate the Agreement.
3) Default Defined. Either party is in Default under this Agreement if: a) it fails to meet any of
its obligations under this Agreement; and b) it fails to cure any failure within thirty (30) days
after written notice from the other party of such noncompliance.
4) Termination. Upon the occurrence of a Default as defined in paragraph 3, either party may
immediately terminate this Agreement. The City, however, reserves its right to terminate
this Agreement prior to the expiration of the three-year period with or without a Default by
CRR upon 90 day's written notice to CRR if the Shorewood City Council approves the hiring
of a city employee to assume the responsibilities under this Agreement or for any other
reason.
5) Base Fee. The City shall pay to CRR $5,000 for the period July 1, 2009 to December 31, 2009.
The first payment of $2,500 shall be made in the second week of July, 2009 or as soon
thereafter as practical, with the second half made the second week of October, 2009. The City
shall pay CRR the sum of $10,000 for the period January 1, 2010 to December 31, 2010. For this
period, the City shall make payments each quarter in equal amounts of $2,500. The City shall
pay a 15% commission on quarterly revenues payable within 30 days for income earned and
deposited with the City.
i) Effective January 1, 2011, the base fee will increase to $15,000 per year with a 20%
commission rate on revenues.
ii) The City will fund, in addition to the base fee, a part-time contractor brought in by
CRR to assist and staff center up to 10 hours per week, not to exceed an additional
funding of $6,000 per year, with a built-in increase at eighteen months to not
exceed $6,750 annually for the next 18 months.
2
7) Responsibilities of the City. The City shall:
a) Provide telephone, wireless connection, and data communications to the Center;
b) Provide a single point of contact for issues related to the operation and maintenance of
the Center.
c) Provide SouthShore Center membership to the Chamber of Commerce and a keyless
entrance access system, as at City Hall.
d) Provide a link on its website, and publications for activities and events at the
SouthShore Center, as well as a SouthShore Center website domain for rental searches
and access to City Hall software applications for program/facility registration at the
Center.
e) Provide CRR with a suitable office workspace in the Center.
f) Fund marketing expenses up to $2,400 annually which must be used by CRR for
brochures, newsletters, postage, catalog, and marketing supplemental material.
g) Pay for all services to operate the Center, including, but not limited to, all utilities,
maintenance and janitorial services, repairs, snow plowing, refuse and recycling for the
Center.
h) Have the right to schedule and use the Center, as long as there are no conflicts with
previously scheduled programs or rentals.
8) Status of Contractor. CRR is an independent contractor and not an employee of the City.
Any employee or subcontractor who may perform services for CRR in connection with this
Agreement is also not an employee of the City. The City will not provide any benefits of any
type in connection with this Agreement, including but not limited to health or medical
insurance, worker's compensation insurance and unemployment insurance, nor will the City
withhold any state or federal taxes, including income or payroll taxes, which may be payable
by CRR. CRR accepts full and exclusive liability for any applicable withholdings, employment
taxes, contributions or employee benefits.
9) Hold Harmless Indemnification. CRR agrees to indemnify and hold harmless the City, its
officials, employees, and agents from and against any and all claims, losses, liabilities,
damages, costs and expenses (including defense, settlement, and reasonable attorneys'
fees) arising out of the performance of CRR, its employees or agents, under this Agreement.
The City agrees to indemnify and hold harmless CRR, its officials, employees, and agents
from and against any and all claims, losses, liabilities, damages, costs and expenses
(including defense, settlement, and reasonable attorneys' fees) arising out of the
performance of CRR's duties, its employees or agents, under this Agreement.
10) Compliance. The parties will operate the Center in compliance with applicable Federal,
State and local laws, rules, and regulations.
11) Assignment. CRR may not assign this Agreement or procure the services of another
individual or company to provide services under this Agreement without first obtaining the
express written consent of the City.
12) No Waiver of Immunities. By entering into this Agreement, the City does not waive its
entitlement to any immunity under statute or common law.
13) Entire Agreement; Amendments. This Agreement constitutes the entire agreement
between the parties, and no other agreement prior to or contemporaneous with this
Agreement shall be effective except as expressly set forth or incorporated herein. Any
purported amendment shall not be effective unless it is in writing and executed by both
parties.
a. This agreement shall be in addition to the current and ongoing agreement date
January 1, 2009, for park and recreation administration and coordination services
provided to the City of Shorewood by CRR.
14) Execution in Counterparts. This Agreement may be executed in counterparts by the
parties, each of which will be deemed an original, but all of which shall constitute one and
the same instrument.
15) Severability• Should any part or portion of this Agreement be deemed illegal or non-binding
by a court of law, the remainder of the Agreement shall remain in effect.
4
16) Notice. Any notice, demand, request or other communication that may or shall be given or
served by the parties, shall be deemed to have been given or served on the date the same is
deposited in the United States mail, registered or certified, postage prepaid and addressed
as follows:
If to the City: City of Shorewood; Attn: City Administrator, 5755 Country Club Road,
Shorewood, MN 55331
If to CRR: Community Rec Resources, Kristi Anderson, 1408 Baldur Park Road, Wayzata,
MN 55391
IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year
written above.
CITY OF SHOREWOOD
By
Its Mayor
By
Its City Administrator, Brian Heck
COMMUNITY RECREATION RESOURCES
By
Its
_m._._ 5
Background / Previous Action
The council considered this item at the June 8, 2009 council meeting and directed staff to provide
information on the City of Minnetonka policies and procedures on council operations. These were e-
mailed to council last week.
The attached policy related to council procedures incorporates several of the components of the City of
Minnetonka policy with the draft policy presented to council at the June 8 meeting.
The policy covers items such as:
• Term of office
• Decorum of council, public and staff
• Presiding officer
• Motions and votes
• Agendas and order of business.
Options
The council may choose to
1. Approve the policy and procedure.
2. Amend and refer to next meeting
3. Amend and adopt
Staff Recommendation
Staff recommends the council review and if acceptable, to adopt the policy and procedure.
Council Action:
RESOLUTION No.
A RESOLUTION ESTABLISHING RULES FOR
THE ORGANIZATION AN PROCEDURE F
THE CITE' COUNCIL F T CITY F S O E .
WHEREAS, the city council of the City of Shorewood has the power to regulate its own
procedure under Minnesota Statute 412.191, Subdivision 2.
NOW, THEREFORE, the city council of the City of Shorewood has determined that its
rules of organization and procedure are as follows.
1.1 Terms of Office.
a. The term of office for the Mayor shall be two (2) years.
b. The term of office for Council members shall be staggered four (4) year terms.
c. Newly elected or re-elected members shall take the oath of office immediately
preceding the start of the first meeting of the year.
1.2 Term Begins. The term of office for a newly or reelected Council member or Mayor
shall begin on the first Monday in January following the election; however, incumbent
Council members or Mayor shall serve until the newly elected or reelected members are
duly sworn in and qualified.
2. Meetings
2.1 Public Meeting. Except as otherwise provided in the open meeting law, all council
meetings, including special, emergency, and adjourned meetings of all council
committees shall be open to the public.
2.2 Initial Meeting. At the first regular council meeting in January of each year, the
council shall:
1) Designate the depositories of city funds
2) Designate the official newspaper;
3) Choose an acting mayor from the council members who shall perform the
mayor's duties during the mayor's absence, disability from the city, or in case of
vacancy in the office of mayor, until a successor has been appointed and qualifies;
4) Appoint necessary officers, employees, and members of board, commissions, and
committees.
2.3 Regular meetings. Regular meetings of the city council shall be held on the second
and fourth Monday of each calendar month at 7:00 p.m. Any regular meeting falling on a
holiday shall be held on the next following business day at the same time and place. The
city clerk shall maintain a schedule of regular meetings. This schedule shall be available
for public inspection during regular business hours at the city clerk's office. All
meetings, including special emergency meetings, shall be held in the city hall.
2.4 Special meetings. The mayor or any two (2) members of the council may call a
special meeting of the council upon at least 24 hours written notice to the city clerk. A
request submitted to the city clerk via e-mail shall be considered written notice. The
clerk shall deliver written notice to each member of the council and shall mail written
notice at least three (3) days before the meeting date to those who have requested notice
of such special meetings. The request for special meeting must include the date, time,
and location of the meeting. The clerk may notify the other members of the council and
interested parties via e-mail and follow the e-mail notification with delivered copies of
the agenda for the meeting.
2.5 Emergency meetings. The mayor or any two (2) council members may call an
emergency meeting when circumstances require the immediate consideration of a matter
by the council. Notice may be in writing personally delivered to council members or may
be in the form of a personal telephone communication. Notice must include the date,
time, place, and purpose of such a meeting. Where practical, the clerk shall make an
effort to contact news gathering organizations that have filed a request to receive notice
of special meetings.
2.6 Work Sessions. Work sessions of the Council are held for the purpose of having
informal discussion on an issue or topic and where no formal action is taken.
2.7 Quorum. At all council meeting a majority of the elected council members shall
constitute a quorum for the transaction of business, but a smaller number may adjourn
from time to time.
2.8 Notice of Meetings. With the exception of emergency meetings, all meeting of the
Council shall be posted at City Hall at least three (3) days prior to the meeting noting the
time, location and issues to be discussed.
3. Order of Business
3.1 Agenda. The Administrator shall prepare an agenda of business for each regular
council meeting in consultation with the presiding officer. Council members and
members of the public may request an item be placed on the agenda by contacting the
Administrator and providing a description of the item and supporting documentation for
the item. A copy of the agenda shall be provided to the Administrator by 3:30 p.m. on
the Thursday preceding the meeting. The agenda shall be prepared in accordance with
the order of business and copies shall be delivered to each council member and to others
as far in advance of the meeting as time for preparation will permit. No item of business
shall be considered unless it appears on the agenda for the meeting or is approved for
addition to the agenda by a unanimous vote of the council members present.
3.2 Agenda materials. The Administrator shall see that at least one copy of printed
materials relating to agenda items is available to the public in the meeting room while the
council considers the subject matter. The agenda item shall not be considered unless this
provision is complied with. This section does not apply to materials that are classified as
other than public under the Minnesota Government Data Practices Act or materials from
closed meetings.
.3 Delivery o Agenda. The Agenda and supporting materials are delivered to the
Council members in person or electronically the Friday before the Monday meeting.
3.4 Order of Business. Each meeting of the city council shall convene at the time and
place appointed. Council business shall be conduced in the following order unless varied
as provided herein.
1) Call to Order.
2) Roll Call.
3) Review Agenda
4) Approval of Minutes
5) Consent Agenda
6) Matters from the Floor
7) Reports and Presentations
8) Public Hearings
9) Parks
10) Planning
11) Engineering/Public Works
12) General and New Business
13) Staff and Council Reports
14) Adjournment
3.5 Varying order. With the consent of a majority of the Council, the order of business
may be varied by the Mayor; however, all public hearings shall be held at the time
specified in the notice of the hearing.
3.6 Public Comments. Questions or comments from the public will be limited to the
subject under consideration upon recognition of the Mayor. The Mayor may limit the
time provided to address the Council on an issue.
The public may comment or raise an issue of concern for items not under consideration
by the Council during the time set aside for these comments. The Council will not take
action on the issue raised at the meeting and the Mayor may limit the time allowed for
such comments.
3.7 Consent Agenda. Routine, non-controversial items will be placed on the consent
agenda for approval in one blanket motion. A council member or member of the
audience may request that an item be removed for separate consideration; however, a
council member may abstain from voting on, or vote against, any consent agenda item
without requesting its removal. Abstentions will be recorded in the minutes.
4. Presiding Officer
4.1. Pre,, ` > C fficer. The Mayor is the presiding officer at all meetings of the Council.
In the absence of the mayor, the acting mayor shall preside. In the absence of both, the
Administrator shall call the meeting to order and shall preside until the council members
present at the meeting choose one of their number to act temporarily as presiding officer.
4.2. Participation of the Mayor. The Mayor may move, second, and debate from the
chair, subject only to the same limitations of debate imposed on all Council members.
The Mayor is not deprived of any rights and privileges of a council member by reason of
acting as presiding officer. However, the mayor is primarily responsible for the conduct
of the meeting. If he or she desires to personally engage in extending debate on questions
before the council, he or she should consider turning the chair over to another member.
4.3 Maintenance of Order. The mayor is responsible for the maintenance of order and
decorum at all times. No person is allowed to speak who has not first been recognized by
the mayor. All questions and remarks must be addressed to the mayor, or through the
mayor to the appropriate council member, staff, citizen of representative.
4.4 Powers.
The mayor has the following powers:
a. To rule motions in or out of order, including any motion obviously offered for
obstructive or dilatory purposes;
b. To determine whether a speaker has gone beyond reasonable standards of
courtesy in his or her remarks and to entertain and rule on objections from other
members on this ground;
c. To entertain and answer questions of parliamentary law or procedure;
d. To call a brief recess at any time; and
e. To adjourn in an emergency.
A decision under (a), (b), or (c) may be appealed to the council upon motion of any
member. This motion is in order only immediately after the challenged decision is
announced. The member making the motion need not be recognized by the mayor,
and the motion may not be ruled out of order if it is made timely.
5. Rules, Decorum, and Order
5.1 Points of Order. The mayor will determine all points of order subject to the right of
any member to appeal to the council. If any appeal is taken, the question will be, "Should
the decision of the mayor be sustained?" A majority vote will govern and conclusively
determine the question of order.
5.2 Decorum and Order - Council Members.
a. A council member desiring to speak must address the mayor and upon
recognition, must address only the question under debate.
b. A council member desiring to question the staff must address the question to the
city administrator or city attorney, in appropriate cases, who will respond to the
inquiry or designate a staff ember to do so.
c. A council member, once recognized, may be interrupted while speaking only if
called to order by the mayor, a point of order is raised by another council
member, or the speaker chooses to yield to questions from another council
member.
d. A council member called to order while speaking must cease speaking
immediately until the question of order is determined. If ruled to be in order, he
or she may proceed. If ruled to be not in order, he or she must remain silent or
alter his or her remarks so as to comply with rules of the council.
e. Council members must accord courtesy to each other, to city employees, and to
the public appearing before the council and must refrain at all times from rude and
derogatory remarks, reflections as to integrity, abusive comments and statements
as to motives and personalities.
f. A council member may move to require the mayor to enforce the rules. Upon the
affirmative vote of a majority of the council, the mayor must do so.
5.3 Decorum and Order - Employees. Staff members must observe the same rules of
procedure and decorum applicable to members of the council. The city administrator
must ensure that they observe such decorum. Any staff member, including the city
administrator, desiring to address the council or members of the public must first be
recognized by the mayor. All remarks must be addressed to or through the mayor.
5.4 Decorum and Order - Public. Members of the public attending the council
meetings must observe the same rules of order and decorum applicable to the council.
The mayor may order the removal of any person who makes inappropriate remarks or
who becomes boisterous while addressing the council and bar that person from further
audience with the council.
5.5 Enforcement of Decorum. The city administrator must carry out the orders and
instructions of the mayor for maintaining order and decorum in the council chambers.
5.6 Personal Privilege. The right of a member to address the council on a question of
personal privilege is limited to cases in which his or her integrity, character, or motives
are questioned or impugned.
5.8 Conflict of Interest. Any council member prevented from voting because of a
conflict of interest, must refrain from debate and voting. That council member may
choose to leave the council chambers during debate and voting on the issue.
5.9 Limitation of Debate. A council normally should speak only once on a subject until
every other member choosing to speak has done so.
5.10 Dissents and Protests. A council member has the right to express dissent from or
to protest any action of the council. A council member wishing to have the dissent or
protest entered in the minutes should state so with language such as "I would like the
minutes to show that I am opposed to this action for the following reasons:"
5.11 Procedure in Absence o Rules. In the absence of a rule to govern a point or
procedure, Robert's Rules of Order, Newly Revised, should be used as a guide.
5.12 Rulings of Mayor Final Unless Overruled. The mayor will decide all questions
or interpretations of these rules, point of order or other questions of procedure, requiring
ruling. Unless overridden or suspended by a majority vote of the Council members
present and voting, a ruling is final and binding for purposes of the matter under
consideration.
5.13 Amendment of Rules. These rules may be amended at any regular meeting or at a
special meeting that includes amendment of the rules as one of the stated items to be
considered. Adoption of an amendment requires an affirmative vote equal to at least two-
thirds of all the actual membership of the council, excluding vacant seats.
6. ADDRESSING THE COUNCIL
6.1 Manner of Addressing the Council. A member of the public desiring to address
the council is to proceed to the podium and wait to be recognized by the mayor. After
being recognized, he or she is to state his or her name and address for the record.
All remarks and questions are to be addressed to the mayor and not to an individual
council member, staff member, or other person. During a public hearing, all remarks
must be limited to the subject under consideration. No person may enter into any
discussion without being recognized by the mayor.
6.2 Addressing the Council after Motion is Made. After a motion has been made, or
after a public hearing has been closed, no person may address the council without first
securing permission from the mayor.
6.3 Limitations Regarding Public Comments and Reports. The mayor may limit or
rule out of order a speaker who addresses the council on a topic that is currently before,
or about to be submitted for consideration by, a city commission, board or other agency.
If an appeal procedure is or was available, the mayor may not allow oral communication
to the council outside that procedure. This rule is intended to ensure that a matter follows
the appropriate process and that discussion takes place in the proper forum.
6.4 Written Correspondence. The city administrator is authorized to open and attend
to all mail addressed to the mayor or council not marked personal and that appears to
relate to city business. All administrative business in those communications that does not
require council action may be disposed of be between council meetings. A copy of any
communication to the council must be sent to each council member weekly.
Correspondence to the mayor or individual members not of general interest to the council
should be forwarded to the person addressed.
Communication delivered to city hall relating to a matter pending, or to be brought before
city council, must be included in the agenda packet for the meeting at which the item is to
be considered. Letters of appeal from administrative or commission decisions must be
processed under applicable ordinance provisions,
7. MOTIONS
7.1 Motions Out of Order. A member may make only one motion at a time. A
substantive motion is out of order while another substantive motion is pending.
7.2 Division of Question. If the question contains two or more propositions, the mayor
may, and upon request of a member, must, divide the same.
7.3 Withdrawal of Motions. A motion may not be withdrawn by the mover without the
consent of the person seconding it.
7.4 Precedence of Motions. When a motion is before the council, only procedural
motions may be considered, in order of priority listed below. Unless otherwise noted,
each motion is debatable, may be amended, and requires a majority vote of the full
council for adoption.
7.5 Motion to Adjourn (not debatable). A motion to adjourn is in order at any time
except:
a) When made as an interruption of a member while speaking;
b) When discussion has ended and vote on a motion is pending; and
c) While a vote is being taken.
7.6 Motion to Fix Hour of Adjournment. Unless otherwise agreed to by at least a
majority of the council, all meetings and study sessions of the council must be adjourned
by 12:00 a.m. A motion to set a different specific time at which to adjourn is not
debatable and not subject to amendment except by unanimous vote.
7.7 Motion to Suspend the Rules. A motion to suspend provision of these rules may be
approved only by a vote equal to at least two-thirds of the actual membership of the
council, excluding any vacant seats.
7.8 Motion to Table. A motion to table is not debatable and precludes all amendments
or debate of the subject under consideration. If the motion prevails, the matter may be
"taken from the table" at any time prior to the end of the next regular meeting, unless the
motion is to either table indefinitely or to a date certain. If the motion is to table
indefinitely, the matter may not be rescheduled without at least a majority approval of the
council.
7.9 Motion to Limit or Terminate Discussion. A motion to limit or terminate
discussion may be used to limit or close debate on, or prohibit further amendment to, the
pending motion. It is not debatable. If the motion fails, debate must be reopened; if the
motion passes, a vote must be taken on the pending motion.
7.10 Motion to Amend. A motion to amend is debatable only as to the amendment. A
motion to amend an amendment is in order, but a motion to amend the amendment to an
amendment is not in order. An amendment modifying the intention of a motion is in
order, but an amendment relating to a different matter is not in order. A substitute motion
on the same subject is acceptable, and voted on before a vote on the amendment.
Amendments must be voted on first, then the main motion as amended.
7.11 Motion to Continue. Motions to continue to a definite time are amendable and
debatable as to propriety and time set.
7.12 Motion to Reconsider. A motion to reconsider an action already taken must be
made by a member who voted with the prevailing side, which is the majority side except
that in the case of a tie, the "no's" prevail. The motion must be at the meeting during
which the original vote was taken, including any continuation of that meeting. The
motion cannot interrupt deliberation on a pending matter, but is in order at any time
before final adjournment. If a motion to reconsider is adopted, the prior action taken by
the council is rescinded, and the matter is returned to the status that it had immediately
before the prior vote was taken. The motion previously voted upon will once again be
pending.
7.13 Motion to Rescind or Repeal. A motion to rescind or repeal an action previously
taken is appropriate when the time for reconsideration has expired. A motion is not in
order if rescission or repeal of an action is forbidden by law.
8. Minutes
8.1 Keeping of Minutes. Minutes of each council meeting shall be kept by the clerk or
designee. In the absence of both, the presiding officer shall appoint a secretary pro tem.
Ordinances, resolutions, and claims need not be recorded in full in the minutes if they
appear in other permanent records of the clerk and can be accurately identified from the
description given in the minutes.
8.2 Approvals. The minutes of each meeting shall be reduced to typewritten form, shall
be signed by the clerk and copies shall be delivered to each council member as soon as
practicable after the meeting. At the next regular meeting following such delivery,
approval of the minutes need not be read aloud, but the presiding officer shall call for any
additions or corrections. If there is no objection to a proposed addition or correction, it
may be made without a vote of the council. If there is an objection, the council shall vote
on the addition or correction. If there are no additions or corrections, the minutes shall
stand approved.
8.3 Publication. The clerk shall make available to the public within thirty (30) days of a
regular or special meeting including the action on motions, resolutions, ordinances, and
other official proceedings. Providing access to the minutes through the city's website
shall meet the requirements under this subdivision.
9. Voting Procedure
9.1 Voting. The votes of the members on any question may be taken in any manner,
which signifies the intention of the individual members, and the votes of the members on
any action taken shall be recorded in the minutes. The vote of each member shall be
recorded on each appropriation of money, except for payments of judgments, claims, and
amounts fixed by statute. If any member is present but does not vote, the minutes, as to
that member's name, shall be recorded as an abstention.
9.2 Votes required. A majority vote of all members of the council shall be necessary
for approval of any ordinance unless a larger number is required by statute. Except as
otherwise provided by statute, a majority vote of a quorum shall prevail in all other cases.
9.3 Failure To Achieve Required Votes. A matter that fails to achieve the required
number of votes for passage, including a tie vote, is deemed denied. The council
members voting in opposition may state their reasons for the record. A matter is not
deemed denied if the council continues the matter to another council meeting by a motion
adopted by the same number of votes needed for passage.
10. Ordinances.
10.1 Introduction. Every new ordinance or amendment to an existing ordinance will be
introduced to the council at a work session to get feedback and input. The council can
refer the matter to an advisory board or commission at this time.
10.2 Public Hearing. A public hearing on the ordinance or amendment to an ordinance
is not required unless specified in City Code or state Law. The council may, at its
discretion, hold a public hearing.
10.3 Adoption. An ordinance can only be considered for adoption at next meeting of the
council following the introduction of the ordinance. Unless otherwise specified, an
ordinance will be adopted by a majority vote of the council.
10.4 Repeals and amendments. Every ordinance and resolution repealing a previous
ordinance or resolution or a section or subdivision thereof shall give the number, if any,
and the title of the ordinance or code number of the ordinance or resolution to be repealed
in whole or in part. Each ordinance or resolution amending an existing ordinance or
resolution or part thereof shall set forth in full each amended section or subdivision as it
will read with the amendment.
10.5 Publication. The administrator shall ensure publication of the adopted ordinance.
The council may authorize publication of summary of the ordinance by resolution passed
by a majority vote of the council.
11. Committees.
11.1 Committees designated. The following committees shall be appointed by the
council at the first regular meeting in January of each year.
1) Investment Committee; and
2) Technology Committee.
11.2 Referral and reports. Any matter brought before the council for consideration
may be refereed by the presiding officer to the appropriate committee or to a special
committee that the presiding officer appoints for a written report and recommendation
before it is considered by the council as a whole. A majority of the members of the
committee shall sign the report and file it with the cleric prior to the council meeting at
which it is to be submitted. Minority reports may be submitted. Each committee shall
act promptly and faithfully on any matter referred to it.
Description/Background/Previous Action
The Police Coordinating Committee has been discussing with the Minnetonka School District the
adoption of an ordinance regulating hosts of parties where underage drinking takes place.
The proposed ordinance would make it a crime for an adult to host an event where underage
consumption takes place regardless of who provided the alcohol. Specifically, an adult would be
criminally liable if: a person knows that alcohol will be present; the person knows that an underage
person will attend the gathering; the person fails to take reasonable steps to prevent possession or
consumption; and an underage person consumes or possesses with intent to consume at the gathering.
The person is liable if they know of the gathering even if they are not present.
The adult is not liable if the conduct is permitted by the parent and occurs in the parent's household; is
part of a legally protected religious observance; to someone legally in possession during the course and
scope of employment; or to the holder of a liquor license.
The Coordinating Committee is requesting each City adopt a social host ordinance using the City of
Minnetonka's ordinance as the model. This ordinance is attached.
Staff is asking for the council to provide additional direction on the subject, specifically does the council
wish staff to modify the Minnetonka ordinance to conform to the City of Shorewood code? Are there
provisions in the "model" the council wants to omit or modify?
Council Action:
. _ m
ORDII
ORDINANCE ING7 m imavv arECTION 1006
T T ITS( REGARDING CODE SOCIAL HOSTS
The City of Minnetonka Ordains:
Section 1. A new section 1006 is added to the Minnetonka city code to read as
follows:
SECTION 1006. SOCIAL HOSTS.
Section 1006.05. Findings and Purpose.
1. The city council finds that:
a. Consumption of alcohol by persons under the age of 21 is harmful to
those persons and constitutes a potential threat to public health from injuries related to
alcohol consumption such as alcohol overdose or alcohol-related traffic collisions.
b. Alcohol is also an addictive drug which, if used irresponsibly, could have
drastic effects on those who use it as well as those who are affected by the actions of
an irresponsible user.
C. As a result gatherings held on private or public property where alcohol is
possessed or consumed by persons under the age of 21 should be prevented as much
as possible.
d Gatherings involving underage possession and consumption often occur
outside the presence of parents or other responsible adults. However, there are times
when a parent or other adult is present and condones the activity, and in some
circumstances provides the alcohol.
e Although furnishing alcohol to an underage person is a crime it is difficult
to prove and an ordinance is necessary to help further combat underage consumption.
f A deterrent effect will be created by holding a person criminally
responsible for hosting a gathering where underage possession or consumption occurs.
2 The purpose of this section is to discourage underage possession and
consumption of alcohol even if done within the confines of a private residence, and to
hold persons criminally responsible who host gatherings where persons under 21 years
of age possess or consume alcohol regardless of whether the person hosting the
gathering supplied the alcohol or was present.
The StF language is deleted; the underlined language is inserted.
Ordinance No. -4 _a , 1,16 Pa
. The city council intends that this ordinance should not target parents who ma
have alcoholic beverages on their premises but who have issued a standing order that
alcohol is not to be consumed by underage persons on those premises.
1006.010. Definitions. For purposes of this section, the following terms have the
meanings given:
1. "Alcohol" means ethyl alcohol, hydrated oxide of ethyl, or spirits of wine, whiskey,
rum, brandy, gin, or any other distilled spirits including dilutions and mixtures thereof
from whatever source or by whatever process produced.
2. "Alcoholic beverage" means alcohol, spirits, liquor, wine, beer, and every liquid or
solid containing alcohol, spirits, wine, or beer, and which contains one-half of one
percent or more of alcohol by volume and which is fit for beverage purposes either
alone or when diluted mixed or combined with other substances.
3. "Gathering" means a group of three or more persons who have assembled or
gathered together for a social occasion or other activity.
4. "Host" means to aid, conduct, sponsor, organize, supervise, control, or allow a
gathering.
5. "Parent" means a person having the following relationship to a juvenile:
a. a natural parent, adoptive parent, or step-parent;
b. a legal guardian; or
c. a person to whom legal custody has been given by order of a court.
6. "Person" means an individual, partnership, co partnership, corporation, or an
association of one or more individuals. "Person" does not include a city, county, or state
agency.
7. "Premises" means any location including a home, yard, farm, field, land,
apartment condominium hotel room or other dwelling unit, or a hall or meeting room,
park or any other place of assembly, public or private, whether occupied on a
temporary or permanent basis whether occupied as a dwelling or specifically for a party
or other social function and whether owned leased, rented, or used with or without
permission or compensation.
7. "Underage person" means an individual under 21 years of age.
The s#FiskeR language is deleted; the underlined language is inserted.
rdinanc ~~1009-0 Page 3
1006.015. Prohibited Acts.-
1 It is unlawful for a person to host or allow a aatherina on anv premises if:
a. the person knows that alcohol or alcoholic beverages will be present; and
b. the person knows that an underage person will attend, or is likely to
attend; and
c. the person fails to take reasonable steps to prevent the possession or
consumption of alcoholic beverages by an underage person; and
d. an underage person consumes an alcoholic beverage, or possesses an
alcoholic beverage with the intent to consume it, at the gathering.
2. Examples of reasonable steps include:
a. directing, on a one-time basis or as a standing order, that no consumption
of alcohol and alcoholic beverages is allowed; or
b. controlling access to alcohol and alcoholic beverages; or
c. checking identification of attendees to determine age; or
d. supervising the activities of underage persons at the gathering either in
person or through a responsible adult.
3. A person is not criminally responsible under this ordinance if the person does not
know that a gathering will occur, or does not know that alcoholic beverages will be
present, or does not know that an underage person will be or is likely to be present.
However, if a person has the knowledge specified in paragraph 1 above, a person who
hosts a gathering does not have to be present at the gathering to be criminally
responsible.
4. A person is criminally responsible for violating paragraph 1 above if the person
intentionally aids, advises, hires, counsels, or conspires with or otherwise procures
another to commit the prohibited act.
1006.020. Exceptions.
1. This section does not apply to conduct of an underage person that is permitted
by his or her parent and occurs in the parent's household.
The striGken language is deleted; the underlined language is inserted.
Ordinance No. 9 _ Page
2. This section does not apply to a legally protected religious observance
3. This section does not apply when an underage person is lawfully in possession
of alcohol or alcoholic beverages during the course and scope of employment
4. This section does not apply to the holder of a liquor license issued under section
600 of this code, but it does apply to a person who hosts a gathering at such a liquor
establishment.
Section 2. A violation of this ordinance is subject to the penalties and provisions of
Chapter XIII of the city code.
Section 3. This ordinance is effective 30 days after publication.
Adopted by the city council of the City of Minnetonka, Minnesota, on May 18, 2009.
Terry Schneider, Mayor
ATTEST:
David E. Maeda, City Clerk
ACTION ON THIS ORDINANCE:
Date of introduction:
May 4, 2009
Date of adoption:
May 18, 2009
Motion for adoption:
Greves
Seconded by:
Allendorf
Voted in favor of:
Allendorf, Ellingson, Greves, Hiller, Schneider, Wagner, Wiersum
Voted against:
Abstained:
Absent:
The stFioken language is deleted; the underlined language is inserted.
Ordinance No. 2009®06 Page
Ordinance adopted.
Date of publication:
CERTIFIED COPY:
I certify that the foregoing is a correct copy of an ordinance adopted by the city council
of the City of Minnetonka, Minnesota, at a meeting held on May 18, 2009.
David E. Maeda, City Clerk
The StFiGken language is deleted; the underlined language is inserted.
TO: Coorcliritttit. Con-{Irlitt,.._ -Aciribers
I'ROM. Bryaii .it<<_ . Chief of'police
DATE: May 22, 2009 - Friday
€ E: Sc},'iil'i I lost Urdin;.liice t.ipdate
(-o-old-Iii"itili CuiimJttee _Nction Requested
Mtil:.h lli i;I'iri1 tt'ttl ,nice this tC3p ~ 1t-zl`- Ultl~tiC'.Cl ill ?11v2 t)or"tilti,ltlil~l '%ii13.111U2 _
'1i ctirlS_" field on 1c miar\' 29, 2009. Lop\ ul the 'T? '?73i)P'itl~{lrlil thi it l l?I'.'p_tt' ei for
mectitlg abs :nt the ill2iel?rricros has been inchidt(1 101" of'I,2I'cCc lice.
Ihi l olll aCiires c(l~ihtloil has t;tl;cn an acti4 c r(iIk Ill ~i(k oc,-mn`._' }or a social lost
of"dillatlce e\Cr" :-;thee, co-` p)n ortna ~i public 161-Ltni on this topic )ack on .i imiary 27,
009. I. rtiilri ith tilt rr 1<<> od 11a1~ I" Chr'i~, Li/cc. }la },cell 1)rtt this tiirtlo tic alnllc l
alt enC c)ur<1` i111? c iti ithin file \Iinrtetc)i11 a School D1,<r'ict to iidopt such an ordinance..
11\ CoWltcrl)at-t in %litiritlt)tika, Chief NLi,k Raquel. ll<1'; dofi(c }il:c\t i e and has been part
Of Ill cIjOCt vv ithM their City to mope this ihrou~h the I]CO~'c» o; 1~L:Cf illin an ordinance.
IVliwiLtoilt112l C li\ ro t-iie\' Desyl Peterson, who tool1 the lc<iii lit dt"<iiting the ordinance,
has graclotlsl;, l cpt 111e in the loop and solicited nib' it111tit thnott~,~'lim)1. 01~' process.
The (lydilIMICe tiltirllatcl` tidopted in Minnetonka is I1r"cclicated oil the oJof lli)st
ordinance cilacted in C liaska with cline modifications that address hod) 1c2a~lf alrld policy
concerns th it \vere raised. It was fiat introduced to the Minnetonka Glt- Councii at their
meeting ot1 Nlonday. May 4, 2009. This resulted in sonic: modifications being made prior
to their n{°tit council meeting on' 1'Ic)ridziy, May 18, 2009. At their m eting on May l8th,
the 1t'liiinetoril ti City Council tinaniiiio) illy approved the ord nanee ~A ith a few additional
chail{Tc,. 1 h ;.ve included the eorr -,jponding park€_t tii itGri<ils tier Moth these meetings as
~\cll as tlic final ver~inri ofthc m:ial most ordinance that \ l> adopt,,d. This provides a
chronolo4 ul'the procc,s ihl ii as l(-)}lowed along itll a aide-by--)i(le comparison
between the Ch~tsi;a t rdln<incc find the 'Minnetonka ordinance. I have also included
S e,
~ i-Ihllilt:.
Now th<i; di'c Ot-, of \11nnet )nh,i Ims acted, this would i)' a L?nod time for the cities
served l)` the "Wutii L. dk,; Police Y_ '+:IPD) to follow suit its art
ofa undied c:F!'Ori. 1 hat e' been in coiisultatioii Itli i1;eii Poits, who i., ! ,tl counsel fir
the til.N111D ,t1i'd prosecutor fi>I thrct ()f the foul il; lnh~[' cities. He, in turn, has ct-)Il{~r. cl
1th tlic llinllctt ilia t`'it~' ttorilc s t_)I`litre. As indicated in his attached Ic Ler dtifed
Itav 14, 2001), liis oii[` concern ith the initi,il draft of the l~.lillrietonl-la ordiilttnc : N\ as the
iyst€e of vicarious criminal iiahilit. lien thy: host is neat present. This was addres5cu to
his sa:ti,,fiction in the rcN"[sioiis th,it re Ill,it.lr [i? ilic ordiiiancc prior to being? ,t(Iorlccl'hy
the N,liiimetonka City Council.. I lii is c.ocumcmcd in his attached letter dated May 2''1,
2049.
I also folloxt ed up 011 the suggestion made at the Coordinating C;omitiitt~ie Meeting in
Januar that the Leal ue ol"viimi sota Cities (L C) be consulted. In clic~`ing with the
LMC', I was directed to Stafi'Attorney Rachel Carlson and the two of Lis i I!V,:d over the
phone in April. I learned the LMC had been tracking through its news clipping service
the cities in Minnesota that have becii enacting social hest ordinanc:cs. However. the
U IC had not drafted a illc)deI sciciai host ordinance and/or informational bulletin. Staff
Attorney Carlson was illin to rcvic%, any proposed ordimijik:c I might '`4ant to submit.
and see if the LMC rnight be to do more on this topic. I sent hcii the attached
memorandum with some related information on May 18, 2009.
This will be ell aacnda item at the Coordinating., Committee Meeting scheduled ftir June 3,
2049. Staff rccommcnds that the Coordinating Committee support the enactment of a
cormnon social hot ordinance in each of their respective cities using as a temp, klic the
social host ordinaiiee,tdopted by the Minnetonka City Council.
Proposed; Motiow
Motion to endorse the cii,ictii cnt of a common social hest ordifi me e it, flit' (Jues of
t celsior, Grecim ood, Slit)rcvTot)d and Tonka I3,iv cr)nsistem v ith the o{_i,il ho.>t
orcliriance ad<}t~tcd h?, dic %finnct{ [lkii City Cetmcll oii %ttiy 18- 2-049.
Description/Background/Previous Action
The Excelsior Fire District Coordinating Board worked with Chief Gerber and the Operating Committee
to assemble the 2010 proposed budget.
The Board was faced with a significant issue related to the Relief Association and needed to figure a way
to absorb the potential for a $120,000 mandatory contribution to this fund. The Board and the Chief
accomplished this through reductions in the operating budget, freezing wages for all staff, and dipping
into the departments reserve funds.
The Board met on June 10, 2009 to review the proposed budget with other interested council members
and is recommending each council approve the draft 2010 Excelsior Fire District Budget.
The 2010 proposed contribution for the City of Shorewood is $298,113 for operations and $272,629 for
facilities for a total payment of $570,742. The 2009 combined contribution for Shorewood is $575,445.
Options
1. Approve the 2010 EFD Budget as presented
2. Direct Board representative to take back revisions to the Budget
3. Defer decision to a future meeting
Staff Recommendation
Staff recommends the council approve the draft 2010 Fire District budget and capital plan as presented.
4#
Council Action:
goo
Q 0
P r o p oss e d
J.- Oper~~TinE,
71
gy t
y 27, 2009
Ma
EFD + I° l
2010 Timeline
January
® EFD Board Meeting
February
0 CIP, Plan to the Operating Committee
March
Follow-up presentation of the CIP Plan to the Operating Committee
Initial presentation of the Operations Bridget to the Operating Committee
® EFD Board Meeting -
o Initial presentation of the C.IP Plan to EFD Board
April
Follow-up presentation of the CIP Plan to the Operating Committee
Follow-up presentation of the Operations Budget to the Operating Committee
® Work Session for the EFD Board -
o Follow-up presentation of the CIP Plan to EFD Board
o Initial presentation of the Operations Budget to the EFD Board
May
® Follow-up presentation ofthe CIP Plan to the Operating Committee
® Follow-up presentation of the Operations Budget to the Operating Committee
EFD Board Meeting
o Follow-up presentation and initial adoption of the proposed CIP Plan to
FED Board
o Follow-up presentation and initial adoption of the Operations Budget to
the EFD Board
Initial CIP and Operations Budgeis sent to the cities by May 31"
2410 Proposed Budget S ma
ay 29, 2009
The EFD firefighters, administration, and Board have worked hard over the last several months and
specifically the last two weeks to provide a proposed 2010 budget that meets the operational needs
of the Fire District, while understanding the fiscal constraints of the current economy and the cities.
A major issue in the 2010 budget planning is the required contribution of a projected $120,000 to the
relief association. This $120,000 contribution is required due to the loss of funds in 2008 as a result
of the economic downturn. While planning for the 2010 budget, the firefighters, fire administration,
and the Board have also looked out to 2011 in an attempt to plan most effectively both operationally
and fiscally.
The proposed 2010 EFD Budget includes the following:
A proposed 0% increase in the municipal contribution from the 2009 Budget.
2. Use of Fund Balance Reserves - With the recommendation from staff, the EFD Board has
recommended the use of the following fund balance reserves in 2010 to maintain a 0%
increase in the budget.
a. $40,000 used from the "Operating Fund Reserve Balance":
2010 Operating Fund Projections, as shown in Appendix A, illustrate that there more
than sufficient cash reserves in the Operating Fund to allow $40,000 in Operating Fund
reserves to be used to support the 2010 Operating Fund Budget.
The District's auditor has recommended that the District Board maintain a 20% - 30%
reserve in the Operating Fund in order to fund monthly expenses until the quarterly
contributions from the member cities are received. The 2010 Operating Fund
Projections show that the Operating Fund reserve will still remain at 26.4% of current
year operating expenses even after using $40,000 in reserve funds towards the 2010
EFD Budget.
b. $40,000 used from the "Fire Facility Fund Reserve Balance":
2010 Fire Facility Fund Projections, as shown in Appendix B, illustrate that there are
also sufficient cash reserves in the Fire Facility Fund to allow $40,000 in Fire Facility
Fund reserves to be used to support the 2010 Operating Fund Budget.
The Fire Facility Fund pays the annual principal and interest payments of the bonded
debt that was issued to finance the construction of the two fire stations. Reserve funds
are available in the Fire Facility Fund due to the fact that the cities provided additional
funding into the Fire Facility Fund in 2001-2003 to "ease" the transition towards making
June
Fork Session for the EFD Board and Cities - 2` d Week in June
o Presentation of the CIP Plan
o Presentation of the Operations Budget
EFD Board Meeting as needed for any CIP changes
o Updates to the CIP Plan
July
Follow-up presentation of the CIP Plan to the Operating Committee
® Follow-up presentation of the Operations Budget to the Operating Committee
® City Approvals of Budget
o City approvals of the CIP Budget
o CIP Program must be approved by 4 out of 5 cities bl, .Tull, 15th
® EFT) Board Meeting
o Updates to the CIP Plan as needed
o Updates to the Operations Budget as needed
August
Follow-up CIP and ®perations Budgets sent to the cities by .Tally 3Yh
Follow-up presentation of the CIP Plan to the Operating Committee
® Follow-up presentation of the Operations Budget to the Operating Committee
® EFD Board Meeting as needed for any final changes
o Updates to the CIP Plan
o Updates to the Operations Budget
September
® Cities have to provide preliminary levy by September 15t"
® Operations budget inust be approved by 3 out of 5 cities by September 1St
® EFD Board Meeting -
o Final adoption ofthe CIP Plan by the EFD Board
o Final adoption of the Operations Budget by the EFD Board
October
November
® Begin preparation for CIP and Operations budget for the following year.
® EFD Board Meeting -
December
0 Continue preparation for CIP and Operations budget for the following year.
full bond pay.-n+ I, !ginning in 2004. As a result, there is a surplus of funds in the Fire
Facility Fund ov : and above what is needed to support annual bond payments.
The 2010 Fire Facility Fund Projections show that there will still be a fund reserve of
approximately $185,223 at the end of 2010 even after using $40,000 in Fire Facility
Fund cash reserves.
3. Operational Cuts - Operational cuts totaling $30,450 are noted below and described in the
attached documents,
a. Salaries - 0% increase to staff salaries - this is a slightly over $8,000 cut
b. Training - $14,900 in training, specifically conferences, vocational schools and training
tower utilization. This is a significant cut that will impact our services and will require
restoration as soon as possible to previous levels.
c. Fire Prevention - $1,300 decreasing funding for the open house and other educational
areas.
d. Repair and maintenance - $600 reduction in this area
e. Technology - $3,200 cut in not replacing two computers as scheduled with our previous
discussed technology plan.
f. Communications - $950 cut by not replacing two pagers.
g, Building Repair - $1;500 cut by not providing funds for station maintenance such as
painting.
4. Capital Planning
a. I have reduced the capital contribution for the communities to $155,000. This is the
same amount as 2009.
b. I have not changed the purchasing schedule and a neighboring fire department has
expressed interest in purchasing the current inspector vehicle for a cost slightly greater
than originally projected and planned for.
c. Although the cost of the replacement inspector vehicle/chief vehicle is $30,500 item,
there is no savings to the contribution for the capital plan if this is reduced or eliminated
for 2010. 1 believe that the ability for us to get the best automotive deal, combined with
the ability to sell the current inspector vehicle for a great profit that projected it is
important for us to stay with the plan.
Appendix A
2010 Operating Fund Projections
Item
2008
Actual
2009
Budget
2009
Estimated
2010
Projected
Expenditures
Personnel Services
353,006
400,529
400,529
519,319
Supplies
63,382
58,855
58,855
55,455
Professional Services
70,397
65,604
65,604
62,404
Other Services
202,446
242,844
242,844
216,849
Total Operating Costs
689,231
767,832
767,832
854,027
Capital Outlay
13,504
0
0
0
CEP Transfer
155,000
155,000
155,000
155,000
Facility Fund Transfer
593,312
559,000
559,000
552,859
Total Outlay
761,816
714,000
714,000
707,859
Total Budgeted Expenses
1,451,047
1,481,832
1,481,832
1,561,886
Revenues
Municipal Fire Contracts
1,472,481
1,481,832
1,481,832
1,481,832
Interest Earnings
5,276
12,000
12,000
54
Facility Fund Transfer
0
0
0
40,000
Other Revenues
20,093
0
0
0
Total Revenues
1,497,850
1,493,832
1,493,832
1,521,886
Balance
46,803
12,000
12,000
-40,000
January 1St Balance
206,445
253,248
253,248
265,248
December 31St Balance
253,248
265,248
265,248
225,248
Fund Balance as a %
of Current Year Operating
Expense
36.7
34.5
34.5
26.4
Appendix
2010 Facility Fund
Projections
Fund
Date
Item
Expense
Revenue
Balance
12/31/2009
233,021
1/15/2010
Fund Transfer
128,215
361,236
1/15/2010
Bond 2002A
236,541
Bond 2002C
125,861
Bond 2003A
78,151
Trustee Fees
4,500
-83,817
4/15/2010
Fund Transfer
128,215
44,398
7/15/2010
Fund Transfer
128,215
172,613
7/15/2010
Bond 2002A
63,354
Bond 2002C
29,080
Bond 2003A
19,871
Trustee Fees
3,300
57,008
10/15/2010
Fund Transfer
128,215
185,223
Proposed 2010 ud2et Recommendations and Cuts Summa,__-
av 27, 2009
Pundin Summary
® 0% increase from 2009 budget
$120,000 Required contribution for the Relief Association within the requested budget
Utilize "Operational Fund" fiind balance in order to achieve minimal increase in budget
for 2010.
o $40,000 utilized
Utilize "Fire Facility Fund" fund balance in order to achieve minimal increase in budget
for 2010.
o $40,000 utilized
Other Proposed Operational Considerations
1) 0% cost of living increases for all staff
2) Health Care costs increases
3) Maintain the Capital plan
4) Refuse and Recycling has realistic budget numbers
5) Medical fees has realistic numbers based on hiring needs
6) Radio units has realistic numbers based on MDC's
7) Property/Casualty Insurance costs considers probable increase
8) Fire and Equipment maintenance includes the cost of buying a new air monitor
1. Fuel - decrease line item to current fuel costs
2009 16,000 2010 14,500
2. Repair and Maintenance Supplies
2009 6,150 2010 5,550
3. Fire Prevention Costs - reduction to open house
2009 6,300 2010 5,000
Detail Changes
Code Books
500
Open House
1800
Supplies &
Handouts
2,000
Sparky Costume
Maintenance
200
Life Safety Video
500
4. Auditing Costs - reduction in expected costs
2009 12,000 2010 8,500
5. Professional Services - reduction in computer costs
2009 17,804 2010 14,404
a. No replacement computers in 2010.
b. Computer Services -The costs included in this area include the foll
owing:
i. Computers
® Virus Protection
$400
® Firehouse - multi-user maintenance
$500
® Station 2 internet speed
$1000
® Exchange filtering
$900
® Office 2003
$400
ii. Laptop Computers for Trucks
® Maintenance of computers (6)
$1,000
iii. Copiers
$2,304
® Ongoing lease for copier at Station 1 in the
administrative area. This is the annual cost of a four year
lease including the service and supply contract.
iv. Consultants
$5,000
® Monthly technology/networking consulting costs
$5,000
Total technology costs for 2010
$11,504
b. Recording Secretary Fees
$2,400
C. CISM
$500
6.
7
I _ _ ~ Communications - reduction in -.d costs
2009 21,200 2010 18,050
Conferences - reduction in conferences available to attend
2009 5,900 2010 1,250
Mn Fire Dept. Conference
750
Mn Fire Chiefs Conference
500
1 Chiefs Conference
0
Fire Department Instr. Conf.
0
Emergency Mgnt Conf.
0
Fire Inspectors Conference
0
8
Training - reduction in available training
2009 30,300 2010 20,050
Training Tower / Simulator
0
EMT (4 @ 800)
3,200
EMT Refresher
5,500
FFI
2,700
FFII
1,200
Haz-Mat Ops
2,000
Vo-Tech Schools
2,000
State Sectional Schools
1,500
Boat Training
300
Bloodborne/Right To Know
100
Guest Speakers
0
Training Aids
600
Support Staff training
300
Fire Chief Training
300
Fire Inspector Training
350
Training Equipment
0
9.
10
11.
Printing and Publishing - reduction in amount available
2009 2,530 2010 1,770
Gas utilities - slight reduction in amount needed
2009 26,000 2010 25,000
Repair and Maintenance -reduction in projects
2009 30,000 2010 20,550
Annual
Maintenance
Sprinkler Contractor Eval - (every 5 years)
Station Maintenance - (painting, other)
UPS Replacement at station
1
Elevator Inspection
Sealcoating for parking lot at Station 1
Cabinets for Quartermaster Room
14,500
0
2,500
1,800
1,750
0
Excelsior Fire District
Option 99
11.23% Operat
ing Increase 1
0% Overall increase
Draft Budget FY 2010 DRAFT 3 • May 98, 2009
.86 Capital decrease
Comparison with Previous Years
0% Overall inc
rease with Fun
d balance use
With 2009 Projected
Percent
2004
2005
2006
2007
2006
2008
2009
2009
2010
Change
Actual
Actual
Actual
Actual
Budget
Actual
Budget
Projected
Proposed
From 09
Account Code
Object Description
Amount
Amount
Amount
Amount
Adopted
Adapted
Budget
Adopted
Fund 230
FIRE OPERATING FUND
Dept 42200
Fire Operations
111,287
Personal Services
230-42200-101
Employees Regular
114,787
80,024
76,042
81,197
83,500
87,913
86,100
86,100
123,100
42.97%
230-42200-103
Part-Time Employees
5,295
5,091
4,427
4,769
15,600
13,290
16,120
16,120
16,120
0.00%
230-42200-106
Firefighters Salaries
141,163
124,587
121,707
116,135
140,693
121,936
150,735
150,735
146,714
-2.67%
230-42200-107
Fire Officers Salaries
18,193
20,125
21,300
23,472
29,950
24,460
31,106
31,106
31,106
0.00%
230-42200-108
Part-Time Fire Inspector
32,839
37,628
36,525
41,600
36,398
45,500
45,500
-100.00%
230-42200-121
PERA
10,580
6,943
6,594
11,756
15,074
13,456
16,299
16,299
18,446
13.17%
230-42200-122
FICA/MC
18,586
15,582
16,592
14,784
18,986
16,470
19,869
19,869
16,624
-16.33%
230-42200-131
Employer Paid Health
7,499
6,000
2,657
14,180
11,000
11,585
13,000
13,000
24,838
91.06%
230-42200.133
Employer Paid Life Insurance
47
23
7
21
650
24
800
800
1,371
71.38%
230-42200-151
Workers Comp Insurance Premit.
10,977
13,723
15,644
20,833
23,000
16,274
21,000
21,000
21,000
0.00%
230-42200-170
Firefighter Pension Contribution
15,000
15,000
15,000
15,000
10,000
10,000
-
-
120,000
Total Personal Services
342.126
319,936
317,598
338,672
390,053
351,806
400,529
400,529
519,319
29.66%
Supplies
-
-
230-42200-200
Office Supplies
3,680
3,143
3,581
5,062
3,800
3,623
4,000
4,000
4,000
0.00%
230-42200-212
Motor Fuels
8,050
11,581
10,524
11,335
12,000
13,244
16,000
16,000
14,500
-9.38%
230-42200-217
Clothing
9,785
5,295
10,058
12,203
16,577
20,261
16,950
16,950
16,950
0.00%
230-42200-220
Repair/Maint. Supplies
12,387
11,228
9,378
6,296
6,000
4,589
6,150
6,150
5,550
-9.76%
230-42200.221
First Aid Supplies
1,437
2,099
2,372
2,536
2,500
5,099
2,575
2,575
2,575
0.00%
230-42200-222
Firefighting Supplies
1,323
2,280
3,138
7,071
6,780
14,355
6,880
6,880
6,880
0.00%
230-42200-240
Small Tools and Minor Equipmen
3,682
2,384
1,082
-
-
-
-
230-42200-241
Fire Prevention Tools
1,986
5,871
1,889
3,570
6,200
4,446
6,3nn
6,300
5,000
-2083%
Total Supplies
42.330
43,881
42,022
48,073
53,857
65,617
58,855
56,855
55,455
-5.78%
professional Services
-
-
230-42200-304
Legal
-
1,557
4,500
660
4,500
4,500
4,500
0.00%
230-42200-307
Fiscal Management Fees
15,750
15,750
16,538
18,000
18,000
18,000
18,000
18,000
18,000
0.00%
230-42200-311
Auditing
4,100
6,150
6,150
6,460
11,000
7,290
12,000
12,000
8,500
-29.17%
230-42200-312
Refuse & Recycling Collection
1,067
952
1,206
1,439
1,300
1,755
1,500
1,500
2,000
33.33%
230-42200-313
Janitorial Services
6,973
8,810
3,927
4,570
4,500
7,848
4,800
4,800
7,500
56.25%
230-42200-318
Medical Fees
4,923
9,386
3,576
9,598
5,500
10,199
7,000
7,000
7,500
7.14%
230.42200-319
Professional Services
6,560
1,805
17,141
12,724
19,044
24,645
17,804
17,804
14,404
-19.10%
Total Professional Services
39,373
42,851
48,540
54,348
63,844
70,397
65,604
65,604
62,404
-4.88%
Other Services and
Charges
-
-
230-42200-321
Telephone/Communications
21,805
26,793
38,299
18,319
21,200
15,966
21,200
21,200
18,050
-14.86%
230.42200-322
Postage
576
700
912
502
900
448
900
900
700
-22.22%
230-42200-323
Radio Units
-
24,022
26,900
37,767
27,500
27,500
31,900
16.00%
230-42200-331
Conferences
34,655
44,277
17,018
1,833
5,700
7,759
5,900
5,900
1,250
-78.81%
230.42200-332
Mileage
607
1,356
159
-
1,500
1,091
1,000
1,000
1,000
0.00%
230-42200-333
Meeting Expenses
-
2,430
2,500
2,489
2,800
2,800
2,800
0.001
230-42200-334
Training & Schools
-
7,418
26,900
26,049
30,300
30,300
20,050
-33.83%
230-42200-350
Printing & Publishing
1,883
1,316
3,465
275
2,530
575
2,530
2,530
1,770
-30.04%
230-42200-360
Insurance
19,950
20,338
22,946
26,471
28,500
26,323
25,500
25,500
27,000
5.86%
230-42200-381
Electric Utilities
21,537
28,186
29,319
31,710
30,000
29,636
31,500
31,500
31,500
0.00%
230-42200-383
Gas Utilities
15,905
22,873
21,524
23,565
23,500
23,411
26,000
26,000
25,000
-3:85%
230-42200-386
Water and Sewer Utilities
937
1,182
1,149
1,100
887
1,300
1,300
1,300
0.00%
230-42200-401
Repairs & Maint Contracted Bldg
360
9,206
15,529
14,914
10,000
17,853
30,000
30,000
20,550
-31.50%
230-42200-404
Repairs/Maint. Machinery/Equip.
18,341
23,477
23,853
14,607
20,600
20,843
21,200
21,200
21,200
0.00%
230-42200-405
Fire Equipment Maintenance
2,695
4,861
6,805
9,886
8,645
8,822
9,545
9,545
10,245
7.33%
230-42200-412
Building Rentals
-
-
-
-
-
-
-
230-42200-430
Misc Expenses
-
1,000
413
500
500
500
0.00%
230-42200-433
Dues and Subscriptions
1,541
1,216
1,234
1,204
2,169
2,068
2,169
2,169
2,034
-6.22%
230-42200-439
Contingency
2,758
2,562
7,031
314
3,000
193
3,000
3,000
-
-100.00%
230-42200.440
Fund Balance/ Reserve
-
-
-
230-42200-444
WAFTA
-
-
Total Other Services
142,612
188,099
189,276
178,619
216,644
222,593
242,844
242,844
216,849
-10.70%
Total Operating Budget
566,442
594,768
597,436
619,712
724,398
710,413
767,832
767,832
854,027
11.23%
capital Outlav
-
-
230-42200-560
Furniture and Fixtures
1,150
230-42200-570
Office Equip. and Furnishings
3,792
-
230-42200-720
Operating Transfers (Equipment)
25,000
46,500
125,000
150,000
155,000
155,000
155,000
155,000
155,000
0.00%
Operating Transfers (Building)
594,269
578,285
592.369
588,065
592,473
592.473
559,000
559,000
552,859
-1.10%
619,269
624,785
722,311
738,065
747,473
747,473
714,000
714,000
707,859
-0.86%
Operating Fund Balance utilization
-
-
Totals Fund
230 Fire Operating
1,185,711
1,219,553
1,319,747
1,357,777
1,471,871
1,457,886
1,481,832
1,481,832
1,561,886
5.40%
80,054
Operating Fu
nd Balance
$40,000
Fund Balance
Fire Facility Fund Balance
$40,000
Fund Balance/ Reserve
185,534
163,283
100,569
206,445
253,248
Fund Balance/ Reserve % of next years oper budget
35%
29%
15%
28%
33%
Budget Composition to get to a.0% increase
$40,000 form Operating Fund Balance
$40,000 from Fire
Facility Fund
54 1,481,886
$1,481,832 $1,481,886 0.00%
EXCELSIOR FIRE _
2010 Graft Operating Budget
May 18, 2009
Draft 3
Note: Items listed in red are the original proposed numbers
CATEGORY
PERSONAL SERVICES
;
Detail Item Amount
Line Item Total
Category Total
101 Employees Regular (Full-time)
123,100
Fire Chief
86,700
88,134
1
Fire inspector
36,400
37,128
I
_
103 Part Time employees
f
Administrative Specialist
_ 16,120
16,442
L 16,120
$16.00/hr x 20 hours per week
1
106 Firefighters Salaries
146,714
East Call Pay
$9.75 x 185 x 8 x1 114 hrs
18,038
18,500
East Drill Pay
$19.50 x 40 x 15
11,700
12,000
I
West Call Pay
$9.75 x 585 x 14 x 11/4 hrs
99,816
102,375
West Drill Pay
$19.50 x 40 x 22
17,160
17,600
107 Fire Officer's Salaries
31,106
Assistant Chief
5,047
_
Battalion Chiefs (2)
10,197
Captains (4)
7,416
Apparatus Coordinator
1,854
Asst. Apparatus Coord.
1,030
Support
1,236
Coordinators (7)
(
4,326
108 Part Time Fire Inspectors
$17,50/hr x 50 hours per week
121 PERA
18,446
Chief
12,225
12,575
350
Fire Inspector
5,133
5,288
155
Administrative Specialist
1,088
1,162
74
122 FICA
-
12,026
Firefighters
9,097
9,329
232
Fire inspector
-
-
Administrative Specialist
1,000
1,029
29
Fire Officers (10)
1,929
2,821
892
123 Medicare
4,598
Chief
1,257
1,293
36
_
Fire Inspector
528
544
16
Firefighters
2,128
2,18_6_
_ 58
_
Fire Officers (10)
_
451
Administrative Specialist
234
241
7
1,849
131 Health Insurance
24,838
Chief
14,500
Fire inspector
10,338
133 Life Insurance
Chief
821
1,371
Fire inspector
550
151 Workers Compensation
21,000
$120,000
170 Firefighters Pension
120,000
(Required Contribution projection)
The EFD Board would like to look at overall benefits provided to firefighters in future budget disucssions
TOTAL PERSONAL SERVICES
519,319
I
~
CATEGORY
SUPPLIES
-
~
Detail Item Amount
Line Item Total
Category Total_
200 Office Supplies
4,000
_
i
~
212 Motor Fuels
14,500
i
217 Clothing
16,950
Turnout Gear (5 sets)
7,500
Helmets (6)
950
I
I D for helmets
200
Hoods (12)
450
Gloves (10 pairs)
500
Turnout Gear Repair
750
Firefighter Uniforms (6)
1,250
_
_
Badges & Uniform Brass
800
Gear Cleaning
500
_
Firefighter Work Uniforms (10)
1,300
SCBA Masks (4)
750
Fire Inspector Uniforms
350
Boots (6)
800
Duty Uniforms
500
Fire Chief Uniforms
350
Cold Water Rescue Suits
-
220 Repair and Maintenance Supplies
5,550
Batteries
500
Culligan Water Station 1&2
650
Solar Salt Station 2
700
Small Tools
1,200
Misc. Supplies
2,500
3,100
221 First Aid Supplies
2,575
222 Fire Fi
ghting Supplies/Tools
6,880
Fire Extinguisher Powder
380
Cartridge Refills
350
_
Oxygen Refills
650
Firefighting Foam
800
Extinguisher Refill
1,700
Misc Tools
3,000
I
241 Fire Prevention
5,000
Code Books
500
Open House
( 1,800
Supplies & Handouts
2,000
Sparky Costume Maintenance
200
Life Safety Video
500
TOTAL SUPPLIES
66,455
PROFESSIONAL SERVICES
304 Legal
4,500
307 Fiscal Management
18,000
(
311 Auditing
8,500
312 Refuse
2,000
313 Janitorial
7,500
I
318 Medical Fees
7,500
319 Professional services
14,404
Recording Secretary
2,400
Computer Services
11,504
_
CISD
_
500
TOTAL PROFESSIONAL SERVICES
62,404
I
i
CATEGORY
OTHER SERVICES AND CHARGES
Detail Item Amount
Line Item Total
Category Total
321 Communications
18,050
Telephone
11,500
Cell Phones j
3,000
_
Pagers (2 @ 475)
950
11900
Pager Repair
1,200
Internet
1,400
Paging
-
322 Postag
e
j
700
900
323 Radio Units
31,900
27,000
Hennepin County Radio Lease
_
Hennepin County Radio Repair 500
MDC Maintenance_
MDC Air Cards 2,400
331 Conferences
1,250
Mn Fire Dept. Conference 750
Mn Fire Chief's Conference 500
I Chiefs Conference -
1,000
Fire Department Instr. Conf.
2,500
Emergency Mgnt Conf.
400
Fire Inspectors Conference
250
750
(
332 Mileage and Travel
j
1,000
333 Meeting Expenses
2,800
334 Training Expenses
_
20,050
_
Training Tower / Simulator
3,000
EMT (4 @ 800)
3,200
EMT Refresher
5,500
FFI
2,700
FRI
1,200
Haz-Mat Ops
j 2,000
Vo-Tech Schools
2,000
State Sectional Schools 1,500
2,800
Boat Training 300
Bloodborne/Right To Know 100
Guest Speakers
500
Training Aids
600
Support Staff training
300
Fire Chief Training
300
Fire Inspector Training 350
700
Training Equipment
1,300
350 Printin
g And Publishing
_
1,770
Call Sheets
325
Training Sheets
_
Film & Developing
370
Copying
Stationary
350
Printer cartridges
225
Other Printing
500
360 Insurance
27,000
381 Electric Utilities
31,500
383 Gas Utilities
25,000
I
386 Water and Sewer Utilities
1,300
I
401 Building Repair
(
20,550
Annual Maintenance
14,500
Sprinkler Contractor Eva[ - (every 5 years)
-
Station Maintenance - (painting, other)
1,500
UPS Rpiacement at station 1 i
2,500
Elevator Inspection j
1,800
_
Sealcoating for parking lot at Station 1
1,750
Cabinets for Quartermaster Room
0
-
I
I
l~
404 Repair And Maintenance Of Apparatus
21,200
Truck Repair
12,350
Pump Testing
1,200
Service
4,100
Major Repairs
2,700
Supplies
850
CATEGORY
OTHER SERVICES AND CHARGES (Cont.)
I
Detail Item Amount
j
Line Item Total
Cstage Total
1
405 Fire Equipment Maintenance j
10,245
Compressor Service
1,450
Air
575
Gas Powered Equipment
500
j
Air Pack Service
2,100
Fit Testing
1,350
j
SC BA Flow Testing (18 @ 65)
1,170
SCBA Hydro Testing
300
Ladder Testing
1,100
Hose Testing
200
I
Air Monitor
700
Air Monitor Calibration
L 300
Maint. Agreement Fitness Room j
500
I
I
_
430 Misc Expenses
500
Bank Expenses
500
433 Dues And Subscriptions
2,034
Nat. Volunteer Fire Council
30
IAFC/INT Assoc Of Fire Chiefs
195
Int Assn Of Arson Investigators
50
NAFI
40 j
Mn Chapter IAAI
25
Mn State Fire Chiefs Assoc
130
ACFEI
130
MSFDA
300
Fire Marshals Assoc Of Mn (2)
70
NFPA
135
ACS Firehouse Solutions
125
Hennepin County Fire Chiefs
20
United Firefighters Assoc
30
Firehouse Magazine
30
Smoke Eater (22)
160
Chamber
Lake Region Mutual Aid
75
Southwest Mutual Aid
100
Metro Fire Chief's
100
Fire Chiefs
74
Vol FF Benefit Association
350
439 Contingency
440 Fund Balance / Reserve
TOTAL OTHER SERVICES AND CHARGES
216,849
TOTAL OPERATING BUDGET
854,027
CAPITAL OUTLAY
560 Furniture And Equipment
570 Office Equipment
TOTAL CAPITAL OUTLAY
j
j
CAPITAL TRANSFERS
{
I
Equipment Transfers
155,000
720 Facilities Transfers
552,859
The Bond payment was decreased from the 2008 amount of $592,473 to $559,000 in 2009
TOTAL CAPITAL TRANSFERS
j
707,859
j
TOTAL CAPITAL
707,859
(
TOTAL BUDGET AMOUNT
581 888
1
Propose _ - - ration PL
_ 1 1-12009
Sala $8,094
a. Restore 2% increase to Chief, Inspector, Adin Spec. $2,484
b. Restore 3% increase to Firefighters $35761
c. Restore PERA/Medicare/FICA Costs $1,849
2. Training $14,900
a. Restore training budget to 2009 level $10,250
b. Restore conferences to 2009 level $4,650
3. Fire Prevention $1,300
a. Restore funding to the fire prevention line item to 2009 $1,300
level
4. Repair and Maintenance Supplies $ 600
a. Restore maintenance and supplies line item $ 600
5. Technology $3,204
a. Restore computer replacement schedule $3,200
i. Replace two computers/monitors as scheduled
6. Communications $ 950
a. Restore pager purchase to the 2010 budget $ 950
7. Building Repair $1,500
a. Restore station maintenance item $1,500
8. Fire Fund Account $40,000
a. Restore funding to the Fire Fund Account to use for future needs
"Note - restore percentage as available
9. Fund Balance $40,000
a. Restore funding to the Operation Fund Balance to use for future needs
"Note - restore percentage as available
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Description/Background/Previous Action
This item is a general information and discussion item, no specific action necessary at this time.
Attached you will find the management letter from Steward Bonniwell, CPA who conducts the annual
audit for the SMLP, for the 2008 audit, the first quarter claims listing as approved by the coordinating
committee, and the first draft of the 2010 budget as presented to the coordinating committee.
The Coordinating Committee asked Chief Litsey to prepare a revised 2010 budget for review at its next
meeting. This meeting has not been scheduled.
5
F ~c
Council Action:
1
7101 Fork Avenue South
Suite 346
Minneapolis, Minnesota 55435
March 12, 2009
Coordinating Committee
South Lake Minnetonka Police Department
Shorewood, Minnesota
E
Office: (952) 921-3325
Fax: (952) 921-3331
e-mail: sbonniwell@unique-software.cocn
This letter is being prepared in conjunction with the audit of the financial statements of the South Lake Minne-
tonka Police Department (the Department) for the year ended December 31, 2008. My report, dated March 12,
2009, expresses an unqualified report on the basic financial statements of the Department as prepared in accor-
dance with accounting principles generally accepted as applied to governmental units, including provisions of
GASB 34. The purpose of this letter is to communicate certain comments and observations noted during the audit
of the financial statements. These comments are presented for your inforination and consideration.
Financial Summary
South Lake Minnetonka Police Department had net assets of $866,560, $842,043 and $716,048 at December 31,
2008, 2007 and 2006, respectively. This amount is further characterized into several components as follows:
Invested in Capital Assets
Restricted for Debt Service
Unrestricted - Designated
Reserved - Designated Purposes
Operations - Working Capital
2008 2007 2006
$ 233,613 $ 152,487 $ 94,487
266,853 259,336 264,263
186,546 228,438 222,812
179,548 201,782 134,486
$ 866,560 $ 842,043 $ 716,048
For the year the Department had an increase in net assets of $24,517 or approximately 2.9%, compared to increases
of $125,995 and $91,605 in 2007 and 2006, respectively. Revenues totaled $2,457,631 for the year, a decrease of
$28,612 or 1.5%. For the year expenses increased $72,866 or 3.1% to $2,433,114. The decrease in revenues is
primarily due to a reduction in grants and contributions. In 2008, the Department was involved with the Minnesota
Financial Crimes Task Force for a portion of the year compared to the entire year in 2007; in addition, in 2007 the
Department was able to secure several grants for capital equipment acquisitions. Although expenses increased, the
amount is consistent with what the Department had budgeted.
The increase in the amount invested in capital assets (net of debt) is the combination of several factors. The
increase can be attributed to the amount of assets capitalized and debt retired which is offset by depreciation
recorded on the capital assets.
The amount restricted for debt service pertains to the lease revenue bonds issued by the City of Shorewood
Economic Development Authority (EDA) for the construction of the public safety facility. This amount will be
used to make bond and interest payments due February 1, 2009.
Coordinating Committee
South Lake Minnetonka Police Department
Although the Shorewood EDA refinanced the original bonds and the effect of this refinancing will be to reduce
the Department's total debt service payments over the life of the refunding bonds; the Department will not begin
realizing some of these savings until the year 2009.
The unrestricted - reserved balance represents the amounts in the Special Revenue Fund designated for various
purposes, such as insurance, equipment and technology. The reserved balance of this fund decreased by $41,892
or 18.3% for the year. The total decrease was reduced by a transfer of $30,000 from the General Fund from its
2007 operating surplus. Expenses for insurance, vehicles and building exceeded revenues and amounts trans-
ferred from the General Fund for the year. Remaining amounts in certain of these categories do not provide the
Department with significant reserves if unusual expenses are incurred during the year. The technology account
had a balance of $104,914 at December 31, 2008 and is earmarked for communications, a records management
system and computer related enhancements and replacements.
The remaining net assets (unrestricted - designated for operations) are available to finance future operations of the
Department. This category decreased by $22,234 or 11.0% for the year. This decrease is primarily the result of
the $30,000 transfer to the Special Revenue Fund noted in the previous paragraph. The General Fund reported a
surplus of $12,103 from operations before the transfer of $30,000 for the year ended December 31, 2008 Unlike
previous years the surplus is not sufficient enough to permit the Department to transfer any of the surplus without
reducing the working capital needed to finance operations of the General Fund.
Following is a condensed comparison of actual results with the budget for 2008 of the General Fund.
Budget
Actual
Variance
Revenues and Support
Member Assessments
$ 1,799,900
$ 1,794,774
$ (5,126)
Grants and Other Aids
187,000
146,881
(40,119)
Charges for Services
25,000
22,220
(2,780)
Investment and Other Revenues
30,000
17,842
(12,158)
2,041,900
1,981,717
(60,183)
Expenses
Personnel Services
1,685,700
1,605,344
80,356
Equipment Leases, Maintenance and Repairs
70,500
70,215
285
Utilities
68,500
62,659
5,841
Other Services
27,600
27,254
346
General Supplies
66,500
79,422
(12,922)
Insurance
53,000
53,000
-
Capital Outlay
47,500
47,500
-
Other
22,600
24,220
(1,620)
2,041,900
1,969,614
72,286
Increase in Net Assets
$ 12,103 $ 12,103
As illustrated above, actual revenues of $1,981,717 were less than budgeted amounts by $60,183 - a negative
variance of approximately 3.0%. Revenues from the Department's participation in the Minnesota Financial
Crimes Task Force grant program were less than budgeted due to the retirement of the officer assigned to the Task
Force and the resulting termination of the Department's participation in the program. Also, there was a reduction
in other state aids received by the Department. Investment income earned during the year was significantly less
than budgeted causing a negative variance in this category.
Coordinating Committee
South Lake Minnetonka Police Department
Expenditures of the Department were less than budgeted estimates by $72,286 - a positive variance of 3.5%. The
major variance in expenditures is attributed to personnel costs. During the year, two of the Department's senior
officers retired. In one instance, the retirement negatively affected revenues as noted above. In the other case, the
position was vacant for a period of time before the replacement officer was hired resulting in additional savings.
The positive variance for personnel costs amounted to 4.8% for the year. The major negative variance in expen-
ditures is attributed to general supplies. This category includes fuel costs, ammunition, and general operating
supplies. Costs of these items increased significantly during the year and resulted in the negative variance when
compared to the budget estimate. The negative variance for supplies of $12,922 for the year compares to a similar
negative variance of $14,641 in 2007.
In summary, the financial condition of the Department continues to be strong. The fund balance of the General
Fund is $118,475 at December 31, 2008 and represents approximately 5.6% of 2009 budgeted expenses. For
comparative purposes the prior year's percentage was 6.7%. Based on previous discussions with management,
the benchmark for the fund balance is to be maintained between 5 - 6% of current year budgeted expenses, which
would range from approximately $105,650 to $126,775.
This budget reserve provides the Department with working capital for future operations. in addition, this reserve
provides a safeguard against potential revenue shortages or unexpected expenses that may occur throughout the
year. The reserve may also be used to fund Department initiatives and special projects. This amount is needed to
1) meet emergencies and unforeseen situations that may require an increase in the annual budget; 2) offset
inconsistencies in cash flows to maintain payment of current operating expenses; and 3) continue or maintain
current operations in case of funding cutbacks until alternative funding is developed.
The fund balance of the Special Revenue Fund (designated accounts) was $186,546 at December 31, 2008.
Management needs to continue to monitor activity of these accounts to insure the balances of the individual
accounts are adequate to satisfy future requirements of these accounts. For the year, the insurance, equipment and
building accounts had expenses in excess of revenues and transfers.
Debt service payments were $438,168 for the year and were funded from member assessments. The fund balance
of the Debt Service Fund of $363,414 at December 31, 2008 was sufficient to satisfy the debt service payments
required on February 1, 2009.
Other Matters
Investments - The Department has maintained an investment in the Minnesota Municipal Money Market Fund
(4M Fund) for years. The only activity in this account during the past several years has been the addition of
investment income. Although interest rates vary according to market conditions, the rates paid by the 4M Fund
were less than rates available at other financial institutions during the year. One recommendation would be to
have Department personnel investigate other investment options available to the Department. Increasing
investment income would benefit the Department from an operational standpoint.
Budgets - For the past several years expenses related to the general supplies category have exceeded budgeted
amounts. The largest item in this category is motor fuel for the Department's fleet of vehicles and includes other
supplies such as ammunition. The costs of certain items in this category have increased drastically and although
total expenses have not exceeded budgeted amounts in recent years it would be prudent to increase the operating
budget relating to these items to better reflect the historical nature of these expense items.
Coordinating Committee
South Lake Minnetonka Police Department
Debt Service Funds - The remaining fund balance of the Debt Service Fund after the debt service payments due
February 1, 2009 is estimated to be $36,500. This fund balance may be utilized to reduce future assessments to
member cities for debt service requirements. This fund balance should not be completely eliminated but utilized
systematically over a period of several years. Another alternative use would be to transfer a portion of these funds
to a building account to meet the capital maintenance requirements of the public safety facility in the future. This
action would require the approval of the member cities.
Prior Year Comments - Minnesota statutes require that a combination of federal deposit insurance, surety bond or
collateral pledged protect Department deposits. The market value of collateral pledged must equal 110% of
deposits not covered by insurance or bonds. Although there was an increase in the Federal depository insurance
coverage enacted by the federal government this issue is still critical. At times during the year the Department
had deposits at one of its depositories in excess of the amount of Federal depository insurance. However, during
the year management reviewed the amount of collateral pledged with the depository and was assured that
Department deposits were adequately protected at all times. Management should continually monitor the amount
of collateral pledged to insure all deposits are adequately protected from loss.
This report is intended solely for the use of the Coordinating Committee and management of the South Lake
Minnetonka Police Department and is not intended to be and should not be used by anyone other than these
specified parties. If the Committee wishes, I would be pleased to meet and discuss any of the observations,
comments, or other matters pertaining to the audit with the Committee or management at your convenience.
I wish to express my appreciation for the courtesies and cooperation extended by Department personnel during
the audit and the opportunity to be of service to the South Lake Minnetonka Police Department. I look forward to
continue working with you in the future.
Stuart J. Bon ell
Certified Public Accountant
Ja -
Expense
50100 - Regular Salaries
50200 - Overtime
50300 - Part-Time Salaries
50500 • FICA/Med Payroll Taxes
50600 - Pension - PERA
50700 - Insurance Benefits
51000 - Contracted Services
52100 - Equipment Leases
52200 - Repairs and Maintenance
52300 - Utilities
52400 - Cleaning - Janitorial
52500 - Printing and Publishing
52800 • Care of Persons
53000 - Supplies
54000 - Uniforms & Gear
54500 - Training & Conferences
56000 - Insurance
56100 Subscript/Memberships
57000 Special Projects
58000 Capital Outlay
Total Expense
$
12o, 7 'tWO
37 °57.00
$
23' ' - 38.00
$
22.00
$
1,°76.62
$
1.709.50
$
325.50
$
990.00
$
1,258.91
$
5,286.00
$
110.00
$
481,132.53
$
257,484.41
$
7,725.38
$
14,682.81
$
5,050.36
$
36,322.82
$
45,300.55
$
1,122.00
$
1,005.79
$
7,693.31
$
16,198.07
$
2,498.49
$
1,479.41
$
11,886.86
$
5,738.29
$
3,962.76
$
1,226.01
$
3,719.00
$
423,096.32
$
$
281 "85. 3
$
5,
$
2L ,
$
137,0-
$
7,00--.1- 3
$
7,000.00
$
1.000.00
$
25,000.00
$
20,000.00
$
1,000.00
8,!inn.on
$
1,500.00
$ 2,112,900.00
$ 1,177, 000.00
$
64,200.00
$
94,500.00
$
27,000.00
$
172,500.00
$
190, 000.00
$
11,800.00
$
30,100.00
$
43,500.00
$
72,500.00
$
12,400.00
$
4,600.00
$
100.00
$
69,900.00
$
13,600.00
$
10,100.00
$
54,000.00
$
2,900.00
$
12,200.00
$
50,000.00
$ 2,112,900.00
L
25.0%
39.53%
X0.0%0
0.0%
0.0%0
24.42%
32.55%0
3.96%
6.3%
0.0%fl
62.19°ln
7.33%
22.77%
21.88%
12.03%
15.54%®
18.71%
21.06%a
23.84%
9.51%
3.34%®
17.69%
22.34%
20.15%
32.16%
0.0%
17.01%
42.19%
39.24%
0.0%
42.28%0
30.48%
0.0%
20.02%
Page 1 of 1
ibutions
- -
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_
Pa 'r -
-99.66
Check
0
-
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Pc<
-42.69
Check
De -
Ca
Ca - r ==r
-21.15
Check
_
~v~
€ti,c=
-308.48
Check
0 - -/2 9
Det
.fie Pa S
Ve - -_le es
-21.36
Check
01/13/2009
11385
ING
Gr
-520.00
Check
01/13/2009
11386
MCPA
2009 C s
-45.00
Check
01/13/2009
11387
CornerHouse
2009 Contract
-1,519.00
Check
01/13/2009
11388
Integra
telephone service
-635.05
Check
01/13/2009
11389
Sprint
Air Cards
-286.93
Check
01/1312009
11390
Nextel
Monthly Billing
-349.02
Check
0111312009
11391
T-Mobile
Air Card
-31.64
Check
01/13/2009
11392
Star Tribune
Annual Subscription
-223.08
Check
01113/2009
11393
DeLage Landen
Monthly Fee - Copier
-284.82
Check
01/1312009
11394
NCPERS Group Life Insurance
monthly premium
-96.00
Check
01/13/2009
11395
Xcel Energy
monthly charge
-3,448.74
Check
01/13/2009
11396
Center Point Energy
monthly billing
-4,338.18
Check
01/13/2009
11397
Benefits Design
FSA Plan
-310.00
Check
01/1312009
11398
Minnesota Elevator, Inc.
Quarterly Inspection Fee
-156.00
Check
01/13/2009
11399
Teamsters Local 320
Monthly dental premiums
-1,105.00
Check
01/13/2009
11400
Mainstream Internet
Monthly Service
-50.00
Check
01/13/2009
11401
Minnesota Teamsters 320
monthly union dues
-600.00
Check
01/13/2009
11402
HeaithPartners
Monthly Premium
-20,471.60
Check
01/13/2009
11403
Henn Cc Information Technology
Radio, MDC Costs
-1,396.72
Check
01/13/2009
11404
Hennepin County Sheriffs Office
Processing Fees
-432.58
Check
01/13/2009
11405
Qwest
Acct 952-380-3672 analog lines
-116.07
Check
01/14/2009
eftps
US Bank
HSA Employee Pre-tax contributions
-1,240.00
Check
01/15/2009
eftps
MN Child Support Payment Center
Child Support
-57719
Check
01/15/2009
eftps
MN Department of Revenue
State withholding taxes
-2,028.00
Check
01/15/2009
eftps
IRS
taxes
-6,855.02
Check
01115/2009
eftps
PERA
PERA contributions
-10,476.75
Check
01/1512009
11406
Bryan Litsey
VOID: 2008 Clothing Allowance
0.00
Check
01/15/2009
11407
John Nieling
VOID: 2008 Uniform Allowance
0.00
Check
01/15/2009
11408
Justin Balisrud
VOID: 2008 Clothing Allowance
0.00
Check
01/15/2009
11409
Stephen Neururer
VOID: 2008 Clothing Allowance
0.00
Check
01/15/2009
11410
Bryan Litsey
2009 Clothing Allowance
-600.00
Check
01/15/2009
11411
John Nieling
2009 Clothing Allowance
-600.00
Check
01/15/2009
11412
Justin Ballsrud
2009 Clothing Allowance
-600.00
Check
01115/2009
11413
Stephen Neururer
2009 Clothing Allowance
-600.00
Check
01/20/2009
11418
Rotas Club of Excelsior
Quarterly Dues
-248.00
Check
01/20/2009
11419
Assoc of Training Officer of MN
Training - O'Keefe
-30.00
Check
01/20/2009
DebitCard
Home Depot
Supplies
-42.73
Check
01/21/2009
DebitCard
Cub Foods
Animal Control - Doggie Treats
-5.97
Check
01/23/2009
DebitCard
Postmaster
Mailing Fee - Forfeiture Letter
-5.32
Check
01/25/2009
DebitCard
€ACP
2009 Membership Dues
-120.00
Page 1 of 2
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-577.29
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St< 'axes
-2;083.00
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01/29/2009
eftps
17S
taxes
-7,280.04
Check
01/29/2009
eftps
PER
PE: . contributions
-10,585.36
Check
01/29/2009
11424
t --3 e-y
nl Sprinkler Fee - 2008
-325.00
Check
01/29/2009
11425
_e,_., I"s,,iE..ar
e egistrations
-20.00
Check
01/29/2009
11426
Spec Operation Training Assoc.
V, jership Dues
-150.00
Check
01/29/2009
11427
Terry Neuberger
Supply Reimbursement
-67.20
Check
01/2912009
11428
Mound Police
Command Vehicle Annual Fee
-100.00
Check
01/29/2009
11429
BCAtTraining & Development
Training - Hohertz
-60.00
Check
01/29/2009
11430
Fourth judicial Court
2009 Citations
-706.85
Check
01/29/2009
11431
Speedway SuperAmerica LLC
Fuel Expense
-3,027.83
Check
01/29/2009
11432
Philips
Defib Pads & Battery Pack
-606.30
Check
01/29/2009
11433
Rotary Club of Excelsior
VOID: Dues
0.00
Check
01129/2009
11434
Tonka Printing Company
Business Cards
-154.85
Check
01/29/2009
11435
Excelsior Fire District
SLMPD Building Logo
-1,410.38
Check
01/29/2009
11436
MN Teamsters No. 320
VOID. Monthly Dues
0.00
Check
01/29/2009
11437
Village Chevrolet
Additional Vehicle Keys
-11.98
Check
01/29/2009
11438
Automotive Unlimited, Inc.
VOID: Squad Repair
0.00
Check
01129/2009
11439
Schwaab Stamp
Signature Stamp
-38.92
Check
01/29/2009
11440
PERA
PERA contributions
-54.75
Check
01/29/2009
11441
City of Brooklyn Park
Training - Hohertz
-150.00
Check
01/29/2009
11442
Allied Waste Services
Monthly Service
-131.33
Check
01/29/2009
11443
Prudential
monthly premium
-159.85
Check
01/2912009
DebitCard
Micro Center
Supplies
-26.71
Check
01/30/2009
11444
City of Excelsior
Overpayment of Security Detail
-105.00
Check
01/30/2009
11445
Automotive Unlimited, Inc.
Squad Repair
-40108
Check
01/31/2009
DebitCard
Sears
Vehicle Floor Mats
-21.36
Page 2 of 2
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02/06/2009
02/06/2009
02/06/2009
02/06/2009
02/06/2009
02106/2009
02106/2009
02/09/2009
02/10/2009
02/10/2009
02/10/2009
02/10/2009
02/1112009
02/11/2009
02111 /2009
02111/2009
02/11/2009
02/11/2009
02/11/2009
02/11/2009
02/11/2009
02/11/2009
02/12/2009
02/12/2009
02/12/2009
02/12/2009
02/13/2009
02/13/2009
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02/13/2009
02/15/2009
02/19/2009
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11450
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11454
11455
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11461
11462
11463
11464
11467
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11471
11472
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eftps
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11474
11475
11476
11477
11478
11479
11480
11481
11482
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11484
11485
11486
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Lepr of Public Safety
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NCPERS Group Life Insurance
Xce€ Energy
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Sprint
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Henn Co Informatin Technology
Benefits Design
DeLage Landen
Center Point Energy
Artworks Art & Frame, Inc.
HealthPartners
Prudential
Teamsters Local 320
Target
Pierson's Cleaning & Janitorial
ING
MN Child Support Payment Center
US Bank
Shorewood True Value
Office Depot
Automotive Unlimited, Inc.
Trane
Trane
Streicher's
JSW Embroidery
BCA/Training & Development
Qwest
Hennepin County Sheriffs Office
MN Department of Revenue
IRS
PERA
Speedway SuperAmerica LLC
Allied Waste Services
Uniforms Unlimited
PLEAA
Spec. Operation Training Assoc.
Target
Mn Department of Public Safety
3 s
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Ser.._e
montl ! union dues
PBT Repair
c_3-1-1
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P. r Cards
Monthly Billing
telephone service
Radio, MDC Costs
FSA Plan
Monthly Fee - Copier
monthly billing
Department Photo
Monthly Premium
monthly premium
Monthly dental premiums
Vehicle Supplies
Monthly Service - January
Group VK861
Child Support
HSA Employee Pre-tax contributions
Supplies
Supplies
Squad Repair
Quarterly Maint Fee
Repair Work
Equipment
Uniform Embroidery
Training - Ballsrud
Acct 952-380-3672 analog lines
Processing Fees
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taxes
PERA contributions
Fuel Expense
Monthly Service
Uniform Purchases
2009 Membership Dues
Tactical Training Conference
Vehicle Supplies
Emerg Mgmt Seminar
20
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-310.00
-284.82
-5.535.36
-156.16
-20,471.60
-159.85
-1,105.00
-7.23
-832.83
-520.00
-577.29
-590.00
-10.55
-305.07
-2,998.52
-1,979.00
-492.24
-1,070.31
-156.00
-180.00
-116.09
-660.38
-1,800.00
-6.162.26
-9,365.86
-2,795.82
-146.86
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-90.00
-690.00
-5.01
-225.00
Page 1 of 2
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Barnum Gate Cervices, Inc.
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02/25/2009
11496
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02/2512068
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02125/2009
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.aai _n, Ramp
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02125/2009
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NW7
Check
02/2612009
eftps
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02/26/2009
eftps
IRS
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02/26/2009
eftps
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02/27/2009
11487
Pierson`s Cleaning & Janitorial
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Re:g Fee
Taser Training
State withholding taxes
taxes
PERA contributions
Monthly Service - February
-1
-59.86
-248.00
-2,567.36
-26.81
-590.00
-3.00
-295.00
-2,169.00
-7,710.88
-11,300.43
-832.83
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03/12/2009
03/12/2009
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03/17/2009
03/17/2009
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03/19/2009
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11528
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Center Point Energy
Prudential
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Benefits Design
Swan Boiler Service
Integra
T-Mobile
HealthPartners
Francotyp-Postalia, Inc.
Nextel
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US Bank
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Tri-County Law Enforcement Assoc
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M & M Auto Body
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MN Child Support Payment Center
MN Department of Revenue
IRS
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Dart Rusch
Jim Williams
Mark Geyer
Oasis Market
League MN Cities Ins Trust
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February, 2009
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-1,907.00
-6,681.18
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-3.738.50
-189.45
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