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112309 CC Reg AgPCITY OF S O EWOOD CITY COUNCIL REGULAR MEETING MONDAY, NOVEMBER 23, 2009 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7 :00 P.M. Attachments Estimated Time in Minutes B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, 11/09/09 Minutes B. City Council Regular Meeting Minutes, 11/09/09 Minutes C. City Council Work Session Minutes, 11/16/09 Minutes 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be removed from the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda A. Approval of the Verified Claims List Claims List B. Property and Liability Insurance Renewal Finance Director's CAF C. Brockwood Preliminary Plat Extension Planning Director's CAF Resolution D. Community Garden Plot and Guidelines Park Asst.'s CAF E. Approving the purchase of one tot lot piece for Park Asst's each of the five parks CAF 5 minutes 5 minutes Estimated Start Time (Clock Time) 7:00 p.m. 7:00 p.m. 7:05 p. in. CITY COUNCIL REGULAR ULAt MEETING AGENDA — Nove i er 23, 2009 Page 2 of 3 Attachments Estimated Estimated Time in Start Time Minutes (Clock Time) F. Approving the definition of Manor Park Shelter Park improvements Coordinator's memo 4. MATTERS FROM THE FLOOR 10 minutes 7:10 p.m. (No Council action will be taken) 5. REPORTS AND PRE SENTATIONS A. Minnetonka Community Education (MCE) 10 minutes 7:20 p.m. representative Tad Shaw report on MCE activities B. Andrew Gillett, Hennepin County, report on trail 10 minutes 7:30 p.m. extension from the LRT Trail crossing at County Road 19 to the old Dakota Rail line in Orono C. Richard Fursman report on Pay - for - Performance 10 minutes 7:40 p.m. System 6. PUBLIC HEARING A. Proposed Improvements for City Project 10 -02, Engineer's 30 minutes 7:50 p.m. Installation of Watermain as part of Meadowview CAF, Road and segment of Wild Rose Lane Street Resolution Improvement Project 7. PARKS - Report by Representative 5 minutes 8:20 p.m. 8. PLANNING - Report by Representative 5 minutes 8:25 p.m. A. Comprehensive Plan - Draft Updates and Planning 5 minutes 8:30 p.m. Explanation Cover Letter to Met Council Director's CAF B. Shorewood Yacht Chub Report Planning 5 minutes 8:35 p.m. Director's CAF C. Clear Wireless LLC — C.U.P. for Planning 10 minutes 8:40 p.m. Telecommunications Equipment Director's CAF 1. Site 1: 26352 Smithtown Road 2. Site 2: 5500 Old Market Road 3. Site 3: 24285 County Road 19 9. ENGINEERING/PUBLIC WORKS A. Manor Pond Sediment Survey Engineer's 5 minutes 8:50 p.m. CAF CITY COUNCIL REGULAR MEETING AGENDA — November 23, 2009 Page 3 of B. Mayor and City Council 5 minutes 9:00 P.M. 12. ADJOURN 9:00 P.M. CITY OF SHOREWOOD 5755 Country Club Road * Shorewood, Minnesota 55331 * 952 - 474 -3236 Fax: 952- 474-6128 e www.ci.shorewood.mn.us * cityhall(�ci.shorewood.mn.us Mond Executive Summary a • 2009 A 5:150 P.M. Council Budget Work Session is scheduled this evening Agenda Item #3A: Enclosed is the Verified Claims List for Council approval Agenda Item #313: The City's property and liability insurance is provided through the League of Minnesota Cities Insurance Trust ( LMCIT), and it's time to renew the insurance coverages. Overall, the premiums total approximately $118,000, compared to the $123,500 budgeted. The Council also needs to decide whether to waive the statutory limits on claims, and the Council has chosen consistently to follow recommendations not to waive these limits. Staff recommends approval of the property and liability insurance renewal with the LMCIT and not to waive statutory limits on claims. Agenda Item #3C: Brent Hislop has requested another deadline extension for his preliminary plat on the west side of Strawberry Lane, citing market conditions /economy. Staff recommends the additional six month extension, particularly since no site improvements are required for this project (sewer, street water, etc.). If you have any questions relative to this matter, please do not hesitate to contact the Planning Director prior to Monday night's meeting. Agenda Item #31): The volunteers for the community garden asked the Park Commission to give consideration in expanding the community garden along with plots for Shorewood residents and non - residents. The Park Commission recommended approval of this request and also the installation of fencing for the perimeter of the site and the installation of the drinking fountain at their November 10 Park Commission meeting. Agenda Item #3E: Staff recommends that the City Council approve the purchase of one Pace Car Action Ride or tot piece for each of the five parks to be purchased in 2009 and not to exceed $5,000. Agenda Item #3F: Staff recommends that City Council approve and authorize staff to begin the process to improve the Manor Park Shelter in 2010. This includes adding bathroom facilities, water, review of lighting and roof conditions, making the necessary alterations to comply with ADA requirement, and other improvements to support the goal of working with MCE and other organizations to offering programming for the east side of Shorewood. Agenda Item #5A: Representative Tad Shaw will report on Minnetonka Community Education activities. Executive Summary — City Council Meeting of November ber° 23, 200 Page 2 of 2 Agenda Item #513: Mr. Andrew Gillette of Hennepin County will provide a presentation on, trail extension from the LRT Trail crossing at County Road 19 to the old Dakota Rail line in Orono. Agenda Item 95C: Richard Fursman will provide a report on the Pay-for-Performance system. Agenda Item #6A: As special assessments are being considered for part of the Meadowview Road and a segment of Wild Rose Lane street 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 #7: Park Commissioner Sue Davis will report on the November 10 Park Commission meeting. Agenda Item #8A: We have prepared revised /additional language for the Land Use Chapter of the Comprehensive Plan in response to Met Council's comments and policies relative to density. The draft included herein is consistent with the approach previously discussed with the Planning Commission and City Council. After meeting with representatives of the Met Council, they indicated that this approach should be acceptable. The Planning Commission reviewed the proposed text at its last meeting and voted unanimously to recommend approval. Agenda Item #8B: The conditional use permit for the Shorewood Yacht Club requires annual monitoring of complaints or problems associated with power boats on the property. The news is, no news is good news! We received no complaints from residents or the SLMPD relative to SYC activities. In fact, a SYC representative stood shoulder to shoulder with Gideon Bay residents in their request for milfoil treatment in Gideon Bay. Coincidentally, we received correspondence from Gabriel Jabbour advising the City how things went this summer. No action is required on this item — it is FYI. Agenda Item #8C: Clear Wireless LLC has submitted conditional use applications for three sites in Shorewood, two public and one private, to install telecommunications equipment. The two public sites are the water towers in the Southeast Area and at Minnewashta. The third location is the existing monopole just north of Badger Field. Public hearings were held by the Planning Commission at its 17 November meeting and the Commission recommended in favor of all three applications, subject to staff recommendations. And, a first — we actually had a letter of support from a resident near the Southeast Area location! It is suggested that staff be directed to prepare resolutions and standard lease agreements for the city properties and a resolution for the private site for the next Council meeting. Agenda Item #9A: The City Council requested more information about potentially dredging Manor pond. Attached is a quote for surveying the pond to help determine how much sediment will need to be dredged. Council should direct staff by motion on whether or not to proceed with the survey. #2A �J CITY OIL SHOREWOOD CITY COUNCIL WOR K SESSION MONDAY, NOVEMBER 9,2009 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5:30 P.M. Mayor Lizee called the meeting to order at 5:30 P.M. A. Roll Call Present. Mayor Lizee; Councihnembers Turgeon, Woodruff, and Zerby; City Administrator Heck; Finance Director Burton; Director of Public Works Brown; axed Engineer Landini Absent: Councilmember Bailey B. Review Agenda Turgeon moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0. 2. ENTERPRISE BUDGET DISCUSSIONI Director Burton stated the first draft of the Capital Improvement Program (CIP) for 2010 — 2014 will be discussed this evening. She explained the CIP is a planning tool which lists potential significant infrastructure improvements and equipment purchases. She noted each project on the CIP must still be approved by Council. She suggested Council discuss the CIP on a`department by department basis. Burton stated the first area to discuss is equipment replacement. She explained the information was taken from the 20 Year Equipment Replacement Schedule for the Public Works Department which was prepared by Director Brown. Director Brown stated he has shifted the replacement schedule for a couple of pieces of equipment from what, Council has been presented in the past. He explained the plowing of walks and trails in the City are taking a toll on the grounds master equipment. Blowers are put on the lawn mowers for plowing. The replacement of the skid steer unit has been delayed for a number of years. Its replacement and a blower attachment for it.are, now scheduled for 2010. Other minimal shifting of a year or two was done to try and level out capital outlay. The following clarifications, comments and suggestions were made with regard to equipment replacement. ➢ The primary use of the Ford 3910 Tractor has reached the end of its service life. Its primary use is for roadside mowing. The rear and side flail mowers which are attached to the Tractor are too heavy for it. The Tractor and flail replacements must be more appropriately matched. A seeder can be attached the back of the Tractor for seeding. A porthole auger as well as other pieces of equipment can also be attached as needed. ➢ Director Brown explained the City is a member of the Cooperative Purchasing Venture (CPV) with the State of Minnesota. The State Contract prohibits purchasing the five -year powertrain warranty for the proposed Ford F 350 pickup truck from any one other than CCTV OF SHOREWOOD WORK SESSION MEETING MINUTES November 9, 2009 Page 2 of 6 Ford. That truck does not come with the same type of tirne /miles powertrain warranty as, for example, an automobile. The State bids that warranty as a separate contract. ➢ The consent agenda for this evening's regular Council meeting contains a motion to approve the replacement of the City's F 350 truck. The price does not include sales tax, use tax and license fees. Councilmember Woodruff suggested the motion be modified to indicate the price does not include those costs. CounciImember Turgeon asked the estimated costs for those items be included in the motion. ➢ Zerby questioned if the City had the correct number of dump trucks. Director Brown explained the City's dump trucks are all around service vehicles. For example, they are used to haul gravel, debris from tree removals, asphalt patching, deicing chemicals, top soil, rain barrels, and so forth. The City has five large dump trucks, one one -ton dump truck (which is used for things such as shovel patching, top soil operations and minor tree trimming), and one flatbed truck (which is used for hauling asphalt equipment). The snow plow vehicles are used 8 — 10 hours per snowfall, and that can go up to 12 hours for snowfalls of more then 3 — 4 inch. There have been a number of ;times in the last few years when some vehicles were out of service. There is seldom a day when the trucks are not being used. ➢ Couneilmember Woodruff suggested there be a reserve policy for each fund identified in sources and uses of funds section of the CIP. Director Burton stated that one of her 2010 goals is to review all of the City's financial policies; the reserve policies or lack there of would be included in that.. Woodruff noted the Equipment Replacement Fund is projected to be slightly over $26,000 at the end of 2014. Therefore, either spending is too high or transfers in are too low. He did not think this is an issue for 2010. ➢ Councihnember Woodruff asked Staff to review the 2010 beginning balances to ensure they are correct based on 2009 projected expenditures. For example, the Local Street Reconstruction Fund beginning balance should be _increased because Smithtown Lane roadway improvements were delayed until 2010. The Sanitary Sewer and Stormwater Management Funds should be increased for the same reason. Also, the rehabilitation of List Stations 15 and 17' had been planned for 2009 but has been delayed until 2010 but the begimningbalance has not been adjusted accordingly. The following clarifications, corn cents and suggestions were made with regard to local street reconstruction. Councilmennb`er,Turgeon thought the $176,741 estimate for the City's portion of the Vine Hill Road mill and overlay was way too low; maybe $1 - $2 million too low. Director Brown stated he thought this estimate was good. ➢ Councilmember, Woodruff stated the expenditures and uses for this category are projected to be close to $6 million for the five year period. The projected ending fund balance at the end of 2013 is negative. He suggested Council have a discussion about how to fund roadway improvements in the not to distant future. He stated one option is to issue street bonds for the improvements. He explained if the City borrowed $6 million it would cost approximately $600,000 per year to fund the bonds over 20 years. The CIP indicates the City could borrow the funds without increasing the cash outlay identified in the 5 -year CIP. Director Burton stated Council has identified the goal of determining how to finance roadway improvements as one of its highest priorities for 2010. She and Administrator Heck have discussed doing a request for proposal with financial advisers to help with the development of a bonding plan. Woodruff requested Staff come prepared to discuss this with Council during a January 2010 Council work session. He stated if bonding was the selected approach to paying for the improvements he thought it prudent to issue bonds while the interest rates are low. CITY OF SHOREWOOD WORK SESSION MEETING MINUTE November 9, 2009 Rage 3 of The following clarifications, comments and suggestions were made with regard to the municipal water system. ➢ Director Burton explained the CIP contemplates the extension of water main where feasible as part of roadway reconstruction projects throughout the five -year period. The utility rate study indicated the Water Fund could upfront the cost of the extensions until such time the residents connected to City water or a special assessment process is put in place. ➢ Councilmember Turgeon stated she attended in the public information meeting about Nelsine Drive improvements. Three of the property owners were in support of installing water main; six were happy with their well water. She suggested Council have a future philosophical discussion about how the City could encourage property owners to hook up to existing City water, and to review the City's current water, policy to determine if it's still appropriate. She commented the water brochure provided factual information but was not very enticing. She stated she thought if Nelsine Drive has to be reconstructed (if reclaiming is not an option) then Council heeds to support the installation of water main. Mayor Lizee stated the water policy needs to be changed to reflect that direction. ➢ Mayor Lizee stated Council needs to discuss whether or not it supports stubbing each parcel of land as part of water main installation. ➢ Director Burton stated there are economies of scale of installing water main when a roadway is torn up for reconstruction. She encouraged Council to consider having the City upfront the cost of water main installation as part of the 2010 roadway improvement projects. Councilmember Turgeon stated reclaiming Nelsine Drive appears to be an option; therefore the roadway will not be open to install water main. Burton asked Council which, if any, of the roadways identified for water main installation it wanted to remove from the CIP,. ➢ Councilmember Woodruff agreed there should be a specific work session to discuss the City's water policy. He stated Director Burton had previously indicated the CIP was a worst case scenario; that is, every roadway is reconstructed and water main is installed when it doesn't exit. He indicated he was comfortable with the CIP for roadway improvements for purposes of this evening's discussion. Councilmember Zerby stated he was fifi with leaving the water main installation projects in the CIP for now. ➢' Director Burton clarified only transfers in are identified in revenues and other fund sources in the CIP. She also clarified the $5,000 amount for expenditures reflected in General Fund sources and uses is for possible maintenance of the City -owned house. ➢ Councilmember Woodruff stated because the proposed new rate structure is revenue neutral it can be implemented without impacting the budget. The following c and suggestions were made with regard to parks. ➢ Councilmember Turgeon stated she had received two emails earlier in the day about the Parks CIP. She explained based on what she recollected reading in minutes frorn Park Commission meetings, the City of Chanhassen thought Cathcart Park did not need any improvements and the Park Commission had agreed that this Park would only be maintained. Yet, the CIP reflects $83,000 in projects for this Park. There is $50,000 included for a refrigerated rink and warming house rehabilitation in Badger Park; based on a recent discussion refrigerated rinks are much more expensive. There is $30,000 for a picnic shelter in Silverwood Park, yet there is a Skate Park shelter for $16,000. She thought the Parks CIP made no sense. She requested the Park Commission pass a motion CITY OF SHOREWOOD WORK SESSION MEETING MINUTES S November 9, 2009 Page 4 of 6 during their November 10, 2009, meeting stating what projects it would like included in the Parks CIP. ➢ Administrator Heck explained that he and Kristi Anderson, the Park Coordinator, had discussed the Parks CIP and provided the information. He then explained Chanhassen was not interested in making improvements to Cathcart Park, but it would be willing to continue mowing the grass and maintaining the greenery. He did not think the Park Commission had made any decision to remove Cathcart Park projects from the CIP. With regard to the Badger Park refrigerated rink, the intent is to apply for a Youth Sports Grant from Hennepin County for one rink. The $50,000 is for the City's projected capital outlay for the project with the remainder being funded through grants and contributions from the Minnetonka Youth Hockey Association. Councilmember Turgeon stated if the Park Commission wants this project in the CIP she wants the entire cost identified. Should the City would be fortunate enough to receive a grant then the City would just spend less. ➢ Councilmember Turgeon stated there is $120,060 in the CIP for the Manor Park shelter building addition. Based on recent Council discussion there is still some uncertainty about whether or not that project will come to fruition. She then stated there is nothing budgeted for maintenance of the Manor Pond, but she thought there should be if the shelter project is going to be included. Administrator Heck explained the Park Commission is going to discuss what it believes the shelter should be used for. The main reason for the addition is to support additional programming in this Park. Serving as a warming house is a secondary use. ➢ Councilmember Turgeon requested the Park Commission prepare a more realistic Parks CIP with solid numbers. She also requested the $12,000 for Cathcart Park bleachers be removed from the CIP based on the City's past experience with bleachers in Badger Park. She recommended the long -term maintenance costs associated with some of the potential projects be factored into the operating budget for the parks. ➢ Councilmember Woodruff stated the Park Commission should be given the opportunity to weigh in on the Parks CIP. The Chair of the Commission had informed him that the Commission was not privy to this CIP. Therefore, he thought the Parks CIP should be tabled until that happens. He commented that Councilmember Bailey had asked him to fill in for him as the Council representative at the November 10"' Park Commission meeting. The following clarifications, comments and suggestions were made with regard to public facilities. ➢ 'Mayor Liz6e stated the public safety facilities and the Southshore Community Center ieed,to be added to the list of public facilities that will require maintenance. She noted the city administrators and city manager of the public safety joint powers organizations member cities have been asked to draft a long -term care and maintenance plan and funding approach for the public safety facilities. Director Burton stated a line item would be added'to the CIP for those purposes with an amount to be determined. The following clarifications, comments and suggestions were made with regard to sanitary sewer. ➢ Councilmember Woodruff questioned what assurance there is that the rehabilitation of Lift Stations 15 and 17 will actually occur in 2010. Director Brown explained he intentionally delayed those two projects in 2009. Traditionally lift station rehabilitation projects have been awarded to the lowest bidder. By doing that the City ends up with a variety of control panels in its lift stations. His plan is to remove the control panel portion of the rehabilitation projects out of the low bid process. Staff will then work with CITE' OF SHOREWOOD WORK SESSION MEETING MINUTES t ES November 9, 2009 Page 5 of the City's existing control panel vendor on a design /build contract in order to gel consistent control panels in the lift stations. The protects will move forward once the control panels can be standardized. ➢ Councilmember- Woodruff questioned the $10,000 for a video carnera. Director Brown explained that recently Engineer Landini was forced to hang upside down into a confined space to try and determine what the issue was with one of the storm sewers. The push - rod camera can be put down in the small confined spaces to observe how things are working rather then having a member of the crew go into a confined space to try and determine that. ➢ Councilmember Woodruff questioned the $120,000 spread ' out over three years for Radio /ISP communications for lift stations. Director Brown explained Public Works needs more effective communications for the City's wells and lift stations. For the islands, the City Public Works personnel respond to a general alarm warning. They have to wait until they get to the lift station to determine what is wrong and often have to go back to Public Works to get what's needed to correct the problem. The estimate is based on information he received in 2008 for installing a radio system in each of the lift stations. Councilmember Zerby thought there were newer and cheapen_ monitoring options available. Brown noted a significant potion of the cost is for the interface to the control panels. ➢ Director Burton stated she would delete the revenues and other fund sources amounts in 2010 and 2011 in the sources and uses of funds for sanitary sewer as they were included inadvertently. She noted that the $1 million dollar transfer out of the Sanitary Sewer Fund to establish the infrastructure fund needs to be added. She explained there are no sanitary sewer rate increases included in the 2010 enterprise budget for a few years out. The following clarifieati management. and with regard to stormwater ➢ Director Burton noted the Stormwater Management CIP includes stormwater management system improvements for each of the roadways identified for reconstruction during 2010 — 2014., She stated the Stormwater Management budget contemplates the use of $300,000 in loans from the proposed infrastructure fund. ➢ Councilmember Woodruff requested a $90,000 line item be added in 2010 for the maintenance of Manor Pond as a place holder, noting he was not saying he would support dredging the Pond in 2010. Councihnember Turgeon stated Council has not decided if that should come out of the Stormwater Management Fund or the Parks Fund, noting it can be split out later. She expressed she had no problem with having a place holder for it. Mayor Lizee stated she has a real issue with spending $90,000 for what's basically an aesthetic reason. Lizee wanted a little more information on the classification of the Pond and the quality of the silt before this project is considered. Councilmember Zerby stated he would support having a place holder in the CIP. A Director Brown explained the $90,000 estimate is based on some historical evidence from other communities. The actual cost is dependent on whether or not the silt is contaminated. Engineer Landini explained Manor Park is listed in the national wetlands inventory map as a wetland. An old aerial photo indicates a very different wetland then what is there today; it was a plant based wetland that was dredged out between 1937 and 1957. The Minnehaha Creek Watershed District (MCWD) has indicated it would treat the pond as a stormwater basin; there would be no net loss if the pond was dredged. ➢ Councilmember Turgeon stated it's her understanding that the MCWD doesn't require a stormwater pond to be maintained unless there has been a loss of more then 50 percent of the pond. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 9, 2009 Page 6 of 6 The following clarifications, comments and suggestions were made with regard to technology /office equipment. Director Burton stated a new line item was added for the purchase of five laptop computers in 2010 for the Councihnembers. Councilmember Woodruff expressed reluctance to adding that line item for three reasons. First, he was not sure how he would be able to adequately prepare for council meetings with having electronic copies of meeting packet information only. Second, he was not sure what the cost benefit of doing so would be. And last, he thought the $10,000 amount was way too high; he thought notebooks could be purchased for a lot less. He thought the line item should be deleted. ➢ Councilmember Turgeon recommended the item be deleted. She stated she also thought it would be more difficult to prepare for meetings without having a hard copy of the materials. Director Burton stated there would be a learning curve associated with having electronic copies of meeting materials only. She agreed the cost could be less then $10,000. Councilmember Zerby thought the cost be reduced by 50 percent. He explained he has been experimenting with using electronic material's for meetings. Based on his experience he thought having printed materials for meetings is easier to use, but having access to past meeting minutes and information can be very valuable. ➢ Councilmember Woodruff suggested one Councilmember who is not technically savvy serve as a test person for using electronic materials only. ➢ Mayor Lizee recommended the line item be reduced to $5,000 and be budgeted for 2012 or beyond. There was Council consensus to schedule a work session for November 16` to discuss the Enterprise Budgets. Mayor Lizee stated the objective is to complete the discussion during that work session. 3. ADJOURN Zerby moved, Woodruff seconded, Adjourning November ,% 2009, at 6:50 P.M. Motion passed 4/0. the City Council Work Session Meeting of Christine Freeman, Reco Christine Lizee, Mayor ATTEST: Brian Heck, City Administrator /Clerk CITY OF SHORE WOOD CITY COUNCIL REGULAR MEETING MONDAY, NOVEMBER. 9, 2009 13"C"1110a _ Mayor Lizee called the meeting to order at 7:01 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Turgeon, W Administrator Heck; Finance Director Burt( Engineer Landini Absent: Councilmember Bailey B. Review Agenda Councilmember Woodruff asked that Item ?10.E, Representative Cities 2009 Regional Meeting be added to the agenda._ Turgeon moved, Zerby seconded, approving the agenda as am 2. APPROVAL OF MINUTES A. City ( Turgeon moved, W October 26, 2009, as to "Acting Mayor Tu due to her absence at City Zerby moved, < We October 26, 2009, explained" to "Mr. 3. CONSENT and Zerby; Attorney Tietjen; City ctor of Public Works Brown; and ities / League of Minnesota passed 4/0. Work Session Minutes, October 26, 2009 seconded, Approving the City Council Work Session Minutes of in Item 1, Pagel change "Mayor Lizee called the meeting to order" ailed the meeting to order ". Motion passed 31011 with Lizee abstaining ;ular Meeting Minutes, October 26, 2009 ded, Approving the City Council Regular Meeting Minutes of n Item 5.13, Page 5, Paragraph 3, Sentence 3 change "Mr. Gedney ned ". Motion passed 4/0. Mayor Lizee reviewed the items on the Consent Agenda. A. Approval of the Verified Claims List B. Adopting RESOLUTION NO. 09 -058 "A Resolution Accepting Quote and Awarding Contract for 2010 Road Improvement Project Sanitary Sewer Repairs." CITE' OF S OREW OD REGULAR COUNCIL MEETING MINUTES Noveinber 9, 20€19 Page 2 of 13 C. "A Resolution Regarding the Lake Minnetonka L T Trail Operated by Three Rivers Park District" subject to the resolution being amended to include the removal of the pavement stripping at the trail crossings in Shorewood. D. Adoptin2 RESOLUTION NO. 09-060, "A Resolution Rescinding Resolution No. 01 066 Relating to Vine Hill Trail and Right-Of-Way." E. Auditing Services Contract F. Authorize Expenditure of Funds for Public Works Vehicle — One Ton Dump Truck G. Authorize Expenditure of Funds for Public Works Vehicle — Pickup Truck With regard to Item 3.A Verified Claims, Councilmember Woodruff stated it appears the check to Larry Brown and to Home Security Store both for the amount of $233.24 are for the same expense item. Director Burton stated the check to Brown has been voided. Burton explained the financial ; department will put some additional procedures in place to try and avoid this type of thing from happening in the future. With regard to Item 3.0 County Road 19 Trail Crossing, Councilmember Woodruff stated when Council directed Staff to draft a resolution asking for improved trail crossing signage and educational materials about the crossings he asked that the resolution also include the removal of pavement stripping at trail crossings in Shorewood. It his understanding that Director Nielsen thought the removal request could be addressed in a separate letter. Woodruff asked that the removal be included in the resolution. With regard to Item 3.F Authorize Expenditure of Funds for Public Works Vehicle — One Ton Dump Truck and Item 3.G Authorize Expenditure of Funds; for Public Works Vehicle — Pickup Truck, Mayor Liz6e stated during the'work session immediately preceding this meeting Councihnember Turgeon stated she wanted to know the full cost for these two purchases before approving them. These two items in the meeting packet for this meeting do not include the cost for sales tax, fees and licenses. Director Brown explained the total costfor the one ton dump truck is $48,314.76 and the total cost for the pickup truck is $29,914.99. Turgeon moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein subject to the costs for the one ton dump truck and the pickup truck being amended to reflect their full costs, the deletion of check # 49098 for Larry Brown from the verified claims list, and the amendment to the trail crossing resolution. Motion passed 4/0. 4. MATTERS FROM THE FLOOR George Greenfield, 24715 Yellowstone Trail asked if the City of Shorewood is liable to following State Statutes 177.41 — 174.44 regarding prevailing wage laws. He stated his concern arose because of the staining of Eddy Station. He explained the City received three highly discrepant bids for the project. He explained that because he is in Freeman Park quite often he was able to observe the workers. The four person crew worked there for either three or four days which would equate to approximately 100 hours of work. The accepted bid was for $3,700. It appeared to him the laborers were subcontractors because the truck they came in had no markings on it, and they were using their own equipment. He asked if they were paid a fair wage. He wondered if the wage laws were binding on cities as well as the State. He stated CITY OF St- ORE IOt D REGULAR COUNCIL MEETING MINUTES November 9, 2009 Page 3 of 13 he thought it is in the interest of the City when considering bids to make sure the City pays just wages. He stated he had contacted City Hall to find out if the laborers were paid a just wage but he received no answer. He asked for a response to the legal question and lie requested Council consider making sure prevailing wage laws are considered when contracts are awarded. Mayor Lizee stated those were good questions for the City's attorney and for staff, and someone will get back to Mr. Greenfield with answers. 1 A. Proposed Improvements for City Project of Nelsine Drive Road Improvement Proj( Mayor Lizee opened the Public Hearing at 7:16 P.M Engineer Landini stated improvements to Nelsine Drive feasibility study for the improvements durin information meeting on the proposed project on neighborhood had about the project and the po was appropriately advertised twice and a me potential extension of water main is initiated by approve the extension. Staff conducted a survey Only one property owner out of the seven that extending water main. r water main extension is in favor of ater main as Part for 2010. Council accepted the meeting. Staff held a public 1y questions the residents in that er main extension. The meeting to the residents. Because the Four -fifths vote of the Council to ack about water main extension. Landini explained the meeting packet for this evening contains three draft resolutions for Council to consider. The first resolution is to reconstruct this road, make sanitary sewer and storm sewer improvements, and extend water main. The second resolution is to reconstruct this road and make sanitary sewer and storm sewer improvements; it does not include the extension of water main. The third resolution is to reclaim this road and make sanitary sewer and storm sewer improvements; it does not include the extension of water main. Council can also direct Staff to prepare other resolutions. Landini stated it would be appropriate to open up the hearing for public comment at this time and possibly limit individual public comment to I — 3 minutes. Mayor Lizee opened the Public Testimony portion of the Public Hearing at 7:20 P.M. Gary Dressel, 25505 Nelsine Drive stated during the October 29` public information meeting it became apparent that eight out of the nine affected property owners don't want water main installed. The property owners on Nelsine Drive had fought this many years ago. He thought the property owners wanted the road to be reclaimed without water main being installed, and they wanted the drainage problem on the north side of the road addressed between the Champa, Svoboda and O'Neill properties. He has lived on Nelsine Drive for more than thirty years and he doesn't remember there ever being a pothole in the road. From his vantage point the road has not been a problem for the residents. He commented that the property owners are not into the curb and gutter look. its October 12 1,20 ftober 29` to answe ble assessment for ng notice was mai City it will require kinw for resident fef CITE' OF SHOREWOOD REGULAR COUNCIL, MEETING MINUTES November 9 200 Page 4 of 1 Susan Chan1pa , 25500 Nelsine Driv stated she also agreed that eight of the property owners are not in favor of extending the water main or reconstructing the road, noting she is one of the eight. They want the road reclaimed and the drainage problem resolved. Jerry O'Neill, 25540 Nelsine Drive stated there is only one affected property owner that wants water main extended under Nelsine Drive. The other property owners only want the road reclaimed. He then stated the City is asking for a ten -foot easement on one side of his and his wife's property. One of the reasons they purchased their property was because of the tree line along the side property. They are not about to grant that easement without there being a plan, yet it's his understanding the City won't prepare the plan until it gets the needed easement. Mike Wolfe 25460 Nelsine Drive stated he was in favor of doing three options he would chose the reclamation option. He then stated t interested in having water main extended, while noting they can h Road. It would be more costly then connecting to water main under 1 Joan Svoboda 25580 Nelsine Drive stated she and her husband I Eureka Road. Some years ago they were assessed for water main time they were told that within five years water main would be ii not hook up to water main under Eureka Road because they would' It would be a much shorter distance for them to run a line to ping to the road. But, out of the vobodas are the property owners up to water main under Eureka sine Dri on the corner of Nelsine. Drive and :tension under Eureka Road. At that alled under Nelsine Drive. They did ve to bring the line across their yard. Ater main under Nelsine Drive, and therefore cost less. She thought because they have already been assessed for water main and were told water main would be installed under Nelsine Drive they feel they are somewhat entitled to being able to hook up to water main under Nelsine Drive. Ms. Svoboda then stated the people that previously owned the property across the street from them had brought in a lot of fill and this has affected their stormwater drainage such that it runs down to their yard. They are very much in favor of doing, something to help the water flow between the properties. They would be willing to consider granting the City an easement if it would help. Ms. Svoboda clarified that they were not necessarily advocating extending water main as part of this project. But, they are in a predicament because of what they had been told. When water main was installed under Eureka Road they had no choice, and they were assessed for that. Colleen O'Neill 25540 Nelsine Drive stated she and her husband wanted to help her neighbors in solving the drainage issue. The last resort for her and her husband is to grant an easement, noting they did not want to lose the trees along their property lines. She requested Staff consider alternatives for addressing the problem other then dust acquiring the easement and replanting trees. Perhaps the City could help regrade the Svobodas property to solve the drainage, and help the Svobodas find a cheaper way to hook up to the water main under Eureka Road. Mayor Liz& asked Staff what plans there are to help mitigate the drainage problem on the north side of the road. Engineer Landini explained the feasibility study indicates an easement is needed from the O'Neills and the Svobodas to capture the stormwater and run it down the property lines. The Svobodas have written a letter to the City indicating their willingness to work with the City on an easement. Mr. O'Neill stated earlier in this meeting that he and his wife are willing to work with the City if the City has a set of plans. He explained he is in a predicament because he needs the easements to draw up the plans but the O'Neills want the plans before they consider granting an easement. Landini expressed his willingness to meet with the O'Neills to discuss an easement based on the City satisfying certain conditions if that is amenable to Council. There is water drainage that flows from the south to the north CITY OF S OREWO D REGULAR COUNCIL MEETING MINUTES November 9, 2009 Page 5 of 13 that pools up somewhat in the front yards. The front yards are not graded for the water to flow down the lot lines. The Svobodas have some additional drainage that appears to be the result of fill brought in across the street from them. He noted the City doesn't have any information on the fill that was brought in. He explained that some of the drainage problem could possibly be addressed if the decision is made to go with the reclamation option with things such as rain gardens and yard catch drains noting easements will be needed. Director Brown stated he appreciated a property owner wanting to know what the specific plans were before granting an easement. He explained that in the past, the City would have detailed plans prepared before it held a public information meeting. Property owners would be upset that they had not been asked for their input prior to completing the design work. The City now prepares "stick drawings" based on good information for discussion during the public information meetings. The existing drain pipe between the yards will likely have to be extended out. Staff and the property owners have discussed creative ideas such as not having a concrete pipe, having modified rain gardens and so forth. He thought it was possible to get around the easement issue. But, without being able to go on to the properties Engineer Landini can't obtain the survey date. That can be accomplished by the property owners granting the City a right of entry that expires. The right of entry gives the City the right to do the survey work and explore options. Once the plans are drafted the City can determine if an easement is necessary. Mayor Lizee asked the affected property owners if they would be amenable to that to which they indicated they would be. Councilmember Turgeon stated during the public information meeting two property owners complained about their well water, noting they were not present this evening. Property owners on the cul -de -sac expressed their opposition to increasing the size of the cul-de-sac which is proposed if the road is reconstructed. The reclamation, option would not increase' the size of the cul -de -sac and the road would be reclaimed to a have a driving surface 22 feet wide. She commented the property owners understood their gardens are in City right -of -way. Mayor Lizee noted in all three options the driving surface would be 22 feet wide. Director Brown confirmed that the cul -de -sac would remain the same size as it currently is if the road were reclaimed. Councilmember Turgeon stated if the City can't obtain the easements it can't resolve the drainage issue. If that is the case then from her vantae:noint it doesn't make sense to even reclaim the road. Mr. Dress'el stated Ms. Champa and Mr. O'Neill both expressed concern about the loss of trees on their property. Mayor Lizee stated the Council' and Staff are also concerned about tree loss. Staff will work closely with the property owners to minimize tree loss. In response to a question frorn Mayor Lizee, Director Brown explained when water main was installed under Eureka Road each property owner was assessed $5,000. The current ordinance states the connection fee is $10,000 and credit is given for any assessment paid. For the Svobodas to connect to water on the Eureka Road side of their property will require a substantially longer line then it would for them to be able to connect to water on the Nelsine Drive side of their property. Under the current water ordinance the property owners can petition for water main to be extended with at least 67 percent of the property owners being in favor, or the Council can request the extension of water main with a four -fifths vote in favor of doing so. Councilmember Woodruff asked what the connection fee was at the time water main was installed under Eureka Road. Director Brown explained the current ordinance was not in effect at that time; the cost was a flat $5,000 and there was no additional connection fee. Woodruff then asked if the property owners CITE? OF SHOREWOOD REGULAR COUNCIL IL MEETI G MIN11 t`L November 9, 2009 Rage 6 of 13 along Eureka Road were grandfathered in under the terms that existed at that time, to which Brown responded they were not. Brown explained the assessments for water main installation have varied throughout the years. Councilmember Turgeon again expressed she thought Council needed to have a philosophical discussion about the current water policy. Councilmember Zerby stated each time a road is reconstructed there is an opportunity to extend water main if it's available and feasible, assuming it's not installed already. It's his understanding that the average service life of a reclaimed road is 15 years and the average service life of a reconstructed road is 30 years. Therefore, the option to extend water main will not be considered again for a long time. Although the current property owners may not want water main to be extended now, they may be at a disadvantage when they want to market their property later. He thought property owners would likely recoup a large percent of their investment. Mr. O'Neill stated he did not think a property owner would recapture any where near the cost of having city water available to connect to or installed. He commented he could install two wells for $10,000. Councilmember Zerby stated it's not possible to predict what t years. There's no way to predict what state the aquifer will increase. It's prudent for Council to consider water main instal thanked the property owners for their input. In response to a comment from Councilmember PASER (Pavement Surface Evaluation and Ratin`, three because there is block crackin.R for almost covered that but it reappears in about a year. Mr. Dressel again rating. rid water situation will be in 10 — 20 Government regulations are on the ach time a road is reconstructed. He lini explained the City uses the ways. Nelsine Drive was rated a road. Previous seal coating has a pothole in Nelsine Drive. He contested the PASER System Mayor Lizee closed the Public Testimony portion of the Public Hearing at 7:47 P.M. Councilmember Woodruff stated it was his recollection that the TKDA feasibility report indicated the cost to reclaim the road may be more then the estimate because there are some questionable soils under the existing road surface. Engineer Landini explained the soil borings for the project indicate there is no road base or foundation under the cul -de -sac; the surface is sitting on dirt. Until the road is opened up it's not possible to know ]low far down the road that condition extends. A soil boring on the easterly end of the road indicates there was 3 - 4 inches of road base underneath the surface. The City's standard is two feet of sand and eight inches of rock. A soil boring on the west end indicates there is four inches of class - 5 rock. There is an underlying soils issue which will result in the road moving again in the suture. Mayor Lizee asked Engineer Landini to explain why the size of the cul -de -sac would be increased if the road were reconstructed. Engineer Landini explained the City has a 35 foot radius standard for cul -de -sacs which is what is proposed under the reconstruction option. That standard is for safety reasons. He stated the Smithtown Lane radius was proposed to be 45 feet. Director Brown explained a reclaim process tends to stay within the existing pavement boundaries because of trying to take advantage of the underlying soils. CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 9, 2009 Page 7 at 13 Councilmember Turgeon stated she would support the reclamation option provided the City was able to obtain the necessary easements to mitigate the drainage issues or to find some other way to mitigate them. Councilmember Woodruff stated he thought something should be done with Nelsine Drive. He did not agree with halting the project if the easements can't be obtained because there may be other approaches to helping mitigate the drainage issues. He suggested Staff approach this from the perspective of obtaining the easements; but, in the event that doesn't appear as if it's going to work then he wanted Staff to identify other mitigation options. Councilmember Zerby asked if the reclamation cost includes improving the soils. He stated he had no issue delaying the reclamation if the residents are okay with the road the way it is. Because the project would be a relatively small project the City would be able to do the project some other year if the road started to deteriorate badly. If there are issues with obtaining needed easements or finding other solutions to mitigate the drainage issues delaying the project may be appropriate. In response to a question from Councilmember Turgeon, Engineer °Landini stated a decision on moving forward with this project could be delayed until the Council meeting in December without impacting the bid schedule for doing the reclamation in the spring of 2010. Councilmember Zerby stated he would be comfortable with delaying the project Lentil 2011. Councilmember Turgeon stated that's okay from the road perspective only, but what about mitigating the drainage issues. Zerby stated he did not think Nelsine Drive had been identified as having drainage issues from the public record perspective. Director Brown explained there is some subjectivity people may rate them slightly, higher or lower, but .o Drive is not in great shape, and Council has made if a repair. He stated that during the public information i issues. The City has the opportunity to solve some of more forward with the project. He was confident Staff would be able to mitigate the c Council of that and at that po authorize ;the finalization of p mitigate' drainage issues first Engineer Landini responded to part of the reclamation option. will be mixed in with the Tech stabilize the road, it's.not enotg specifications solved with rating the City's roadways. Different r the long term they should balance out. Nelsine , iority for the City to address roadways in need of Ming residents expressed concern about drainage v issues. He encouraged Council to allow Staff to could be able to determine whether or not the City iy. If there is no good solution Staff will inform to delay the project. He recommended Council contingent upon Staff investigating options to ouncihnember Zerby's earlier question about improving the road base as le explained the feasibility study does indicate some class -5 aggregate riled asphalt. Although some road base will be added and it will help . He noted the reclamation option is light on storm sewer improvements. Turgeon moved, Woodruff seconded, Adopting RESOLUTION NO. 09 -061 "A Resolution Ordering Finalization of Plans, Specifications and Estimate for the Nelsine Drive Reclamation Project" subject to either the City obtaining the necessary drainage easements to help mitigate the drainage issues or Staff identifying other solutions to mitigate them. In response to a comment from Councilmember Zerby, Director Brown stated Staff will report back to Council on the drainage options during its December meeting. Zerby stated if there are no suitable options for mitigating the issues (e.g., required easements can't be obtained) he asked if the project could then be stopped. Brown explained if the City is not able to obtain the necessary easements) then Staff will report back to Council and Council can stop the project. If the City can reach a handshake agreement on the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 9, 2009 Page 8 of 13 easement, then survey work will have to be done and legal documents prepared. He indicated lie is not prepared to discuss the cost to investigate drainage mitigation options, but he thought the cost would not exceed $10,000. Councilmember Zerby expressed his hesitancy to approve the road reclamation as a whole without having all of the information. Councilmember Turgeon suggested Council revisit the roadway improvement policy. Councilmember Zerby agreed. He questioned if it would be appropriate to factor traffic counts into the decision making process, or lower the rating threshold to three from four. Mayor Liz& recommended Council, at a future date, discuss the City's water policy, the expansion of city water and how to upfront the cost for expansion. There are issues with water tables, water quality, water purity, water safety and so forth. She stated she is loathed to rebuild a road without extending water main, where feasible, and stubbing it out to each property line. Motion passed 4/0. Mr. Dressel thanked Council for listening to the residents' perspectives. Councilmember Woodruff clarified that before the actual reclamation occurs Council will consider this item at least two more times. Once after the design work is done and before it is let out for bids. The second time is when it awards the contract to do actual reclamation. 7. PARKS No report was given because there has not been a Park Commission meeting since the last Council meeting. The next Park Commission meeting is scheduled for November 10, 2009. 8. PLANNING No report was given because there has not been a Planning Commission meeting since October 6, 2009. The next Planning Commission meeting is scheduled for November 17, 2009. 9. ENGINEERING/PUBLIC WORKS A. .Manor Pond Soil' Testing Engineer Landini explained during its October 26, 2009 meeting Council discussed the possibility of dredging Manor Pond. During that meeting Staff was directed to refine the cost estimate. Staff had informed Council that sediment test results and a survey of the pond were needed to do that. The meeting packet contains a sediment sampling proposal prepared by American Engineering Testing (AET). AET's quote for providing the services is $3,428 to take and test three samples. Depending on the geology encountered the cost could be higher. Therefore, Staff asked Council to approve a not to exceed amount of $5,000 to do the testing. The results from the request for proposals for surveying services will be available for Council's November 23`' meeting. Councilmember Turgeon asked what the estimated cost for the survey is. Engineer Landini stated he guessed it could be $3,000. CITY OF SHOR WOOD REGULAR COUNCIL MEETING MINUTES November 9, 2009 Page 9 of 13 Woodruff moved, Zerby seconded, awarding the contract for the Manor Parr Sediment Sampling to American Engineering Testing, Inc. for an amount not to exceed S5,000. Councilmember Woodruff stated AEI's proposal referenced a 1999 consulting contract between AET and the City. He asked that at some point Staff review that contract to determine if it should be updated. He clarified this request is independent of tonight's action. Councilmember Zerby stated he thought this was a worthy project. He then stated he was surprised that this body of water was classified as an open water type wetland and not a Natural Urban Runoff Program pond. He wondered how the classification impacts the project. Engineer Landini explained that the Minnehalia Creek Watershed District has indicated this is a maintenance item and there will be no net loss. Landini also explained that there is an MS4 NPDES requirement where a pond must be maintained once it becomes a certain percent full. The City has no record of what dept Manor Pond was originally dug to. Motion passed 4/0. 10. GENERAL/NEW BUSINESS A. Approval of Certification of Delinquent Utility Ch Director Burton explained the City Code provides for annual ce against the properties serviced. The City's authority for certificat Minnesota Statute 444.075. This resolution authorizing the cert annually. Each property owner is given an opportunity to file a certification of delinquent accounts, and they can request a hearing ii the account has not been paid. She noted the City has received a wri the meeting packet, and z request fora hearing from Ron Johnson, she did not think Mr. Johnson was in attendance this evening. Councilmember ' amounts then nor delinquencies are Councilmember Zerby ask( delinquencies. Burton explaii Zerby asked if any of the del once a delinquent bill , is certil Turgeon moved, Woodru Directing Delinquent Sew Charges, and Dry Hydrant arges rtification of delinquent utility bills ion of unpaid charges comes from ification is considered and passed written objection to this proposed front of the Council to explain why tt en objection, which was included in 5335 Shady Hills Circle. She stated delinquent bills is longer and for larger dollar is greater then Staff expected, noting some of the ed there is some underlying issue other then money causing the s City does what it can to make it easy for residents to pay their bills. icies are from past years. Burton stated no there are not and explained is removed from the City's system. ff seconded, Adopting RESOLUTION NO 09 -062 "A Resolution er Charges, Storm Water Utility Charges, Water Charges, Recycling Charges, be Placed on the 2010 Property Tax Rolls." Motion passed 4/0. Mayor Liz& turned control of the gavel over to Acting Mayor Turgeon and respectfully excused herself fi•om the meeting at 8.20 P.M. B. Southshore Community Center Administrator Heck explained during its October 26, 2009 meeting Council discussed the operations of the Southshore Community Center (the Center) for the last several months as well as projections for the CITY OF SHOO WOOD REGULAR COUNCIL MEETING MINUTES November 9, 2009 Page 10 of 13 Councilmember Woodruff stated he would like the policy to address how or if donations are accepted, who receives the donations, and a process for determining the use of cash donations. He noted the last meeting of the Center's Oversight Committee was in mid September 2009. He expressed he was personally reluctant to have to have the Committee involved in handling the donations. He thought it would be better to have a policy Council agrees to, and to have Staff process donations according to that policy. If need be Staff can bring questions about donations to Council. He thought this process would be most expeditious. Acting Mayor Turgeon stated managing the Center's operations is a new business for the City. The City is in the process of establishing guidelines for running the business. She noted the City is subsidizing the operations. She stated because the City only owns 50 percent of the Center it must exercise caution about making physical changes to the Center that the other four cites with partial ownership may not agree with. She expressed concern with how decisions have been made about making improvements to the Center. She stated she wanted there to be a policy for overall operations of the Center, including the handling of donations, for Staff to manage to. Councilmember Woodruff stated be was willing t which he and Councilmember Zerby are mem Committee should be involved' in the process of Turgeon stated that was not her intent. Council provide some direction in creating a policy. inother:meetin'g of the Oversight Committee, of discuss' such a policy. He did not think the donations on an ongoing basis. Acting Mayor Zerby stated he thought the Committee could Councilmember Zerby coin agreements. changes to the Center are covered by the rental Acting Mayor Turgeon stated her specific concern about changes to the Center is about the changes made to the reception area which cost the City over $500 to bring electricity to that area. Councilmember Zerby stated that was a lesson learned and it has been discussed with the management for the Center. Acting Mayor Turgeon stated there was nothing on the list of possible projects for the Center that she would support paying for in 2010 because the Center's operations are running at a deficit. Administrator Heck explained there are some fairly costly building maintenance issues (e.g., the HVAC units and the roof) that not on the list because there is insufficient data at this time. The two most significant cost items on the list include the voice /data line connection between the Center and City Hall for an estimated cost of $5,000, and a replacement audio system for an estimated cost of $5,000. Turgeon clarified her intent was not to micro manage the Center's operation. Turgeon questioned why there are three different cleaning service providers providing services for the Center. Turgeon stated it appears the monthly costs to operate the Center have gone from about $2,500 per month to $3,300 per month yet the revenue isn't increasing. CITY OF SHOREWOOD REGULAR COUNCIL C.IL MEETING MINI-)'TES November 9, 2009 Page i 1 of 13 Councilmember Woodruff stated the Center is operating as an enterprise. He suggested the Center's operating budget be discussed along with the other enterprise budgets during the November 23 "' Council work session. He recommended a Capital Improvement Program be prepared for the Center. Councilmember Woodruff then stated during its first meeting the Oversight Committee discussed its desire to have a key card access system installed at the Center for security purposes. That has not been done. Administrator Heck stated Ms. Anderson has been in contact with the vendor Director Brown had used, and Ms. Anderson was going to contact a few other vendors. Woodruff expressed his desire to have this installation completed. In response to a question from Councilmember Woodruff, Administrator Heck explained the City has entered into a 3 -year rental agreement with the South Shore Senior Partners. Acting Mayor Turgeon requested a copy of the agreement. Heck stated he would provide Council with .a copy of each of the long term agreements. C. Administrative Citations Administrator Heck explained that during the 2009 State Legislati gives cities the authority to issue administrative citations for ,vari handled by the district court. Council had asked Staff to determine v administrative citation program. This current Administrative Cody F serve as the foundation for handling the administrative componei meeting packet for this meeting contains a copy of an Administrati League of Minnesota Cities. He explained that because the South (SLMPD) provides policing services to the City it would have to stated if Council would like to implement such a program, it sl objectives. Councilmember Woodi the current process the administrative citations generated from minor tra one way for the City and ask this item be placed commented that there are cities' Councilmember Zerby stated it program; it can't be just select expressed concern about the expressed concern about makin , e Session a law was enacted which )us minor traffic offenses that were hat it would require to implement an . - iforcement process could potentially t of such a program. He stated the /e Citation Tool Kit prepared by the Jake Minnetonka Police Department )ecome involved in the process. He ould add it to the 2010 goals and s support for Staff doing more work on this. He explained under > very little fine revenue generated from traffic citations. Under an ,MPD /City would be able to keep a larger percent of the revenue He stated it would be awkward for the SLMPD to issue citations or the other three SLMPD member cities. He requested that Staff meeting agenda for the SLMPD Coordinating Committee. He have implemented such a program. /ould be important that all four SLMPD member cities implement such a hies. He indicated he is willing to have Staff look into this further. He fministrative costs associated with handling such a program. He also the SLMPD sort of like an enterprise operation. Acting Mayor Turgeon stated the City would get $40 from a $60 minor traffic offense fine. The City would have to track the citations and keep the funds from revenues separate. The revenues the City would keep could be used to supplement its funding for the SLMPD, but it can't take the place of the regular funding. She clarified she is not saying she is against doing this. She requested Council be provided with additional information about the resources needed to implement such a program. Administrator Heck stated the issues identified are some of the things Staff would have to research. He commented some cities with their own police departments use the revenues generated to supplement police training. CITY OF St-aOREWOOD REGULAR COUNCIL MEETING MINUTE November 9, 2009 Rage 12 of 13 DE Fire District Budget Discussion Administrator Neck explained the adopted Excelsior Fire District (EFD) 2010 budget includes funding for a mandatory contribution to the Excelsior Firefighters Relief Association (EFRA) fund for pensions in the amount of $120,000. [The $120,000 mandatory contribution in the budget was funded through expense reductions and the use of a $40,000 in reserves from both the Operating Fund and the Facilities Fund.] Currently it appears that the deficit reduction for 2010 has been reduced to $97,000. He explained Councilmember Bailey had asked Councilmembers to provide him with their thoughts on budget restoration priorities for the use of the funds not needed for the mandatory contribution prior to the November 18, 2009, EFD Board meeting. The meeting packet for this meeting contained a copy of EFD Chief Gerber's recommended restoration priorities. The packet also contained a document from EFD Fiscal Agent Young about impact of converting to a different payment schedule for member cities payments to the EFD and the impact that would have on reserve levels for various funds. Councilmember Woodruff recommended restoring $10,250 ti priority), and to restore $1,300 to fire prevention (Gerber's nu training and fire prevention to the same level as in the adop remainder of the funds not needed for the mandatory contribution Councilmember Zerby stated he agreed with suggested $600 be restored to repair and in would support that if there had been a specific of the public safety facilities arises it's the C make the needed repairs. Zerby stated if there funds available to address the need. Acting Mayor Turgeon Councilmember Zerby's.r mandatory contribution tc from. She expressed she v Admini he Councilmember Woodruff st, scheduled for November 19, opportunity to vote on the ad, vote independent of size. He to also attend. He thom4ht it a restoring training and tintenance supplies. C need identified. Wood Ly's responsibility to p is a small repair that is Mining (Chief Gerber's number 3 r 4 priority). These would restore 2009 EFD operating budget. The ild be put back into reserves. fire prevention to 2009 levels. He ouncilmember Woodruff stated lie ruff then stated if an issue for either rovide its portion of the funding to needed he thought there should be I she did not agree with either Councilmember Woodruff's or ion priorities. She wanted all of the budgeted the funds not needed for the L back into reserves where some of the funding for the contribution came villing to restore any funds to the operating budget at this point in time. I1 pass this information on to Councilmember Bailey. at MetroCities / League of Minnesota Cities Regional Meeting e MetroCities / League of Minnesota Cities 2009 regional meeting is He explained as part of that meeting member cities will have the of various MetroCities policy statements. He noted each city has one Administrator Heck will attend the meeting, and it's Woodruffs plan late to authorize Heck to serve as the City's voting delegate. Woodruff moved, Zerby seconded, authorizing Administrator Heck to serve as the City's voting delegate at the MetroCities / League of Minnesota Cities regional meeting. Motion passed 310. Administrator Heck stated he thought meeting registration started at 1:30 P.M. on November 19` He then stated Councilmembers should let him know if they want to attend the meeting and he will get them registered. CITY OF SHOREWO OD REGULAR COUNCIL, MEETING MINUTES November 9, 2009 Page 13 of 13 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff Administrator Heck stated there was a meeting with the American Federation of State, County and Municipal Employees, AFL -CIO Labor union (the union representing the City's Public Works employees) last week. The City has received the union's proposal. He stated there will be an executive session to discuss the proposal on November 23 From his vantage point he thought the meeting went well. Heck then stated Attorney Tietjen has suggested Council have an executive session to discuss the legal situation regarding Ron Johnson. He recommended scheduling the meeting after the December 4, 2009, hearing with Ron Johnson has been held. B. Mayor and City Council Councilmember Zerby stated during the October 26"' Council meeting Mayor Lizee stated she had asked Andrew Gillett with Hennepin County to contact Administrator Heck about attending the November 23` Council meeting to make a presentation on the topic of extending a trail from the LRT Trail crossing at County Road 19 to the old Dakota Rail line in Orono. Administrator Heck stated the agenda for that meeting will be very heavy. Acting Mayor Turgeon suggested anything that is not related to money should be put on a different fixture meeting, agenda. Heck stated Staff will do some creative shuffling of the November 23` agenda if need be. He noted Mayor Lizee had asked to have the trail issue addressed as soon as possible after Councilmember Bailey returned. Heck stated lie was working with Mr. Gillett to try and get him scheduled. Heck stated the last regular Couneil meeting scheduled for 2009 is on December 14 "'. He indicated he will work with Staff and Guest speakers to shuffle them around. In response to a question from Acti' fixture for Glen Road is being man luminaire fixture. Brown noted there i V�R111111� 10 Zerby moved, Woodruff seconded 2009, at $:57 P.M. Motion passed RESPECTFULLY SUBMITTED Christine Freeman, Recorder 04a9*111A Mayor Turgeon, Director Brown explained the replacement light .ctured. The City had a replacement pole but it did not have the a long lead time for that type of fixture. ,djourning the City Council Regular Meeting of November 9, Christine Lizee, Mayor Brian Heck, City Administrator /Clerk #2C Mayor Lizee called the meeting to order at 5:30 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Bailey, Administrator Heck; Finance Director Bui Public Works Brown; and Engineer Landis Absent: None B. Review Agenda 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5830 P.M. , Woodruff, and Zerby; City ing Director Nielsen; Director of Turgeon moved, Woodruff seconded, approving the agenda as presented. Motion passed 5/0. 2. ENTERPRISE BUDGET DISCUSSION Director Burton stated the first draft of the budgets for this evening for discussion. The documents consist Service, Sanitary Sewer, Stormwater Management, Re She noted the first draft. of the capital improvemen November 9, 2009, work session and any changes documents being discussed this evening. the Enterprise Funds for 2010 would be presented of the budgets for Water Operations and Debt ycling and Southshore Community Center Funds. program (CIP) was discussed during Council's discussed have not been incorporated into the Water B Director Burton explained the Water Fund budget is comprised of two parts: the Water Debt Service budget and the Water Operating budget. The 2010 Water Debt Service budget includes principal and interest debt service payments for the existing bond issues. Over the years the City had issued water revenue bonds to1und improvements. Director Burton explained the 2010 Water Operating budget revenues are projected to be approximately $828,000, while expenses (including depreciation) are forecast to be approximately $1,228,500. This amount includes capital expenditures of $412,000. The programmed capital expenditure component would fund the installation of water main in conjunction with the reconstruction of Meadowview Road and part of Wild Rose Lane in 2010. The City would pay the up -front installation costs. These costs would be recaptured when property owners connect to the system or through special assessment charges. Burton then explained Council has discussed water rates during a series of utility rate study work sessions. Council expressed its support for changing the rate structure to include a lower minimum consumption amount of 5,000 gallons with a minimum charge of $17.50 per month. The current lowest amount is 10,000 gallons with a per quarter cost of $35. Users who consume more than 50,000 gallons per quarter will be charged a higher rate of $4.25 for each additional 1,000 gallons consumed above CITE' OF SHOREW OD WORK SESSION MEETING MINUTES November 16, 2009 Rage 2 of 10 50,000 gallons; the current rate for this is $3.75. The proposed - rate changes are revenue neutral when compared to the current rate structure. They should benefit lower consumption users and encourage water conservation. Burton explained for each of the enterprise budgets she intends to add a column to the spreadsheet for the projected 2009 year -end balance. The following clarifications, comments and suggestions were made with regard to the Water Operations budget. ➢ Director Burton explained the 2009 year -to -date charges for service amount does not include the 2009 third quarter billing. If the third quarter billing amount was included the year -end projection could be close to the $677,000 adopted amount for 2009, noting water consumption is greater in the third quarter. ➢ Councilmember Woodruff commented the service indicator for connections is 1,285 for 2007 — 2010. Director Burton stated all of the water service indicators need to be updated. She explained the data is taken from water reports prepared by Public Works for the State. ➢ Councilmember Turgeon questioned what is needed to help Staff provide better service indicator data. She expressed her disappointmentwth them not being more accurate. ➢ Councilmember Woodruff stated the staffing chart indicates there is a slight decrease in headcount yet there water main extension planned. He was not sure that was realistic. Director Burton explained the installation of radio read meters is almost complete and there is some labor savings from that, Director Brown explained the majority of the water system labor costs are associated with the plants. There is not a significant increase in labor costs for adding a few water users; there would be a more noticeable increase for adding 100 additional users. ➢ Councilmember Bailey asked if the costs for rehabilitation of the S.E. Area Water Tower are reflected in this Midget. He thought that expense was $400,000 — $500,000. Director Brown stated he thought the outstanding closeout amount was close to $50,000, and approximately" $475,000 in payments has been made. The costs were incurred during 2008 and 2009. Bailey stated he can't see where those costs are reflected in capital outlay. Director Burton, explained when fixed assets are capitalized they are taken out of the expense reporting line, Burton stated Staff will prepare a spreadsheet showing what's been expended and outstanding for the project. Bailey stated he assumed those numbers should impact the cash balance. Burton explained the 2008 year -end cash balance ,numbers in the budgets are correct; they were taken off the 2008 audited financials. The 2008 costs have been capitalized. She then explained the expense reports are used to provide data for these budgets; therefore, the capitalized fixed assets are not included in them. She stated Staff will clarify the budgets so they reflect what fixed assets have been capitalized at the end of each year. Councilmember Woodruff stated he thought it prudent to have cash flow projections which include the expenses for these types of projects, noting he thought the accounting practice Burton explained is appropriate from an accounting perspective. The following clarifications, comments and suggestions were made with regard to the Water Debt Service budget. ➢ Director Burton noted the 2008 year end debt service balance of $755,612. ➢ Councilmember Woodruff questioned the $10,000 increase in revenues from special assessment and connection charges for 2010 over 2009. Director Burton explained the CITY Off` S OREW 0 WORK SESSION MEETING MINUTES November t g 2009 Page 3 of 10 City has a number of special assessments that have been certified for other projects. There are possibly 2 — 3 connections charges anticipated. Mayor Lizee commented that she was pleased with Councilmember Turgeon's support in wanting Council to discuss the City's water policy. She stated it's apparent that the current policy is not very effective. The best time to extend water main is when a road is reconstructed; it's the most cost effective way to accomplish that. She recommended water main be extended, where feasible, and lots be stubbed out as part of every road reconstruction project where water main is not currently installed. The City would up -front the installation costs out of the Water Fund and property owners would pay they cost when they connect to the water system or are assessed for it. An assessment policy or water connection policy can be written to reflect that. She thought making this change would benefit current water users and expand the system, and it may encourage more property owners to connect to City water. She commented she had spoken with Administrator Heck about this topic earlier in the day. Administrator Heck stated he and the City Attorney reviewe( City water and they think the ordinance is quite restrictive with He explained that before the water policy can be changed the Council to authorize the extension of water main as part of roar be added to the ordinance regarding a connection charge that connects to the water system. He noted it cannot be called an as hearing be held under Minnesota Statute Chapter 429. He e the City's current regard to the expan ordinance needs to inance relating to of water services. amended to allow current ordinance that provides flexibility for the Council has to do for a "....fair, equitable, and consistent allocation of the cost of wat fees and charges for connecting to the water system. Currently the process unless 100 percent of the property owners petition to have v in his quick search of the ordinance earlier in the day he was not a $10,000 connection charge was arrived at. Director Nielsen explained the ordinance contains a formula that the $10,000 connection charge is based on. Director Brown explained the ordinance refers to the base rate. The resolution that was adopted establishing the connection charge is inconsistent with the ordinance. The connection charge is reflected in the municipal fee schedule. Brown recommended the ordinance be updated. Administrator Heck stated it appeared the connection charge is at the discretion of the Council. If Council was to pursue installing water main in conjunction with a road reconstruction project and not charge the property owners until they connect to water, staff can draft an amendment to the ordinance giving Council the discretion to authorize that. The ordinance could continue to allow property owners to petition to have water main installed. Councilmember Turgeon stated if Council is going to consider changing the City's water policy she suggested the discussion . get started right away in 2010. She indicated she thought the current water brochure was confusing. She questioned what might entice those property owners who have already paid a $5,000 fee for the installation of water main to want to spend another $5,000 to connect to the water system, noting there is an additional cost to them to run the line to their house and make the connections. Mayor Lizee stated it would have been nice to have had this discussion in time to have an impact on the 2010 road improvement projects. struction projects. A section should be applied when a property owner ;nt; an assessment requires a public A the only thing he found in the with modifying policies to provide r improvements...". This speaks to City must follow the Chapter 429 ant water main installed. He stated )le to find anything about how the Councilmember Woodruff reminded Council the proposed CIP budgets prepared by Staff assume water main will be installed in conjunction with road reconstruction projects. What's currently being discussed is the cost for property owners to connect to the water system. He asked Staff when a decision would CITY OF S OREWO D WORK SESSION MEETING MINUTES overnber t(r, 2009 Page 4 of 1 Administrator Heck stated with regard to those property owners who have already paid the assessment for the installation of water main he thought Council has the prerogative to change the connection fee with a simple action through resolution. He indicated he will verify this with the City Attorney. He noted the ordinance would not have to be changed to do that. He stated Staff will commit to having a draft amendment to the ordinance written sometime in early January 2010. Councilmember Woodruff asked Staff to create an exhaustive :list of property owners who have been assessed for water main installation but have not yet connected to the system and identify what amount they were assessed. This information will be needed to analyze the impact of any policy changes on those property owners. Councilmember Turgeon commented some of those property owners may have already paid their assessment in full. Sanitary Sewer Budget Director Burton explained the City currently has approximately 2,800 connections to its Sanitary Sewer system. The proposed operating expenditures are contemplated at approximately $1.4 million, including depreciation, prior to any transfers. This amount includes capital improvements of approximately $420,500 for rehabilitation of Lift Stations 15 and 17 (which are carried over from 2009); lift station communication devices; and, sanitary; sewer segments in certain roadway projects. Burton then explained the current Sanitary Sewer rate is a fixed rate of $70 per quarter. Council expressed little interest in a consumption rate during the utility rate study work sessions. The utility rate study recommendation suggests that 'sanitary sewer fund reserves be used to offset the need for user rate increases for a number of,years. Because of the significant level of sewer reserves Council has indicated its support for establishing „a Community Infrastructure Fund via a transfer of $1 million from the sanitary sewer fund. Thisnew find would be used provide internal loans for very specific projects and initiatives: the loans would be repaid with interest. Burton stated Metropolitan Council Environmental Services (MCES) provides the City with information about the sanitary.sewer flow in millions of gallons annually. She explained MCES determines the 2010 cost by calculating each city',s share using a formula based on the last actual known flows from the period July 1, 2008 - June 30 2009. The MCES wastewater charge is expected to increase drastically over the next several years. The City expects to be exempted from the Inflow & Infiltration (I & I) surcharge program in 2010. In order to continue to be exempted from this program the City will have to proactively mitigate I & I; therefore, fiends have been designated for this purpose. Burton explained if the 2009 projects carried forward to 2010 and the $1 million transfer out to the proposed Community Infrastructure Fund are factored in the 2010 ending balance for in Sanitary Sewer Fund is estimated to be approximately $3.5 million. The following clarifications, comments and suggestions were made with regard to the Sanitary Sewer budget. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 16, 2009 Page 5 of 10 Councilmember Woodruff questioned what the $125,000 transfer into the Sanitary Sewer Fund in 2009 was for. He questioned if it was really needed. He asked Staff to verify the capital outlay amounts are correct. Woodruff questioned the need to budget $29,500 for supplies and materials in 2010 when the actual amount spent in 2006 — 2008 was significantly less then that, and the 2009 year -to -date amount approximates one -sixth of that amount. Director Burton explained $25,000 of that is for inspection and maintenance of lift stations, not including those to be rehabilitated. She stated although that line item is listed in the CIP it is included in the supplies and materials category in this budget. Director Brown explained that is to cover the repair or replacement of impellers and pumps as needed. Councilmember Turgeon stated she thought the amount was too high. Burton explained in 2006 the City spent $14,000 for that purpose, noting other expenses are included in this line item. Burton and Brown suggested reducing the amount to $15,000 and using reserves in the Sanitary Sewer Fund should more funds be needed. Councilmember Woodruff requested any inspection portion of this expense be placed in support services. ➢ Councilmember Zerby stated it appears the Enterprise CIPs are prepared based on projecting five years out. Director Brown explained he tries to build predictability in the CIP. The CIP is fluid and changes during the year. The rehabilitation of Lift Stations 15 and 17 was not done in 2009 as was planned in late 2008. The projects' were postponed for a very specific reason. He stated the purpose of this work session is to inform Council of what has changed regarding upcoming capital projects. ➢ Councilmember Woodruff stated this budget indicates there was no capital outlay in 2006 — 2008 for sanitary sewer. He didn't think that was accurate. Director Burton explained Staff would revise the budget summary sheets, , noting the information is pulled from other reports. ➢ Councihnemb'er Woodruff stated it's' frustrating to him that he can't make sense out of some of the information the budgets. Staff indicated the amounts budgeted for sanitary sewer improvements done in conjunction with the 2010 Nelsine Drive reclamation project are correct. Stormwater Manazement B Director Burton explained the 2010 Stormwater Management budget revenues are projected at approximately $526,000. Expenditures are contemplated at $495.500, including proposed capital expenditur I es,z of $305,265. The capital outlay is for the Meadowview Road, Wild Rose Lane and Nelsine Drive roadway improvement projects as well as three projects identified in the WSB Drainage Report. An internal loam equal to the amount of these CIP projects is included in this budget, as is corresponding debt service. The loan. will originate fi•om the Community Infrastructure Fund. Charges for service revenues are programmed at an 11 percent increase. This increase is consistent with Scenario 2 identified in the utility rate study. She noted that Council needs to decide how it wants the City to fund stormwater projects and what level of rate increase is appropriate. The following clarifications, comments and suggestions were made with regard to the Stormwater Management budget. ➢ Councilmember Woodruff asked why the revenues from charges for service are budgeted to be $10,000 less in 2010 then in 2009, and almost $4,000 more then 2008 actual. Director Burton explained this was taken off of the utility rate study spread sheets prepared by the consultant. Burton noted the 2009 year -to -date amounts do not include the third quarter billing. CITY OF SH REWOOD WORK SESSION MEETING MINUTES November 16, 2009 Page 6 of 10 Woodruff asked if the consultant's recommended rate increase in 2010 is contemplated in this budget. Director Burton stated she thought it was but would verify that. Woodruff stated he is not sure if he supports having a rate increase in 2010. He recommended Council discuss that further. Woodruff commented the 2009 ending cash balance and 2010 beginning cash balance are not correct. Director Burton agreed noting there would not be a $300,000 transfer in during 2009 and the capital outlay will be different. Therefore, the estimated 2009 fund balance should be $500,000. Woodruff stated this budget reflects a significant reduction in staff expense for 2010. He thought that may be okay because there was a significant increase in the budget for 2009. He questioned why the staffing expense through September 2009 is only approximately $7,000; this is less then one -sixth of the proposed 2010 budget. The most spent since 2006 was approximately $27,000 in 2007. Director Burton explained the staffing reduction is primarily the elimination of the engineering technician responsibilities. Woodruff explained the technician was not on payroll in 2009, although there was some unemployment expense. Burton stated Staff will review the personnel numbers. Councilmember Bailey questioned the appropriateness of Council spending time discussing these budgets because of the inaccuracies in the numbers. Councilmember Turgeon noted budget discussions have to be completed on November 23 because there is a Truth -In- Taxation hearing scheduled for December 7, 2009. Director Burton stated Staff does it's best to prepare draft documents for discussions with, and recommendations from Council. She stated it's beneficial if Council emailsStaff some of their questions in advance in order for Staff to be better prepared for the meeting. Councilmember Turgeon asked what -time the November 23 work session must start to ensure there is adequate time to complete the 2010: budget discussion. She expressed her strong disappointment with what's occurred to date'. Director Burton stated Council will be provided with docunents for the November 23� meeting that should help expedite the discussion. Recycling Budget Director Burton distributed a revised Recycling budget as well as a recycling tonnage report through September 2009 provided by Veolia, the current recycling service provider. Through September 2009 655 tons have been collected. Burton explained the 2010 Recycling budget contemplates expenditures of approximately $172,600. This amount is almost twice the amount of the 2009 budget. This increase is attributable primarily to an increase in provider services starting January 2010. The City anticipates it will again receive approximately $21,000 in grant monies from Hennepin County Grant Funds. The current rate of $1.75 per month per household generates approximately $58,800 in revenue. A rate increase to $4.50 per month is needed to generate the revenue required to fiord the new recycling contract with Allied Waste and to offset the increased costs for recycling and cleanup activity. If this rate increase was implemented, to $151,000 and total revenues would increase to $174,000. That would result in a year end cash balance of approximately $87,000. Burton stated the City will implement a RecycleBank Program in 2010 which awards credits to recycling participants to purchase items. The goal is to increase recycling participation by 10 percent in 2010. CITY OF SHOREWOOD WORK SESSION MEETING 1 lNurES November 16, 2409 Page % of 10 The following clarifications, comments and suggestions were made with regard to the Recycling budget. Councilmember Bailey stated the RecycleBank Program effectively gives participants a way to offset the rate increase. He asked Staff if it could determine what the monetized amount of the average credits could be based on other cities' experiences. Mayor L,izee stated in addition to credits earned for recycling, increasing one's amount of recycled waste could ultimately reduce one's amount of solid waste which in turn could reduce solid waste pickup costs. Administrator Heck stated Staff could again provide Council with the costs for the new recycle program with and without the option of the RecycleBank Program, noting there was an increase in cost for services with both options. Heck then stated he will contact Allied Waste to get information on credits earned in typical RecycleBank Prograins. Councilmember Turgeon noted she did not vote in favor of the new recycling program. She stated she thought it important to educate the residents about the new program and why the costs have to increase. Councilmember Woodruff stated if there is no rate increase in 2010 they Recycling Enterprise will operate in at deficit by year end. He suggested transferring $30,000 in from General Fund reserves in order to achieve a positive year end cash balance of approximately $25,000. ➢ Councilmember Woodruff recommended Council discuss recycling rates in December. He stated that because new rates would take effect January I the rates must be advertised in December. He considered the RecycleBank Program an experiment for the City. Therefore, he thought it appropriate for the City to share the increased cost of the new recycling program in 2010, If the RecycleBank Program works well (i.e., the residents earn enough credits to offset the increase) residents can absorb the entire cost in 2011. Councilineznber Bailey commented the General Fund is also the residents' money. , Woodruff stated the budget can't operate at a deficit. Woodruff noted lie voted for the new recycling, program. ➢ Councilmember Zerby, stated that using the General Fund would provide recycling services with money collected from taxes. He explained he voted for the new recycling program knowing full well there ''would be an increase in cost for services. It's his understanding that other cities that have implemented a RecycleBank type program have reduced solid waste tonnage. He expressed his confidence in the decision made. ➢ , Director Burton, explained there will be a positive fund balance at the end of 2009. A transfer will not, be needed right away. There is time for Council to determine what gombination of transfers in and rate increases it would like to have implemented. ➢ Director Burton stated enterprise funds should be treated as a business and standalone over the Iona -term, however a one -time transfer from the General Fund to establish a ➢ Councilmember Zerby requested the number of households and percent participation be added to the budget work sheet. ➢ Councilmember Woodruff withdrew his request to add the $30,000 transfer in from the General Fund. He reaffirmed there is need to have a budget that will not have a negative balance at year end. Therefore, something has to be done during 2010 to ensure that doesn't happen. Southshore Community Center Director Burton stated the City assumed responsibility for managing the Southshore Community Center mid -year 2009. The budget projections are best estimates. A concerted effort is being made to market the CITY OF SHOREWOOD WORK ESSI O MEETING Mllo TES November 16, 2009 Page 8 of 10 use of the Center in order to increase revenues. This effort will continue into 2010. Budget forecasts indicate 2010 expenses will exceed revenues by approximately $28,000 v $30,000. Cou1161 must decide whether subsidies or internal loans are appropriate. The following clarifications, comments and suggestions were made with regard to the Southshore Community Center (the Center) budget. Councilmember Turgeon recommended Council determine how much it wants to subsidize Center operations. She stated she did not want to subsidize $30,000 each year. She requested Staff provide Council with more information on the operation. Mayor Lizee explained that after April 6, 2009, this Council assumed responsibility for managing and operating the Center. When that decision was made Council did not make any requests for financial assistance of the other four owners of the Center (i.e., the other four cities). One of the four cities [the City of Deephaven] indicated it would be willing to consider a donation. As of yet she has not heard that any of those four cities have made a contribution. This concerns her. She gathered they were operating under the assumption that Shorewood would be responsible for the costs. ➢ Mayor Lizee recommended the City Administrators and City Manager of the five cities take on the responsibility of drafting a plan for the long -term care and maintenance of the facility along with an approach for finding the plan. ➢ Councilmember Turgeon stated she did not think any of the cities offered to do anything for 2009. She did not expect the other four cities to contribute anything to Center operations in 2010, although she dopes that the cities ;will. It would be a bonus if the cities do. It's her recollection that the Councilmembers agreed that the City was not going to count on any contributions from the other cities. From her vantage point Council has wanted the Center to become as self - sustaining as possible. ➢ Councilmember Zerby stated it was a generous and noble gesture for the City to assume operating responsibility for the Center. He thought it was the right thing to do. He expressed he did not think the City should rely on the Center being self- sustaining. It would be the -same as relying on facilities for public use to be self- sustaining. He thought the City has some obligationn to subsidize the operation of the Center. He noted the City subsidizes its parks, and other areas are used for a much lower fee then what it costs the City to operate them. ➢'' Councilmember Turgeon stated something needs to be done to lower operating costs. For example, the hours of operation could be reduced. She didn't think the City should continue to make,improvements to the Centel until it has a clearer understanding of what revenue generating potential there is. It was her recollection that the Friends of the Southshore Center (the Friends used to be responsible for managing and operating the Center),had a budget of $42,000 and it paid all of the bills. She did not think the Friends received any money from the five cities. The Friends made $30,000 from outside rentals, and it did a great deal of findraising to help cover the bills. ➢ Councilmember Woodruff stated that basically the Center is a business. It's programmed to lose approximately $28,000 in 2010. The question is where the $28,000 going is to come from to pay for the loss. He explained when the City assumed responsibility for the Center it established a fund which had a beginning cash balance of slightly more than $40,000. It's projected the 2009 ending cash balance will be approximately $1,200. The center generated $19,000 in revenues as of September 2009. He is not willing to set a target where a $28,000 loss is viewed as successfully operating the Center. He recommended the $6,000 in capital outlay be taken out of the 2010 budget; the City has already invested about $19,000 in capital in the Center in 2009. He will not support spending another dime on the facility from a capital standpoint until it can be CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 16, 2009 Page 9 of 10 a a M ➢ approximately $25,000 in revenues. This it Church and the Excelsior -Lake Minnetonh Church alone approximated $8,000. The Cc held in the Center. The largest increase in incentive pay for rentals per Ms. Anderson demonstrated there is a financial proposition that makes sense. He would like to have the 2010 deficit reduced to zero. When he supported the City assuming responsibility Council understood the Center would lose money in 2009. He Understood that it was Council's intent for the Center to break even in 2010. He wanted a Staff to submit a different 2010 budget. He commented he did not think there was any stretch in the revenue budget of approximately $44,900; to him it was a slam dunk. Councilmember Turgeon stated she thought it may be beneficial to track rental revenues by the categories of classes, outside rentals and long -term rentals. Having that information on a monthly basis would be valuable. Mayor Lizee suggested Council wait until 2010 to ask for some of that detailed reporting because 2009 has been a difficult year. Ms. Anderson was not hired until July 2009. There have been issues with the phone and computer access at the Center making it difficult to get work done. She stated it was difficult to know if a projected revenue budget of $44,900 was good or not for 2010; she did not think it was a slam dunk. She asked what the $6,000 in capital outlay was for. Director Burton questioned if it may be less costly for a staff member to assume responsibility for managing and operating the Center, Administrator Heck stated during the November 9"' work session he discussed the need to have a data and phone connection between the 'Center and City' Hall. It's his understanding there is now access to the internet'from the Center. There was no specific need attached to the $6,000 in capital outlay, but capital needs have been identified. He did not think it would be an issue to eliminate it for 2010. He explained Ms. Anderson and he had reviewed past expenses and revenues. It appears the Friends generated first full veal Councilmem Councilmem of managing the ope cleaning of the rest did not think the Ci is not renting the kill eluded the long -term rental revenues from the a Historical Society. The revenues from the rater only gets a percentage of fees for classes expenses over the next five years is for the 's contract. He noted 2010 will be the City's n again questioned the need for three cleaning services. xplained that two of them were temporary; one for a one -time Meaning of the kitchen and the other for a one -time thorough ie Center. The third is the handyman Drew. Turgeon stated she ould have to pay for the cost to clean the kitchen when the City ➢ Councilmember Zerby again stated he thought the City should subsidize the operation of the Center to some degree. He explained he did not think $10 per household per year is too much. The City spends hundreds of thousands of dollars on the City's parks to serve a certain population. He thought it was an obligation of the City to provide the needed subsidy. He commented the costs to operate and purchase things are always increasing. ➢ Councilmember Turgeon stated from her vantage point in 2010 the City needs to decide if it's a business it really wants to be in and if it wants to get the other cities involved. ➢ Councilmember Woodruff stated the Center operation is really not an enterprise. If the Center operates at a loss the City will have to subsidize it out of the General Fund. He again reiterated the target should be for the Center is to break even in 2010, and falling short of that target means the objective was not met. ➢ Mayor Lizee stated the Center is not a business, and it's difficult for her to consider this an enterprise operation. If the Center breaks even financially in 2010 that is the best that can be expected. For 2011 she suggested the financial component fall under the Parks and Recreation area because this is an amenity for the residents similar to park amenities; the Center will continue to be managed outside of Parks and Recreation area. She CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 16, 2009 Rage 10 of 10 thought if the Center has to break even then the cost to maintain the City's fields in the parks and coordinate sports and program activities should also have to break even. Director Burton stated a transfer in could be made from the Parks CIP. Mayor Liz& supported that. Councilmerber Turgeon and Councilmember Woodruff resisted that idea. Turgeon stated the money frorn developers can only be used for equipment. Woodruff recommended the deficit in this area be dealt with in 2010. He stated Ile did not think it appropriate to take funds out of the Parks CIP for the Center. Councilmember Bailey stated for 2010 he did not want to reach into the Parks CIP budget for funding. If Council wants to consider that as part of the Parks and Recreation budget it could be discussed for future years. He suggested the General Fund should be used to offset any deficit in 2010. In 2011 if there hasn't been any progress made at managing expense control or increasing revenues the City may want to consider turning the responsibilities for managing and operating the `Center back over to the five cities when the City's 3 -year agreement is up, and to let the other cites Know of this possibility sooner versus later. He stated that ultimately there will have to be capital contributions to the long -term care and maintenance of the facility. He supported removing the $6,000 capital outlay out of the 2010 budget. He agreed Staff should try and refine this budget. ➢ Administrator Heck stated he intends to work more closely with Ms. Anderson on operations of the Center. They will develop the appropriate reports. He will entertain suggestions on the reports. He anticipates having a 2009 year -end summary report of the operation in early 2010. That could possibly be provided to the other cities. In 2010 Staff will have a much better understanding of the expenses and revenues. Staff plans to develop a quarterly report oil the operations for Council and the other cities. He indicated there will be a meeting of the Center Oversight Committee before the end of the year to discuss the year -end wrap -up. ➢ Councilmember Zerby noted Council chose the less costly approach to providing management services for the Center. It hired a contractor to provide those services for a total of 17 hours per week. Ms. Anderson is already spending more time then that on the Center. It, will be difficult to do the reporting on top of what she is already doing. He stated if there is, anything Staff can to help Anderson it would be most appreciated. 3. ADJOURN Woodruff moved, Turgeon seconded, Adjourning the City Council Work Session Meeting of November, 16, 2009, at 7:22 P.M. Motion passed 510. Christine ATTEST: Christine Lizee, Mayor Brian Heck, City Administrator /Clerk COUNCILACTION M Claims for council authorization. The attached claims list includes checks numbered 49159 through 49195, totaling $296,942.14. Staff Recommendation Staff recommends approval of the claims list. 11/19/2009 12:15 P14 A/P HISTORY C_ CK REPORT VENDOR SET: 01 City of Shorewood RANK: i BEACON BANK. DATE RANGE :1 /10 /2009 THR.0 99 /99/9999 PAGE: 2 CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 000000 11,503.4'_0 000000 1,976.98 001210 53,040.00 049159 1,820.56 049160 32.00 049161 6,502.95 049163 305.00 049164 290.00 049165 408.00 049166 623.73 049167 15,503.12 049168 10,300.00 049169 2,070.00 049170 633.28 049171 74.69 049172 38.00 049173 168.21 049174 121.74 049175 15.00 049176 64.00 049177 60.00 049178 1,500.00 :HECK VENDOR I.D. NAME STATUS DATE 00051 EF PS - FEDERAL W/H D 11/10/2009 00092 MN DEPT OF REVENUE D 11/10/2009 19965 NORTHLAND TRUST SERVICES, INC. R 11/23/2009 00053 ICMA RETIREMENT TRUST - 302131 -4 R 11/10/2009 16625 MINN NCPERS GROUP LIFE INS R 11/10/2009 00052 PERA R 11/10/2009 20005 WELLS FARGO HEALTH BENEFIT SVC R 11/10/2009 10576 ADVANCED IMAGING SOLUTIONS INC R 11/23/2009 00087 AFSCME CO 5 MEMBERS HEALTH FUN R 11/23/2009 01977 ANDERSON, KRISTI B. R 11/23/2009 07600 CITY OF EXCELSIOR R 11/23/2009 29145 COLLABORATIVE DESIGN GROUP, IN R 11/23/2009 05305 COMMUNITY REC RESOURCES R 11/23/2009 29285 CORPORATE MECHANICAL R 11/23/2009 05885 CULLIGAN BOTTLED WATER R 11/23/2009 1 ED HASEK R 11/23/2009 08712 G & K SERVICES R 11/23/2009 80750 HACH COMPANY R 11/23/2009 07900 HAWKINS, INC. R 11/23/2009 10506 HENN CTY INFO TECHNOLOGY DEPT R 11/23/2009 29291 JOHN DEERE LANDSCAPES R 11/23/2009 12250 KLM ENGINEERING INC R 11/23/2009 PAGE: 2 CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 000000 11,503.4'_0 000000 1,976.98 001210 53,040.00 049159 1,820.56 049160 32.00 049161 6,502.95 049163 305.00 049164 290.00 049165 408.00 049166 623.73 049167 15,503.12 049168 10,300.00 049169 2,070.00 049170 633.28 049171 74.69 049172 38.00 049173 168.21 049174 121.74 049175 15.00 049176 64.00 049177 60.00 049178 1,500.00 11/1.9 /2009 - 12:15 PM A/P HISTORY CHECK REPORT VENDOR SET: 01 City of Shorewood BANK: I BEACON BANK DATE RikNGE:II /1.0/2009 THRU 99/99/9999 ** T O T A L S REGULAR CHECKS: HAND CHECKS: DRAFTS: EFT: NON CHECKS: VOID CHECKS: TOTAL ERRORS: 0 VENDOR SET: 01 BANK: 1 BANK: 1 TOTALS: REPORT TOTALS: PAGE: CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 049179 171.08 049180 131.80 049181 48,017.98 049182 623.00 049183 26,257.99 049184 70.32 049185 1,662.31 049186 56,752.01 049187 238.89 049188 551.66 049189 75.00 049190 215.00 049191 166.24 049192 443.41 049193 275.00 049194 2,800.00 049195 260.46 NO CHECK AMOUNT DISCOUNTS CHECK NAME STATUS DATE LANDINI, JAMES R 11/23/2009 LOCAL LINK R 11/23/2009 METRO COUNCIL ENVMT(WASTEWATER R 11/23/2009 METRO SALES, INC. R 11/23/2009 MIDWEST ASPHALT CORP. R 11/23/2009 MTI DISTRIBUTING COMPANY R 11/23/2009 NORTHERN WATER WORKS SUP R 11/23/2009 NORTHWEST ASPHALT, INC. R 11/23/2009 OFFICE DEPOT R 11/23/2009 QWEST R 11/23/2009 SO LK MTKA POLICE DEPT R 11/23/2009 STARK, BRUCE R 11/23/2009 SUN NEWSPAPERS R 11/23/2009 SUN PATRIOT NEWSPAPERS R 11/23/2009 UNIVERSITY OF MINNESOTA R 11/23/2009 WARNER CONNECT R 11/23/2009 ZEE MEDICAL SERVICE R 11/23/2009 ** T O T A L S REGULAR CHECKS: HAND CHECKS: DRAFTS: EFT: NON CHECKS: VOID CHECKS: TOTAL ERRORS: 0 VENDOR SET: 01 BANK: 1 BANK: 1 TOTALS: REPORT TOTALS: PAGE: CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 049179 171.08 049180 131.80 049181 48,017.98 049182 623.00 049183 26,257.99 049184 70.32 049185 1,662.31 049186 56,752.01 049187 238.89 049188 551.66 049189 75.00 049190 215.00 049191 166.24 049192 443.41 049193 275.00 049194 2,800.00 049195 260.46 NO CHECK AMOUNT DISCOUNTS TOTAL APPLIED 37 232,282.43 0.00 232,282.43 0 0.00 0.00 0.00 2 13,480.38 0.00 13,480.38 0 0.00 0.00 0.00 0 0.00 0.00 0.00 VOID DEBITS VOID DISCOUNTS VOID CREDITS 0 0.00 0.00 0.00 TOTAL 39 245,762.81 0.00 245,762.81 39 245,762.81 0.00 245,762.81 40 245,762.81 0.00 245,762.81 11 -19 -2009 12:12 AM C' O U N C T T� REPORT BY VENDOR - NOV 23, 200 9 PAGE: _ VENDOR NA DATE DESCR -PT -ON FUND DEPART AIROUNT ADVANCED IMAGING SOLUTIONS INC 11/23/09 PRINTER 10/06 -11/06 General Fund Municipal Bail. d.i rggs 2 90 .00 TOTAI.r. 290.00 AFSCME CO 5 MEMBERS HEALTH FUND 11/23/09 DEC UNION DENTAL PREM General Fund Unallocated Expenses 408.00 TOTAL: 408.00 ANDERSON, KRISTI B. 11/23/09 REG PARK MEETING 11/10/09 General Fund Parks & Recreation 230.00 11/23/09 SSCC- OFFICE SUPPLIES @ COS Southshore Communi Senior Community Cente 117.73 11/23/09 SSCC RECEPTION SVC 11/9 -11 Southshore Communi Senior Community Cente 276.00 TOTAL: 623.73 CITY OF EXCELSIOR 11 /23/09 2009 JOINT SEWER USE Sanitary Sewer Uti Sewer 7,751.56 11/23/09 2009 JOINT SEWER USE Sanitary Sewer Uti Sewer 7,751.56 TOTAL: 15,503.12 COLLABORATIVE DESIGN GROUP, INC. 11/23/09 CITY HALL PROJECT City Bldg Project Equipment Replacement 10,300.00 TOTAL: 10,300.00 COMMUNITY REG RESOURCES 11/23/09 MEETINGS 11/2 -11/13 General Fund Parks & Recreation 2,070.00 TOTAL: 2,070.00 CORPORATE MECHANICAL 11/23/09 SSCC -FALL SEMI ANNUAL PM Southshore Communi Senior Community Cents 633.28 TOTAL: 633.28 CULLIGAN BOTTLED WATER 11/23/09 DRINKING WATER SVC General Fund Municipal Buildings 52.09 11/23/09 SSCC -SALT 10/07/09 Southshore Communi Senior Community Cents 22.60 TOTAL: 74.69 EFTPS - FEDERAL W/H 11/10/09 FEDERAL W/H General Fund NON - DEPARTMENTAL 3,947.60 11/10/09 FICA W/H General Fund NON - DEPARTMENTAL 3,061.83 11/10/09 MEDICARE W/H General Fund NON - DEPARTMENTAL 716.07 11/10/09 FICA W/H General Fund Administration 264.92 11/10/09 MEDICARE W/H General Fund Administration 61.96 11/10/09 FICA W/H General Fund General Government 443.20 11/10/09 MEDICARE W/H General Fund General Government 103.65 11/10/09 FICA W/H General Fund Finance 286.51 11/10/09 MEDICARE W/H General Fund Finance 67.01 11/10/09 FICA W/H General Fund Planning 322.40 11/10/09 MEDICARE W/H General Fund Planning 75.40 11/10/09 FICA W/H General Fund Protective Inspections 207.09 11/10/09 MEDICARE W/H General Fund Protective Inspections 48.43 11/10/09 FICA W/H General Fund City Engineer 172.90 11/10/09 MEDICARE W/H General Fund City Engineer 40.43 11/10/09 FICA W/H General Fund Public Works 514.75 11/10/09 MEDICARE W/H General Fund Public Works 120.38 11/10/09 FICA W/H General Fund Streets & Roadways 150.82 11/10/09 MEDICARE W/H General Fund Streets & Roadways 35.27 11/10/09 FICA W/H General Fund Ice & Snow Removal 21.94 11/10/09 MEDICARE W/H General Fund Ice & Snow Removal 5.13 11/10/09 FICA W/H General Fund Tree Maintenance 30.89 11/10/09 MEDICARE W/H General Fund Tree Maintenance 7.23 11/10/09 FICA W/H General Fund Parks & Recreation 209.98 11/10/09 MEDICARE W/H General Fund Parks & Recreation 49.11 11/10/09 FICA W/H Water Utility Water 253.79 11/10/09 MEDICARE W/H Water Utility Water 59.35 11/10/09 FICA W/H Sanitary Sewer Uti Sewer 138.02 11 -19 -200.9 12:12 cM C 0 U N C T L REPORT B`_i VENDOR - NOY 23, 200 9 PAGE: 2 VFNDOit NAME DATE DESCRFPTTON FUND 1iE PT,R'i +'ENT AM OUNT 11/10/09 MEDICARE W /1 . Sanitary Sewer Uti Sewer 32.29 11/10/09 FICA W/H Recycling Utility Recycling 5._I 11/10/09 MEDICARE W/H Recycling Utility Recycling 1.26 11 /10/09 FICA W/H Stormwater Managem STORMWATER MANAGEMENT 39.21 11/10/09 MEDICARE W/H Stormwater Managem STORMWATER MANAGEMENT 9.17 TOTAL: 11,503.40 G & K SERVICES 11/23/09 PW SVC General Fund Public Works 168.21 TOTAL: 168.21 MISC. VENDOR ED HASEK 11/23/09 ED HASEK: SLUG MEETING RE! General Fund Planning 38.00 TOTAL: 38.00 HACH COMPANY 11/23/09 CHEMICALS WATER Water Utility Water 121.74 TOTAL: 121.74 HAWKINS, INC. 11/23/09 CHLORINE Water Utility Water 15.00 TOTAL: 15.00 HENN CTY INFO TECHNOLOGY DEPT 11/23/09 OCT - 800MHZ RADIO General Fund Public Works 64.00 TOTAL: 64.00 ICMA RETIREMENT TRUST - 302131 -457 11/10/09 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 1,609.60 11/10/09 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 210.96 TOTAL: 1,820.56 JOHN DEERE LANDSCAPES 11/23/09 ADDT'L General Fund Streets & Roadways 60.00 TOTAL: 60.00 KLM ENGINEERING INC 11/23/09 TTM INSTALLATION -WEST WA T General Fund NON - DEPARTMENTAL 1,500.00 TOTAL: 1,500.00 LANDINI, JAMES 11/23/09 MILEAGE REIM General Fund City Engineer 85.25 11/23/09 GPS DATE PHONE General Fund City Engineer 45.83 11/23/09 NOV WELLNESS REIM General Fund City Engineer 40.0 TOTAL: 171.08 LOCAL LINK 11/23/09 DEC WEB SVC General Fund Municipal Buildings 131.8 TOTAL: 131.80 METRO COUNCIL ENVMT(WASTEWATER) 11/23/09 DEC WASTE SERVICES Sanitary Sewer Uti Sewer 48,017. TOTAL: 48,017.98 METRO SALES, INC. 11/23/09 BLACK & WHITE METER COPIER General Fund Municipal Buildings 623.00 TOTAL: 623.00 MIDWEST ASPHALT CORP. 11/23/09 HAUL & DISPOSE OF STREET S General Fund t�tnv Streets & Roadways j rrd� 9,000.00 11/23/09 PV #2 -MILL & OVERLAY CIP T- eehr'tc° -° f HA3f�I @6- FUND 14,257.99 11/23/09 HAUL & DISPOSE OF STREET S Stormwater Managem STORMWATER MANAGEMENT 3,000. TOTAL: 26,257.99 MINN NCPERS GROUP LIFE INS 11/10/09 MONTHLY- ELECT LIFE INS General Fund NON- DEPARTMENTAL 32.00 TOTAL: 32.00 MN DEPT OF REVENUE 11/10/09 STATE W/H General Fund NON - DEPARTMENTAL 1,976.98 TOTAL: 1,976.98 ]....... -19 -2009 `2:12 AM C O U N C 1 L REPORT BY VENDOR -- NOV 23, 200 9 PAGE: 3 VENDOR NAME DATE DESCRIPTION FUND DEPARTMENT AMOUNT MTI DTSTRTBUTTNG COMPANY '_` /23/09 MATNT EQUIPMENT General - Fund Public Works '70.32 TOTAL: 70.32 NORTHERN WATER WORKS SUP 11/23/09 WATER METERS Water Utility Water 1,662.31 TOTAL: 1,662.31 NORTHLAND TRUST SERVICES, INC. 11/23/09 EDA 2008 CITY HALL PROD BO General Fund Municipal Buildings 25,000.00 11/23/09 EDA 2008 CITY HALL PROJ BO General Fund Municipal Buildings 28,040.00 TOTAL: 53,040.00 NORTHWEST ASPHALT, INC. 11 /23/09 PV 42- SMITHTOWN & HARDING P Street Capital Imp Street Capt Improvemen 56,752.01 TOTAL: 56,752.01 OFFICE DEPOT 11/23/09 COPIER PAPER General Fund General Government 220.14 11/23/09 CALCULATOR General Fund Finance 16.02 11/23/09 INKROLL General Fund Finance 2.73 TOTAL: 238.89 PERA 11/10/09 P/R DEDUCTS -PERA General Fund NON - DEPARTMENTAL 3,060.21 11/10/09 P/R DEDUCTS -PERA General Fund Administration 292.31 11/10/09 P/R DEDUCTS -PERA General Fund General Government 470.61 11/10/09 P/R DEDUCTS -PERA General Fund Finance 311.93 11/10/09 P/R DEDUCTS -PERA General Fund Planning 382.62 11/10/09 P/R DEDUCTS -PERA General Fund Protective Inspections 252.36 11/10/09 P/R DEDUCTS -PERA General Fund City Engineer 188.86 11/10/09 P/R DEDUCTS -PERA General Fund Public Works 577.26 11/10/09 P/R DEDUCTS -PEAR General Fund Streets & Roadways 167.68 11/10/09 P/R DEDUCTS -PERA General Fund Ice & Snow Removal 27.58 11/10/09 P/R DEDUCTS -PERA General Fund Tree Maintenance 33.64 11/10/09 P/R DEDUCTS -PERA General Fund Parks & Recreation 251.02 11/10/09 P/R DEDUCTS -PERA Water Utility Water 283.90 11/10/09 P/R DEDUCTS -PERA Sanitary Sewer Uti Sewer 154.33 11/10/09 P/R DEDUCTS -PERA Recycling Utility Recycling 5.90 11/10/09 P/R DEDUCTS -PERA Stormwater Managem STORMWATER MANAGEMENT 42.74 TOTAL: 6,502.95 QWEST 11/23/09 NOV SVC 11/23/09 NOV SVC Water Utility Water Water Utility Water reyv-Ae SO LK MTKA POLICE DEPT STARK. BRUCE 11/23/09 JUL HENN CTY PROCESSING FE General Fund 11/23/09 2009 BOOTS REIM General Fund SUN NEWSPAPERS 11/23/09 CO RD 19 MONOPOLE CUP 11/8 General Fund 11/23/09 MNWASHTA TOWER CUP 11/05 General Fund 11/23/09 SE AREA TOWER CUP 11/5 General Fund 11/23/09 PHN MEADOWVIEW 11/05/09 General Fund Police Protection TOTAL: Public works TOTAL: Planning Planning Planning Planning TOTAL 315.23 215.00 215.00 35.75 35.75 35.75 SUN PATRIOT NEWSPAPERS 11/23/09 NELSINE HRG 2 WKS RUN 10/3 General Fund General Government 56.67 11/23/09 CLEARWIRE ANTENNA HRG 11 /0 General Fund Planning 33.08 11/23/09 MONOPOLE HRG 11/07 General Fund Planning 33.08 11/23/09 LIGHT EQUIPMENT OPERATOR 6 General Fund Public Works 210.39 ?I -19 -2009 12:12 A9 C 0 U N C - L REPORT BY VENDOR - NOV 23, 20 G' S PAGE: _ ", 7 1INDOR NAME D DESCR FUND DEPARTMENT AP3O - USIT 11/23/09 LIGHT EQUIPMENT OPERATOR 7 General Fund Publ Works 11 0.19 TOTAL: _-_., . 4 UNIVERSITY OF MINNESOTA 11/23/09 JAMES LANDINI -CONF JAN27 -2 General Fund City Engineer 275.0 TOTAL: 275.00 WARNER CONNECT 11/23/09 DEC SERVER MAINT General Fund Municipal Buildings 2,800.00 TOTAL: 2,800.00 WELLS FARGO HEALTH BENEFIT SVCS 11/10/09 P/R DEDUCTS -HSA General Fund NON - DEPARTMENTAL 305. TOTAL: 305.00 ZEE MEDICAL SERVICE 11/23/09 FIRST AIDS General Fund Public Works 151.14 11/23/09 FIRST AIDS General Fund Parks & Recreation 109.32 TOTAL: 260.46 —PAYROLL EXPENSES 11 /09/2009 - 99/99/9999 General Fund Administration 4,330.42 General Fund General Government 7,148.27 General Fund Finance 4,621.13 General Fund Planning 5,668.52 General Fund Protective Inspections 3,738.53 General Fund City Engineer 2,797.94 General Fund Public Works 8,551.92 General Fund Streets & Roadways 2,484.04 General Fund Ice & Snow Removal 408.64 General Fund Tree Maintenance 498.26 General Fund Parks & Recreation 3,718.86 Water Utility Water 4,205.91 Sanitary Sewer Uti Sewer 2,286.45 Recycling Utility Recycling 87.29 Stormwater Managem STORMWATER MANAGEMENT 633.15 TOTAL: 51,179.33 FUNDTOTALS =_______________ 101 General Fund 137,472.55 404 Street Capital Improvemen 56,752.01 408 Technology Fund 14,257.99 410 City Bldg Project Svcs 10,300.00 490 Southshore Community Ctr. 1,049.61 601 Water Utility 7,153.66 611 Sanitary Sewer Utility 66,132.19 621 Recycling Utility 99.86 631 Stormwater ManagementUtil 3,724.27 GRAND TOTAL: 296,942.14 TOTAL PAGES: 4 11 -19 -2009 12:14 AM D NON - DEPARTMENTAL Administration General Government General Fund C O U N C _.- DEPORT BY DEPARTMENT - NOV 23, 2009 PAGE: i 1?UND V NAME DATE DESCRTPTION AMOUNT Genera]_ Fund EFTPS - FEDERAL W/H -1/10/09 FEDERAL W/H 3,947.60 11/7..0/09 FICA W/H 3 11/10/09 MEDICARE W /II 716.07 PERA 11/10/09 P/R DEDUCTS -PERA 3,060.21 ICMA RETIREMENT TRUST - 302131 -457 11/10/09 P/R DEDUCTS-DEFERRED COM 1,609.60 11/10/09 11 /10/09 P/R DEDUCTS - DEFERRED COM 210.96 MN DEPT OF REVENUE 11/10/09 STATE W/H 1,976.98 KLM ENGINEERING INC 11/23/09 TTM INSTALLATION -WEST WA T 1,500.00 MINN NCPERS GROUP LIFE INS 11/10/09 MONTHLY - ELECT LIFE INS 32.00 WELLS FARGO HEALTH BENEFIT SVCS 11/10/09 P/R DEDUCTS -HSA 305.00 11/10/09 FICA W/H TOTAL: 16,420.25 General Fund EFTPS - FEDERAL W/H PERA * *PAYROLL EXPENSES EFTPS - FEDERAL W/H PERA OFFICE DEPOT SUN PATRIOT NEWSPAPERS * *PAYROLL EXPENSES Finance General Fund EFTPS - FEDERAL W/H PERA OFFICE DEPOT * *PAYROLL EXPENSES Planning General Fund EFTPS - FEDERAL W/H PERA MISC. VENDOR ED HASEK SUN PATRIOT NEWSPAPERS SUN NEWSPAPERS Municipal Buildings General Fund * *PAYROLL EXPENSES CULLIGAN BOTTLED WATER ADVANCED IMAGING SOLUTIONS INC METRO SALES, INC. NORTHLAND TRUST SERVICES, INC. LOCAL LINK WARNER CONNECT 11/10/09 FICA W/H 264.92 11/10/09 MEDICARE W/H 61.96 11/10/09 P/R DEDUCTS -PERA 292.31 11/09/2009 - 99/99/9999 4,330.42 TOTAL: 4,949.61 11/10/09 FICA W/H 443.20 11/10/09 MEDICARE W/H 103.65 11/10/09 P/R DEDUCTS -PERA 470.61 11/23/09 COPIER PAPER 220.14 11/23/09 NELSINE HRG 2 WKS RUN 10/3 56.67 11/09/2009 - 99/99/9999 7,148.27 TOTAL: 8,442.54 11/10/09 FICA W/H 286.51 11/10/09 MEDICARE W/H 67.01 11/10/09 P/R DEDUCTS -PERA 311.93 11/23/09 CALCULATOR 16.02 11/23/09 TNKROLL 2.73 11/09/2009 - 99/99/9999 4,621.13 TOTAL: 5,305.33 11/10/09 FICA W/H 322.40 11/10/09 MEDICARE W/H 75.40 11/10/09 P/R DEDUCTS -PERA 382.62 11/23/09 ED HASEK: SLUC MEETING REI 38.00 11/23/09 CLEARWIRE ANTENNA HRG 11 /0 33.08 11/23/09 MONOPOLE HRG 11/07 33.08 11/23/09 CO RD 19 MONOPOLE CUP 11 /8 35.75 11/23/09 MNWASHTA TOWER CUP 11/05 35.75 11/23/09 BE AREA TOWER CUP 11/5 35.75 11/23/09 PHN MEADOWVIEW 11/05/09 58.99 11/09/2009 - 99/99/9999 5,668.52 TOTAL: 6,719.34 11/23/09 DRINKING WATER SVC 52.09 11/23/09 PRINTER 10/06 -11/06 290.00 11/23/09 BLACK & WHITE METER COPIER 623.00 11/23/09 EDA 2008 CITY HALL PROD BO 25,000.00 11/23/09 EDA 2008 CITY HALL PROJ BO 28,040.00 11/23/09 DEC WEB SVC 131.80 11/23/09 DEC SERVER MAINT 2,8 00.00 TOTAL: 56,936.89 11 19- 2009 12:14 P.M 1 C' O U N C 1 L REPORT Sv DEPARSMED7T - NO 23, 2009 PAGE: 2 ;EPAPTMENT FUND VENDOR NAME PATE DESCRT.TTON AMO Police Protect.Lo General Fund SO LK MT KA POLTCE DEPT 11/23/09 JUL HENN CTY PROCESSING FE 75.0(7 TOTAL: 75.00 Protective Inspections General Fund EFTPS - FEDERAL W/H 11/10/09 FICA W/H 207.09 11/10/09 MEDICARE W/H 48.43 PERA 11/10/09 P/R DEDUCTS -PEAR 252.36 * *PAYROLL EXPENSES 11/09/2009 - 99/99/9999 3,738.53 TOTAL: 4 ,246.41 City Engineer General Fund EFTPS - FEDERAL W/H 11/10/09 FICA W/H 172.90 11/10/09 MEDICARE W/H 40.43 PERA 11 /10/09 P/R DEDUCTS -PERA 188.86 LANDINI, JAMES 11/23/09 MILEAGE REIM 85.25 11/23/09 CPS DATE PHONE 45.83 11/23/09 NOV WELLNESS REIM 40.00 UNIVERSITY OF MINNESOTA 11/23/09 JAMES LANDINI -CONF JAN27 -2 275.00 * *PAYROLL EXPENSES 11/09/2009 - 99/99/9999 2,797.94 TOTAL: 3,646.21 Public Works General Fund EFTPS - FEDERAL W/H 11/10/09 FICA W/H 514.75 11/10/09 MEDICARE W/H 120.38 PERA 11/10/09 P/R DEDUCTS -PERA 577.26 G & K SERVICES 11/23/09 PW SVC 168.21 HENN CTY INFO TECHNOLOGY DEPT 11/23/09 OCT - 800MHZ RADIO 64.00 MTI DISTRIBUTING COMPANY 11/23/09 MAINT EQUIPMENT 70.32 SUN PATRIOT NEWSPAPERS 11/23/09 LIGHT EQUIPMENT OPERATOR 6 210.39 11/23/09 LIGHT EQUIPMENT OPERATOR 7 110.19 STARK, BRUCE 11/23/09 2009 BOOTS REIM 215.00 ZEE MEDICAL SERVICE 11/23/09 FIRST AIDS 151.14 * *PAYROLL EXPENSES 11/09/2009 - 99/99/9999 8,551.92 TOTAL: 10,753.56 Streets & Roadways General Fund EFTPS - FEDERAL W/H 11/10/09 FICA W/H 150.82 11/10/09 MEDICARE W/H 35.27 PERA 11/10/09 P/R DEDUCTS -PERA 167.68 MIDWEST ASPHALT CORP. 11/23/09 HAUL & DISPOSE OF STREET S 9,000.00 JOHN DEERE LANDSCAPES 11/23/09 ADDT'IL 60.00 * *PAYROLL EXPENSES 11/09/2009 - 99/99/9999 2,484.04 TOTAL: 11,897.81 Ice & Snow Removal General Fund EFTPS - FEDERAL W/H 11/10/09 FICA W/H 21.94 11/10/09 MEDICARE W/H 5.13 PERA 11/10/09 P/R DEDUCTS -PERA 27.58 * *PAYROLL EXPENSES 11/09/2009 - 99/99/9999 408.64 TOTAL: 463.29 Tree Maintenance General Fund EFTPS - FEDERAL W/H 11/10/09 FICA W/H 30.89 11/10/09 MEDICARE W/H 7.23 PERA 11/10/09 P/R DEDUCTS -PERA 33.64 * *PAYROLL EXPENSES 11/09/2009 - 99/99/9999 498.26 TOTAL: 570.02 Parks & Recreation General Fund EFTPS - FEDERAL W/H 11/10/09 FICA W/H 209.98 11/10/09 MEDICARE W/H 49.11 PERA 11/10/09 P/R DEDUCTS -PERA 251.02 ANDERSON, KRISTI B. 11/23/09 REG PARK MEETING 11/10/09 230.00 '' -19 -2009 i2:1A AM C O U N C' I L REPORT BY DEPARTMPNT - NOV 23, 2009 PAGE. 3 DEPARTMENT r. UN D VENDOR NAME DATIF D ?c R TTON AMOUNT COMMUNITY REC RESOURCES 11/23/09 MEETINGS 11/2 -11/13 2,070.00 ZEE MEDICAL SERVICE 11/23/09 FIRST AIDS 109.32 —PAYROLL EXPENSES 11/09/2009 - 99/99/9999 3,718.86 TOTAL: 6,638.29 Unallocated Expenses General Fund AFSCME CO 5 MEMBERS HEALTH FUND 1 DEC UNION DENTAL PREM 408.00 TOTAL: 408.00 Street Capt Improvemen Street Capital Imp NORTHWEST ASPHALT, INC. 11/23/09 PV 42- SMITHTOWN & HARDING P 56,752.01 TOTAL: 56,752.01 TECHNOLOGY FUND Technology Fund MIDWEST ASPHALT CORP. 11/23/09 PV 42 -MILL & OVERLAY CIP 14,257.99 TOTAL: 14,257.99 Equipment Replacement City Bldg Project COLLABORATIVE DESIGN GROUP, INC. 11/23/09 CITY HALL PROJECT 10,300.00 TOTAL: 10,300.00 Senior Community Conte Southshore Communi ANDERSON, KRISTI B. 11/23/09 SSCC- OFFICE SUPPLIES @ COS 117.73 11/23/09 SSCC RECEPTION SVC 11/9 -11 276.00 CULLIGAN BOTTLED WATER 11/23/09 SSCC -SALT 10/07/09 22.60 CORPORATE MECHANICAL 11/23/09 SSCC -FALL SEMI ANNUAL PM 633.28 TOTAL: 1,049.61 Water Water Utility EFTPS - FEDERAL W/H 11/10/09 FICA W/H 253.79 11/10/09 MEDICARE W/H 59.35 PERA 11/10/09 P/R DEDUCTS -PERA 283.90 HAWKINS, INC. 11/23/09 CHLORINE 15.00 NORTHERN WATER WORKS SUP 11/23/09 WATER METERS 1,662.31 QWEST 11/23/09 NOV SVC 315.23 11/23/09 NOV SVC 236.43 HACH COMPANY 11/23/09 CHEMICALS WATER 121.74 —PAYROLL EXPENSES 11/09/2009 - 99/99/9999 4,205.91 TOTAL: 7,153.66 Sewer Sanitary Sewer Uti EFTPS - FEDERAL W/H 11/10/09 FICA W/H 138.02 11/10/09 MEDICARE W/H 32.29 PERA 11/10/09 P/R DEDUCTS -PERA 154.33 CITY OF EXCELSIOR 11/23/09 2009 JOINT SEWER USE 7,751.56 11/23/09 2009 JOINT SEWER USE 7,751.56 METRO COUNCIL ENVMT(WASTEWATER) 11/23/09 DEC WASTE SERVICES 48,017.98 ­PAYROLL EXPENSES 11/09/2009 - 99/99/9999 2,286.4 TOTAL: 66,132.19 Recycling Recycling Utility EFTPS - FEDERAL W/H 11/10/09 FICA W/H 5.41 11/10/09 MEDICARE W/H 1.26 PERA 11/10/09 P/R DEDUCTS -PERA 5.90 ­PAYROLL EXPENSES 11/09/2009 - 99/99/9999 87.29 TOTAL: 99.86 STORMWATER MANAGEMENT Stormwater Managem EFTPS - FEDERAL W/H 11 /10/09 FICA W/H 39.21 11/10/09 MEDICARE W/H 9.17 PERA 11/10/09 P/R DEDUCTS -PERA 42.74 MIDWEST ASPHALT CORP. 11/23/09 HAUL & DISPOSE OF STREET S 3,000.00 11 -19 -2009 1 AM C O U N C 1 i, R.EPORT SY DEPARTMENT - NOV 23, 2009 PAC"- D EPARTMEN T FUND VEN NAME DATES DLSC AMOUNT *kPAYROLL EXPENSES L/09/2009 - 99/99/9999 633.15 TOTAL: 3,724.27 FUND TOTALS =__ ------ 101 General Fund 137,472.55 404 Street Capital Improvemen 56,752.01 408 Technology Fund 14,257.99 410 City Bldg Project Svcs 10,300.00 490 Southshore Community Ctr. 1,049.61 601 Water Utility 7,153.66 611 Sanitary Sewer Utility 66,132.19 621 Recycling Utility 99.86 631 Stormwater ManagementUtil 3,724.27 GRAND TOTAL: 296,942.14 TOTAL PAGES: 4 COUNCILACTION FORM Department Council Meeting Item dumber Finance November 23, 2009 3113 Description: . Liability Insurance Renewal Background The City's Property and Liability Insurance package renews each November. The City's municipal insurance coverage is through the League of Minnesota Cities Insurance Trust (LMCIT). This municipal package includes general property, municipal liability, worker's compensation, bond, and umbrella insurance coverages. Premium Summary The proposed premiums for the property and liability portion of the package decreased slightly this year from $79,044 for 2009 to $77,963 for 2010. Worker's Compensation increased from $34,608 for 2009 to $38,436 for 2010. The total package renewal premium for next year is approximately $118,000. The current budget has programmed $123,500 for insurance. The City continues to make good efforts at loss control and the City's Experience Loss Mod increased only slightly from .86 last year to .87 currently. A summary of the City's coverage is attached for your review. Liability Coverage Limits This motion is considered by the City Council each year. Minnesota State Statutes set tort liability limits for governmental units at $500,000 per claim /$1,500,000 total claims per occurrence. The City carries tort liability at statutory limits and has excess liability coverage of $1,000,000. The City's insurer allows cities the option of waiving this limit, thereby allowing payment of a larger claim. By waiving the statutory limit, the city opens itself to larger claims and higher insurance costs. In prior years, staff has recommended, and the City Council has elected, to not waive the statutory limits. It is again the staff's recommendation that the Council approve a motion that does not waive the statutory tort liability limits for the 2009/2010 insurance renewal. • - % 01 W The City Council is requested to accept the property and liability insurance renewal and elect to not waive the statutory limits as described above. Council Action: SECTION t; LIABILITY COVERAGE WA IVER FORM Cities obtaining liability coverage from the League of Minnesota Cities insurance Trust must decide whether car not to waive the statutory tort liability limits to the extent of the coverage purchased, The decision to waive or not to waive the statutory limits has the following effects' If the city does not waive the statutory tort limits, an individual claimant would be able to recover no more than $500,000. on any claim to which the statutory tort limits apply, The total which all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would be limited to $1,500,000, These statutory tart limits would apply regardless of whether or not the city purchases the optional excess liability coverage. If the city waives the statutory tort limits and does not purchase excess liability coverage, a single claimant could potentially recover up to $1,500,000. on a single occurrence. The total which all also b lai ma to 4500 a ble to recover for a single occurrence to which the statutory tort limits appl would regardless of the number of claimants. If the city waives the statutory tort limits and purchases excess liability coverage, a single claimant could potentially recover an amount up to the limit of the coverage purchased. The total which all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would also be limited to the amount of coverage purchased, regardless of the number of claimants. claims to which the statutory municipal tort limits do not apply are not affected by this decision. This decision must be made by the city council, Cities purchasing coverage must complete and return this form to LMCIT before the effective date of the coverage. For further information, contact LMCIT. You may also wish to discuss these issues with your city attorney. ` accepts liability coverage limits of $ from the League of Minnesota Cities Insurance Trust {LMCIT}, Chock one: The city ROES NOT WAIVE the monetary limits on municipal tort liability established by Minnesota Statutes 466,04. (� The city WAIVES the monetary limits on tort liability established by Minnesota Statutes 466.04, to the extent of the limits of the liability coverage obtained from LMCIT. Gate of city council meeting Signature Position Return this completed form) to LMCIT, 145 UniversV Ave. W,, St. Paul, MN. 55103 6 1 i'al.. C ONNECTING INNOVATING SINGE 1913 Ken Jarcho Agency . •sir �+ • 1 � - i Effective Date: 11 /0 1 /09 RENE WAL PREMIUM SUMMARY Common Coverages Deductible Premium • Property $500. $20,391, • labil Property 500. 4,72 Municipal Liab 500. 32,603. • Automobile Liability 500. 3,669. • UM/UIM $200,000 all covered autos 500. 270. • Basic Economic Loss Benefits (PIP) all covered autos 500, Included. • Automobile Physical Damage 500. 2,523, • Crime 500. Included. Experience Rating Modifier: 1.081 (Applied to Municipal Liability, Auto Liability, and Li14MIM) The modifier is calculated with a formula which compares The city's actual loss history with the amount of losses that would be expected for a city of that size if thr city were a perfectly averagt LMCIT member. If the city's losses and expenses are bctttr than average the city receives a premium coedit. If the city's losses and apettses Are worst than average, the city recrlycs a premium debit. Optional Co verages Coverag Deductible Premium Bond Not Covered. • Equipment Breakdown 500. 1,442, Excess Liability Limit: $1,000,000 NA 9,249. • Open Meeting Law 100% Reimbursement NA 318. • Liquor Liability Limit: $ NA Not Covered. • Fireworks Not Covmd. • No Fault Sewer Back Up Limit: $ 10,000 500. 2,771. • Airport Liability Not Covered. TOTAL $ 77,963. ISO NOT PAY UNTIL YOU RECEIVE INVOICES TORT LIMIT S500,000-51,500,000. Comments: Subject to a signed and dated Waiver Election Form. GKLL is included per expiring. LEAGUE OF MINNESOTA CITIES INSURANCE TRUST 149 UNIVERSITY AVE. WEST nioNE (651) 281 -1 2 00 FAx (651) 281 -1298 ST PAUL, MN 55103 -2o" TOLL FREE: (600) 925 -1122 WES:VAMIMCORC Page 1 of 2 AMQUNT COVERILAG—F-S PMM_1UM League of Minnesota Cities Package P 9CMC26632 11/1/09 to 11/1/2010 8,384,907-00 Blanket on Building & Personal Property Per Attached Schedule - $500.00 Deductible 8,384,907.00 Boiler Coverage 728,565.00 Mobile Equipment – Schedtiled – Over $25,000. 303,624.00 Mobile Equipment – Unscheduled – Under $25,000. $500.00 Deductible 1,000,000.00 Commercial General Liability - $500.00 Deductible 1,000,000.00 Public officials Liability - $ 2,500.00 Deductible 1,000,000.00 Business Auto Liability Basic PIP 1,000,000.00 Uninsured & Underinsured Motorists $500.00 Deductible – Comprehensive – Per Schedule $500.00 Deductible – Collision – Per Schedule 15,000-00 Garagekeepers Coverage - $500-00 Deductible $65,625.00 Sewer Back Up Coverage $ 2,771.00 League of Minnesota Cities MEL5353 11/1/09 to 11/1/2010 1,000,000.00 Umbrella Liability $9,249.00 League of Minnesota Cities OML3810 11/1/09 to 11/112010 Open Meeting Law Defense Cost 50,000.00 Defense Cost Per Lawsuit Per Official 50,000-00 Agreement Term Aggregate Per Official $ 318.00 United Fire & Casualty on 51058982 ivim to 11/1/2010 100,000.00 Public Employees and $ 1,044.00 100,000-00 Depositors Forgery League of Minnesota Cities Policy 90200027628 11/1/09to 11/1/2010 Workmen's Compensation & Employer's Liability 1,000,000.00 Bodily Injury — Each Occurrence 1,000,000-00 Bodily Injury by Disease —Agreement Limit Based on Payrolls Per Attached $38,436,00 Auto Owners Insurance Company Policy 4906006-08506295-09 11/1/09to 11/1/2010 EDP Policy 76,179.00 Office Equipment Per Schedule-printers, scanners etc 52,400.00 Laptops per schedule on file 563-00 Department: Planning Council Meeting: 23 November 2009 Item number: Brent Hislop has requested a second extension to the deadline for filing a final plat for his Brockwood project on the west side of Strawberry Lane (see attached request). His reasons for the extension are included in his request. •. Approve the request; approve the request for a shorter or longer deadline; or deny the request. Staff Recommendation Although real estate reports for the region have been somewhat upbeat for the last quarter, most of the activity appears to be in existing housing stock in lower price ranges. In light of the current economy for the market in this area, staff recommends approval of the extension, particularly since no site improvements are required for this project. Since this item has been placed on the consent agenda, please do not hesitate to contact me if you have any question prior to Monday night's meeting. Council Action: Brad N ielsen From: Brent Hislop [breni.hislop{ synergylandoompany.00m] Seat: Thursday, October 22, 2009 10:07 AM To: Brad Nielsen Subject: Request for PP Extension - Brookwood Consistent with our original discussions with the City, we intend to finalize this subdivision in 2010. The Preliminary Plat extension is necessary as Shorewood limits plat approvals to 180 day increments. The specific timing of our subdivision plans are linked to several factors: 1. Property Closing -- Since the preliminary plat approval, we have closed on the land, paid all fees /taxes, and are now fee owner. Since closing, we've done some basic site clean -up and contractor inspections /bids. 2. Sales -- We are actively marketing the 1 acre lot on Cathcart with the intent of retaining the remaining acreage for a personal residence and future development consistent with the approved concept plan. Response to the lot's pricing and locational features has been positive from both builders and the general public. The overall market is gradually "healing" but buyers remain cautious. To date we've received several inquires, but have not finalized a sale with a qualified buyer. Given market conditions, this is consistent with our original expectations of solidifying this lot sale in 2010. Timing — Timing of final plat & improvement on the lot is linked to sales. Upon the sale of the 1 acre lot, we will submit our final plat for the City's consideration and approval. We expect no significant changes from the approved Preliminary Plat. We continue to be committed to this property and the subdivision consistent with the Brockwood Preliminary Plat & Concept Plan. We appreciate the City's willingness to support our request for Preliminary Plat extension. Thank you and please feel free to contact me with any questions. (612)590-0811 Enjoy learning more at: COUNCIL. ACTION FORM Department Council Meeting Item Number Parks November 23, 2009 Fr om: P ark Secretary D ate : November i M i C •- •. i... ff Brown, Larry • of Public Works The volunteers for the community garden were present at the last park commission meeting. They asked that the Park Commission give consideration to expanding the community garden along with plots for Shorewood residents and non - residents. The garden would have 10 plots, one would be the demonstration garden and the other plots would be 8' x 10' plots. Shorewood residents would pay $30 for one plot and non - residents would pay $45. The City would purchase and install the fencing around the perimeter of the garden (it was estimated that 650 s.f. of fencing material at 4 -6' in height would be needed for the fencing). In addition, up to 10 rain barrels would need to be placed at the site until the drinking fountain is installed. The CIP for 2010 includes $5,200 for signage and fencing the community garden and $7,500 for the drinking fountain at the South Shore Community Park. Attached are the guidelines and registration form for the 2010 community garden project for councils review. The Park Commission recommended approval of this activity at their November 10 meeting. The Commission also recommended installation of the fencing for the perimeter of the site and installation of the drinking fountain as recommended in the Capital Improvement Plan. Council Action: Commun G arden lot Pilot Project Guidel : AUDIENCE: A ages w el c ome; as a participatory an• informative p roje ct for citizens who want to garden and/or want to learn to garden. PURPOSE: 1) To teach people how to grow their own vegetables and herbs by participating in a structured garden system featuring Master Gardeners. 2) To promote charitable giving by encouraging participants to donate a portion of their produce to the ICA Food Shelf 3) To encourage residents to try growing food even on a limited scale and to bring neighbors together to foster a sense of community HOSTED BY: Community Garden Board of Representatives (a core board of members who will establish bylaws for the perpetuation of the project, maintenance, and member tenure /duties) to be reviewed and approved by the city. Founding Initial Board made up of `Gardening Team' members: Patricia Hauser: 952- 470 -0132 phauser @mchsi.com Sandy Ahlstrom: 952- 474 -6483 sandyahlstrom @earthlink.net Nancy Mulhern: 952 -401 -7550 nsmulhern @hotmail.com Additional regular (cyclical) assistance from troop leaders, area Master Gardeners, parents, interested parties City of Shorewood Contacts: Twila Grout — Park Secretary 952- 960 -7902 t rg out(cr�,ci.shorewood.mn.us Park Coordinator Kristi Anderson 612 - 743 -4124 commrecresources @mchsi. com FUNDING: Donations in kind to be secured by the Garden Team from merchants in the community, request for funds from the Shorewood Park Commission and Park Foundation. COMMUNITY GARDEN APPLICANT WILL: THE CITY'S PARTICIPATION: Will be limited to bed preparation at the outset and close of each season. Public Works staff will excavate the bed and remove the topsoil, rototil, and replace it with composted topsoil /manure /mulch in the spring of 2010. The City will install fencing around the perimeter of the Garden Plot area. Until the City installs a fountain with hose adaptor, Public Works (PW) staff will place 10 Rain barrels at the garden plots — 1 intended for each plot. While it is understood that an herbicide will be used in the parks, the gardeners request that the contractor avoid the garden side of the park and /or allow a 10' buffer around the garden area. While it is anticipated that `mother nature' will provide rain water for the barrels, PW will fill barrels when dry conditions persist The City will provide a park sign, similar to the current brown park signs, which identifies the site as the `Demonstration Garden Plots, City of Shorewood' The City will provide notification to one `point of contact' within the board if any unkempt or rundown conditions are noticed (unkempt, excessive weeds, tools left out, dead /dried up plants) who will notify the applicant they have one week to clean it up — if the conditions are not addressed within one week, the Garden team may reassign the unseemly plot. The City is not responsible for lost /stolen items, gardeners are responsible for the perpetuation of the site, as well as, those working the site. Gardeners will be expected to supervise their children/volunteers on site. Nor is the City responsible for impacts from `mother nature', damage from hail storms and inclement weather, or from pests and deer. PHONE: (H) COMMUNITY GA L T REGISTRATION FORM 2 Space -r Reservations accepted • _ first-served • - •od Residents: t 10, i Plot 0. 00 per • - t ' Non- Resident Plots ($45.00) available first -come first- served starting February 1, 2010: • Please submit a garden plot registration form and appropriate payment (checks payable to City of Shorewood) to by April 1 st : Garden Plots City of Shorewood 5755 Country Club Road Shorewood, MN 55331 By registering you agree to follow the Guidelines for 2010 Garden Plots contained therein: • I agree to only use certified organic weed & pest control methods in my garden plot. • I will have something planted in my garden plot by May 31" and keep it planted all year long. • If I must abandon my plot for any reason, I will notify the garden leadership. • I will keep weeds at a minimum and maintain the areas immediately surrounding my plot if any. • If my plot becomes unkempt, I understand I will be given one week's notice to clean it up. At that time, it will be re- assigned or tilled in. • I will keep trash and litter out of the plot, as well as from adjacent pathways and fences. • I will not bring pets to the garden. • I will supervise & safeguard all children I bring to the garden and snake sure they understand and abide by the garden rules • I will plant tall crops where they will not shade neighboring plots. • I will pick only my own crops unless given permission by another lot user. • I will not use fertilizers, weed or pest control methods that will in any way affect other plots. • I will participate in the fall clean up of the garden. • I understand that neither the garden group nor owners of the land are responsible for my actions. THEREFORE AGREE TO HOLD HARMLESS THE COMMUNITY GARDEN STAFF AND THE CITY OF SHOREWOOD & ITS PARK BOARD, FOR ANY LIABILITY, DAMAGE, LOSS OR CLAIM THAT OCCURS IN CONNECTION WITH USE OF THE GARDEN BY ME OR ANY OF MY GUESTS. COUNCIL ACTION FORM Department Council Meeting Item Number Parks November 24, 2009 From: Date: November 009 CC: Larry Brown, Director of Public works Kristi Anderson, Community Rec Resources • . Request from the Park Commission to have staff purchase one Pace Car Action Ride or tot piece for each of the five parks in 2009. Background / Previous Action The Park Commission at their November meeting recommended that one tot lot piece for each of the parks be purchased in 2009. The cost shall not exceed $1,000 per park or a total of $5,000. The CIP has budgeted $5,000 for 2009. Kristi Anderson of Community Rec Resources will research the cost for the Pace Car Action Ride or tot pieces from various playground equipment representatives. These tot pieces will be installed in the spring of 2010 by the company. Staff Recommendation Staff recommends that the City Council approve the purchase of one Pace Car Action Ride or tot piece for each of the five parks to be purchased in 2009 and not to exceed $5,000. Council Action: COUNCIL ACTION FORM CC: Twila Grout, Park Secretary Larry Brown, Director of Public Works EM At its previous City Council meeting, the Council requested the Park Commission review its plan and classifications for Manor Park before proceeding with requests for any preliminary design work for the building. The Park Commission discussed the Manor Park shelter at its regular meeting and determined that Manor Park serves the needs of a growing residential area. Its primary function is to provide recreation facilities for structured and non - structured opportunities, a social center for neighborhood activity, open space, and structured play equipment for varying age groups. Based on the master plan assessment developed in coordination with TKDA, the current CIP, Commission input, and staff's conversations with MCE's Meg Lowe, Tim Litfin, and Jeanne Strauss, MCE stated that the only reason they do not hold programs at Manor Park currently is because the facility is inadequate. MCE indicated they would provide summer programming, similar to that at Freeman Park, if a shelter is available provided to get out of the sun, protection from weather, access to water, restrooms, and a space for indoor recreation (art classes, physical recreation, etc). In addition, staff continues to add to the 'Fun Friday' program, which has been virtually non - existent to residents in this area. With improved facilities, added programming options and amenities can be made available for residents on the east side of Shorewood. Similar to Eddy Station at Freeman Park, the warming house element would be of secondary use to the main purpose of providing programming. The Park Commission is recommending that the Council approve and authorize staff to begin the process to improve the Manor Park Shelter in 2010. This includes adding bathrooms facilities, water, review of lighting and roof conditions, making the necessary alterations to comply with ADA requirement, and other improvements to support the goal of working with MCE and other organizations to offering programming for the east side of Shorewood. Council Action: CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING November 23, 2009 PUBLIC SIGN-IN SHEET For the record, please pLiLnt your name and address below. Thank you. Name Address 1. , PA �� I /U I '- rk ­ Nr—rte , M P1 7. 4LA" (A) h_ i 31 ')!; a 91' 1 0. CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING November 23, 2009 PUBLIC SIGN-IN SHEET For the record, please pg�nt your name and address below. Thank you. Name Address 1® e'14 V 2. M 2 _ 5 & a 3. Ole 4. '_7 5. _2_4; )V/06 i fj 7S W flo D&t CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING November 23, 2009 PUBLIC SIGN-IN SHEET Uor the record, please VLint your name and address below. Thank you. Name Address z c 3. 0 N U 7. 8. 9. 10. 5. Mic-hcLcd d16-,SS?0e, __� S 2t, 4) � rc Lrui k6 re d i f, ir ca M 4— 0 0 C r C: W z -3; -00 0 00 3: w a) z 0 LD T Cl) Cl) , w 0 w 0 (1) =3 D 0 ow C: T- o w 0 (D o U) �- m I co 4- 0 U) W ) 0 ca :3 (j) CL 0 a) 1 0-