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01-25-10 CC Reg AgPCITY OF S . O E OOD CITE' COUNCIL REGULAR MEETING MONDAY, JANUARY 25, 2010 1. CONVENE CITY COUNCIL MEETING A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS BERS 7000 P ®M. Mayor Lizee_ Bailey Turgeon _ Woodruff _ Zerby _ B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, 1 /11 /10 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 B. Agreement with Minnehaha Creek Watershed District for Gideon Glen Maintenance C. Administrator's Performance Review D. Wildwood Preliminary Plat Extension E. Making Lake Minnetonka Communications Commission (LMCC) Board Representative Appointment F. Banking Services Recommendation 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. REPORTS AND PRESENTATIONS 6. PUBLIC HEARING Minutes Claims List Planning Director's CAF, Resolution Administrator's CAF Planning Director's CAF Administrator's CAF, Resolution Finance Director's CAF CITY COUNCIL REGULAR MEETING AGENDA - - -- ,January 25, 2010 Page 2 of 2 10. GENERAL/NEW BUSINESS A. American Legion Post 259 Liquor License Violation B. 2009 Preliminary Year -end Financial Report C. Soutlishore Center Annual Report 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Update on Legal Issues B. Mayor and City Council 12. ADJOURN Attachments Park Minutes CRR Memo CRR Memo Director of Public Works' CAF, Resolution Administrator's CAF Finance Director's CAF Administrator's CAF Executive Summary Shorewood City Council Regular Meeting Monday, 25 January, 2010 7:00 p.m. Agenda Item #3A: Enclosed is the Verified Claims List for Council approval. Agenda Item #313: This is the agreement with the Minnehaha Creek Watershed District for Gideon Glen maintenance. Agenda Item #3C: This is the City Administrator's Performance Review and employment agreement. Agenda Item #31): This is a request for a 2nd extension for filing a final plat for the Wildwood project on the east side of Strawberry Lane. Agenda Item #3E: Appointing Ken Hendrickson as city representative on the Lake Minnetonka Communications Commission. Agenda Item #3F: The City's Investment Committee issued a Request for Proposal (RFP) for banking services, fall 2009. Responses were received from five (5) banks, including the City's current depository Beacon Bank. The committee and staff recommend selection and continuation of services with Beacon Bank. Agenda Item #5A: No scheduled reports or presentations. Agenda Item #6A: No scheduled public hearing. Agenda Item #7: Park Commissioner Steve Quinlan will report on the January 12 Park Commission meeting. Agenda Item #7A: This is the revised Donor Policy as it relates to park benches. Agenda Item #713: This is a recommendation to prepare preliminary design and cost estimates for the Manor Park shelter improvements. Agenda Item #7C: Sue Davis will provide a report on the January 16 Arctic Fever event. Executive Summary — City Council Meeting of January 25, 2010 Page 2 of 2 Agenda Item 48: A Planning Commission representative will report on the January 19 Planning Commission meeting. Z71 Agenda Item 49A: On September 22, 2008, the Shorewood City Council awarded a contract to Classic Protective Coatings, for an amount of $378,000, to recondition, modify and apply new coatings to both the interior and exterior of the East Water Tower The Contractor has completed the project and is requesting final payment. Staff is recommending approval of the resolution. Agenda Item glOA: This item addresses the American Legion Post 259 Liquor License violation. Agenda Item #I OB: Preliminary financial information for the year ended December 31, 2009 is attached for the General Fund and Enterprise Funds. This information is unaudited and a full report will be provided to the Council in the spring, after the auditors have completed their work, Agenda Item #I OC: This is the Southshore Center Annual Report. CITY OIL S OREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JANUARY 11, 2010 WHIKUMN L CONVENE CITE' COUNCIL, REGULAR MEETING Mayor Lizee called the meeting to order at 7:04 P.M. A. Roll Call Present: Mayor Lizee; Councilmembers Bailey, Turgeon, City Administrator Neck; Finance Director Burt of Public Works Brown; and Engineer Landr� Absent: None B. Review Agenda Fu- Woodruff moved, Zerby seconded, approving the agenda prey 2. APPROVAL OF MINUTES A. City Council Work Session Mm. tes, D Zerby moved, Woodr . _ Approvin the City December 7, 2009, as ented ion passed 51 drdfit" id Zerby; Attorney Tietjen; ,� 1 lamm�gTl?�ector Nielsen; Director Motion passed 510. Work Session Minutes of B. City Coun 1 eci a ing Minute ecemher 7, 2009 Woodruff seco _, Approve the City Council Special Meeting Minutes of Decemb , , 2009, as a ed Ite $, Page 3, Paragraph 8, Sentence 2, change "in order to keep it th e rials out of thl fill "(rder to keep the materials out of the landfill ". Motion C. Council cutive Session Minutes, December 7, 2008 0 Bailey moved, Ze ailed, Approving the City Council Executive Session Minutes of December 7, 2009, as J , ted. Motion passed 5/0. D. City Council Regular Meeting Minutes, December 14, 2009 Turgeon moved, Woodruff seconded, Approving the City Council Regular Meeting Minutes of December 14, 2009, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Lizee reviewed the items on the Consent Agenda. SHOREWOOD CITY COUNCIL REGULAR f1T1 MINUTES January t f g 2010 Page 2 of 10 Bailey moved, Woodruff' seconded, Approving the Motions Contained on the Consent Agenda and Adopting the resolutions Therein. fa Approval of the Verified Claims List Adopting ice`. I01 "A Resolution Setting the 2010 City Council Regular Meeting Schedule for the City of Shorewood." C=ity Clerk's License List Motion passed 5/0. There were no matters from the floor presented this Discussion moved to Item 7 on the agenda. Mayor Lizee ini initiatives being reeman who was present to give a report on v's Office. Mof Minneapolis had 19 homicides in 2009 compared ng there have already been 5 in 2010. He apologized for as delayed because of dealings regarding the recent triple into the community JR evening: 1) communi truancy; and, 3) crime commented he has already made a report to 21 other cities' councils he has one more to make. He thought it appropriate for him to go out ;ts his staff to do. He stated he wanted to talk about three items this and mortaaae fraud_ 2) what his office is trvina to do to reduce With regard to community prosecution and mortgage fraud, Hennepin County Attorney Freeman stated his office has individual attorneys assigned to each community and school district. Those attorneys should, at a minimum, work as a liaison with the councils, police departments and others. Attorney Mike Lynch is this prosecutor assigned to this community. He stated the South Lake Minnetonka Police Department (SLMPD) does an extraordinary job and he specifically referred to the recent sexual abuse case. He thanked the SLMPD for its assistance. He explained mortgage fraud did not exist during his past tenure as County Attorney from 1991 — 1999, but it's a huge effort during his current tenure. His office has issued 32 different mortgage fraud complaints; 25 of them have been successfully processed SHOREWOOD CITY COUNCIL Itti,GULAR MEETING MINurES January 11, 2010 Page 3 of is With regard to truancy, Hennepin County Attorney Freeman explained that 98 percent of the children who have committed a felony were truant first. Most of them who had committed a felony when they were 14 — 16 years in age, were truant when they were 6 — 8 years old. Thr'.0 erc various family issues that did not make school a priority. He thought all children deserve a rikztdo go to school. He explained his office started a truancy prevention pilot project with five e1eety schools in Minneapolis in 2007/2008, and 43 percent of the children involved in the progra A d no�c used absences within the first 90 days of becoming involved, while the children in the connprnson s their member RIL of absences. He thought this type of early involvement with a," a p fill itiive impact on them; it can help keep them out of the criminal justice system w�1i is more costly. - :. With regard to crime trends, Hennepin County Attorne °, e�eman e �` arned violent cnn n the South Lake area is below the level in suburban western Hennep) quntyeaafter year. Ju>enile crime was ��� the same in the South Lake area in 2008 and 2009; there wei6 �' incidences each year. He encouraged Council to continue to invest in the SLMF .� When cities are mffi jo continue to invest in prevention programs problems arise. He thanked the eon for m tLY making theustment in public safety. LL ,. Mayor Lizee stated community partnerships a e iin The tivaney prevention program requires Hennepin County, the school distinct, parents, ea chi ��� "e n1 and others to work together. She then stated the community h h ulous police fot and she no W hat SLMPD Lieutenant Pierson and Lead Detective Neurure udienee at tY; time. She kited a recent high profile case that the Hennepin County At n 's Of n s nd the SL D worked in close partnership on. She asked Hennepin County A ornie �; eman onnnent on thd nership. Hennepin Cou e t grney Fi i stati �� D staff could not have been better to work with. The case It andVIPD staff worked very closely with his office; it was truly a z partners He was ho to haves tubers of the SLMPD present when his office announced the cormm 11 e reiterated SLR 'f Cl and his crew did a great job. Councilmen oodruff stat6011 vely recently the City received a letter from the Hennepin County District Court C) Admini ator indicating there is a significant likelihood that the HCDC will not be able to proces � in a timely manner or maybe not at all. It was suggested that local municipalities wool ° e p pick up the slack. He asked Hennepin County Attorney Freeman to comment on this. He as the City should be aggressively pursuing this. Hennepin County Attorney Freeman stated the Hennepin County Attorney's Office prosecutes all of the adult felonies and juvenile crimes. This amounts to approximately 4,000 adult felonies and 7,500 juvenile crimes a year. City attorneys handle adult misdemeanors and gross misdemeanors, and ordinance violations. The HCDC is facing significant budget shortages, so the State's criminal justice system is being forced to look at efficiencies. For example, maybe some offences can more appropriately be handled as citations rather then being handled through the court system. He indicated he thought the HCDC Judicial District Administrator had identified some good ideas, but some of the information wasn't worthwhile. SHO EWO D CITY COUNCIL REGULAR I EE MlNxjTES January 11, 2010 Page 4 of 10 Mayor Lizee thanked Hennepin County Attorney Freeman for being present this evening. Discussion moved to Item 10.A on the agenda. Director Brown stated there had not been a Park Commission meeting since the last Council meeting, noting the next meeting is scheduled for January 12, 2010. Planning Director Nielsen reported on matters considered and actlp,<en at the January 5, 2010, Planning Commission meeting (as detailed in the minutes of that Bing) Mayor Lizee stated she has heard from some of the mayors o �crnmunitie they have expressed interest in sending members of their city's staffs to th nd Use Planning o op scheduled for January 30 2010. 9. ENGINEERING /PUBLIC WORKS A. Manor Pond Dredging Engineer Landini explained during its October � , meeting Couill directed Staff to determine what the estimated cost would be to dredge Ma r Pot rder to doat Staff had the Pond measured and soil samples were analyzed. The existing 11 o ,approximately three feet, noting a depth of over five feet is r nded to mane` s he wateu plant population. The soil analysis indicates the top one and - alb - of sediment i ontaminatewith carcinogenic polycyclic aromatic hydrocarbons (PAHs)., contami d sediment w.. ld have to be disposed of in an approved landfill. The cost estimates orr dredgii options that t1,1, , control the lily plant population are very expensive depending on th aerial excav ed and disposed of. Staff recommends Council direct Staff to i r replac out e wit, �� 7 manipulate the water elevation to control the water lily plant * this- `.:1 d be done n a trial basis. The cost for the equipment, called a snout, i. proximately =hand it R,11, - would be done by Staff. Councilm& r Zerby asked sneer L #ini to further explain the Staff recommended option. Engineer Landl lained if -5 tncil is interested in trying to control the water lily plant population the recommended optl� _ one w� I to try and do that. The device that would be used is called a snout and its intended use is to set Qb1 of storm water. His suggestion is to install the device upside down to try and raise the water with the least amount of effort and cost. He noted that although the snout is not designed for this imposed use it should work for at least a trial period to give the City time to determine if that is the approach it would like to use for controlling the water lily plant population. Director Brown stated the carcinogenic PAN is present in the upper three feet of the Pond's bottom and is contained within the soil structure in the pond. Residents have been asking if the contaminate is migrating into private wells. Because the clay is fairly impervious it appears it's trapped in the upper three feet. A decision has to be made as to whether the contaminants should be left untouched because they are encapsulated or be removed. He complimented Engineer Landini for considering all the available alternatives. He explained a new outlet was installed when watermain was installed under Manor Road. The Pond has a tight tolerance in meeting the 100 -year heavy rainfall requirement without SHOREWOOD CITY COUNCIL REGULAR M MINUTES January 11, 2010 Page 5 of 10 In response to a comment from Councilmember Turgeon, Engineer Landini explained there are many sources of the PAHs. It has mainly been linked to the seal coat products used on private driveways. The Minnesota Pollution Control Agency (MPCA) has a draft ordinance on its,, fi s to which would ban the use of the coal -based driveway scaler. The MPCA has $500,000 in grant. r -ney available for 2010, but to qualify a city must adopt the ordinance. Based on his estimated costs to ece Manor Pond the available grant funds won't stretch very far. This contaminant issue is beil df'scLIS ith frequency at the state and city levels, but there is little information available on the iss u yet. If st ater management pond sediment contaminated with PAHs has to be removed it will " a�signifl ncial burden on the City. In response to a comment from Councihnember TuigeaDnectoi simple to install the snout (i.e., the new outlet). The Pod�ill 1 rainfalls. In response to question from Turgeon, Brown expimuef tl will be lost will depend on what height the % ut is installed at. 8 f�4O raise or lower the water level. There is a lar rnch outlet struct t overflow would go into there before damagin l 'if 1 X itial houses Councilmember Bailey asked if there is a high nobab� y'�t1 `' homes in the area if the amou�orage capacit}�s deduced, to correct. SAS Mayor Lizee expressi Ire stated she supports Staff's red Staff and it cal . e oe Council =, nber Wood" coat k zI eT d sediment only Woodruff d, Zerby s approximate) and to 1 Councilmember B Pond's storage cal unintended conseq Brown explained it mill be fairly W eyto be monitored during heavy e amount of storage capability that 1. stated the snout can be adjusted to .;k ,,Manor Pond and ultimately any er oadivays. would not be any damage to the Director Brown responded that is for the creatiVkroblem solving done by Engineer Landini. She �,pf mstallmg� snout because it's affordable, it can be done by e estimated minimum cost to dredge and dispose of the 70, ded, directing Staff to purchase a snout device for a cost of Staff install the device. red concern about potential unintended consequences of reducing Manor ked Staff if his concern is justified. Staff indicated there should not be any Councilmember Turgeon asked if a timeline has been addressed for the trial basis. Director Brown explained the intent is to achieve a water depth high enough to kill off vegetation in Manor Pond, noting the vegetation grows in a water depth of three feet or less. The success of this approach is dependent on being able to maintain a sufficient depth of water in the pond and that will be depend on the amount of rainfall during the year. If there is a drought the vegetation will grow. Motion passed 510. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTES January 11, 2010 Page 6 of 10 Administrator Heck reiterated Director Brown's and Engineer Landim's comment that the issue of maintenance of stormwater ponds is something that will have to be addressed at some point. Discussion returned to Item 6.A on the agenda. A. Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2010 This item was discussed after Item 6.A on the agenda. Administrator Heck stated each year the Council adopts a offices and positions within the City. Council has been prov Year 2010 appointments. He reviewed the list of position make the necessary appointments. Mayor Lizee suggested the liaisons to the Park and Pl 2009. Councilmembers Bailey and Woodruff were the liar recommended Councilmembers Turgeon and Zerby serve Zerby supported that and stated that wash w it used to n�ktng, appointments to certain of t7]' solution identifying the ted Co 11 review the list and omission be revers * "6m those in "dfk Connnission in 2009 and she capacity for 2010. Councilmember den he served on the Council in a previous term; it provided Councilmembers tti ortunuty to serve o ath both Commissions. Turgeon stated she wanted to continue to serve as the the Planning Cxl5sioin for the first six mouths of the year. She wanted the opportunity to sed% n g ems on the 2010 Planning Work Program come to fruition. Lizee indicated she thought sewing axota�pantxrissions provided Councilmembers with equal opportunities. Councilmember Woodiffiff stated �� Planning 06,ITmission meets twice a month and the Park V0 Commission meets dice oath cth on Tuesday sings. The Planning Commission meetings periodically conflict with th6Ce Ito 1ka Connyuications Commission (LMCC) meetings which is one of the re .tzazlepreferie�� e 1'istt e Park Commission in 2009. He clarified he would be interest 11"i � 1 � lison to tl e Planning Commission and would not have any objection to doing that as 1 as it is uunlettcd them ay be times where he cannot attend the Planning Commission meet r ouneilmember S � state .buld be happy to set - ve as the alternate representative to the LM in s should there= a confl with the Planning Commission meetings. Woodruff stated he is currently g a project fog` e LMCC and there is no easy way for someone to guide the project as an alternate. Z tated that 4 Turgeon could possibly serve as Woodruff s alternate for Planning. Woodru ted of C,W ncil is okay with his having to periodically miss a meeting lie would be fine with serving as to ` isorflo the Planning Commission. He thought it would make sense for Turgeon to continue to serve as tD3 raison to the Planning Commission for Jan uary — June 2010 for continuity �n reasons. Councilmember Bailey stated he is happy to serve on the Excelsior Fire District (EFD) Governing Board and he conveyed that EFD Chief Gerber would like to have some continuity on that Board by having people serve in that capacity for two years. He also serves as the EFD Board's representative on the Excelsior Firefighters Relief Association Board which meets monthly. Because the Planning Commission meets twice a month he would prefer to serve as a liaison to the Park Commission because it only meets monthly. SHOREWOOD CITY COUNCIL 1tEGULAR MEETING MINUTES January 11, 2010 Page / of 10 Mayor Lizee recapped the liaison assignments. Councilmerbers Bailey and Zerby will be the liaisons to the Park Commission with Zerby doing that the first half of 2010. Councilmembers Turgeon and Woodruff will be the liaisons to the Planning Commission with Turgeon doing that the first half of 2010. She noted that Councilmembers can attend the Commission meetings anytime they would like. Councilmember Zerby stated he would tike to serve as the liaison to the Minnehaha Creek Watershed District [Councilmember Turgeon served in that capacity in 2009]. Councilmember Woodruff suggested Zerby also serve as the liaison to the Riley Purgatory Bluff Creek Watershed District. Councilmember Woodruff stated he would like to remain as the representati4'61 o�the LMCC at least until the LMCC discussion about broadband is concluded. If the LMCC deQ" s to move forward with the project he would like to serve as the representative until the prQ100"ix�ets started, noting he is the Chairperson of the LMCC's ad -hoc committee to study bro_ 4� bandl 1�ce it's been started the representative could be changed to someone else. Councilmember Woodruff volunteered to be the represent tive to the Metro CHT , He noted that he R _ attended the annual meeting in 2009. He also particip .1 i on the Revenue and Tax P,, I'icy Setting Committee. As it has been in the past, the City Adirif ,t ,, will serve as the alternate �i�cihnember Zerby asked if it was a voting position, and he also guestionN�d if rt�yv �fcessary to apli someone to serve as the representative. Woodruff said anyone can attendllro Cities meetings, and the person in attendance can vote. The past few years th lQ ty Administrator liar been the voting representative for the City on Metro Cities policy changes at e a� l .yeetmg. th Heck clan fed that the Council representative only votes to support legislative policy chang &, ,,used at the coi'fi itt"" level. Zerby clarified it's really not a representative position. Woodruff atedi x es Irke to and the Revenue and Taxation Policy Setting Committee discussions. f " " Zerby moved, Wood ruf' co dopting ROLUTIOINO. 10 -002 "A Resolution Making Appointments to Cc Offices a Positions within the City of Shorewood for the Year 2010: Acting Mayor will on to be ura Turgeon, `x ark Commission Liaison for January — June 2010 will be Scott ZerWl' rk m;' , ion Liarso for- July — December 2010 will be Jeffery Bailey; Plann . mission Lr ison f i ry June 2010 will be Laura Turgeon; Planning Nd Im Commission` o July ticember 2009 will be Richard Woodruff; Minnehaha Creek Waters District Lit vill b` At Zerby; Riley Purgatory Bluff Creek Watershed District Liar , 11 be Scott Zer ELake nka Communications Commission will continue to be Richard druff; Metro s (Ass., tion of Metro Municipalities) will continue to be Richard I � V Woodruff, Brian Heck a alternate; Coordinating Committee South Lake Minnetonka Police Department s :. utinue to ne Christine Lizee, with Laura Turgeon continuing as alternate; Excelsior Fire ll t Boatrcl" Member will continue to be Jeffery Bailey, with Scott Zerby continuing as alternate, i r Attorney will continue to be May D. Tietjen, Kennedy and Graven; City Prosecutor will b o. tinue to be Ken Potts; Emergency Preparedness Director will continue to be SLMPD Chief B> -an Litsey; Official Depositories will continue to be Beacon Bank, 4M Fund and other Depositories as necessary; Official Newspaper will continue to be Sun Sailor and notices may also be published in the Laker; Weed Inspector will continue to be Christine Lizee, with Joe Lugowski continuing as assistant; and that the Blanket Bond is approved." Councilmember Woodruff commented that he will begin serving his second year of a three -year term as the representative to the Lake Minnetonka Conservation District. Motion passed 510. SHOREWOOD CITY COUNCIL REGULAR MEETING MINUTE January 11, 2010 Page 8 of 10 B. Southshore Center Donor Policy Administrator Heck stated the meeting packet for this meeting contained a copy of draft Donation Policy for the Southshore Community Center (the Center) for Council's consideration. The Center's Operating Committee met in the later part of December 2069 and during that meeting it chose to recommend Council adopt the policy. In summary the Policy states the City can choose whether or not to accept donations and gifts for the Center. Woodruff moved, Zerby seconded, approving the Donation Policy for the Southshore Community Center as recommended by the O C omm itt ee. i l' C. Setting License, Permit, Service Charges and Misce.'p s Administrator Heck stated the meeting packet for this meeting pon� a coy an ordinance to update the City's license, permit, services charges and miscellaneousO fhe water c etion fee reflects the current fees and the reference to the City Code. This fe iiay be updated after�rzp�grning discussions about the connection charge. An administrative enfre�ement fee, has been adde,oaryi Animal Boarding fee has been reduced to reflect what i "6 bySouth Lake MrEonka Police Department (SLMPD). The Water Service and Residential clt� �eCouncil adop�d by resolution in 2009 are reflected in this ordinance. The fee for zoning tex: endments has been revised to include requiring an escrow of $1,000 to cover c�«a. s above the $600 T- The applicant would be refunded anything not spent or charged an additional mount it the cosceed $1,600. Councilmember Zerby questioned the decreasel the previously contracted with a different firm to kenel of two days. The SLMPD's f� . ens and a two dRo Councilmember Woodru#'�ff"91 it acil had been aftg fee to $2 _Trom $27. Heck stated the City r a s acid " w- barged a $27 daily fee for a minimum rum is njo requir•ed. m ided witi an updated page to the ordinance this even ing. Woodruff moved, Bailey vmg "License, Perm =tSorvice UP san cMi 11. SWAFF AND Administrat ` Staff BINANCE NO. 453 "An Ordinance Titled Fees." Motion passed 5/0. Director Browi d he is w ng for feedback from the manufacturer of the luminaire for the Glen Road light pole re =ug whe< will be shipped. He reported on the Manor Park neighborhood meeting held on January 9, ten residents attended the meeting. The residents expressed interest in having a perimeter trailttch was included in the Master Park Plan updated by TKDA. They were also interested in the pansill of the tennis courts. They indicated the sand volleyball courts are used a lot, noting it's contrary to what Staff thinks. The residents expressed they were not interested in expanding the warming house. They expressed concern that if restrooms were added that might attract nuisance issues. They also expressed concern about adding security lighting which could impact their ability to see the stars. In response to a comment from Councilmember Turgeon, Engineer Landini explained many of the Minnehaha Creek Watershed District (MCWD) rules are up for discussion. Two of the rules were updated this past fall. The MCWD wants to add its erosion control rule as a trigger to its Wetland Conservation Act for buffers. If that's done a 5,000 square foot disturbance would potentially require a SHOREWOOD CITE' COUNCIL REGULAR MEETING MINUTES January 11, 2010 Page 9 of 10 75 -foot buffer and this would eliminate a few lots from being buildable. The Planning Assistant is attempting to determine bow many lots that would be, noting at least two lots would be impacted. Councilmember Woodruff stated lie received a mailing from a firm stating now is the time to install erosion control rip rap because the MCWD is going to implement a new rule that will prohibit rip rap. Engineer Landini stated rip rap would continue to be an approved cover provided wave /wind action warranted it. The MCWD would prefer to have residents use plant material to control erosion. Director Nielsen stated he had provided Council with a copy of the brochure for the Land Use Planning Workshop scheduled for January 30, 2010. Councihnember Bailey asked Administrator Heck to provide a pi sessions. Heck stated Council will interview applicants A, Committee residential representative on January 19 °i Thy will Council's January 25` meeting to discuss the water ofnance. ordinance will be scheduled prior to the first regular nib in F possibly with a consultant in February to begin disc K s improvements. The resources needed to address 2010 goals versus later, but sometime in February. � ere will likely be compensation policy also needs to be discus ' COUncihnember Woodruff asked when the interviews be scheduled. The letters of interest are due by Mwua date. Mayor Lizee stated tl� ctic Fev event is sche partnering with the Ities - xcelsi nd Tonka Bay on the City's website., liew of Eh upcoming Council work fake Mimi a Communications a work sessro �cheduled prior to second work se ift. o discuss the There may BE 'W rief session tlieong -term financing of roadway ectives need to be discussed sooner 0,,, work sessions in February. The �� •se and Plariff g Commission openings will � e w411, "have more information after that for January 16, 2010. She noted the City is .te event. There is information about the event Mayor Liz, "an Execufle Session at 8:19 P.M. 12. AM&CESS TO Mayor Lizee % vened the Eutive Session at 8:22 P.M. Mayor Lizee; Cot nnif h ern bersAA Dailey, Turgeon, Woodruff and Zerby; Administrator Heck; and Attorney Tietjen were presentTQ entire executive session. A. Union Council discussed the City's negotiations with Local 224, Council 5, of the American Federation of State, County and Municipal Employees, AFL -CIO labor union (the union representing the City's Public Works employees). B. City Administrator Performance Review Council discussed the City Administrator's performance review. SNORER OD CITY COUNCIL, , RE GUI Al E ET1NG MINUTES January 11, 2010 Page 10 of 10 The City Council Executive Session of January 11, 2010, was adjourned at 9 :16 P.M. 13. RECONVENE TO REGULAR CITE' COUNCIL MEETING Mayor Lizee reconvened the regular meeting at 9:16 P.M. Zerhy moved, Woodruff seconded, Adjourning the City Council Regular Meeting of January 11, 2010, at 9:16 P.M. Motion passed 5/0. a Christine Freeman, Recorder istine Lizee, Brian Heck, City Administrator /Clerk COUNCILACTION FORM Department Council Meeting Item Number Finance January 25, 2010 3A Item Description: Verified Claims From: Michelle Nguye h Bonnie Burton Brian Heck Claims for council authorization. The attached claims list includes checks numbered 49434 through 49505 totaling $779,559.10. Staff Recommendation Staff recommends approval of the claims list. 1/21/2010 12:.31 PM S/P HISTORY CHECK REPORT VENDOP .SET: e - 1 C'.t.y of SrorePtoo:.' ;TANK: 1 BEACON BANK DATE RANGE: _;12/2010 THRU 99/99/ 9999 CEi ECK VENDOR I.D. NAME STATUS DATE 00051 EFTPS - FEDERAL W/H D 1/19/2010 00092 MN DEPT OF REVENUE D 1/19/2010 01977 ANDERSON, KRISTI B. R 1/15/2010 05305 COMMUNITY REC RESOURCES R 1/15/2010 00086 AFSCME COUNCIL 5 R 1/19/2010 00053 ICMA RETIREMENT TRUST- 302131 -4 R 1/19/2010 00052 PERA R 1/19/2010 20005 WELLS FARGO HEALTH BENEFIT SVC R 1/19/2010 10576 ADVANCED IMAGING SOLUTIONS INC R 1/25/2010 00087 AFSCME CO 5 MEMBERS HEALTH FUN R 1/25/2010 01475 AMERICAN ENGINEERING R 1/25/2010 01977 ANDERSON, KRISTI B. R 1/25/2010 1 BANK OF AMERICA, N.A R 1/25/2010 03230 BIFFS, INC. R 1/25/2010 03745 BURTON, BONNIE R 1/25/2010 04081 CARQUEST AUTO PARTS R 1/25/2010 07600 CITY OF EXCELSIOR R 1/25/2010 24600 CITY OF TONKA BAY R 1/25/2010 05305 COMMUNITY REC RESOURCES R 1/25/2010 05345 CONNEY SAFETY PRODUCTS R 1/25/2010 29283 CONSTANT CONTACT, INC. R 1/25/2010 05875 CUB FOODS R 1/25/2010 PAGE: 2 CHECK CHECK CHECK. AMOUNT DISCOUNT NO STATUS AMOUNT 000000 13,079.68 000000 2,281.57 049434 240.00 049435 2,250.00 049448 301.12 049449 1,285.96 049450 6,789.64 049452 1,191.43 049453 290.00 049454 408.00 049455 5,000.00 049456 200.00 049457 250.00 049458 869.50 049459 81.76 049460 96.73 049461 3,794.63 049462 1,170.73 049463 4,891.00 049464 1,121.93 049465 1.53.00 049466 7.70 1/21/20 1.2:31 PM A_ /T- = 1ISTORI CHECK REPOR`1' VENDOR S=?T: 0' C._ - ,, Di' .Shorrwocd SANK: _- 'BEACON 'PAINC TDATE RANGE: 1;'_: 200 THRU 99/99/9 CHECK VENDOR T.D. NAME STATUS DATE 05885 CULLIGAN BOTTLED WATER R 1/25/2010 06630 DEPT OF EMPLOYMENT & ECON DEV R 1/25/2010 06785 DLT SOLUTIONS INC R 1/25/2010 10300 DOCUMENT RESOURCES R 1/25/2010 29271 DREW KRIEBEL R 1/25/2010 07325 EKLUND'S MULCH SALES R 1/25/2010 12125 FEDEX KINKO'S R 1/25/2010 29264 H & L MESABI R 1/25/2010 07900 HAWKINS, INC. R 1/25/2010 10575 HENN COOP SEED EXCHANGE, INC. R 1/25/2010 10504 HENN CTY ELECTIONS R 1/25/2010 10506 HENN CTY INFO TECHNOLOGY DEPT R 1/25/2010 10503 HENN CTY TREAS.- TAXPYER SVCS D R 1/25/2010 10508 HENN CTY TREASURER R 1/25/2010 11087 ICS - HEALY -RUFF R 1/25/2010 11100 INTERNATIONAL INSTITUTE OF MUN R 1/25/2010 13070 LANDINI, JAMES R 1/25/2010 21340 LOCAL LINK R 1/25/2010 29233 LUND- MARTIN CONSTRUCTION, INC. R 1/25/2010 15403 MAMA R 1/25/2010 00079 MEDICA R 1/25/2010 15176 MENARDS R 1/25/2010 PAGE: CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 049467 38.29 049468 5,288.88 049469 427.52 049470 681.51 049471 1,565.80 049472 48.00 049473 28.97 049474 5,171.95 049475 70.00 049476 48.11 049477 960.00 049478 64.00 049479 17.42 049480 363,005.44 049481 11,969.05 049482 200.00 049483 179.93 049484 131.80 049485 24,379.85 049486 45.00 049487 12,852.09 049488 67.17 1/21/2010 - 2:31 '?M A /' -' HISTORY CHECK REPORT PACE: :1 ,1 ED D0P SET: 0'_ Ci::y of Shore,xxxi BANK : I BEACON BANK DATE RANGE: i_ /12/20_0 rHRIJ 99/99/9999 ** T 0 T A L S REGULAR CHECKS: HAND CHECKS: DRAFTS: EFT: NON CHECKS: VOID CHECKS: TOTAL ERRORS: 0 VENDOR SET: 01 HANK: 1 HANK: 1 TOTALS: REPORT TOTALS: CHECK CHECK CHECK AMOUNT DISCOUINT NO STATUS AMOUNT 049489 3,032.00 049490 47,027.65 049491 502.56 049492 34,657.04 049493 204.47 049494 570.02 049495 136,502.48 049496 187.10 049497 35.75 049498 36.75 049499 1,467.15 049500 628.59 049501 9,283.36 049502 6,990.00 049503 111.45 049504 2,800.00 049505 3,110.60 NO CHECK AMOUNT DISCOUNTS CHECK NAME STATt3S DATE METRO CITIES -ASSN OF METROPOLI R 1/25/2010 METRO COUNCIL ENVMT(WASTEWATER R 1/25/2010 MIDWEST MAILING SYSTEMS INC R 1/25/2010 NELSON AUTO CENTER R 1/25/2010 OFFICE DEPOT R 1/25/2010 QWEST R 1/25/2010 SO LK MTKA POLICE DEPT R 1/25/2010 SPRINT R 1/25/2010 SUN NEWSPAPERS R 1/25/2010 SUN PATRIOT NEWSPAPERS R 1/25/2010 TKDA ENGINEERS ARCHITECTS PLAN R 1/25/2010 TOTAL PRINTING SERVICES R 1/25/2010 TYLER TECHNOLOGIES R 1/25/2010 VEOLIA ENVIRONMENTAL SERVICES R 1/25/2010 VERIZON WIRELESS R 1/25/2010 WARNER CONNECT R 1/25/2010 ZIEGLER, INC. R 1/25/2010 ** T 0 T A L S REGULAR CHECKS: HAND CHECKS: DRAFTS: EFT: NON CHECKS: VOID CHECKS: TOTAL ERRORS: 0 VENDOR SET: 01 HANK: 1 HANK: 1 TOTALS: REPORT TOTALS: CHECK CHECK CHECK AMOUNT DISCOUINT NO STATUS AMOUNT 049489 3,032.00 049490 47,027.65 049491 502.56 049492 34,657.04 049493 204.47 049494 570.02 049495 136,502.48 049496 187.10 049497 35.75 049498 36.75 049499 1,467.15 049500 628.59 049501 9,283.36 049502 6,990.00 049503 111.45 049504 2,800.00 049505 3,110.60 NO CHECK AMOUNT DISCOUNTS TOTAL APPLIED 59 704,780.88 0.00 704,780.88 0 0.00 0.00 0.00 2 15,361.25 0.00 15,361.25 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 61 720,142.13 0.00 720,142.13 61 720,142.13 0.00 720,142.13 62 720,142.13 0.00 720,142.13 O1. -,1. -2010 _12:27 AM C 0 U N C 11: REPORT BY VENDOR -- jAN, 25, 2010 VENDOR SORT KEY DATE DESCRTICTION F "v'ND DEPARTMENT AM0Ud- ADVANCED IMAGING SOLUTIONS INC "1, /25 /i0 MAINT SVC 12/6- 1/6/7.0 General. Fund Municipal Buildings 290.00 TOTAL: 290.00 AFSCME CO 5 MEMBERS ;HEALTH FUND 1/25/10 FEB UNION DENTAL General Fund Unallocated Expenses 40£3 .00 TOTAL: 408.00 AFSCME COUNCIL 5 1/19/10 P/R DEDUCTS - UNION DUES General Fund NON- DEPARTMENTAL 301.12 TOTAL: 301.12 AMERICAN ENGINEERING 1/25/10 DREDGE ASSMT -MANOR PK /RD Stormwater Managem STORMWATER MANAGEMENT 5,000.00_ TOTAL: 5,000.00 ANDERSON, KRISTI B. 1/25/10 01/12/10 PARK MEETING General Fund Parks & Recreation 200.00 1/15/10 SSCC- RECEPTION 12/14 -12/21 Southshore Communi Senior Community Cents 240.00 TOTAL: 440.00 SIPES, INC. 1/25/10 JAN RENTALS General Fund Parks & Recreation 869.50 TOTAL: 869.50 BURTON, BONNIE 1/25/10 BUDGET EXP REIM General Fund Finance 41.76 1/25/10 JAN WELLNESS REIM General Fund Finance 40.00 TOTAL: 81.76 CARQUEST AUTO PARTS 1/25/10 FILTERS & LAMPS General Fund Public Works 96.73 TOTAL: 96.73 CITY OF EXCELSIOR 1/25/10 4TH QTR WATER CONNECTION Water Utility Water 3,794.63 TOTAL: 3,794.63 CITY OF TONKA BAY 1/25/10 4TH QTR WA /SW SVC Water Utility Water 737.73 1/25/10 4TH QTR WA /SW SVC Sanitary Sewer Uti Sewer 433.00 TOTAL: 1,170.73 COMMUNITY REC RESOURCES 1/15/10 MEETINGS 12/14- 12/25/09 General Fund Parks & Recreation 2,250.00 1/25/10 01/04 - 01/15- PARK MEETINGS General Fund Parks & Recreation 2,205.00 1/25/10 1ST QTR -SSCC SVC Southshore Communi Senior Community Cents 2,500.00 1/25/10 01/04 -01/15 -SSCC RECEPTION Southshore Communi Senior Community Cents 186.00 TOTAL: 7,141.00 CONNEY SAFETY PRODUCTS 1/25/10 EYEWASH PER OSHA General Fund Public Works 279.02 1/25/10 CONFINED SPACE BLOWER Sanitary Sewer Uti Sewer 842.91 TOTAL: 1,121.93 CONSTANT CONTACT, INC. 1/25/10 SSCC - EMAIL MARKETING Southshore Communi Senior Community Cents 153.00 TOTAL: 153.00 CUB FOODS 1/25/10 GEN SUPPLIES FOR C.H. General Fund Municipal Buildings 7.70 TOTAL:: 7.70 CULLIGAN BOTTLED WATER 1/25/10 DRINKING WATER SVC General Fund Municipal Buildings 38.29 TOTAL: 38.29 DEPT OF EMPLOYMENT & ECON DEV 1/25/10 4TH QTR -CRAIG DAWSON General Fund Administration 5,288 88_ TOTAL: 5,288.88 DLT SOLUTIONS INC 1/25/10 AUTOCAD 2009 RENEWAL General Fund City Engineer 427.52 ,7t- ?C'0 ."':27 'tin VENDOR SORT KEY DOCUMENT RESOURCES DREW KRIESEL EFTPS - FEDERAL W/H EKLUND'S MULCH SALES FEDEX KINKO'S C O U N " e , REPOR7 BY VENDOR - JRiv 25, 2010 PAGE: DATE <IPT.ION ,FUND DEPARTMENT AMOUN TOTAL: 427.52 1/25/10 LASER UTILITY BILLS Water Utility Water 170.37 1/25/10 LASER UTILITY BILLS Sanitary Sewer Uti Sewer 170.38 1/25/10 LASER UTILITY BILLS Recycling Utility Recycling 1.70.38 1/25/10 LASER UTILITY BILLS Stormwater Managem STORMWATER MANAGEMENT 170.38 TOTAL: 681.51 1/25/10 SSCC- 01/04/10 SVC Southshore Communi Senior Community Cente 580.30 1/25/10 SSCC - 12/5/12/30 SVC Southshore Communi Senior Community Cente 915.00 1/25/10 SSCC - EXP REIM Southshore Communi Senior Community Cente 70.50 TOTAL: 1,565.80 1/19/10 FEDERAL W/H General Fund NON- DEPARTMENTAL 4,771.52 1/19/10 FICA W/H General Fund NON- DEPARTMENTAL 3,366.70 1/19/10 MEDICARE W/H General Fund NON- DEPARTMENTAL 787.38 1/19/10 FICA W/H General Fund Council 80.60 1/19/10 MEDICARE W/H General Fund Council 18.87 1/19/10 FICA W/H General Fund Administration 261.32 1/19/10 MEDICARE W/H General Fund Administration 61.12 1/19/10 FICA W/H General Fund General Government 407.69 1/19/10 MEDICARE W/H General Fund General Government 95.34 1/19/10 FICA W/H General Fund Elections 2.24 1/19/10 MEDICARE W/H General Fund Elections 0.52 1/19/10 FICA W/H General Fund Finance 320.09 1/19/10 MEDICARE W/H General Fund Finance 74.86 1/19/10 FICA W/H General Fund Planning 292.91 1/19/10 MEDICARE W/H General Fund Planning 68.50 1/19/10 FICA W/H General Fund Protective Inspections 200.42 1/19/10 MEDICARE W/H General Fund Protective Inspections 46.87 1/19/10 FICA W/H General Fund City Engineer 165.31 1/19/10 MEDICARE W/H General Fund City Engineer 38.66 1/19/10 FICA W/H General Fund Public Works 519.84 1/19/10 MEDICARE W/H General Fund Public Works 121.58 1/19/10 FICA W/H General Fund Ice & Snow Removal 254.01 1/19/10 MEDICARE W/H General Fund Ice & Snow Removal 59.41 1/19/10 FICA W/H General Fund Sanitation /Weeds /Waste 42.75 1/19/10 MEDICARE W/H General Fund Sanitation /Weeds /Waste 10.00 1/19/10 FICA W/H General Fund Parks & Recreation 579.21 1/19/10 MEDICARE W/H General Fund Parks & Recreation 135.44 1/19/10 FICA W/H Water Utility Water 96.57 1/19/10 MEDICARE W/H Water Utility Water 22.59 1/19/10 FICA W/H Sanitary Sewer Uti Sewer 76.54 1/19/10 MEDICARE W/H Sanitary Sewer Uti Sewer 17.90 1/19/10 FICA W/H Recycling Utility Recycling 23.96 1/19/10 MEDICARE W/H Recycling Utility Recycling 5.61 1/19/10 FICA W/H Stormwater Managem STORMWATER MANAGEMENT 43.24 1/19/10 MEDICARE W/H Stormwater Managem STORMWATER MANAGEMENT 10.11 TOTAL: 13,079.68 1/25/10 BRUSH General Fund Tree Maintenance 48.00 TOTAL: 48.00 1/25/10 PLANS FOR 5955 LK LINDEN C General Fund Protective Inspections 28.97 TOTAL: 28.97 01- .7 - -20'0 12:27 AN 0 U 11 C I ,', REPORT BY VENDO -9 - JAN 25, 3010 ?ACE. 7NOOR SORT XEY DAIR DESCRIPTION FUND DEPARTMENT f�TrGUN'1 H & i MESABI 1 :/21/10 CUTTING EDGPS P OWS Gene F _d Ice & Snow Removal 5,17 TOTAL: 5,171.95 HAWKINS, INC. 1/25/10 CHLORINE Water Utility Water 70.00 TOTAL: 70.00 HENN COOP SEED EXCHANGE, INC. 1/25/10 RYE GRASS ANNUAL General Fund Parks & Recreation _ 48.11 TOTAL: 48.11 HENN CTY ELECTIONS 1/25/10 2010 AUTOMARK MAINT General Fund Elections 960.00 TOTAL: 960.00 HENN CTY INFO TECHNOLOGY DEPT 1/25/10 DEC - 800MHZ General Fund Public Works 64. 00 TOTAL: 64.00 HENN CTY TREAS.- TAXPYER SVCS DIVISION 1/25/10 3311723130012 -5620 CO RD N Stormwater Managem STORMWATER MANAGEMENT 17.42_ TOTAL: 17.42 HENN CTY TREASURER 1/25/10 CO RD 19 FINAL OUT MSA Capital Improv MSA Capital Improvemen 363,005.44 TOTAL: 363,005.44 ICMA RETIREMENT TRUST - 302131 -457 1/19/10 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 1,075.00 1/19/10 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 210.96 TOTAL: 1,285.96 ICS - HEALY -RUFF 1/25/10 S.E. WELL EMERGENCY REPAIR Water Utility Water 632.15 1/25/10 LAST OF AMESBURY CONTROL - Water Utility Water 11,336.90 TOTAL: 11,969.05 INTERNATIONAL INSTITUTE OF MUNICIPAL C 1/25/10 2010 MEMBERSHIP -JEAN & TWI General Fund General Government 200.00 TOTAL: 200.00 LANDINI, JAMES 1/25/10 SEC 125 REIM General Fund NON - DEPARTMENTAL 78.60 1/25/10 GPS DATA General Fund City Engineer 45.83 1/25/10 MILEAGE General Fund City Engineer 15.50 1/25/10 JAN WELLNESS REIM General Fund City Engineer 4 0.00 TOTAL: 179.93 LOCAL LINK 1/25/10 FEB WEBLINK SVC General Fund Municipal Buildings 131.80 TOTAL: 131.80 LUND - MARTIN CONSTRUCTION, INC. 1/25/10 PV 49 -CITY HALL PROJECT -FIN City Bldg Project Equipment Replacement 24,379 TOTAL: 24,379.85 MAMA 1/25/10 2010 MEMBERSHIP DUES General Fund Administration 45.00 1/25/10 2010 MEMBERSHIP DUE General Fund Administration 3,032,00- 1/25/10 2009 MEMBERSHIP DUE General Fund Administration 3,032.0() TOTAL: 45.00 MEDICA 1/25/10 FEB MEDICAL PREM General Fund Unallocated Expenses 12,852.09 TOTAL: 12,852..09 MENARDS 1/25/10 MAILBOXES General Fund Public Works 67,17 TOTAL: 67.1.'7 METRO CITIES -ASSN OF METROPOLITAN MUNI 1/25/10 2010 METRO CITIES MEMBERSH General Fund Council 3,032.00 0 2G-i_0 '.,.2:27 AM C O U N C T L REPORT 5: VENDOR - JAN 25, 2010 Sewer PAGE: ' VENDOR SOO" KRY DATE DESCRIP'i' ON FUND DEPART M'v.. 47,027.65 A.M0 UN „. TOTAL: 3,032.00 METRO COUNCIL ENVMT(WASTEWATER) 1/25/10 FED WASTEWATER SVC Sanitary Sewer Ut'. Sewer 47,027.65 TOTAL: 47,027.65 MIDWEST MAILING SYSTEMS INC 1/25/10 FED NEWSLETTER POSTAGE General Fund General Government 500.00 1/25/10 4TH QTR UTILITY ADDT'L Water Utility Water 2.56 TOTAL: 502.56 MISC. VENDOR BANK OF AMERICA, N.A 1/25/10 R & J WHETSTON- 21244056200 Street Capital Imp Street Capt Improvemen 250.00 NELSON AUTO CENTER 1/25/10 2010 FORD F550 - INVOICE #F Equipment Replacem Equipment Replacement 34,657.04 TOTAL: 34,907.04 MN DEPT OF REVENUE 1/19/10 STATE W/H General Fund NON- DEPARTMENTAL 2,281.57 TOTAL: 2,281.57 OFFICE DEPOT 1/25/10 GEN - PENS General Fund General Government 20.11 1/25/10 GEN SUPPLIES General Fund General Government 12.50 1/25/10 GEN- SUPPLIES General Fund General Government 22.70 1/25/10 GEN -WALL CALENDAR General Fund General Government 12.75 1/25/10 FIN -FILE FOLDERS & BOXES General Fund Finance 126.14 1/25/10 INSPECTION -FILE General Fund Protective Inspections 10.27 TOTAL: 204.47 PERA 1/19/10 P/R DEDUCTS -PERA General Fund NON- DEPARTMENTAL 3,133.69 1/19/10 P/R DEDUCTS -PERA General Fund Administration 303.13 1/19/10 P/R DEDUCTS -PERA General Fund General Government 451.38 1/19/10 P/R DEDUCTS -PERA General Fund Elections 2.54 1/19/10 P/R DEDUCTS -PERA General Fund Finance 361.73 1/19/10 P/R DEDUCTS -PERA General Fund Planning 375.17 1/19/10 P/R DEDUCTS -PERA General Fund Protective Inspections 255.97 1/19/10 P/R DEDUCTS -PERA General Fund City Engineer 187.26 1/19/10 P/R DEDUCTS -PERA General Fund Public Works 602.18 1/19/10 P/R DEDUCTS -PERA General Fund Ice & Snow Removal 296.50 1/19/10 P/R DEDUCTS -PERA General Fund Sanitation /Weeds /Waste 48.27 1/19/10 P/R DEDUCTS -PERA General Fund Parks & Recreation 494.38 1/19/10 P/R DEDUCTS -PERA Water Utility Water 113.35 1/19/10 P/R DEDUCTS -PERA Sanitary Sewer Uti Sewer 88.14 1/19/10 P/R DEDUCTS -PERA Recycling Utility Recycling 27.06 1/19/10 P/R DEDUCTS -PERA Stormwater Managem STORMWATER MANAGEMENT 48 .89 TOTAL: 6,789.64 QWEST 1/25/10 SSCC- SVC 01/13 -2/12 Southshore Communi NON- DEPARTMENTAL 18.36 1/25/10 JAN SVC Water Utility Water 315.23 1/25/10 JAN SVC Water Utility Water 236.43 TOTAL: 570.02 SO LK MTKA POLICE DEPT 1/25/10 1ST QTR LEASE General Fund Police Protection 57,017.00 1/25/10 4TH QTR COURT OVERTIME General Fund Police Protection 245.45 1/25/10 JUL HENN CTY PROCESSING FE General Fund Police Protection 411.03 1/25/10 JAN OPERATING BUDGET EXP General Fund Police Protection 78,829.00 TOTAL: 136,502.48 SPRINT 1/25/10 SVC 12/13 -1/12 Water Utility Water 93.55 1/25/10 SVC 12/13 -1/12 Sanitary Sewer Uti Sewer 93.55 TOTAL: 187.10 01 _ ? - ! -2010 1.2:27 AM VENDOR SORT KEY C O U N C .1, L REPORT BY VENDOR - jAN 25, 2010 iJATE iDE SCRI PI "ION i -UND PAGE: AMOUry; T' SUIN NEWSPAPERS 1/25/10 SWPPP 01/07 General Fund Genera_. Government - -__. .... ---- 35. ' 7 _ TOTAL: 35.75 SUN PATRIOT NEWSPAPERS 1 /25/10 SWPPP HEARING 01/02 General Fund General Government _ 36.75 TOTAL: 36.75 TKDA ENGINEERS ARCHITECTS PLANNERS 1/25/10 DEC NELSINE DR & MEADOWVW Street Capital Imp Street Cart Improvemen 1,467.15 TOTAL: 1,467.15 TOTAL PRINTING SERVICES 1/25/10 RECEIPTS BOOKS General Fund General Government 222.46 1/25/10 UB ENVELOPES Water Utility Water 135.37 1/25/10 US ENVELOPES Sanitary Sewer Uti Sewer 135.37 1/25/10 US ENVELOPES Stormwater Managem STORMWATER MANAGEMENT 135.39 TOTAL: 628.59 TYLER TECHNOLOGIES 1/25/10 2010 SOFTWARE MAINT General Fund Finance 6,520.60 1/25/10 2010 SOFTWARE MAINT Water Utility Water 1,647.03 1/25/10 2010 SOFTWARE MAINT Sanitary Sewer Uti Sewer 1,115.73 TOTAL: 9,283.36 VEOLIA ENVIRONMENTAL SERVICES 1/25/10 DEC RECYCLING Recycling Utility Recycling 6,990.00 TOTAL: 6,990.00 VERIZON WIRELESS 1/25/10 BRAD N. CELL 12/11 -01/10 General Fund Planning 111.45 TOTAL: 111.45 WARNER CONNECT 1/25/10 FEB MAINT SVC General Fund Municipal Buildings 2,800.00 TOTAL: 2,800.00 WELLS FARGO HEALTH BENEFIT SVCS 1/19/10 P/R DEDUCTS -HSA General Fund NON- DEPARTMENTAL 1,095.43 1/19/10 P/R DEDUCTS -HSA General Fund General Government 96.00 TOTAL: 1,191.43 ZIEGLER, INC. 1/25/10 LAMPS General Fund Public Works 19.01 1/25/10 REPAIR TO LOADER TRANSMISS General Fund Public Works 1,587.36 1/25/10 REPAIR TO LOADER TRANSMISS General Fund Public Works 1,504.23 TOTAL: 3,110.60 —PAYROLL EXPENSES 1/18/2010 - 99/99/9999 General Fund Council 1,300.00 General Fund Administration 4,330.42 General Fund General Government 6,591.22 General Fund Elections 36.38 General Fund Finance 5,167.52 General Fund Planning 5,359.64 General Fund Protective Inspections 3,656.81 General Fund City Engineer 2,675.06 General Fund Public Works 8,602.59 General Fund Ice & Snow Removal 4,235.86 General Fund Sanitation /Weeds /Waste 689.58 General Fund Parks & Recreation 9,808.55 O1 -2i. -20:.0 - 12:27 AM C 0 U N U -_ ;_, REPORT BI VENDOR - .'AN 25, 2010 P.AGR; VENDOR. SORT KEY DATE D A C R T P „ TON F=) PAA'MED7T AMOUNT —PAYROLL ^X.aENSES Water Ut lity , Sa_niLary Sewer Uti Sewer 1,259.27 Recyclinq Utility Recycling 386.57 Stormw.ater Managem STORMWATER MANAGEMENT 698.36 TOTAL: 56,416.97 FUND TOTALS =_______________ 101 General Fund 262,125.05 403 Equipment Replacement 34,657.04 404 Street Capital Zmprovemen 1,717.15 405 MSA Capital improvement 363,005.44 410 City Bldg Project Svcs 24,379.85 490 Southshore Community Ctr. 4,663.16 601 Water Utility 21,023.60 611 Sanitary Sewer Utility 51,260.44 621 Recycling Utility 7,603.58 631 Stormwater ManagementUtil 6,123.79 GRAND TOTAL: 776,559.10 TOTAL PAGES: 6 01 -21 -2010 12:30 AM C O u N C I L REPORT Rv DEPARTMENT - JAN 25, 2010 PAGE: 1 DEPARTMENT FUND TTEOiDOR NAME DATA DI; SCR I PT.I. 01j AT?OUTT - ' NON - DEPARTMENTAL General Fund. EFTPS - FEDERAL W/H 1/19/ 1..0 FEDERAL W /fI 4,771.52 1/19/10 FICA W/H 3,366.70 1/19/10 MEDICARE W/H '787.38 PERA 1/19/10 P/R DEDUCTS-PERA 3,133.69 1CMA RETIREMENT TRUST- 302131 -457 1/19/10 P/R DEDUCTS - DEFERRED COM 1,075.00 1/19/10 P/R DEDUCTS- DEFERRED COM 210.96 AFSCME COUNCIL 5 1/19/10 P/R DEDUCTS - UNION DUES 301.12 MN DEPT OF REVENUE 1/19/10 STATE W/H 2,281.57 LANDINI, JAMES 1/25/10 SEC 125 REIM 78.60 WELLS FARGO HEALTH BENEFIT SVCS 1/19/10 P/R DEDUCTS -HSA 1,095.43 TOTAL: 17,101.97 Council General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 80.60 1/19/10 MEDICARE W/H 18.87 METRO CITIES -ASSN OF METROPOLITAN MUNI 1/25/10 2010 METRO CITIES MEMBERSH 3,032.00 —PAYROLL EXPENSES 1/18/2010 - 99/99/9999 1,300.00 TOTAL: 4,431.47 Administration General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 261.32 1/19/10 MEDICARE W/H 61.12 PERA 1/19/10 P/R DEDUCTS -PERA 303.13 DEPT OF EMPLOYMENT & ECON DEV 1/25/10 4TH QTR -CRAIG DAWSON 5,288.88 MAMA 1/25/10 2010 MEMBERSHIP DUES 45.00 1/25/10 2010 MEMBERSHIP DUE 3,032.00- 1/25/10 2009 MEMBERSHIP DUE 3,032.00 —PAYROLL EXPENSES 1/18/2010 - 99/99/9999 4,330.42 TOTAL: 10,289.87 General Government General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 407.69 1/19/10 MEDICARE W/H 95.34 PERA 1/19/10 P/R DEDUCTS -PERA 451.38 INTERNATIONAL INSTITUTE OF MUNICIPAL C 1/25/10 2010 MEMBERSHIP -JEAN & TWI 200.00 MIDWEST MAILING SYSTEMS INC 1/25/10 FEB NEWSLETTER POSTAGE 500.00 OFFICE DEPOT 1/25/10 GEN - PENS 20.11 1/25/10 GEN SUPPLIES 12.50 1/25/10 GEN- SUPPLIES 22.70 1/25/10 GEN -WALL CALENDAR 12.75 SUN PATRIOT NEWSPAPERS 1/25/10 SWPPP HEARING 01/02 36.75 WELLS FARGO HEALTH BENEFIT SVCS 1/19/10 P/R DEDUCTS -HSA 96.00 TOTAL PRINTING SERVICES 1/25/10 RECEIPTS BOOKS 222.46 SUN NEWSPAPERS 1/25/10 SWPPP 01/07 35.75 "PAYROLL EXPENSES 1/18/2010 - 99/99/9999 6,591.22 TOTAL: 8,704.65 Elections General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 2.24 1/19/10 MEDICARE W/H 0.52 PERA 1/19/10 P/R DEDUCTS -PERA 2.54 HENN CTY ELECTIONS 1/25/10 2010 AUTOMARK MAINT 960.00 ­PAYROLL EXPENSES 1/18/2010 - 99/99/9999 36.38 TOTAL: 1,001.68 Finance General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 320.09 1/19/10 MEDICARE W/H 74.86 PERA 1/19/10 P/R DEDUCTS -PERA 361.73 BURTON, BONNIE 1/25/10 BUDGET EXP REIM 41.76 1/25/10 JAN WELLNESS REIM 40.00 01 -21 -2010 1 _2:30 AM C O '.i N C :[ ;_ REPORT R! i EPARTME.NT jAr 25, 2010 P o DEP R M :y'i' v IENDOR. NAME DATE F 'CR ?7'1GN AP4OTjN' OFFICE DEPOT 1/25/10 FIN -FILE FOLDERS & BOXES 7.26.14 TYLER TECHNOLOGIES 1/25/'0 2010 SOFTWARE MAINT 6,520.60 ­PAYROLL EXPENSES 1/18/2010 99/99/9999 , 167.52 TOTAL: 12,652.70 Planning General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 292.91 1/19/10 MEDICARE W/H 68.50 PERA 1/19/10 P/R DEDUCTS -PERA 375.17 VERIZON WIRELESS 1/25/10 BRAD N. CELL 12/11 -01 /10 111.45 * *PAYROLL EXPENSES 1 /18/2010 - 99/99/9999 5,359.64 TOTAL: 6,207.67 Municipal Buildings General Fund CUB FOODS 1/25/10 GEN SUPPLIES FOR C.H. 7.70 CULLIGAN BOTTLED WATER 1/25/10 DRINKING WATER SVC 38.29 ADVANCED IMAGING SOLUTIONS INC 1/25/10 MAINT SVC 12/6 - 1/6/10 290.00 LOCAL LINK 1/25/10 FEB WEBLINK SVC 131.80 WARNER CONNECT 1/25/10 FEB MAINT SVC 2,800.00 TOTAL: 3,267.79 Police Protection General Fund SO LK MTKA POLICE DEPT 1/25/10 1ST QTR LEASE 57,017.00 1/25/10 4TH QTR COURT OVERTIME 245.45 1/25/10 JUL HENN CTY PROCESSING FE 411.03 1/25/10 JAN OPERATING BUDGET EXP 78,829.00 TOTAL: 136,502.48 Protective Inspections General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 200.42 1/19/10 MEDICARE W/H 46.87 PERA 1/19/10 P/R DEDUCTS -PERA 255.97 FEDEX KINKO'S 1/25/10 PLANS FOR 5955 LK LINDEN C 28.97 OFFICE DEPOT 1/25/10 INSPECTION -FILE 10.27 * *PAYROLL EXPENSES 1/18/2010 - 99/99/9999 3,656.81 TOTAL: 4,199.31 City Engineer General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 165.31 1/19/10 MEDICARE W/H 38.66 PERA 1/19/10 P/R DEDUCTS -PERA 187.26 DLT SOLUTIONS INC 1/25/10 AUTOCAD 2009 RENEWAL 427.52 LANDINI, JAMES 1/25/10 GPS DATA 45.83 1/25/10 MILEAGE 15.50 1/25/10 JAN WELLNESS REIM 40.00 * *PAYROLL EXPENSES 1/18/2010 - 99/99/9999 2,675.06 TOTAL: 3,595.14 Public Works General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 519.84 1/19/10 MEDICARE W/H 121.58 PERA 1/19/10 P/R DEDUCTS -PERA 602.18 CARQUEST AUTO PARTS 1/25/10 FILTERS & LAMPS 96.73 CONNEY SAFETY PRODUCTS 1/25/10 EYEWASH PER OSHA 279.02 HENN CTY INFO TECHNOLOGY DEPT 1/25/10 DEC - 800MHZ 64.00 MENARDS 1/25/10 MAILBOXES 67.17 ZIEGLER, INC. 1/25/10 LAMPS 19.01 1/25/10 REPAIR TO LOADER TRANSMISS 1,587.36 1/25/10 REPAIR TO LOADER TRANSMISS 1,504.23 O1 -21 -'2010 12:30 AM C O U N C Tl L REPORT By DEPARTMENT' - jA.N 25, 2010 PACE: -� DEt ART',4i'NT I'_UND 4ENDC't NAM D - P 1) Ec, OR .L. PT '.I ON AMOUNT * *PAYROLL EXPENSES 1 /16/2010 - 99/99/9999 8,602.59 TOTAL: 13,463.71 Ice & Snow Removal. General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 254.01 1/19/7.0 MEDICARE W/H 59.41 PERA 1/19/10 P/R DEDUCTS -PERA 296.50 H & L MESABI 1/25/10 CUTTING EDGES PLOWS 5,171.95 * *PAYROLL. EXPENSES 1/18/2010 - 99/99/9999 4,235.86 TOTAL: 10,017.73 Sanitation /Weeds /Waste General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 42.75 1/19/10 MEDICARE W/H 10.00 PERA 1/19/10 P/R DEDUCTS -PERA 48.27 * *PAYROLL EXPENSES 1/18/2010 - 99/99/9999 689.58 TOTAL: 790.60 Tree Maintenance General Fund EKLUND'S MULCH SALES 1/25/10 BRUSH 48.00 TOTAL: 48.00 Parks & Recreation General Fund EFTPS - FEDERAL W/H 1/19/10 FICA W/H 579.21 1/19/10 MEDICARE W/H 135.44 PERA 1/19/10 P/R DEDUCTS -PERA 494.38 ANDERSON, KRISTI B. 1/25/10 01/12/10 PARK MEETING 200.00 BIFFS, INC. 1/25/10 JAN RENTALS 869.50 COMMUNITY REC RESOURCES 1/15/10 MEETINGS 12/14- 12/25/09 2,250.00 1/25/10 01/04- 01 /15- PARK MEETINGS 2,205.00 HENN COOP SEED EXCHANGE, INC. 1/25/10 RYE GRASS ANNUAL 48.11 * *PAYROLL EXPENSES 1/18/2010 - 99/99/9999 9,808.55 TOTAL: 16,590.19 Unallocated Expenses General Fund MEDICA 1/25/10 FEB MEDICAL PREM 12,852.09 AFSCME CO 5 MEMBERS HEALTH FUND 1/25/10 FEB UNION DENTAL 408.00 TOTAL: 13,260.09 Equipment Replacement Equipment Replacem MISC. VENDOR NELSON AUTO CENTER 1/25/10 2010 FORD F550 - INVOICE #F 34,657.04 TOTAL: 34,657.04 Street Capt Improvemen Street Capital Imp MISC. VENDOR BANK OF AMERICA, N.A 1/25/10 R & J WHETSTON - 21244056200 250.00 TKDA ENGINEERS ARCHITECTS PLANNERS 1/25/10 DEC NELSINE DR & MEADOWVW 1,467.15 TOTAL: 1,717.15 MSA Capital Improvemen MSA Capital Improv HENN CTY TREASURER 1/25/10 CO RD 19 FINAL OUT 3 63,005.44 TOTAL: 363,005.44 Equipment Replacement City Bldg Project LUND - MARTIN CONSTRUCTION, INC. 1/25/10 PV #9 -CITY HALL PROJECT -FIN 24,379.85 TOTAL: 24,379.85 NON - DEPARTMENTAL Southshore Communi QWEST 1/25/10 SSCC- SVC 01/13 -2/12 18.36 TOTAL: 18.36 Senior Community Conte Southshore Communi ANDERSON, KRISTI B. 1/15/10 SSCC- RECEPTION 12/14 -12/21 240.00 COMMUNITY REC RESOURCES 1/25/10 1ST QTR -SSCC SVC 2,500.00 1/25/10 01/04 -01 /15 -SSCC RECEPTION 186.00 DREW KRIESEL 1/25/10 SSCC- 01/04/10 SVC 580.30 1/25/10 SSCC - 12/5/12/30 SVC 915.00 1/25/10 SSCC - EXP REIM 70.50 07.. 21 2010 12:30 AM C O U N C 1 1 REPORT BY DEPARTMENT - UAN 25, 2010 PAGR? ap x.TMEN'i uNT, VENDOR ':SAM - 1 , TE DESCRIPT TON = ;;�iOU!•7T CONSTA�NTT CONTACT, INC. 1j25 j 10 SSCC - EMAIL MARKETING 153.00 pOm L _ 644.80 Water Water Utility EFTPS - FEDERAL W/H 1/19/10 FICA W/H 96.57 1/19/10 MEDICARE W/H 22.59 PERA 1/19/10 P/R DEDUCTS -PERA 113.35 CITY OF EXCELSIOR 1/25/10 4TH QTR WATER CONNECTION 3,794.63 HAWKINS, INC. 1/25/10 CHLORINE 70.00 DOCUMENT RESOURCES 1/25/10 LASER UTILITY BILLS 170.37 ICS - HEALY -RUFF 1/25/10 S.E. WELL EMERGENCY REPAIR 632.15 1/25/10 LAST OF AMESBURY CONTROL - 11,336.90 MIDWEST MAILING SYSTEMS INC 1/25/10 4TH QTR UTILITY_ ADDT'L 2.56 SPRINT 1/25/10 SVC 12/13 -1/12 93.55 CITY OF TONKA BAY 1/25/10 4TH QTR WA /SW SVC 737.73 TOTAL PRINTING SERVICES 1/25/10 UP ENVELOPES 135.37 QWEST 1/25/10 JAN SVC 315.23 1/25/10 JAN SVC 236.43 TYLER TECHNOLOGIES 1/25/10 2010 SOFTWARE MAINT 1,647.03 —PAYROLL EXPENSES 1/18/2010 - 99/99/9999 1,619.14 TOTAL: 21,023.60 Sewer Sanitary Sewer Uti EFTPS - FEDERAL W/H 1/19/10 FICA W/H 76.54 1/19/10 MEDICARE W/H 17.90 PERA 1/19/10 P/R DEDUCTS -PERA 88.14 CONNEY SAFETY PRODUCTS 1/25/10 CONFINED SPACE BLOWER 842.91 DOCUMENT RESOURCES 1/25/10 LASER UTILITY BILLS 170.38 METRO COUNCIL ENVMT(WASTEWATER) 1/25/10 FEB WASTEWATER SVC 47,027.65 SPRINT 1/25/10 SVC 12/13 -1/12 93.55 CITY OF TONKA BAY 1/25/10 4TH QTR WA /SW SVC 433.00 TOTAL PRINTING SERVICES 1/25/10 UB ENVELOPES 135.37 TYLER TECHNOLOGIES 1/25/10 2010 SOFTWARE MAINT 1,115.73 * *PAYROLL EXPENSES 1/18/2010 - 99/99/9999 1,259. TOTAL: 51,260.44 Recycling Recycling Utility EFTPS - FEDERAL W/H 1/19/10 FICA W/H 23.96 1/19/10 MEDICARE W/H 5.61 PERA 1/19/10 P/R DEDUCTS -PERA 27.06 DOCUMENT RESOURCES 1/25/10 LASER UTILITY BILLS 170.38 VEOLIA ENVIRONMENTAL SERVICES 1/25/10 DEC RECYCLING 6,990.00 ­PAYROLL EXPENSES 1/18/2010 - 99/99/9999 386.57 TOTAL: 7,603.58 STORMWATER MANAGEMENT Stormwater Managem EFTPS - FEDERAL W/H 1/19/10 FICA W/H 43.24 1/19/10 MEDICARE W/H 10.11 PERA 1/19/10 P/R DEDUCTS -PERA 48.89 AMERICAN ENGINEERING 1 /25/10 DREDGE ASSMT -MANOR PK /RD 5,000.00 DOCUMENT RESOURCES 1/25/10 LASER UTILITY BILLS 170.38 HENN CTY TREAS.- TAXPYER SVCS DIVISION 1/25/10 3311723130012 -5620 CO RD N 17.42 TOTAL PRINTING SERVICES 1/25/10 UB ENVELOPES 135.39 —PAYROLL EXPENSES 1/18/2010 - 99/99/9999 698.36 TOTAL: 6,123.79 01 -21- -2010 - 12-30 AY11 C G D rl C 1 r, REPORT BY LEPARTMEDJT - .=AN 2010 PAGE � DE?ARTMENT FUND VENDOR. NAME EAT DESCRIPTION ....------------ FUND TOTALS _..__...__..__ --- _. 101 General Fund 262,125.05 403 Equipment Replacement 34,657.04 404 Street Capital lmprovemen 1,71.7.15 405 MSA Capital :Improvement 363,005.44 410 City Bldg Project Svcs 24,379.85 490 Southshore Community Ctr. 4,663.16 601 Water Utility 21,023.60 611 Sanitary Sewer Utility 51,260.44 621 Recycling Utility 7,603.58 631 Stormwater ManagementUtil 6,123.79 GRAND TOTAL: 776,559.10 TOTAL PAGES: 5 COUNCIL ACTION FORM The Minnehaha Creek Watershed District has agreed to take over the maintenance of the upland portion of Gideon Glen, east of the wetland area. In the original agreement with them, they had agreed to restore and maintain the wetland and buffers around the wetland and pond and Shorewood was to maintain the upland portion. The easterly third or so of the site was to be left in its natural state. MCWD has determined that the maintenance of the buffer area is best accomplished if they also maintain the upland portion (they do not want our thistle in their buffer). Not only does this make practical sense, it is a benefit to the City in that we do not have to maintain the site. The District uses a professional landscape firm for this purpose. A draft Cooperative Agreement is attached for your consideration, along with a draft resolution authorizing the Mayor and Administrator to execute the agreement. Staff has made some very minor changes to the agreement, including those suggested by the City Attorney. Options Approve the agreement as presented; modify the agreement; or decline to enter into the agreement and have the City maintain the property. Staff Recommendation Staff strongly suggests approving the agreement. Council Action: CITY OF SHOREWOOD RESOLUTION NO. AUTHORIZING A RESOLUTION .: MAYOR AND CITY ADMINISTRATOR TO ENTER INTO A COOPERATIVE AGREEMENT FOR VEGETATION Lk—kJXTENANCE WITH MINNEAHAHA CREEK WATERSHED DISTRICT WHEREAS, the City of Shorewood (City) and the Minnehaha Creek Watershed District (MCWD) have a desire to formalize an agreement regarding the maintenance of vegetation on the Gideon Glen conservation open space property; NOW, THEREFORE, BE IT RESOLVED that the Shorewood City Council hereby authorizes and directs the Mayor and City Administrator to execute the Cooperative Agreement for Vegetation Maintenance at Gideon Glen, City of Shorewood, attached hereto as Exhibit A and made a part hereof. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of January, 2010. Christine Liz&, Mayor ATTEST: Brian Heck, City Administrator /Clerk COOPERATIVE AGREEMENT For Vegetation Maintenance At Gideon Glen, City of Shorewood The parties to this Cooperative Agreement are the Minnehaha Creek Watershed District ( "District "), a watershed district created pursuant to Minnesota Statutes Chapter 103D; and the City of Shorewood ( "City "), a municipal corporation of the State of Minnesota. WHEREAS on August 3, 2004, the District and the City, along with Hennepin County, entered into a "Cooperative Agreement among the Minnehaha Creek Watershed District, the City of Shorewood and Hemlepin County" ( "Gideon Glen Agreement ") to improve water quality and restore the wetland at Gideon Glen; and WHEREAS pursuant to the Gideon Glen Agreement, the partners have constructed a water quality basin and restored the wetland at Gideon Glen and taken other actions to provide water resource benefits; and WHEREAS under the Gideon Glen Agreement, the District assumed the responsibility to prepare a plan for maintenance of the restored wetland; and WHEREAS the project provided for the planting and maintenance of native buffer vegetation, which vegetation is in need of present and ongoing maintenance; and WHEREAS the District finds that the improvements, including the native buffer vegetation, provide regional water resource benefits and is willing to maintain that vegetation, and the City concurs in the District's proposal to do so; NOW THEREFORE the City and the District enter into this Agreement to document the responsibilities to be assumed by each party; establish procedures to carry out these responsibilities; and facilitate communication and cooperation between the parties to ensure that native buffer vegetation associated with the Gideon Glen clean water project is properly maintained to achieve the water resource goals of the project. Exhibit A Sborewood/MCWD Cooperative Agreement, November 2009. Pagel AGREEMENT 1. This Agreement concerns the areas in Gideon Glen. as delineated on Exhibit A, attached hereto and incorporated herein. cost, 2. The District, at its areas. The District s preparation 3. On City and District approval of the plan, the District, at its cost, will assume responsibility for vegetation management in the subject areas in accordance with the plan. In its discretion, the District may enter into contracts and make other arrangements within its authority to carry out its responsibilities. 4. The District will permits and approvals from the City as necessary to implement work under the vegetation management plan, but will not be subject to permit fees. The City will cooperate in processing needed permits and approvals. The City, as landowner, will cooperate as necessary in the District's obtaining of other permits and approvals as may be required to implement the plan. 5. The City will provide access and staging areas that are needed and reasonably convenient for any District management activity. Before performing any activity that may disrupt traffic or disturb adjacent lands or public use, the District will coordinate with the City to minimize these disruptions and disturbances in a way that does not substantially increase the cost of the work. The City will require grounds protection from heavy vehicles. The District must supply protection and in all cases will be responsible for removal of protection and restoration of the grounds. 6. The City will be responsible, at its cost, to notify the public of management activity to the extent the City and the District agree it is useful and appropriate to do so. The District will provide at least two weeks' notice to the City prior to the commencement of any scheduled maintenance. Any maintenance burning will be consistent with the procedures contained in City policies. 7. The District's responsibilities under this Agreement extend only to the vegetation within the subject areas. The District is not responsible for management of vegetation or landscaping outside of these areas and is not responsible for the maintenance of any structures or trails. The City retains all responsibilities associated with its role as landowner and land manager. The City shall be responsible for maintenance, at its own cost, of the retention pond and grit chamber. The City will inspect the facilities at least annually. Pond function will be considered inadequate if sediment accumulation has decreased the wet storage volume by 50 %. The City will restore the basin to its original design elevations and dimensions within one year of the inspection date. The City will provide ongoing maintenance of interpretive trails, overlook platforms, informational structures, and other park facilities. The City will avoid any activity in the subject areas inconsistent with the vegetation management plan, and will take appropriate steps to prevent its personnel and contractors from engaging in any such activity. Shorewood/MCWD Cooperative Agreement, November 2009. Page 2 8. The City and the District will meet at least annually to review activity under this Agreement. The District annually will provide an activity report to the City describing the work it has performed under the Agreement. 10. This Agreement is effective when it has been frilly executed by both parties, and will remain in effect until terminated in writing by agreement of both parties or unilaterally by either party on 90 days' written notice. The Agreement may be amended only by a writing executed by both parties. 11. The failure of either party to insist on the strict performance by the other party of any obligation or to exert a right under this Agreement does not waive the party's right in the future to do so. A waiver on one or more occasion of any obligation or right under the Agreement will not be construed to waive any subsequent obligation or right. 12. All communications under this Agreement shall be directed to the District Technician, on behalf of the District, and the City Administrator, on behalf of the City, except as either otherwise may provide in writing. Shoretinood/MCWD Cooperative Agreement, November 2009. Page 3 IN WITNESS W HEREOF, intending to be bound hereby and recognizing the terms hereof to be legally binding, the parties hereto have executed this Cooperative Agreement. t 1 4 w , President Date APPROVED AS TO FORM AND EXECUTION Attorney CITY of SHOREWOOD, a municipal corporation of the State of Minnesota, Mayor Date City Administrator /Clerk Date APPROVED AS TO FORM AND EXECUTION Attorney Shorewood /MCWD Cooperative Agreement, November 2009. Page 4 Gideon Glen Vegetation Management Areas Exhibit A. + Wetland Vegetation ?. _ Upland Buffer Vegetation' r i 1 7 , t f `. , t, � � _ ... .•• ®• m• ®• ®•s ®• ®s ® { � • ®• ®•m•® ®• ®e ®•me ®• ®ems.® • ®•a® ® e „+ 4 •{ 3 ` p • f � ? at _ r" r ' f p ' , r f i J d t t t f^ �f ° ,° / l r � � -:.' ,��'' , ., � j , s ,• t` � 1 t ` � i j'` jf(J 1 I � / P f � �,., I ,- S` r',✓' j f J 1• � o f `�`'.. �, r ` 7 ( i t ! i � 1 4- t 7 t � I i � �,.. � c - �� ,r ��) Y �/, ` t� "�, '-" �' f'''rr_..J, '�a� f`"� d�/' � j � r d f f i � f �'� o „;., �i,!: ��,... � ,• -' � ?�,, ,f�.r" t j� f /�� 4� j t l j l ??j � v z, � :� sx �I: `. '1 t t ! wx t d t • - _ 3 , f t} _ w r `7 d t .,.,. f �. _ � '` -- ` "�_ `` � '� 1��� jam^ •.. _ ] � f C / „i y ! � 1 y �€ i f f f S i i 0 4.5 9 18 X 27 36_�% _ S s 6 ters�,y The City Council met in executive session with the Administrator on January 11, 2010 to go over his performance review for the year ended 2009. Each Council member completed an evaluation and the Mayor assembled the responses. Based on the responses and comments from the Council, the overall evaluation of the City Administrator is "meets expectations." The Council will meet with the Administrator again in six months for an informal review. Recommendation: it is recommended the Council accept the rating and approve the extension of the Administrators employment agreement with the same terms and conditions. It is further recommended that the Administrators compensation remain at the 2009 rate. Council Action: EMPLOYMENT AGREEMENT This EMPLOYMENT AGREEMENT ("Agreement") is entered into as of the day of 2008 by and between the City of Shorewood, a Minnesota municipal corporation ( "Employer" or "City "), and Brian Neck ("Employee"), The parties agree as follows: NATURE OF EMPLOYMENT/FULL TIME COMMITMENT. Employer agrees to employ Employee as its City Administrator, Employee's first day of employment as City Administrator is anticipated to be August 18, 2008, but may be modified by agreement of both parties. Employee agrees to serve as City Administrator in accordance with State statutes and City ordinances and policies and to perform such other legally permissible and proper duties and functions as the City Council shall from time to time assign. Employee agrees to devote his full working time, attention and energies to the performance of his duties and, except as otherwise provided herein, he will not, during his employment by Employer, (a) engage in any activity which will have a materially adverse effect on Employer's goodwill or civic or business relationships, or which will result in material harm to Employer, or (b) provide services to any other governmental entity, agency, organization, person, firm, or corporation which, in Employer's opinion, will conflict with or detract from Employee's performance of his duties. Subject only to the notice provisions in paragraph 15, Employee is employed by Employer at will. 2. TERM, This Agreement shall remain in full force and effect from the date hereof until terminated by the Employer or Employee as provided in paragraphs 15 and 16 of this Agreement. COMPENSATION. Employer shall pay Employee a salary of $89,520.00 per annum, payable in regular installments according to Employer's normal payroll practices and subject to appropriate withholdings. Except as otherwise provided herein, Employer will review Employee's compensation on an annual basis during the term of this Agreement, and the Agreement shall be amended automatically to reflect any salary adjustments that are provided or required by the Employer's compensation policies. 4. PERFORMANCE EVALUATION. Employer shall perform an initial review of Employee's performance no later than December 31, 2008. Contingent on Employee's satisfactory performance as determined at the sole discretion of Employer, Employee will receive a 3% increase in salary and a cost of living adjustment ( "COLA ") effective January 1, 2009, such COLA to be consistent with that provided to other full -time, non -union employees. Thereafter, Employer will perform performance evaluations of Employee in accordance with its practices and procedures for full -time, non -union employees. 5. PENSION PLAN. Employer shall contribute to PERA as required by State law for Employee or an alternate pension plan as authorized by State law, if selected by Employee. Employer shall also contribute to any other benefit plans consistent with the benefits provided to other full -time, non -union employees of the Employer. 53928680 City Administrator Employment Agreement Page 2 of 8. SICK LEAVE, Effective upon Employee's first day of employment, Employee shall be credited with forty (40) hours (five (5) days) of accrued sick leave. In addition, Employee shall accrue sick leave at a rate of one (1) day per month in accordance with the City's personnel policies. Employee's first day of employment, Employee shall be credited with eighty (80) hours (two (2) weeks) of accrued vacation leave from his maximum annual vacation leave accrual of 120 hours. Employee shall not begin accruing additional vacation leave until the period of time necessary to accrue 80 hours on a monthly accrual basis has passed — i.e. in the ninth month of his employment. Employee's use of vacation leave, the timing of accruals, and the amount of future accruals are to be in accordance with the City's personnel policies. 8. HOLIDAYS. Employer shall provide Employee the same paid holidays as enjoyed by other full -time, non -union employees. 9. GROUP INSURANCE. Employer shall provide Employee with certain benefits, which may include group health, dental, and life insurance benefits, as are provided to its full -time, non -union employees and on terms and conditions no less favorable as those provided to other comparable employees. Employee's eligibility to receive any benefit shall be determined by applicable eligibility requirements for such benefit and will be at the sole discretion of Employer. Nothing in this Agreement shall preclude Employer from terminating or amending any employee benefit consistent with applicable law. 10. DUES AND SUBSCRIPTIONS /PROFESSIONAL DEVELOPMENT. Within budgetary constraints and with prior authorization of Employer, Employer shall pay for dues, subscriptions, and related membership costs for Employee's membership in certain professional organizations in which participation is necessary and reasonable for the performance of his job duties, which may include, but not be limited to, the International City /County Management Association and the Minnesota City Management Association. Employee may attend various conferences, meetings and occasions for such professional organizations as are approved in advance by Employer. Employee's reasonable travel and subsistence expenses related to approved professional development activities will be reimbursed by Employer in accordance with Employer's policies and procedures. Employee shall use good judgment in Employee's outside activities so Employee will not neglect his duties to the Employer, and Employer at all times retains discretion over such activities. 11. CIVIC CLUB MEMBERSHIP. Employer recognizes the desirability of representation in and before local civic and other organizations. Employee is authorized to become a member of such civic clubs or organizations as approved by Employer and at Employer's expense. 53928680 2 City Administrator Employment Agreement Page C of 11 HOURS OF WORK. Employee will generally be available during Employer's regular business hours. I is understood that the position of City Administrator requires attendance at evening and weekend meetings as necessary. In recognition of these work demands, the Employee shall be allowed to use reasonable flexibility in setting his office schedule. 14. OUTSIDE ACTIVITIES. The employment provided for by this Agreement shall be the Employee's sole employment, Recognizing that certain outside consulting or teaching opportunities provide indirect benefits to Employer and the community, the Employee may elect to accept limited teaching or consulting opportunities, subject to Employer's prior consent, with the understanding that such arrangements shall not constitute interference with or a conflict of interest with his responsibilities under this Agreement. 15. TERMINATION. Employee is an at -will employee; either he or Employer may terminate this Agreement and his employment at any time for any reason, subject only to Employee's agreement to provide Employer with thirty (30) days advance written notice and the severance payment provisions contained in paragraph 17 below. In accordance with the terms and conditions of Employer's policies and procedures, Employee will receive payment for the prescribed amount of accrued vacation and sick leave upon termination of his employment. 16. SEVERANCE BENEFITS. a. In the event Employer terminates Employee's employment for Cause, as defined below, or that Employee voluntarily terminates his employment, Employee's right to further compensation and benefits will end as of the effective date of the termination, except as otherwise provided by the terms of the benefit policy or applicable law, and Employer shall have no further obligation to compensate Employee. b. In the event that Employer terminates Employee's employment without Cause, Employee shall be entitled to severance in the form of salary continuation payment (at Employee's then current rate of pay) for a maximum of six (6) months from the date of termination ( "Severance Period ") and, should Employee timely elect continuation coverage of applicable Employer benefit plans, Employer shall continue to make its contribution toward group health and dental insurance premiums then in effect during the Severance Period, subject to the following: 53928680 3 City Administrator Employment Agreement Page 4of i. Employee must sign and not rescind a waiver and release of claims provided by comparable responsibility, compensation, and benefits. c. Termination for Cause. Employer shall have the right to terminate Employee's employment at any time for "Cause" and Employer shall have no obligation to make the severance payments above. Whether Cause exists shall be within the sole discretion of the Employer, and for purposes of this Agreement shall mean that Employee has: i. Committed a material breach of this Agreement or Employer's policies; ii. Failed to substantially perform his duties, failed to carry out any lawful directive of Employer, or demonstrated incompetence or gross inefficiency in his position, as determined by Employer, and, to the extent Employer deems such deficiencies as curable, where such deficiencies are not cured or corrected by Employee within thirty (30) days of receipt of written notice from Employer; iii. Been convicted of or pleaded nolo contendere to any felony or any crime involving moral turpitude or an illegal act involving personal gain to Employee; or iv. Been guilty of gross negligence, willful misconduct, or immoral conduct affecting the performance of his duties, resulting in material harm to, or having a materially adverse effect on Employer. 17. GENERAL CONDITIONS OF EMPLOYMENT. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of Employer to terminate the services of Employee at any time, for any reason, subject only to the provisions of this Agreement and applicable law. Furthermore, nothing in this Agreement shall prevent, limit or otherwise interfere with the right of Employee to resign at any time from Employee's position with Employer, subject only to the provisions of this Agreement. 18. CHOICE OF LAW AND VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. Any disputes, controversies, or claims arising out of this Agreement shall be heard in the state or federal courts of Minnesota, and all parties to this Agreement waive any objection to the jurisdiction of these courts, whether based on convenience or otherwise. 53928680 4 City Administrator Employment Agreement Page 5 of 5 19, ASSIGNMENT, Employee and Employer agree that this Agreement is a personal employment contract and the rights of the parties cannot be transferred. 20, COUNTERPARTS. This Agreement may be executed simultaneously in two or more counterparts, each of which will be deemed an original, but all of which together will constitute one and the same instrument. 21. ENTIRE AGREEMENT. This Agreement constitutes the entire agreement between the parties with respect to the employment relationship between Employer and Employee. This Agreement supersedes all prior oral or written communications between the parties, replaces all prior agreements or understandings, and the parties agree that there were no inducements or representations leading to the execution of this Agreement except as herein contained. Employee states that he had adequate time to review this Agreement and understands its terms. 22, WAIVER. This Agreement may be waived only through a writing signed by the parties to this Agreement. The waiver by Employer or Employee of any breach of any term or condition of this Agreement shall not constitute the waiver of any other breach. 23. SEVERABILITY. In case anyone or more of the provisions of this Agreement shall be invalid, illegal, or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions contained in this Agreement will not in any way be affected or impaired thereby. IN WITNESS WHEREOF, Employer has caused this Agreement to be signed and executed on its behalf by its Mayor and Employee has signed this Agreement, in duplicate, the day and year first written above, %M21001M CITY OF SHOREWOOD BRIAN HECK Mayor 13 Heck/ Dated: Dated: ATTEST: 53928680 5 ���~��������� /���������� �������� �.��������'�N^ ACTION ��������� Department: Planning Council Meeting: 1/25/10 item Number 3D Aern Description: Wildwood Preliminary Plat — Request for Second Extension Brent Hislop has requested a second extension to the deadline for filing a final plat for his VVi|dvvood project ontheeastsideof51ravvberryLane(seeattaohednequest). 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 We are starting to hear occasional positive news about the housing market. Still, the economy remains slow, and the upper-end properties in Shorewood may respond more slowly. While staff recommends approval of this extension, given the drainage issues associated with this request, and the neighborhood interest in the project, any future extension should include some sort of public informational meeting to keep resident abreast of what ishappening. Council Action: NVINIMEM From: Brent Hislop [brent.hislop synergylarid-- Ompany.com] Seat: Tuesday, January 12, 2010 7:12 AM To: Brad Nielsen Subject: FW": Request for PP Extension - Wildwood (612) 590 - 0811 Enjoy learning more at: From: Brent Hislop [ mailto: brent .hislop @synergylandcompany.com] Sent: Friday, January 08, 2010 10:03 AM To:'Brad Nielsen' Cc:'Coffman, William D';'Brent Hislop' Subject: Request for PP Extension - Wildwood Dear Honorable Shorewood Mayor, Members of the City Council, & City Staff — Per our previous discussions, we are formally requesting a 180 day extension of our approved Preliminary Plat for Wildwood and to be placed on the City Council's agenda. Consistent with our original discussions with the City, we intend to physically develop later this year in 2010. The Preliminary Plat extension is necessary as Shorewood limits plat approvals to 180 day increments. The specific timing of our development plans are linked to several factors: 1. Property closing -- Since the preliminary plat approval in February 2009, we have closed on the land and are now fee owner. Since closing, we've done some basic site clean -up and contractor inspections /bids. We've also received a recommendation for approval from the Shorewood planning commission on our pond maintenance agreement. 2. Sales -- We are actively marketing the lots within Wildwood. Response to the site's layout, 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 any sales with a qualified buyer. Given market conditions, this is consistent with our original expectations of the first lot sales in 2010. 3. Development Timing — Timing of physical development of the property is linked to sales. Upon the first sales, 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 Wildwood Preliminary Plat. 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. >� » Brent HUop, President/ Managing Partner col ("' ���� % ����IL ACTION FORM Background / Previous Action: Dn Wednesday, January ZU 2010, Council interviewed the following two candidates for the LMCC Board Representative Appointment for a one-year term: David Cross, S305 Shady island Road Ken Hendrickson, 21125RadissonRoad Staff Recommendation Adopt a Resolution making an appointment to the Lake Minnetonka Communications Commission. Council Action: CITY OF SHOREWOOD RESOLUTION NO, 10- A RESOLUTION MAKING AN APPOINTMENT TO THE LAKE MINNETONKA COMMUNICATIONS COMMISSION (LMCC) WHEREAS, the City of Shorewood annually appoints a Shorewood resident to serve as City Representative on the LMCC Board; and WHEREAS, the City advertised this volunteer board opportunity for appointment to said NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood hereby appoints Ken Hendrickson as City Representative to the Lake Minnetonka Communications Commission (LMCC) Board for the year 2010, ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of January 2010. Christine Liz6e, Mayor ATTEST: Brian Heck, City Administrator/Clerk I )U WIL ACTION FORM Department Council Meeting Item dumber Finance January 21, 2010 3 Item escri i n: Banking Services Background In fall, 2009, the Investment Committee issued a Request for Proposal (RFP) for banking services. Responses were received from five (5) banks, including the City's current depository Beacon Bank, with whom the City has been banking for 19 years. The Committee reviewed fees; bank size, stability and capitalization rations; and other banking services, including the ability to provide a sweep account option which the institutions were willing to provide. Current Status The Committee viewed the Beacon Bank proposal favorably due to the extra services the bank offered, such as their use of technology; 3- months free EZ Deposit; waiving the first year's sweep fee; the fact that it is a community bank located in Shorewood; and the bank's commitment to perform a 90 -day review of the City's banking relationship with the promise to modify service offerings to meet our banking needs. The bank proposed using a Repurchase Investment Sweep Agreement Account as the sweep account. As an alternative, the City may remain with the 'Federated Sweep' account, which will keep the available balances invested in U.S. Treasury instruments. Staff Recommendation The Investment Committee and staff recommend selection of Beacon Bank as the primary City depository, including the 'Federated Sweep' account option; and authorization to try the 3 -month complementary incentives the Bank has offered, including EZ Deposit and the 90 -day relationship review with modifications, if needed. Council Action: F 19765 Highway Seven / Shorewood„ Mfg 55337 / (952) 474 -7309 / Fax (952) 474 -0751 409 Second Street / Excelsior, MRI 55331 / (952) 474 -2307 / Fax (952) 474 -8044 Bo nn i e B urt o n City of � f Sh orewood C ountry Club Road Sh orewoo d Re: Addendum to Request for Banking Proposal Dear Ms. Burton: As a follow -up to our conversation today, I am pleased to offer several incentives to augment our current proposal. Specifically, these include: 3- months free EZ Deposit ..... ........................$225.00 •2• Addition of EZ Deposit increases eServices discount from 10% to 20% ... ........................$240.00 •'• Waive first year sweep fee .... ........................$600.00 ❖ Reduce sweep fee in years 2 & beyond ........ $300.00 annually My goal is to ensure that the services provided by Beacon Bank are not only competitively priced, but also contribute to the efficient use of your staff's time. Therefore, I will commit to perform a 90 -day review of your relationship and modify service offerings to meet your banking needs. Thank you again for the opportunity. Dean L. Friesen Chief Operating Officer MINUTES I. CONVENE PARK COMMISSION MEETING A. Roll Cali Present: Chair Norman; Commissioners Davis, DeMers, late arrival City Council liaison Zerby; City Administra Coordinator Anderson Absent: Commissioner Robb B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of After several minutes of discussion with regard to the Community suggested staff proceed as moved but open the option up to,the ga fence as opposed to individual plot fences. DeMers moved, Davis sewn , and Edmondson; 8, 2009 otion, the Commission install a whole perimeter ng the Minutes of December 8, 2009 as presented. Council had established committee representatives, noting that liaison to the Commission for the first half of the year. In addition, based on est"Imated'costs of $225,000 at minimum to dredge Manor Pond, the Council voted to deny spending that kind ,Of money to enhance one pond in Shorewood. Not only was it extremely costly due to the soil samples and removal requirements, it would open up a can of worms and set a precedent for other storm water ponds within Shorewood that could not be achieved. Heck noted that, instead, the Council will allow staff to install an inverted `snout' to deter the growth of lily pads by raising the water level in the pond up to 4 -5' as an experimental option this season. Chair Norman suggested that staff email or send out a letter to the interested Manor Park neighbors to let them know what is happening with the pond. PARK COMMISSION MINUTES TUESDAY, JANUARY 12,2010 PAGE 2 OF 6 B. Review Monthly Finance Report and 2010 CIP Heck pointed out that the financial update has not changed since December, but based on the preliminary year -end balance the estimated beginning balance for 2010 should be $293,867. Anderson explained that this new report would be shared monthly in order to provide the Commission with updates as to the status of each of the items contained on the work program for,2010. Based on the ambitious CIP for the year, Anderson felt it would be beneficial for the Commission and staff to beep abreast of project status, concurrent pieces, and responsible parties within staff following up onprarticular items to ensure we are adhering to our proposed timeline. Various members of the Commission voiced their support of yi yinggthis monthly hi order to keep on task. D. Update on Grants Anderson shared an update on grant opportunities with the Commission; She pointed out that both Park Secretary Grout and Communications Coordinator Moore have taken a grant writing course and are pursuing potential grants as they arise. Anderson noted that the City had applied for a tiller /cultivator grant to be used for the Community Gal den In addition, Anderson mentioned that the first round '4!the� Hennepin County Youth Sports Program Grants had been awarded. The recipients included Wayzata for all outdoor rink and both Minnetonka and Hopkins /Minnetonka to build playgrounds. She encouraged theCoinmission to take a look at their CIP for the coming years and ve staff direction as'taAtems that could be pursued during the next round of application. Trent maintained that the pursue those rants which are proven worthwhile, and not pursue a grant outside of our utttrent ATP .Ti Trent suggested the Commission put more `skin in the game' by revieVVtng th.e submittals whenever• possible to ensure they are as robust as possible before being sent forth. Anderson indicated that at times the deal7es for application might not allow this luxury, but for the most part sta v ould welcom&th Commission's input. She stated that, according to the informational session hosted�by =Hennepin County, the youth grant required a partnership for application. She indicated that staff would'fvllow -up to see the successful applicants partnered with and what their applications consisted of or lookedlike and rise those samples in the future. Anderson also encouraged the Commission to consider theTepsi grant link as an opportunity to pay for the community garden fencing or pursue a cultural grantto grow GBJ. Heck interjected that the Commission should identify an item on the CIP and apply for grants as staff brings them forward. He reminded the Commission that, in today's economy, the City needs to find alternative sources of finding in order to accomplish as many projects by grant as possible. Even if a grant would offset a project on the 2012 CIP today, the Commission should consider at least investigating it further. Chair Norman concurred and suggested staff contact the recipients as mentioned and look for partners on a case by case basis as grants are uncovered. PARK COMMISSION MINUTES FUESDA , JANUARY 12, 2050 PAGE 3 OF E. Report on City Rain Gardens Anderson shared Engineer L,andini's report on City rain gardens and adopt -a- gardens and asked for feedback. Davis suggested staff contact the Hennepin Comity Master Gardeners group to ask them to put these gardens on their calendars. She asked if the rain garden volunteers would also receive $100 for garden supplies. Anderson stated that L,andini has budgeted for the maintenance of these gardens within the storm water management fund, she pointed out that two additional rain gardens were slated for installation this year and that the Freeman entrance sign garden was in need of a new volunteer. Edmondson interjected that Mr. Babcock, the neighbor at Man for the gardens there. F. Update on Arctic Fever Chair Norman noted that Arctic Fever would be the upcoming everyone to attend that could. At 30 degrees,' <t.is would be the and they expected a huge turnout. Davis was disappointed that nothing had been check out the new attractions, including the Ice G. Fami)v' =SkatinLr Party at has done aii.cxcellent job caring , January 16, and encouraged ; weekend for the event to date Sailor but urged the Commission to ;vnthia Rae's in Excelsior. Anderson shared the flyer for'.the upc6mmg Ice Skating Party at Badger Ice Rink Sunday, January 24` from 6 -8pm. She encouraged4he Coinmzssion to spread'the word. In addition, she gave the Commission a quick update on sorrie of the protects she was Working on for the Southshore Community Center including a Liiau onJantary 22 " thcwGraduation Parry Planning Open House on February 25` and the Prom Pry View /Teen Fashion Show with Heartbreaker and Cynthia Rae on March 5"' with the Prom Dres:§Df for free admission and dress'-,,',,,,., sale on April 9th. Chair Norman shared his observations from the Manor Park Neighborhood Meeting. He noted that, of the 7 neighbors that attended, all of them were adjacent to the park. During the meeting he shared the master concept plan and asked for their feedback on what amenities were lacking. The take -aways that he felt he learned were: 1) The neighbors have the view they `own' the park 2) They don't want to see any improvements that would bring `outsiders' to their park 3) The facility does not need bathrooms — the neighbors can just go home to use bathrooms PARK COMMISSION MINUTES TI.IESDAv, ,IANUARY 12, 201€1 IMAGE 4 OF 6 Edmondson, also in attendance, added his notes from the meeting: 1) the neighbors would like a trail around the perimeter of the park 2) did not welcome bathrooms 3) even though improved lighting and cameras might help security issues, the neighbors did not want them to ruin the night sky 4) more parking or the horseshoe style on the TKDA renderingVould provide a racetrack and a place to hang out 5) the tennis courts are well used and a second court would b'6 of interest 6) could add a combination tennis court and basketball surface Chair Norman stated that they tried to stay away from thepoiid topic Quinlan asked what the feedback from the neighbors was whent`hey explained that it is the Commission's desire to bring more prograrn>~nitag, summer events, and/or Fun Fridays to that end of Shorewood as requested by residents on that s1d�oftown. Chair Norman stated that they shared that with the small group'pf.neighbors present and providing programming to youth was not a priority to this audience as most o 1he`ir children were grown. Trent stated that he did nd want th6'Coanmission to "miss the `forest thru the trees'. Despite all of the review the Park Comma saon.has performed over the past few years and the continued desire on the City, Commission, and resident's '6halves to bring programs and update this shelter, he did not want the Commission to reconsider its plans base o"n a small handful of immediate neighbor's comments. He X maintained that"te Corttmission roust proceed anenance the shelter for the greater good of the residents ,,3e questroried whether this was enough feedback, from a handful of neighbors who don't even have kzdswvho would appreciate these events, to reconsider the Commissions entire plan. Davis asked ether these agreed the facility could look better. Chair Norman st°ated,that the neighbors would support some minor cosmetic changes, but did not feel bathrooms were necessary, especially if it brought more people to their park. While she appreciated the from the group, Davis stated that, it would be her opinion, they forge forward with their plans"to commit to a minimal update of the facility including restrooms and create programming for the residents on the east side of Shorewood. Trent concurred, stating that this has been a priority of the Commission since he joined years ago and he did not feel they should abandon the plans based on feedback of 7 people. Chair Norman agreed, reminding the Commission that, although they would have liked a bit more from the neighbors, you can't please everyone. PARK COMMISSIO N MINUTE TUESDAY, JANUARY 12, 2010 PACE 5 O 6 Some discussion arose about the design work and it was suggested that several options be considered. The Commission was open to entertaining interior access to the bathrooms, as well as, one to two stalls. Anderson reported on previous summer program options and asked for input on which ones the Commission wished to retain and which to forego. She shared a new skateboarding camp pr wider, Sports Unlimited, which offered a camp at half the cost of 3 Lair and asked whetherthe" Commission would care to offer this program. In addition, Anderson shared a program opportunity in coolrdination with the MN Planetaritum Society's traveling exhibit ExploraDome. The County will be awarding upid" 14 free days use of the ExploraDore exhibit and she asked if the Commission would like to partner with the Southshore Community Center as -host for one of the Fun Friday programs this summer and whether she should submit a letter of interest to the County. The Commission enthusiastically supported pursuit of the ExploraDome program and hoped to be awarded the opportunity. In addition, the Commission wishedtocontinue all ofthe previous year's programs, though chose the new Sports Unlimited provider for the boarding,' catfps= %hstead of 3rd Lair; an °d urged staff to continue to discover new and added program options. Davis suggested the Music a :tfi &Park series either'be put on hiatus or new performers be considered to liven it up. She indicated that Da1�cyPub, City Pages, 318 ClulZ, and others might be places to explore artists. Anderson further added that, , incorporating the winners fftii last years Garage Band Jam (GBJ) in Music in the Parks, could be fun promotion-" fox:GBJ too She=asked fol• volunteers to meet to begin planning for GBJ. Edmondson and1,unitlwolunteered whileNormati and Davis stated that they would help choose the final Given the ainbttst>s CIP and world program for the year, Anderson suggested the Commission consider adding a second meeting eaeh"month for the first half of the year. She explained that, due to concurrent processes and the need for items to be heard by the Commission, Council and at times the Planning Commission, it may be useful to meet the 4"' Tuesday of:"thonth in order to facilitate decision making and keep meeting lengths in check. The Commission concurred and decided to meet the 4"' Tuesday of each month beginning in February thru, at least June, when necessary. S. REVIEW AND RECOMMEND PLACEMENT OPTIONS OF BIKE RACK AND MEMORIAL BENCHES, STYLE AND REVISED DONOR POLICY AT PARKS Anderson presented the maps containing proposed placement for the bike racks and memorial benches for the Commission's review and information. PARK COMMISSION MINUTES TUESDAY, JANUARY I2, 2010 PAGE 6 Or G T he Commission directed staff to reallocate the bike rack. for Manor Park and placing it at the little league end of Freeman Park, Since Manor Park may be under some construction for the near term, and Freeman Park could use an additional rack, the Commission moved the rack over. Placement for the rack was suggested near the rear side of the little league concession stand. The Commission also suggested public works consider moving the proposed bike rack location at Cathcart Dark from near the tot lot to near the home plate and parking lot area and eliminating the proposed memorial bench placement there. Anderson then presented the bench options for further consideration. The Commission preferred the recycled plastic bench by Foresite Design but asked staff to obtain a price for the bench model shown with the `half circle' arin. Anderson stated that she would obtain the price and urged the Commission to move the item forward to Council for consideration by putting a not to exceed number'on their motion in order66"'get this item off the agenda. Chair Norman concurred, stating that lie supported the revised language, placement and bench design with a not to exceed number placed on it in order to move this forward. Davis moved, DeMers seconded, recommendin g to.the City Council :the proposed language changes to the Donor Recognition Policy, the placement designations for the memorial benches, and the recycled plastic bench provided by Foresite Designs; and hat the Council award Clearwater Recreation (Foresite Designs) the memorial benches.miode' 1$00 so long as each individual bench o does not exceed $650 per piece,,r approximately'$1056.00 everything else being equal (shipping, install, etc) in colors to conrdmate ith each given, arks color scheme. Motion passed 6/0. 9. NEW BUSINESS. Anderson rep pa WoTls Brown and she would be meeting with SILL luate the fields, conditions, and proposed improvements. 10. Davis moved; °E mondson seconded, adjourning the Park Commission Meeting of January 12, 2010, at 8:45p.m. Motion passed 6/0. RESPECTFULLY Kristi B. Anderson Recorder CITY OF SHOREWOOD 12 " 5755 Country Club Road + Shorewood, Minnesota 55331 a 952 ®474 ®3236 Fax: 952 - 474 -0128 9 www.ci.shorewood.mmus & cityhall(c�ci.shorewood.mn.us To: City Council From: Kristi Anderson — CRR Twila Grout — Park Secretary Date: January 20, 2010 Re: Review and Recommend Placement of Memorial Benches, Revised Donor Policy and Style of Benches at Parks. The Park Commission reviewed the revised Donor Policy which reflects changes to the Memorial Bench section language, as well as, the proposed park placement for each bench, and particular bench styles at its January 12, 2010 meeting, to forward to the City Council. Attached you will find park maps with shaded bench placement locations as recommended by the Commission. COMMISSION RECOMMENDATION: The Park Commission recommends the City Council approve the proposed changes to the Donor Policy, designations for bench placement, and that the preferred bench contract be awarded to Clearwater Recreation/Foresite Designs Model #1500 of a recycled plastic wood look bench with metal arms at an estimated cost of $1023.08, ($609 per bench, $120 install, @$140 concrete, $154.08 tax /freight) per bench in colors to coordinate with each parks given color scheme. To: Park Commission From: Krrstl Anderson — CRR Twila Grout — Park Secretary Date: January 6, 2010 Re: Review and Reconuliend Placement Options Of Bile Rack and Memorial Benches, Style and Revised Donor Policy at Parks. — Item 98 This item was discussed at the December Park Commission meeting. The Park Commission asked staff to review the placement of the benches with the public works staff. Staff met with public works and reviewed the placement of the benches along with the bike rack placements. Attached are the revised maps showing the approximate locations of these items along with the information that was in the December park packet. Staff Recommendation: Upon review, staff recommends that the Park Commission support the proposed changes to the Donation Request Form as well as, the placement and a listing of designations for bench placement, and provide options for the benches and send the item onto City Council for their approval. I To: Park Commission From: Kristi Anderson — CRR Twila Grout — Park Secretary Date: December 1, 2009 Re: Review and Recommend Placement of Memorial Benches, Revised Donor Policy and Style of Benches at Parks. — Item 48 The Park Commission reviewed the Donor Policy including the addition of Memorial Benches, a sample bench as is used in Chanhassen, and suggested park locations at its October 13"' meeting and sent the item on to the City Council for recommendation. The City Council supported the Memorial Bench concept and asked staff to further define specific placement for the benches within the parks, as well as, provide additional bench estimates and samples for consideration by the Commission and Council. Based on referrals by Council to neighboring communities, staff has provided additional bench samples for consideration by the Commission, including those originally from Midwest Playscapes of concrete, a wooden bench from Victor Stanley, and a recycled plastic wood look bench from Clearwater Recreation, refer to attachment, for the Commission's consideration. The Commission should also review the revised Donor Policy which reflects the changes to the Memorial Bench section language, as well as, the proposed park placement for each bench and make a recommendation to the City Council. Staff Recommendation: Upon review, staff recommends that the Park Commission support the proposed changes to the Donation Request Form as well as, a listing of designations for bench placement, and provide options for the benches and send the item onto City Council for their approval. CITY OF SHOREWOOD DONOR RECOGNITION POLICY 1) Purpose 2) Definitions 3) Recognition Methods 4) Process for Donation & Recognition Submittals 5) Donor Agreement Guidelines 6) Methods of Payment — Donor Responsibility 7) Namin 8) Stewardship P URPOSE FOR DONOR:. RECOGNITION The City of Shorewood seems to recognize donors who wish to support the City through distinguished effort or substantial gift. These guidelines have been developed to give staff a benchmark when individuals or Business' approach the City and would like to provide a gift or donation. This policy determines procedures for recognizing financial contributions, donated amenities or projects, also noted in this policy as a "Substantial Gift ", found within Shorewood. 1' ! For the purposes of this policy, "Substantial Gift" is defined as a contribution of at least 50% of the estimated cost of an amenity or project for: (a) new construction, remodeling, field improvements or renovation of facilities within City parks or infrastructure; (b) developing new real property, i.e. park buildings, structures (pavilions, warming houses, shelters, plazas, etc.), architectural elements, real estate, etc.; or (c) replacement of an existing, unnamed facility or landmark that requires substantial renovation at the time of the gift. 3. RECOGNITION METHODS Recognition may be in honor of individuals, groups of individuals, or corporations *`Method of donor recognition must be agreed upon and formally approved by City Council prior to signing the donor agreement. (a) The nature of the donation will assist in determining the type of recognition. (b) A plaque, or other negotiated signage, may be placed on a building, room, or facility to recognize a Donor. The design, wording, size, and location of the plaque require the approval of the City Council. (c) A donor recognition or memorial plate may be affixed to routine furniture items. The City shall specify the size and location of the donor plate and the donor will pay for the plate and engraving. The City shall approve the wording of the donor plate and affix the plate to the furniture. (d) Plaques or markers will Clot he placed for tree donations. (e) Donations of a routine Mature (e.g., park benches and other furniture) shall be reviewed and approved, if appropriate, by the Public Works Director and /or the Park Commission. (e)l. Memorial Bench A memorial bench may be dedicated in the donator's park of choice or the Southshore Community Center. The donor can choose from the specific site plan within a park which designates the benches. y- Benches will be constructed from a -an-d be-o�-high quality de- i- gR matcrial . The bench will be secured in a concrete pad by the City and /or its contractor. For a plaque recognition refer to 3(e). Y No additional mementos, e.g. vases, statues, etc. shall be permitted at the location of the bench, gtia�•r�iatee�l -fear ��- tlrinin�t���t- c }i= 1- E1�e�s- v See attached picture of bench. (f) The donor shall pay for the delivery and installation of the amenity and /or donor recognition plaque or plate. (g) The option of funding the amenity for life will include a built -in maintenance reserve of up to 50% of said value to be put in an endowment for the ongoing care, upkeep, and maintenance of said amenity. (h) There is no exclusive right to sole recognition in cases of expansion or other structural modifications. Recognition /Donation carries no power of direction to the City on matters of schedule, design, furnishing, or priority of use. 4. PROCESS FOR DONATION RECOGNITION SUBMITTALS Any proposal for recognition and donation shall be made through a formal submission process via the Donation Acceptance and Indemnification Request Form to the City. Proposals must have the written approval of the person or corporate representative for whom the recognition is to be given. If the person is deceased, the approval of the family or designated representative should be obtained. If the person is deceased and there is not family or a designated representative, recognition can proceed through the submission process. Procedures governing approval of recognition proposals, of a non. - routine nature, are set forth beloNv. Exception's from policy requirements n ust be authorized by the City Council in advance of the donation. Step One: A Schematic design and details will be submitted to the City of Shorewood and shall include the following elements: (a) A scaled architectural drawing or plan drawn to scale to be completed by a landscape architect or civil engineer, registered in the State of Minnesota, and would include: I. site plan 2. architectural details 3. landscape plan 4. tree preservation plan 5. sign or memorial detail Please note: The Schematic design phase of the submission process will be overseen by the appropriate departments of the City of Shorewood according to established procedure. Proposed recognition (ie. plaque or nameplate) should be designated at the time of submission of schematic design, as found in Step One, a5. Recognition may not be allowed after the amenity is implemented except by Council review and approval. Step Two: After submission of the schematic design, the individual, group, or corporation will formally present their request to the City. Step Three: Upon approval by City Council, the Donor Agreement will be signed and kept on record with the City of Shorewood. 5. DONOR AGREEMENT GUIDELINES Donors or donor representatives must sign a donor agreement that delineates terms of the contributions, unless donor wishes to remain anonymous. The Donor Agreement will include the following: (1) In the event of demolition of a structure, its recognition or any part of it shall be subject to new recommendations. (2) The style of recognizing structures and facilities should adhere to City ordinances. (3) The Director of Public Works or designated staff person is responsible for overseeing compliance with full policy requirements. (4) Plans for grouiidbreakirtg, dedication, or other ceremonies relating to -ifts, shall be reviewed by the Park Commission and approved by the City Council. (5) The City Council reserves the right to decline a donation for any reason. (6) Improvements will be considered and evaluated based on ongoing maintenance requirements that accompany the request: A base level of service will be provided — (Example; maintaining fields, which includes, but is not limited to, plowing the grass, dragging fields daily, lining fields, aerating and fertilizing fields annually). Additional ongoing care and maintenance or funding the amenity for life requires an accompanying endowment. Donations associated with recognition proposals can be made by the donor in whole (if a tangible donation) or have cash escrow for the full amount of the donation and shall be submitted to the City prior to the commencement of construction of amenity or project. Individual donors for tangible items may be required to gift a portion of their contribution through an irrevocable trust or a contractual bequest mechanism to be applied for the ongoing maintenance and care of said donation in perpetuity. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. 7. NAMING The City of Shorewood reserves the ability to commemorate long -term service to the community or to a distinguished person, if desired, and such recognition is contingent upon Council_ review and approval. The City of Shorewood will consider naming opportunities for outstanding contributions, such as a parcel of land or new donation. Donations of this nature will follow all city ordinances and guidelines from an operations perspective. Naming a building in honor of a person who has given extraordinary distinguished service to the city will not normally be considered until after his /her substantive formal relationship with the city has ended. The name used should normally be the family name, or in the case of a corporate entity, the shortest possible name. Unless the City Council determines otherwise, a name may be used only once. Shorewood City CoLincil has tinai. approval on any nati designatiolis. Thank you for your donatioli. 7' zt Group tnc BADGER PARK 130 City of Shorewood. Minnesota O( 7 Hoisin 7Xoe _Group Inc. FREEMAN PARK ULA 55 3 flu Cit of Shorewood, Minnesota ii T4�2'T L Hokin Kou� (;r I n c. CATHCART PARK E3 0 City of Shorewood, Minnesota Ella E 0 S�eUR .� V V Hoisington Koegler Group Inc. MANOR PARK [3[3 City of Shorewood, Minnesota / I \ t o� V -tJ1� >f1j N ��qr I ISin_tun hiie�Ier Cy F ap lnr. SILVERWOOD PARK DO City of Shorewood. Minnesota �t II \ / I \ t o� V -tJ1� >f1j N ��qr I ISin_tun hiie�Ier Cy F ap lnr. SILVERWOOD PARK DO City of Shorewood. Minnesota �t II c) q North 1 "=20' Lx,kArk-n Tret� -T-- Ci ° t:9 North 1 "=20' Lx,kArk-n Tret� -T-- ForeS if ' Park S c a*es" For a conventional design that fits any park and recreation application, choose our Park Scapes 1-1 series, These low maintenance seats, benches and picnic tables are avail- able in five, six and eight foot let - )gths and a variety of colors. Featuring a po%,% coated finish on the heavy -duty StOOI frames and Select recycled plastic (Umber slats, the Park ScapeTIO series will look great for years to carne. Frame Colo Also. Qfue 'Forest Green vt'-y Forest Green Lumber Colors Qfue 'Forest Green vt'-y f P, and ParkScapes. , o,vv,-%v. ou td�xj r [)I - I i Cftl r 11 i W re-com ForeSite Designs@ �o��� ������� rm The Park Avenue nm line ofForeSiteDesigns0 combines recycled sand cast aluminum frames with SeAectrm recycled plastic lumber ho create o classic look. The Park Avenue `m line offers versatility with a variety of bench lengths and linking options. Bench 4000 124 OO^ 4001 140 72^ 4002 188 QO^ 4003 4 Center Arm 4004 108 49" 4005 dO 24" Chair Picnic Table 5000 380 60" 5001 412 72" 5002 520 00^ 5003 530 SO^ADA 5004 432 72^ADA Waste Receptacle 6000 160 6001 160 6100 160 6101 160 6102 160 Standard Colors Lumber NVVVV Cedar Gray 32 gallon Round, wY hinged dome lid 32 gallon Round, vl8 sided open access dome 32 gallon Square, wYA''opening 32 gallon Square, m/4.5''opening 32 gallon Square, v/3^xA^ oblong opening Powder Coat Colors Black Forest Green Effective Date, 01/01/08 Other colors allow oweeks. Specify: seat length and model #. Select lumber color, Aluminum frame color, Int'l pkg call for quote. Surface mount only. i L 0. m O O O d ?� 5 Z a.+ = F- 0 N L- u) L- =v V w CO �L O E 0 CD O c(i o O o o co s cn ; ; O.. t� V 60- 60- O cu . W ( U) Q N CO O N Lm O ^ O d U a) x U U) d r 0 x Q, C X O d U N O O (a m Efl d! CD 0 _ Q d O O O i C It CO r � Q m 6g Efl Efl � U >. ° v o C N a) Q � U U � N � c CO L (� O � U r N C Lo CO I-- N c0 ct lf) om CITY OF SHOREWOOD Ub@ 5755 Country Club Road * Shorewood, Minnesota 55331 o 952 ®474 -3236 Pax: 952 - 474 -0228 e www.ci.shorewood.mmus e cityhalIC&,dshorewood.mn.us To: City Council From: Kfisti Anderson r Twila (trout — Park Secretary Date: January 20, 2010 Re: Agenda Item — Manor Park Shelter The Park Commission hosted a neighborhood meeting at Manor Park Shelter on Saturday, January 9 at 10:00 am. The purpose of the neighborhood meeting was to present the vision for the park and its facility and to ask the neighbors for their input, as well as, gain their input with regard to activities they would like to see at the park. As noted in the Minutes of January 12, 2010, the Park Commission reviewed comments from the neighborhood meeting shared by 7 individuals who reside adjacent to the park. The group of neighbors did not see a need to add restrooms to the building. The neighbors were also concerned about bringing additional users to the park via programming. The neighbors did express an interest in cosmetic updates to the shelter. Although providing programs and updating the facility was not a priority to this group of neighbors, the Commission feels these improvements e.g. the restroom facilities, should proceed as planned as over the years, the Commission has noted the need to update the facility, add bathrooms, and provide programming for east side residents. The Park Commission makes the following recommendation to the City Council. COMMISSION RECOMMENDATION: The Park Commission recommends the City Council direct staff to work with the appropriate parties to prepare preliminary designs and cost estimates for a bathroom addition, address accessibility needs, and cosmetic updates including roof and painting to the Manor Park shelter building in an effort to provide space for Shorewood programming to east side residents and a rentable shelter to the public. CITY OF SHOREWOOD cap 5755 Country Club Road @ Shorewood, Minnesota 55331 e 952 ®474 ®3236 Fax: 952 - 474 -0128 a www.ci.shorewood.mn.us ® cityhali�cPdshorewood.mn.Lis To: Park Commission From: Kristi Anderson — CRR Twila Grout — Park Secretary Date: January 5, 2010 Re: Agenda Item 5 — Manor Park Neighborhood Meeting — Next Steps The Park Commission hosted a neighborhood meeting at Manor Park Shelter on Saturday, January 9"' at 10:00 am. The purpose of the neighborhood meeting was to present the vision for the park and its facility and to ask the neighbors for their input, as well as, gain their input with regard to activities they would like to see at the park. As Commissioners will recall, one item that the Park Commission is currently reviewing is updating the park shelter /warming house. This could include remodeling or enlarging the warming house, adding restrooms (which would be accessible from the outside) or just enhancing its appearance. Last year consultants TKDA reviewed all the parks within Shorewood and made suggestions showing changes /updates to each of the parks. At the neighborhood meeting the Master Plan for the park was presented along with a picture board showing the suggestions from TKDA and a survey for the neighbors to fill out. Chair Norman will update the Commission at its regular meeting as to the direction and discussion heard during the neighborhood meeting. The Commission should discuss its next steps, consider their options for the park and its shelter, and forward their recommendation to the City Council. Staff suggests that, based on current conditions, options to consider may include: 1) Do nothing to the park nor its structure 2) Make a recommendation to the City Council to have staff work with the appropriate parties to prepare preliminary designs and cost estimates for the bathroom addition and accessibility needs. 3) Make a recommendation to the City Council for minimal improvements including roof replacement and surface paint only #s COUNCIL ACTION FORM Author /Department Council Meeting Item Number Larry Brown/Public Works January 25, 2010 9 -A Item Description: Accept Final Improvements and Authorize Final Payment - East Water Tower Rehabilitation Project, City Project 05 -04 rT On September 22, 2008, the Shorewood City Council awarded a contract to Classic Protective Coatings, for an amount of $378,000, to recondition, modify and apply new coatings to both the interior and exterior of the East Water Tower located at 5500 Old Market Road. As Council will recall, this project has not gone without some significant challenges. Challenges included unanticipated modifications to electrical control equipment, a record cold fall during the period of construction, failure of the coatings to cure properly, and even a hard hat that ended up lodged in one of the discharge pipes during the construction process. Thankfully, all of those challenges were finally overcome and the tower was back in service on May 6, 2009. On July 28, 2009, the Contractor submitted the final pay request (No. 2) and requested final closeout for the project (Attachment 1). As Council is aware, staff has withheld processing said payment, due to quality control issues related to proper curing of the interior coating system. Staff will address this later in this memorandum. Financial Summary Over the life of this project, there has been considerable discussion as to the budget costs of this project versus the final costs. The following is a summary of the costs. This project made its "first adopted appearance" in the 2007 -2011 Capital Improvement Program (refer to Attachment 2). At that time, the cost of the project was estimated, in house, at $270,000. At that time, staff believed that this estimate was reasonable. In support of this, KLM Engineering, who specializes specifically in tank construction, reconstruction, and coating systems also estimated the tank construction at $268,150. This estimate was calculated after performing a "float down inspection" inside the tank and a detailed structural inspection of the entire structure. Attachment 3 is a copy of the estimate provided by KLM Engineering. Council Action: i! • ` Construction 230,00# Subtotal - $270,000 Inspection and Estimate Provided by KLM Engineering Construction $ 227,350 Engineering and Inspection $ 40,800 Subtotal KLM Design Stage Estimate $ 268,150 Final Tower Construction Costs Original Contract Amount $ 378,000.00 Change Order 1 $ 4,951.13 Engineering and Inspection $ 44,517.50 Additional Electrical and Staging $ 2,060.49 Pad Construction Costs. Subtotal Final Tower Construction $429,529.12 Table 1 From the $378,000 (amount bid) + $40,800 (budgeted engineering) gives a revised anticipated construction cost of $418,800. The final amount for the water tower construction is $429,529.12. As staff tallied the final cost accounting, the journal entries also denote control work done at the SE Area Water Treatment Plant, as part of the water tower project. While this is a separate related piece, it does not fall directly within the water tower construction costs. This is work involved SCADA control equipment to meet consumptive water demands (and future scenarios) during construction. This amount is $4,431.92. While this shows as a journal entry to the water tower rehab project, is loosely related. Staff wanted to disclose this, as it does show as a journal entry to this project. Through the many hurdles that this project has progressed through, staff and the City Council have had to make several adjustments to finance this project and to the operations, to insure a reliable water source. One such change was adjustment for the overall funding of the CIP amount to $460,000. This change certainly did not occur over night, nor occurred without considerable discussion. Council may also recall that an infrared spectrometry test was performed by the paint supplier. The conclusions of said test were less than clear. Thus, staff rejected the report and has continued to withhold payment until an independent testing company could retest. This has not gone without considerable discussion. Technically, this issue is considered an "issue of warranty." Therefore, the City does not have the legal right to withhold payment. As part of the "discussion process," KLM Engineering has stepped up to the plate and will perform a float down inspection and spectrometry testing at no additional cost to the City (Refer to Attachment 4). If results indicate that the anticipated life of the interior coating system is shorter than what is expected, the contractor will have to take appropriate action to remedy the situation. If the contractor fails to perform, the City would have to pursue this through the warranty bond that is in place. Staff Recommendation Staff recommends that the attached resolution that accepts final improvements and authorizes final payment to Classic Protective Coatings in the amount of $23,851.13 be approved. I co a I iavca ED ED u 0 O tb 0 tea '0 0 0 0 Vd z Fl> 0 R I bD 0 Pi u u c L C L 0 L) raa c 7 z lK V) Lr cy� VII a 'Z 6c �7E Iz u rs a t5 Ln 'n 'n Lr Rp a E cc c rl u 0 C E 00 co > tv o 0 is LU to U L-J w V C5 Z LU L) < E 0 -H u 0 0 c— u L3 Ci u V u E c t L) P. u c , Ej O' G w 0 0— rn to U 5 E to r - + W .4 c Lu oj a y r-r t r _0 V , c: CJ V V E 0 F b Hid -1 c OL u c t) U !2 - o °G > le - c 56, 0) E m 7,- �z 00 o O U ®4 E w t E u E L) L frl E C u ZZ t G < cc Lu c L C L 0 L) raa 7 z Ull V) Lr 0 Ln 'n 'n Lr cc c rl 00 00 co tv o 0 L-J w V LL, LU -H = w cp LU Ej w 0 0— rn .= �c E L LLB r - + LU Lu Ij co 3 r-r t r _0 E 0 F b Hid -1 r E 0 c m cc a. O 00 o O C) > ®4 E w t 2 Lu 0 CL 0 c L C L 0 L) raa 7 z Ull V) Lr cv tv w c. o Ol 0 z c Z 0 P 60 lz r O-f ATTACHMENT 1 c000O000000000000 00000000000000Mm 20�0000�0� - 0��Ca - 0 0��000�0�0�0�0�)�) 1 0 " �� cz� Ct cc� C� M O to ' M q M'M E t 2 co N m 0 0 to 0 0 7v N00000000000000n- wo9qoqqqqqqoqqo7 =00000000000000 CT d. MM E 0000000000000000 00000 99 0 99 00 9999 �OOOCOOMO�0�00000 c ol ooawo -omo-lto 0 0 C� rl CN LQ q CD co 0 M q to 0 MO 0 E M M �� �r N 0 0 �2 0 M .2 5 0000000000 O 000 .. O 'I LO q 0 R 0 M 0 ' Q Y i�, i> 000 m IL .2 .2.2 z .2 E E W w < 0 0 t6 N. N - F.,T N m O E w 5 o 0 0 m �.E 2 2 0 M w m �2 �2 �2 7' L 2 z E in Parks Total 95,000 12,500 85,000 26,000 505,000 723,500 Department l'ro}ect# Pr iorittr 2007 2008 2009 2010 2011 Toted Civil Defense Sirens PF 07 -05 n/a 50,000 j1ur�icipal State Airl Streets Vine Hill Road - Mill and Overlay MSA -03 -05 1 PF -08 -02 n!a 2,500,000 2 Municipal State .Aid Streets Total 1,200,000 5795 Country Club- Residence PF -09 -01 n/a 2,500,000 2,500,000 5,000 5,000 Public Works Addition (Bay w /lift) PF -10 -01 n/a 400,000 400,000 jlVIunicipal Water System Public Facilities Total S.E. Area Lineshaft Well - Pull & Inspect W -07 -02 n/a 22,000 5,000 400,000 22,000 Y Amesbury Well Controls Replacement W -07 -03 n/a 55,000 55,000 Water Meter Radio Read Project W -07 -05 n/a 250,000 75,000 75,000 400,000 West Area Water Tower - Power Wash W -07 -25 n/a 6,700 n/a 75,000 6,700 SE Area Water Tower- painting W-08 -01 n/a Lift Station 12 Rehab -5705 Christmas Lake Pt. 270,000 n/a 270,000 Amesbury Lineshaft Well - Pull & Inspect W -08 -02 n/a 23,000 SS -08 -02 nta 23,000 104,000 Woodhaven Well Bldg Demolition W -08 -03 n/a 104,000 18,000 Portable Lift Station Control Panel SS -08 -03 0U0 Boulder Bridge Well #2 - Pull & Inspect W -09 -01 n/a 7,000 24,000 Lift Station 15 Rehab -4360 Enchanted Dr. 24,000 n(a Municipal Water System Total 28,000 100,000 333,700 386,000 99,000 818,700 SS -09 -01 n/a 8,000 70,000 78,000 Annual Lift Station Inspect & Rehab - Parks 25,000 25,000 25,000 25,000 25,000 125,000 Infiltration and Inflow Reduction Badger Park- Football Field Lighting P -07 -02 n/a 95,000 50,000 50,000 50,000 95,000 Silverwood Park Resurface Tennis /Basketball Court P -08 -01 n(a 150,000 2,000 183,000 145,000 2,000 877,000 Cathcart Park - Repave Existing Trail P -08 -02 n/a 3,000 3,000 Cathcart Park -Swing Set Replacement P -08 -04 n/a 2,500 2,500 Freeman Park - Restoration Dug -outs P -09 -01 n/a 2,500 2,500 Cathcart Park - Resurface Magic Square P -09 -02 n/a 7,500 7,500 Manor Park Tennis Court Reconstruction P -09 -03 n/a 70,000 70,000 Silverwood Park - Bituminous Parking Lot P -10 -01 n/a 18,000 18,000 Freeman Park - Picnic Shelter Rehab P -10 -02 n/a 3,000 3,000 Freeman Park- Wetland Enhancement P -11 -02 n/a 500,000 500,000 Park Improvements P -11 -99 n/a 5,000 5,000 5,000 5,000 20,000 in Parks Total 95,000 12,500 85,000 26,000 505,000 723,500 Public Facilities Civil Defense Sirens PF 07 -05 n/a 50,000 50,000 City Hall Project PF -08 -02 n!a 1,200,000 1,200,000 5795 Country Club- Residence PF -09 -01 n/a 5,000 5,000 Public Works Addition (Bay w /lift) PF -10 -01 n/a 400,000 400,000 Public Facilities Total 1,250,000 5,000 400,000 1,655,000 +Sanitary Sewer SCADA System 14 Lift Stations SS -07 -02 n/a 75,000 75,000 Lift Station 12 Rehab -5705 Christmas Lake Pt. SS -08 -01 n/a 110,000 110,000 Lift Station 16 Rehab -4915 Shady Island Rd SS -08 -02 nta 104,000 104,000 Portable Lift Station Control Panel SS -08 -03 n/a 7,000 7,000 Lift Station 15 Rehab -4360 Enchanted Dr. SS -08 -06 n(a 28,000 100,000 128,000 Lift Station 17 Rehab -5295 Shady Island Rd SS -09 -01 n/a 8,000 70,000 78,000 Annual Lift Station Inspect & Rehab SS -11 -03 n/a 25,000 25,000 25,000 25,000 25,000 125,000 Infiltration and Inflow Reduction SS -11 -05 n/a 50,000 50,000 50,000 50,000 50,000 250,000 Sanitary Sewer Total 150,000 324,000 183,000 145,000 75,000 877,000 !Stormwater Manag �J in ELEVATED ATE TANK INSPECTION REFORM' 1t a ATTACHMENT 3 E 5.0 Engineer's Cost Estimates The following cost estimate is based on a construction schedule of 7-8 weeks. This cost estimate does not include the costs for installing lettering and/or a logo, 5,1 Interior Structural Repairs $23 ,600.00 5.2 Interior Wet Coating Complete Replacement $60 , 0 00.00 Type of Coating - Epoxy System 5.3 Interior Dry Coating Complete Repair $22500.00 Type of Coating - Epoxy System 5.4 Exterior Structural Repairs $9,250.00 5.5 Exterior Coating Complete Replacement $102,000.00 Type of Coating - Epoxy/Urethane System 5.6 Mobilization $10,000.00 5.7 Engineering Specifications and Inspection Fee $40,800.00 5.8 Estimated Total Cost $268,150.00 * Includes cost for containment. KLM ENGINEERING, INC. Repot prepared and certified by: P ack R. Kollmer Principal Associate/President NACE Certified Coatings Inspector No. 691 Report certified by: l att , Erickson, PE roi roject Engineer License No. 42727 February 22, 2005 Date c:\jk\iTly docuinents\.reports\N4N2194Shorewood.doc C KLM L. ENG N -I ice`, y P.(). €3o 897 a "'.94 Lake Einto ,4 N. - 1. a (� F"Imo. A 75042 6711771- 1 - Fax (65 77; -62 January 07, 2010 City of Shorewood, Minnesota Larry Brown, Director of Public Works 5755 Country Chub Road Shorewood, MN 55331 ' RE: Contract Closeout for the Old Market Road Water Tower, City Project 05 -04, KLM Project MN 2194. Dear Mr. Brown: I will start by acknowledging that KLM has received copies of the correspondence between you and Classic Protective Coatings, Inc. on the Contract Close -out and I wish to answer and resolve the questions from the City Council that are prohibiting the Contract Closeout on this project. The questions asked by you and the Council on life expectancy of the interior wet coating on this project is of paramount importance to all parties and will be reflected in the process that KLM will employ during the 2 -year Warranty Inspection to ensure the Life expectancy of approximately 15 years or more. The 2 -year Warranty starts from Substantial Completion which is defined as that time when the tower has passed all testing and is returned to service. That date is May 6, 2009 and would place the warranty expiration date at May 6, 2011. KLM is requesting that we perform the warranty inspection in September of 2010 to allow sufficient time for testing and to determine the exact condition of the coating. This will also provide a window of time to allow for any required coating laboratory testing and report preparation and report distribution prior to expiration of the warranty period. The normal KLM warranty inspection is performed either by Remote Operated vehicle (ROV) or by a partial or full float -down looking for and documenting visible coating failures. The warranty inspection performed at 1.5 to 2 years or approximately 10% of the design life is normally a sufficient test of the coatings ability to prevent corrosion and to show its integrity. Destructive testing of the coating is not normally performed. Given the questions that remain about the current condition and future performance of the interior wet coating KLM proposes to the City of Shorewood, Minnesota at no additional costs a full float -clown inspection and tower clean -out to access all areas of the interior wet (requires draining the tower). This will provide KLM the opportunity to perform all relevant non - destructive and destructive testing including taking samples of the coating where appropriate and submittal of samples for testing. KLM will be responsible for all additional costs to perform this comprehensive inspection and all coating sample laboratory testing. We anticipate the tower to be out -of- service for approximately 3 to 4 -days including disinfection and bacteriological testing. As is normal KLM will perform the disinfection and the city is responsible for bacteriological testing. Both the city and Contractor are invited to observe the warranty inspection. ATTACHMENT 4 During this comprehensive warranty inspection Kl]M will exao and test the iote grity of the pdooer, intermediate coat oFepoxy and the f]zisb coat of epoxy for cure, cohesion, 1oter-coa1 adhesion and required dry film thickness 8DFT` to cosorc on behalf Ofthe city that the coating has 'the required iuic years. �bOn�duo�o0zu�Oo�ntofdbc�ou�io� system appear deficient axmp}oo of the coating vv�]� �� r�convcd for \��oro10r� 1�st�o�I KLM will prepare u Warranty Inspection Report that will include photographic documentation, any laboratory toSdo�reports and any rcqo� repairs iu1� wet, and the exterior dry areas of the tower. Copies will be distributed t0 the city and to CPC, Inc. the Contractor. Should we require a joint meeting between Shorewood, KLM and CPC t0 review the report and schedule warranty repairs this will also be included in our normal coating warranty inspection fees. As previously stated hy myself to you this extraordinary warranty inspection will answer any outstanding questions on the life expectancy of the coatings on all three (3) areas of the tower and make recommendations for repairs tinder the terms of the performance bonded warranty. YYe are confident that this warranty inspection procedure will uncover and correct any coating orstructural defects. }{I.M coudnoca its recommendation for the City to complete Contract Close-out procedures and to approve the Cont Final Pay request. Please feel free to call mcwith any questions you may have mto schedule omeeting with you mthe City Council to discuss this matter further. S incerely, � KLM Engineering, Inc. ,� /��` )6�y� President/Princ Jack R. Kollmer N}\CE Certified Coatings Inspector No. 09l CC: Classic Protective Coadu§p,Dzc. N1 '2194 office file c:\jmmxuu omoxmxuwcm/upnuumcas»oi-e°vo mnconti-^uc/meouwwz/*uajoomum CITY OF SHOREWOOD RESOLUTION NO, 10- A RESOLUTION ACCEPTING FINAL IMPROVEMENTS AN AUTHORIZING FINAL PAYMENT FOR THE SEA AREA WATER TOWER E ABILITATI N PROJECT CITY PROJECT 05 -0 WHEREAS, the City of Shorewood has entered into a contract with Classic Protective Coatings, Inc., for City Project 05 -04, S.E. Area Water Tower Rehabilitation Project; and WHEREAS, the Contractor has petitioned for final acceptance of the project based on work performed to date; and WHEREAS, the Director of Public Works has reviewed said Improvement and declares that the Improvement appears to conform to the approved plans and specifications. NOW, THEREFORE, BE IT RESOLVED that: The City hereby accepts the work completed, pursuant to a two year guarantee provided for in said contract for construction and shall commence as of the date of this resolution subject to the following items: 1. The Contractor must make satisfactory showing that he has complied with the provisions of Minnesota Statutes 290.92 requiring withholding State Income tax; and 2. Evidence in the Form of an affidavit that all claims against the Contractor by reasons of the Contract have been fully paid or satisfactorily secured. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of January, 2010. Christine Lizee, Mayor ATTEST Brian Heck, City Administrator /Clerk ACTION FO. The City received notice from the Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division that the American Legion Post 259 has violated the liquor license laws relating to the sale of alcoholic beverages (see attached notice). The state has issued the American Legion a warning, and has given them 90 days to determine compliance. In response to this notice, the city has also issued the American Legion a notice of violation of the city code. A copy of this notice is attached. The Shorewood City Code calls for liquor license violation administrative penalties as follows: $500 for the first offense $1,000 /second offense in 24 -month period $1,500 /third offense in 24 -month period $2,000 /fourth offense in 24 -month period The American Legion Post 259 has not had a violation of the liquor ordinance in the past seven years. The city is taking into consideration the state's warning, and is recommending a similar course of action. Staff Recommendation In following the State's warning to the American Legion, Staff recommends Council impose a $500.00 fine for the violation of the ordinance. Staff also recommends Council stay the fine as long as the Legion does not have any further violations over the next ninety (90) days. Should the Legion violate state law or City Code, the $500.00 will be due, as will an additional $1,000 as provided for in Shorewood code. Council Action: / Cif PO n f < 1 \ sT�TF �SO�P OF MINK - Alcohol and Gambling Enforcement ARMER /911 Program Bureau of Criminal Apprehension Driver and Vehicle Services Homeland Security and Emergency Management Minnesota State Patrol Office of Communications Office of Justice Programs Office of Traffic Safety State Fire Marshal and Pipeline Safety Alcohol and Gambling En 444 Cedar :Street a ,suite 222 e :Saint Paul, Minnesota 55101 Phone: 651.201.7500 a Fax: 651.297.5259 e TTY: 651.252.6555 www.dps,state.mn.us January 5, 2010 American Legion 259 Clarence Clofer Post 24450 Smithtown Rd. Shorewood, MN 55331 Dear Club Licensee: E The Department of Public Safety, Alcohol and Gambling Enforcement has evidence that your club is selling and serving alcoholic beverages to non - members who are not bonafide guests. This evidence was obtained by investigators of the Alcohol and Gambling Enforcement Division during a visit to your establishment on December 4, 2009. Investigators were not required to sign your guest book, ordered alcoholic beverages and were served without inquiry as to their identity. Minnesota Statutes 340A.404, subd. 1 provides that on sale intoxicating liquor licenses issued to private clubs are restricted to selling /serving alcoholic beverages only to its members and bonafide guests. Serving non members who are not guests of the club would be considered a sale of alcoholic beverages without a proper license, which is a gross misdemeanor under Minnesota Statutes 340A.702 (1). The Department of Public Safety, Alcohol and Gambling Enforcement and your local licensing authority are given the authority under Minnesota Statutes 340A.415 to impose civil penalties for any violation of statute, rule, or ordinance relating to this matter. Violations of this law are subject to civil penalties up to $2000, or suspension or revocation of your liquor license. It should be noted that both the local licensing authority and Alcohol and Gambling Enforcement may impose civil penalties, as long as the combined penalties do not exceed the above maximums. After careful consideration of your case, at this time, this letter is being written as a warning that selling alcoholic beverages to the general public under a club liquor license is a violation of Chapter 340A. If your club wishes to sell alcoholic beverages to the general public, you should immediately take steps to obtain an open to the public on sale intoxicating liquor license from the city of Shorewood. If that is not your intent, then alcoholic beverages may only be sold or served to your members and their bonafide guests. An agent from the Alcohol and Gambling Enforcement Division will conduct a follow up visit of your establishment in 90 days to determine compliance Please be advised that future violations of this type will result in the Alcohol and Gambling Enforcement Division imposing a civil penalty against your club. 0 r Sincerely, ='- ALCOHOL AND GAMBLING ENFORCEMENT DIVISION D: T OF PUBLIC SAFETY ,. John Willems, Director rGUY' EQUAL OPPORTUNITY EMPLOYER CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD - SHOREWOOD, MINNESOTA 55331 -8927 (952) 474 -3236 FAX (952) 474 -0128 ^ www.ci.shorewood.mn.us © cityhall @ci.shorewood.mn.us January 20, 2010 Mr. Lowell Day, Manager American Legion Clarence Clofer Post 24450 Smithtown Road Shorewood, MN 55331 Dear Mr. Day, The City of Shorewood is in receipt of the notification from the State of Minnesota Department of Public Safety, Division of Alcohol and Gambling Enforcement that your operation is in violation of its license as provided for in Minnesota Statutes 340A.404 subd. 1 relating to private club operations. The City of Shorewood Ordinance adopts by reference 340A and as such, the activity cited by the State also constitutes a violation of the license issued by the City of Shorewood. In accordance with the City's Ordinance, staff will recommend to Council to impose a $500.00 fine for the violation of the ordinance. However, staff will also recommend the Council stay the fine as long as the Legion does not have any further violations over the next ninety (90) days. Should the Legion violate state law or City Code, the $500,00 will be due, as will an additional $1,000 as provided for in Shorewood code. This item will be on the January 25 City Council Agenda. In accordance with the ordinance, you are invited to the Council meeting to state your case to the Council. The Council meeting starts at 7:00 p.m. A copy of the meeting agenda will be mailed to you at the end of t1ie week. Should you have any questions regarding the above, please feel free to contact me at 952 - 960 -7905. Sincerely, - / t i � J k, City Administrator wood Cc: Mayor and Council Mary Tietjen, City Attorney Liquor File o `T <J ;�,F.I �'J �D ON RECYC L :ED PA a �����J����� ACTION �������� � ^� �� � �n�� ^o � , ��� , � �� ��nW FORM [�� Department F i n a n c el.h Item Description COUncil Meeting Item Number January 21, 2010 10B 2009 Preliminary Financial Report Description The attached report provides preliminary financial information for the year ended December 31, 2009. Year-to-clate results are provided, in addition to final "Projected 2009" results, for the General Fund and Enterprise Funds. This information is unaudited and a full audited report will be provided to the Council in the spring, after the auditors have completed their work. |f Council has questions or comments as they look through the report, please feel free to contact me by phone or e-mail to allow time to research your question in order tn have a response ready at the meeting. 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U) T 0 O 0 O C14 0000 Oc�oo — 0000 0 �; 0000 Ci oc� (C� C� 0 00 F11 r` r-m P-� CD Im cD 0 0 co 04 LO M w I (D c\l r (D 0 m N co u) 64 Gq Vj G-) 6 (.o o w OD Lo r a) o) I o) (o V" N N cl � w I q (n a) rl- L 'i r M 04 (N n r-m cl) P� ( W u ID c\l g (D (D to (D (o (o r- 04 2- N (L 44 64 61) (D o (D oD r- a) M m (o N I cl� cli W IQ o) r- V rl CO 04 clj pl r-- clj p (1) cO O R clj (D oD — (D w (o (o O G am ) Fj t4 6fT fn ffl (4 6q O v) O N c\l co R It N c) O F- r 0 N OD to (D o cN clj CN co 49 6s 6 w 6 W) 0 C\l 04 O V I clj cl)- m ( ci (N (3) m L'i N c o 'T (D (o c\j c14 to 4A 6s 69 1 u) a N cL x LU c -, . w u) m a S Ljj u) (D E W LLI "o ' T a) o mc5.Y > r-) 0 r =co a) -- m 0 2: w 0 o LU a) > D > i2 M T a) M = o "Fa u) x x Z (D 0, -j Z o _j w LLI LLJ c LLJ Of (D w > (D (o uj CL 0 o x CL u) 0 w uj u) r F- ����.���3[���� �����[��~��][ ���-����� �,��0��n�W.��, ACTION �'������@ The City of Shorewood assumed responsibilities for the SouthShore center in July of 2009 and hired Community Rec. Resources to provide operational oversight of the Center. The attached report is our attempt to provide a reasonable glimpse at the last 12 months of operation with o major focus on the last 6 months and u look to the next ll Council Action: SOUTHSHORE COMMUNITY CENTER This report will provide an overview of the operational successes and improvements made in the first six months of operation by the City of Shorewood and projections for the next 12 months. Soun e -,nr * S outhshore � � enter ANN U A L R E!P 0 R T f N 0 P c A 0 N 5 BACKGROUND The Southshore Community Center began os the Soui shore Senior and Community Center back in l996/lg97oso'o|ntproject involving the cities ofDeephoven Excelsior, Greenwood, Shorewood, and Tnnkm Boy, and the private non-profit group, the Friends of the 3oothshoreCenter. The original arrangement had the cities building the Center and the Friends of the Southshore Center leasing the Center from the C|i|en and being responsible for the operations and maintenance of the Center, as well as, providing senior programming and private rental of the Center. This arrangement worked well for several years until grant and other sources of funding dried up and the center had to rely more on event type rental tu support the operations. The Friends of the Soothshore Center approached the partner communities for assistance in supporting the operations of the Center, which they did. Following the |usi request for additional support, the cities established o working group to discuss the operation and future of the center. The group met several times over on 18 — 20 month period and in ]one of 2009, agreed to o new operational model for the [enter' The model agreed upon pot the operation and maintenance of the [enter in the hands of the City of Shorewood and changed the emphasis of the programming from o purely Senior Center to u Community Center. The City of Shorewood then contracted with Community Rec. Resources (CRR) to provide center management, market, and developing additional programming. This brief report will outline the activities and efforts undertaken in 2009 to reestablish the Community Center osu viable option for events, meetings, classes, and programs. We will also cover expenditure and revenues for the past few years, projections for the future and information on users of the Center during 2009. _ , ' a, � ,: formal reception area was created and this was done mainly through volunteer efforts and materials. Shorewood worked with Mediacom to get cable drops at the center and is running a wireless network open to the public from the center as well. The transformation of the center has been very well received and several rental inquires were received during the Grand Re- opening event. Below are a few before and after pictures. USAGE INFORMATION Usage of the community center is made up mainly by people residing in the south lake area. In addition to the five member cities, regular users of the facility come from Chanhassen, Chaska, Minnetonka, Victoria, Mound, Orono, etc. In 2009, 799 individuals visited the Center (note, these counts do not include multiple visits by the same person). The data used was taken from Center sign in sheets maintained at the reception desk and represent people using the facility during normal business hours or special Center sponsored events. They do not reflect patrons who attend parties and other privately held events. Of the 799 people coming to participate in Center activities, 57% reside in one of the five member communities and 43% are from other communities. There were 46 visitors that did not list a city. The five member cities visitor numbers are shown in the following table: City Visitors Deephaven 61 or 7.63% Excelsior 174 or 21.78% Greenwood Shorewood 176 or 22.03% Tonka Bay 27 or 3.38% The City of Minnetonka represents the largest non-member city population uf users with 77or just about 10% followed by Chanhassen with 58 or just over 7%. PROGRAMMING AND ACTIVITIES Programming, od1vitAs4 and rentals are managed by Community Rec. Resources through contract with the City of Shorewood. ammum A key objective for the Shorewood Council is moving the Community Center toward o break-even status. The following graphs show the historical revenue for the center for the period July — December for the past several years: Private Rental Only 5000 -- ° r ® R evenue 4500 1ti 4000 �< 3500 -- g 3000 2500 - 2000 I�� 1500 —' 1000 500 0 July August September October November December , 2005 X2006 `-2007 72008 , <-2009 The next graph shows total revenue over the past three years. Note that data for 2009 is a bit sketchy due to the transition from the Friends operation to City of Shorewood operation. Even with the decline in rental r c activity in the middle of 2009, rental activity picked up in the last three r making 2009 one of the better years. Total Revenue by Month 2006-2009 $5,000.00 $4,500.00 $4,000.00 $3,500.00 $3,000.00 $2,500.00 2 $2,000.00 $1,500.00 $1 $500.00 & 0 e, d� 0 C� 11�p Ae, Qe -2007 � ---2008 w2009 Page 5 Revenue history by year $40,000.00 $35,000.00 $30,000.00 $25,000.00 $20,000.00 $15,000.00 $10,000.00 $5,000.00 2006 2007 2008 2009 Page 5 The income above represents rental information only, including "long - terra" rental agreements. The amounts above do not include any revenue from Friends fund raising activities, grants, or municipal contributions to help cover the general operational and programming costs. 2008 2009 2009 without onetime costs $39,132 $72,607 $40,950 LOOKING E 2010 will be a difficult and challenging year as the economy continues to lag and recover. We do anticipate an increase in activity at the Center with more partnerships, expanded programming and increased rental activity. The goal for the City of Shorewood is to get the Center to a break -even point, but we acknowledge that this will be difficult, and is rarely achieved by any City based community center. The City is planning for a subsidy of approximately $13,400 based on current expenditure plans and revenue assumptions. Below are the projections for 2010, 2011, and 2012. The revenue projections may be a bit conservative based on the past three months of activity and only reflects current agreements. If activity continues at the current rate, we should exceed our estimates. The expenditures include the contract fee to Community Rec. Resources for their time in managing the operations and programming at the Center. The contract has an increase in the base rate as well as an escalator built in to the percentage of income generated. Thus if income increases, so does the fee for CRR. Not included in our projections are donations, contributions, grants, or other sources of income that may come in to off -set operational or possible capital costs. We also do not have any funds earmarked for major capital improvements during this period. 2010 2011 2012 Revenue $44,930 $47,458 $50,239 Expenditures $58,356 $61,362 $64,418 Subsidy needed $13,426 $13,904 $14,179 The revenue projections may be a bit conservative based on the past three months of activity and only reflects current agreements. If activity continues at the current rate, we should exceed our estimates. The expenditures include the contract fee to Community Rec. Resources for their time in managing the operations and programming at the Center. The contract has an increase in the base rate as well as an escalator built in to the percentage of income generated. Thus if income increases, so does the fee for CRR. Not included in our projections are donations, contributions, grants, or other sources of income that may come in to off -set operational or possible capital costs. We also do not have any funds earmarked for major capital improvements during this period.