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04-12-10 CC Reg AgpCITY OF S OREWOOD CITY COUNCIL REGULAR MEETING MONDAY, APRIL 12, 2010 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. 1. CONVENE CITY COUNCIL MEETING A. Roll Call B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, March 22, 2010 Mayor Lizee — Bailey — Turgeon _ Woodruff _ Zerby Minutes B. City Council Regular Meeting Minutes, March 22, 2010 Minutes 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be removed from the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda A. Approval of the Verified Claims List Claims List B. Authorize Purchase of Office Equipment - Photocopier Deputy Clerk's CAF C. Excelsior Firefighters Relief Association (EFRA) Fundraising Event (Dance) Deputy Clerk's CAF Temporary 3.2 Percent Malt Liquor License and Special Event Permit Resolution D. License Agreement to Allow Drain Tile Connection on Strawberry Lane Engineer's CAF Resolution 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS A. Recognition of Service of Commissioners and Board Members Deputy Clerk's CAF B. Tim Litfin, Executive Director, Minnetonka Community Education, Tour de Deputy Clerk's CAF Tonka 2010 Report CITY COUNCIL REGULAR MEETING AGENDA — APRIL 12, 2010 Page 2 of 2 7. PARKS — Report by Representative X Manor Park Shelter 8. PLANNING - Report by Representative A. City Code Amendment- Planning Commission Chapter 201 9. ENGINEERING/PUBLIC WORKS A. Request to Waive Water Connection Fee B. Accept Bids and Award Contract for 2010 Road Improvement Project, City Project No's. 10-01 and 10-02 C. Authorization to Distribute Request for Proposal for SCADA system 10. GENERAL/NEW BUSINESS A. Grant Application for Organic Waste Recycling Pilot Program B. Grant Application for Park Recycling 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. MCWD Rules update B. Mayor and City Council 1. EFD Board meeting update 12. ADJOURN Administrator's CAF Planning Director's CAF, Ordinance, Resolution Engineer's CAF, Resolution Engineer's CAF, Resolution Director of Public Works' CAF Administrator's CAF Administrator's CAF Executive Summary Shorewood City Council Regular Meeting Monday, 12 April, 2010 7 :00 p.m. Agenda Item #3A: Enclosed is the Verified Claims List for Council approval. Agenda Item #313: Staff members evaluated two photocopiers; this is a request to purchase a photocopier for city hall which would replace the main copier that is going on 10 yrs old. The cost of the proposed copier is approximately $13,550; the CIP has $20,000 allocated for this equipment. Agenda Item #3C: The Excelsior Firefighter Relief Association (EFRA) has submitted its special event permit and temporary 3.2 percent malt liquor license request for its annual fundraising event to be held Friday, July 16, 2010. All documents have been reviewed by city staff, Excelsior Fire District and South Lake Minnetonka Police Department staff. Licenses and permits will be issued upon receipt of the insurance certificate. Applicant requests waiver of the $25 license fee, as the city is a member of the EFD. Agenda Item #31): David & Abigail Klanecky of 6090 Strawberry Lane have petitioned the City of Shorewood to connect to a drainage draintile located in the public right -of -way. The draintile would convey sump pump discharge to the storm drain infrastructure. A Resolution and License are included for your consideration. Agenda Item #5A: No public hearings this evening. Agenda Item #6A: There are four individuals being recognized for their service on city board /commissions (Sue Davis and Travis DeMers -Park Commission; Bob Gagne - Planning Commission; and Patrick Hodapp- LMCC). Some of them may be present at the meeting to receive their recognition plaque. Agenda Item #613: Tim Litfin, Executive Director, Minnetonka Community Education, will be present this evening to provide a report on this year's Tour de Tonka event, scheduled for August 7, 2010. Agenda Item #7: Park Commissioner Norman will report on recent Park Commission activities. Executive Summary .- City Council Meeting of April 12 2010 Page 2 of 2 Agenda Item #7A: The Park Commission has reviewed the Manor Park shelter options, has made its selection, and is recom mending to Council to proceed with the project. The selected park shelter details are provided in the packet, Agenda Item 49A: The Svoboda's of 25880 Nelsine Drive have requested the City of Shorewood to waive the water connection fee for their property. A Resolution is included for your consideration. Agenda Item #913: Staff recommends approving a resolution directing staff to enter into a contract with the lowest bidder, W. M. Mueller & Sons, Inc. in the amount of $404,697.18 for the Nelsine Drive, Meadowview Road and Wild Rose Lane street improvement project. Agenda Item #9C: During the Capital Improvement Program and Budget Work Sessions, staff has discussed the desire to have designed and installed what is known as a Superior Control and Data Acquisition System (SCADA) for both the waste water lift stations and the municipal well system. The SCADA system was programmed into the Capital Improvement Program and Enterprise Budgets for both the sewer and water systems over a three year period, starting in the year 2010. The document included for consideration is a Request for Proposals that staff has crafted for the first phase of the SCADA system. Agenda Item #I OA: This is a request to submit a grant application for an organic waste recycling pilot program. Agenda Item #IOB: This is a request to submit a grant application for recycling in the city parks, to cover the cost of recycling containers, recycling collection and program evaluation. #. CITY OF SHO EWOO CITY COUNCIL WORK SESSION MONDAY, MARCH , 2010 M INUTES Absent: None S. Review Agenda Councilmember Woodruff asked that Item 4 RBbursement for City Roads be added to the agenda. Turgeon moved, Woodruff seconded, 2. ROAD G SCENARIOS 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P ®M. V and Zerby; Administrator blic Works B ">•,, w1 n; and Engineer Vehicles Caused by Poor Motion passed 5/0. i 2008 Council adopted a 20 -Year Pavement Management Plan issoinble information about various ways to finance the PMP. The > the roa wayl'.unprovements will cost approximately $35 million. Bing methods. The methods included: assessing benefiting property rov emerlt; issuing bonds to fund the PMP; capitalizing the program um&' a creasing the amount transferred to the Road Fund from the of se. He noted Staff chose not to analyze special assessments of interested in this approach. Heck then explame&the analyses were based on a number of assumptions. There will continue to be a yearly transfer to t49"-'Road 'Fund from the General Fund. The PMP does not change. An inflationary escalation cost was factored into the estimated costs. The tax levy does not change except for funding a,� a roadway improvements _ °`I Yee bonds would be issued at a rate of 4.5 percent over 20 years. The Liquor Fund is estimated at $800,000. The rough estimates are based on factors existing today. Heck went on to explain that if the current transfer amount of $700,000 to the Road Fund from the General Fund is continued and nothing else is done, the Road Fund would go into a deficit state starting in 2012. Increasing the transfer amount by an additional $150,000 each year from 2011 — 2015 (the transfer in amount would be $1,450,000 in 2015 and beyond) would result in an approximate 3 percent levy increase each year there is an increase and the Road Fund balance would be approximately $6 million at the end of 2028. A $5 million bond issue in 2011 and the continued transfer of $700,000 to the Road Fund from the General Fund would fund the roadway improvements into 2025 when the Road Fund CITY OF SHOREWOOD WORK SESSION MEETING MINUTES March 22, 2010 Page 2 of 5 Councilmember Zerby asked what amount the transfer to the Road have to be to maintain a positive balance in the Road Fund. Adn analyzed that but can do so. Heck noted that all the scenarios tha assume levy limits will go away after 2011. Councilmember Trtige( a� prudent to assume levy limits will continue beyond 2011". Heck scenarios, noting Staff has not received any direction from,Council r Councilmember Turgeon suggested roadways that are less traveled a a lower priority for improvements in the PMP then more frequentl wanted to be comfortable that the estimated funding needs are based suggested a traffic count weighting factor considered NO improvements. She commented it was a given tliat all,of the City's over time. She stated residents ask her why the Cityis :go>lIg to in property when the residents think the roadway doesn't wat�rant re' �qn Fund from the General Fund would inistratot',Jieck stated Staff has not include an increase in the transfer h expressed s e.thought it would be stated Staff cap° rapalyze additional ;garding possible' bonding: ire dead end roadways should have traveled roadways. She stated she n the highest priority projects. She nt ,rating /prioritizing roadways for :4dways will have to be improved rove the roadway in front of their Councilmember Zerby stated he thought that discussion would be' appropriate, but the topic at hand is how to finance the PMP ,He expressed he thought the financing /funding for the extension of watermain warranted further discd Jon- He stated he thought tiat down the road future councils are likely to question why watermain w� extended as part of vari roadway reconstruction projects. Mayor Lizee, stai�4 the PMP is being used 'to hel :} ,a what funding methods may be appropriate to fund the mix ` t}te PMP r;�tte schedule for improvements can be adjusted over the years. She indicated 'he did not thi ,-.was needs, tg agree to a specific schedule in order to agree to a funding Councilmember "=_ Turgeon agate reiterated she thought traffic volume should be included when r. determining the priorities for roadway improvements. Adjusting the priorities could impact the amount of funding that is needed�- Mayor Lizee stated the slpecific roadways targeted for improvements can be discussed as part of the capital improvement program (CIP) budget process. Councilmember Woodruff stated that although he agreed it's important to make sure the roadways most in need of improvement are worked on, he thought that could be discussed as part of CIP budget discussion. He then stated he thought it is important to determine which roadways must be reconstructed and which ones could be reclaimed. He commented it's clear that the Road Fund will run out of funds in 2012 if there are no changes made to the funding approach. He expressed skepticism that the levy limits would go away after 2011. He noted State Statute allows a municipality to bond outside of the levy limit. He expressed his strong support for bonding for roadway improvements. The question is how much debt to issue through bonding. He stated the $5 million bonding analysis indicates the Road Fund would go CITY OF SHOREWOOD WORK SESSION MEETING MINUTES March 22 2010 Page 3 of 5 Councilmember Bailey stated he agreed with most of Councihne stated Council has discussed the PMP at great length but he did n action to adopt the PMP. He explained the PMP identifies 30 road Assuming the priorities stay as identified in the PMP, he ii i underestimates the number of roadways needing improvemja nts in 1 would be higher because of the deterioration of roadways;,Jiot inch future deterioration be factored into the funding needs. "H stated amount was reasonable. He explained bonding is one way to fiham the cost of the improvements. He stated if he had a choice he Q the improvements on a pay -as- you -go basis The City will easily s improvements and that needs to be factored ilito the cost to ti potential future levy limits, bonding may be th"pr"e way to .her bodruff's comments. He then think Council had taken any formal ays for hirprovements through 2028. 3sed concern that the PMP grossly later part of the He thought it .ed in the PMP and he recommended e °thought a $2.5 million bond issue the'improvements; ii doesn't change d rather raise the tax levy to pay for ,tad $1 million each year to make the taxpayers. Because of current and iin ilce improvements in 2011. Councilmember Zerby expressed he is not comfortable with Council's, position on extending watermain as part of roadway reconstruction projects. Council anticipated "the cost for watermain extension under Meadowview Road and a,portrop o Wild Rose Ldpe`in the 2010 CIP, yet when residents balked at the extension it appeared to lain that Ctincil backed down. He did not think Council could financially plan ahead if it's going to= conAder extensjon on a case by case basis. Councilmember Woodruff stated the CIP for 2010 indicated watera in would be installed but'there were no funds to do that; the cost would be assessed to the benefiting property a4gs Councilmerziber Woodruff statedt>e -'MP should be considered a living document that should be reviewed t least annually He commented. there are more roadway projects then money to pay for them. ...:.. He agars stated he favored ", fiding for lie improvements in the near future and the levy could be considered in future years when here are'Fno levy limits in place. Councilmember` tey stated 6t' his vantage point it's appropriate to bond for things such as the City Hall renovation because it's atone -time project that is paid for over 20 years. The City could spend around $1 million anriially to keep the City roadways in relatively good shape. The ideal way to fund the improvements year after,:year would be to tax for the improvements each year. Borrowing for the improvements is just pn §Ring the burden off on to someone else and he would not feel comfortable doing that unless the City was forced to because of levy limits. He recommended keeping borrowing for the improvements as low as possihle. The levy should be increased to the extent possible to pay for the improvements in 2011 and the rest should be borrowed. If the levy could be increased in 2012 he would prefer to pay down the bonded debt. He thought the current users of the roadways and current taxpayers should pay for the improvements made now. Councilmember Woodruff stated he thought he and Councilmember Bailey were talking about the same thing but had different approaches to raising the necessary funds. Bonding is the available mechanism for Mayor Lizee stated she understood Council to have expressed interest in increasing the amount transferred to the Road Fund from the General Fund and to have' further, discussion about possibly bonding for some of the improvements. Councilmember Woodruff stated during the 2010 budgf Community Infrastructure Fund using $1 million in Santa Infrastructure Fund is to help finance infrastructure improea that Fund as well as the Liquor Fund for roadway improve opposition to using the Liquor Fund to help fund roadway appropriate uses for the Liquor Fund. Woodruff clarified he process Council agreed to establish a Sewer Fund Reserves.' She Community requested Staff analyze the use of �t4cilmernber Zerb expressed his rents until Council has discussed ggesting that all of those funds be uced somewhat. used, but if a portion were used the amount of a bond issue could Administrator Heck stated Staff can prepare a spenar He explained the $150,000 increase in the transfer ar only. Staff can adjust that to address Counerlmeflibe needed to be to keep the Road- Fund;£torn going into Councilmember Baileysta d Staff could take the PA to try to project what additional road w ys will need it part of the Community Infrastructure Fund. rrat sccti'hrio was for illustrative purposes s reauest�to know what transfer increase is model and build in a deterioration factor :s throughout the 20 -year period. Director Brown expl "wined there was a municipality that developed a very technical rating system for its roadways, attd two years later the ratins, were no longer any good because of the impact of the free /thaw cycle otle roadways. He 11ought the PASER System was easy to use and easy to explain. He explained the Crty� . four years of hi'stpry on P A ratings that could be helpful. However, things such as drainage, frost and so forth i npact the rake of deterioration. He stated engineers think the useful life of a roadway is 20 :years. He noted tii st of the City's roadways were constructed in the 1970s and most of them have not been reconstructed Therefore the life cycle is more then 20 years. But, the City is behind the curve when it 6 'e- -s to reeotr'structin>; them. Councilmember Zerby I Mated the City's roadways are greatly affected by weather and therefore it's difficult to forecast their 'rate of deterioration. Councilmember Bailey asked that additional costs for improvements be added to the PMP later in the cycle to address some of the additional improvements that will be required. He thought doing so would be of benefit to future councils. 3e PERSONNEL POLICY MANUAL Administrator Heck stated in 2008 Council made a decision to move from a step /merit approach for compensating employees to a performance based system in 2009. The adopted Personnel Policy Manual Mayor Liz6e asked Councilmembers to please provide Administrator fleck their feedback on Administrator Heck's recommended changes as soon as possible. 4. REIMBURSEMENT FOR DAMAGES TO VEHICL AUSED BY POOR CITY ROADS Councilmember Woodruff stated he asked that this item b,el'addqd to the ag6i because the verified claims Council will consider for approval during its regUlap `nieeting following thi§�'iiieeting contains the payment to a resident for damage done to his autorq6li! ie tires when he hit a pofh8ie,. He suggested Council have a discussion about how things such as-th'A-'�,�,AOLJld be handled during anoffi6 i) He clarified he was not suggesting the claim not be paid as he thpu ght the resident had already been told that would happen. He asked Staff to research what other municipaj,jes did. Councilmember Zerby stated he thought 5. ADJOURN Turgeon moved, Woodruff ` 2010, at 6:58 P.M. Motion -- r Christine Freeman, County had such a'policy. Adjourning the City Council Work Session of March 22, Christine Liz&, Mayor CITY OF SHO E OO CITY COUNCIL REGULAR MEETING MONDAY, MARCH 22, 2010 1. CONVENE CITE' COUNCIL REGULAR MEETING 5755 CO UNTRY CLUB ROAD COUNCIL CHAMBERS HaDjum Mayor Lizee called the meeting to order at 7:03 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Bailey, Turgeon, Woodruff and Zerby; Attorney Tietjen; City Administrator Heck; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: None. B. Review Agenda Turgeon moved, Woodruff seconded, approving the agenda as presented. Motion passed 510. r 2. APPROVAL OF MINUTES Councilmember Zerby stated based on the verified claims report in vendor name order it appears that the Finance Department and the Planning Department both are paying for memberships to COSTCO. He asked if it's possible to have combined membership. He suggested that the check(s) to COSTCO be pulled until that question can be researched. Motion passed 510. CITY OF S HOREWOOD REGULAR COUNCIL MEETING MINUTES March 22, 2010 Page 2 of 8 4< MATTERS S E CAM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING None. 6. REPORTS AND PRESENTATIONS A. Report on Labe Minnetonka Communications' 'Commission Activities by Representative Ken Hendrickson The meeting packet for this meeting contained a copy of a repott�from Ken Hendrickson, representative to the Lake Minnetonka Communications Commission (LMCC) on LMCC activities. Mr. Hendrickson was not able to be in attendance this evening. Council accepted the report from Mr. Hendrickson as present 7. PARKS No report was given because there had not been a g = -Park Commission meetinsince the last City Council regular meeting. A meeting is scheduled for March 2352010. _ 8. PLANNING Planning Commissioner ,Citing reported on matters considered and actions taken at the March 16, 2010, Planning Commission= ng (as detailed in the minutes of that meeting). Mayor Liz6e suggested there bb a joint meeting of.the City Council and the Planning Commission and the Park Commissi6fi 6i late April or early May" to"dikiiss potential projects for 2010 prior to the 2011 capital improvemerit`program ' hh opeiatuig budget being established. f`ki 33' 9. ENGINEERING/PU E A 4 Public Inforr Mayor Liz6e opened; ,e Publ brief presentation about the Ci C Meeting Regarding Storm Water Pollution Prevention Program . iformation Meeting at 7:11 P.M. She asked Engineer Landini to give a s Storm Water Pollution Prevention Program ( SWPPP). Engineer Landini stated' that holding a public information meeting about the City's SWPPP was a requirement for obtaining a National Pollutant Discharge Elimination System (NPDES) Municipal Storm Water permit, a permit required by the Federal Clean Water Act. Landini explained the City's SWPPP had six minimum control measures (MCMs) which are used to evaluate the City each year. He reviewed the measures and what progress the City had made in 2009 to satisfy each measure. MCM 1 — Public Education and Outreach CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 22, 2010 Page 3 of Published ten water quality related articles in the Shore Report. This public information meeting was advertised. The City hosted two rain garden seminars. The seminars were advertised. The City installed a demonstration garden in Freeman Park. ® MCM 2 — Public Participation and Involvement Held a public information meeting on the SWPPP in 2007 — 2009 which no one attended. This meeting would satisfy the requirement for 2009. MCM 3 - Illicit Discharge and Detection Elimination ® Continued to minimize intentional discharges (illicit discharges) into State waters. An illicit discharge could be something such as dumping paint in a storm drain to dumping trash in the woods. The City coordinated an annual clean -up event, to provide an economical opportunity for residents to dispose of things.' MCM 4 —Construction Site Storm Water Runoff ® Conducted construction site erosion control inspections during building inspections, in response to complaints, and after a one -half inch 24 -hour rainfall events. The frequency of inspections varied. ® MCM 5 — Post Construction Storm Water ]Management , IN Adhered to the Minnehaha Creek Watershed District's regulations regarding post construction storm water management (the majority of the lands inside the City were within the MCWD jurisdiction). The City Code Zoning and Subdivision Regulations 1201.26 ,,Subd. 8 addressed. post construction storm water management for lands "outside of that jurisdiction. _ T,il�T�,T ti D„il „t; .., D„o.,o, -,t; o'rrl (:nnr} j- TnicA�raat�incr reets,:protect: the stock piles located at Public Is (ten ponds must be inspected each year), and needed. illicit discharge material placed on property ed that ultimately it's the property owner's Seeing Pp - one present wishing t6''speak on this topic, Mayor Lizee opened and closed the public testimoy:portion of the Pudic >nformatioit: Meeting at 7:17 P.M. Mayor Lizee pressed her disapPointmient that residents do not attend this informational meeting. She then stated she; 1iought residents`tiseem to be aware of programs the City has implemented, the quality seminars Staff has pmpared and conducted were well attended, and residents thought the publications in the Shore Report arid uformatio�n on the City's website were useful. Zerby moved, Turgeon: `seconded, directing Staff to Prepare a Record of Decision Regarding the City's Storm Water Pollution Prevention Program. Mayor Lizee closed the Public Information Meeting at 7:18 P.M. 10. GENERAL/NEW BUSINESS A. Authorize Submittal of Grant Application for Hennepin County Sports Grant t ITY F SH WOOD REGULAR COUNCIL, MEE'rING MINUTES March 22, 2010 Page 4 of Administrator Heck explained that staff has been working on a grant proposal through the Hennepin County Youth Sports Grant Program to cover part of the cost of the remodeling 1 addition to the shelter in Manor Park. The 2010 capital improvement program (CIP) has a budget of $120,000 for the improvements. The estimated cost for the structure is estimated to be $70,000 at this time. As part of the improvements staff recommends installing a standalone picnic shelter for an additional estimated amount of $15,000. After staff started working on the grant application it became aware of another grant opportunity to cover part or the cost to install a boundless playground (i.e., a handicap accessible playground structure). There are no boundless playgrounds in the South Lake Area. There is one in Eden Prairie. The playground in Manor Park was installed in 1993 and it scheduled to be upgraded in 2014, noting the CIP has $50,000 budgeted for the upgrade. Staff has expanded the scope of the grant application to include the boundless playground. The estimated cost of the total project is $225,625 and the grant application is for $112,812. Heck then explained if the City is not awarded the grant it is not obligated to follow thru with installing a boundless playground. If part of the grant is awarded the City#bay be able to work with the County to remove the playground component, noting that has occurred in two "similar instances:�The City will make the improvements to the shelter independent of what oceurs with the grant application Heck stated the Park Commission is not aware of the inclusion, of the boundless playground in the grant application because it has not met since staff became aware" of opportunity. The Park Commission meeting scheduled for March 9, 2010, during which this would hdve,been discussed was cancelled due to the lack of a quorum. A Park Commission meeting is scheduled for Mareh 23, 2010. Heck explained Council is being asked to consider authorizing staff to file the grant application and executing the grant agreement if the City is awarded a grant: Mayor Lizee extended her cornpllffients to the staff for finding the grant opportunities. Administrator Heck stat6dii had encountered Hennep� County Commissioner Callison at a meeting and he informed Callison that the;City may file a grant application. nh- Administrator Heck e plained the grant applicilti61l l ust be filed by March 29, 2010. ih Councilri einber Turgeon e4pressed her, - appreciation of staff's efforts to seek out grants. She then expressed concern about approving the expanded application before the Park Commission has had the opportunity to discuss the boundless playground component. The playground is not part of the Park CIP. She questioned if, Council could Nh `4uthorize this subject to the Park Commission being in support of it. Councilmember'$aileY stated tlt� application could be withdrawn if the Commission had a major problem with this. Turgeon stated she did not want to set a precedent with ]low grant applications are processed. She did not want to chdrige tie existing process where Commissions discuss a potential grant application to ensure the grant projectwork within the Commissions' plans prior to Council consider the application. Councilmember Zerby stated it would have been nice if the Park Commission had already weighed in on this first, but because they had not had their March 9"' meeting the deadline for filing the grant does not allow for that. He thought the City should seize the opportunity to file the application and he did not think this would set a precedent. Councilmember Woodruff stated the $120,000 budgeted in the 2010 Parks CIP for improvements to the Manor Park shelter is supposed to be a very high estimate and Council left the estimate high because it was confident the cost would not be anywhere near that amount. It's his understanding that the Park CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 22, 2010 Page 5 of 8 Woodruff moved, Bailey seconded, Adopting RESOLUTION NO.:10 -010 "A Resolution Authorizing Filing of Application and Execution of Agreement to Devel © Sport or Recreation Facilities Under the Provision of the Hennepin Youth Sports Program subject to the concurrence of the Park Commission during its March 23, 2010 meeting." Motion passed 4/1, with Turgeon dissenting. B. Deer Management Director Nielsen explained that in 2007 the, City initiated a Deer Management Program (DMP) in response to resident complaints about the inereasirtg�deer population ih the City. Each February in 2007 — 2010 the City contracted to have an aerial survey �do'u46 order to gain some understanding of the density of deer in the City. The aerial survey counts wer&J21 in 2007; in 2008, 64 in 2009 and 106 in 2010. In 2007 and 2008 the City contracted with Metro Bowhunters Resources Base (MBRB), a nonprofit organization, to conduct a series! of controlled hunts. MBRB removed 26 deer in 2007 and 23 in 2008. 11 The Minnetonka Country Club, which was also authorized to remove deer from its property, also removed 11 deer in 2007 aqd 8 in 200$: For 2009 the'Council chose to suspend the program pending the 2010 survey results and res14eht,feedbac� about resummgAe program. Nielsen stated tiff d d,some research during tfie , 'pa'st year and has some recommendations based on informatiopifrom the Minnesota Dep4 ent of Natural Resources (DNR), the Three Rivers Park District and othei`comrnunities regarding what a rpanageable herd size should be in the City. Feedback suggests the herd size.be 15 — 25 per square mile.Tie25 count is on the high side and is from the District, noting the Districtinanages for habitat The District suggested less than 25 for the City. Staff suggests the count be 15 per square mile and there ai` approximately 5.5 square miles in the City not including water bodies but including wetlands. Nielsen explained the �suj*ey4eflects there are areas of deer concentration. The area to the east of Silver Lake and near Christmas Lake has a fairly heavy concentration. There is a very heavy concentration south of Highway 7 between Galpin Lake and Christmas Lake. There is another area of concentration in the northern part of the western part of the City, and one in the southwest part of the City. The areas of higher concentration correlate to better habitat areas. He cautioned that the aerial survey reflects a snapshot in time, but it does provide some indication that the deer population increased during the twelve month period. Nielsen stated Staff suggests the City establish a goal as part of its DMP with part of the goal being the City does not want to eliminate all white - tailed deer in within the City limits. He read the DNR's goal for management of white - tailed deer. "Manage white - tailed deer populations within the city as socially CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MIN T S March 22, 2010 Page b of Nielsen stated if Council decides the increase in deer count to 106 in the 2010 survey from 64 in the 2009 survey warrants the deer removal program be re- implemented in 2010, Staff recommends the City again use MBRB to conduct the program. During the 2007 and 2008 efforts MBRB :only used archers with the highest skill level because it was done in an urban area. He explained the,MBRB` ran the programs very respectfully, and the City did not receive any complaints about MBRB. He stated there are residents in support of such a removal program and residents who oppose it. He stated if the 15 -deer- per - square -mile threshold were used that would equate to a City -wide threshold of 8 3 deer. He then stated Councilmember Woodruff had asked if the removal program efforts could be focused on the hoer deer concentration areas. He thought that would occur because the hunters would want to focus on higher population areas, but he would want to discuss that with MBRB representatives most Likely in May. Councilmember Turgeon asked if the City would again allow residents to request to have their property harvested like it did in 2007 and 2008. Director Nielsen stated the City's intention would be to focus on areas of concentration. If there were a property near a high coneentration area, the City would likely consider that. Nielsen noted there are property owners in the concentration areas who have given the City permission in the past to use their properties Turgeon stated she would, like z residents who may have a sizable deer population frequent their property jo hav&; at opportunity to request harvesting of their property. Turgeon commented that the survey was done in February and it's likely the herd has moved around since then. Councilmember Zerby stated he hag received a number of positive comments from residents about the articles about feeding. de6f,` He indicated he was okay with, the deer threshold Staff was recommending. He asked if the harvested deft could be donated to charity" organizations. Director Nielsen explained the MBRB hunters have the right A6 keep any�00,er they have harvested because they use their own seasonal license to hunt,'they >64n_ also donate . it to food °shelves or they have a list of people who would like the r.zr harvest. Couneilri�6�iber Zerby suggested_ maybe the' City find a way to recognize MBRB hunters who donate any harvest to chartable organizations. X3_, Councilmember�"Woodruff statedilie did not think it was appropriate to establish a deer threshold for the entire City. He recounended establishing a threshold of 15 — 25 deer for each area of high concentration. Councilmember Zerbystated `the areas of concentration have different characteristics; therefore, he was not sure the density of deer should be the same for the areas. Councilmember Woodruff stated Council had previously received information about a plan the City of Burnsville had prepared about deer management and he thought there was some useful information in there that the City could consider adopting. The Burnsville plan indicates it also does "browse" surveys. He questioned if the City could consider having scouts take such a survey as an Eagle Scout project. He asked Staff to contact Burnsville staff and ask what Burnsville's experience has been with its deer feeding ban. IL STAFF AND COUNCIL REPORTS Administrator Heck stated the meeting packet for this evening contains a list of grants the City has either applied for or is considering applying for. The list will be presented to the Park Commission during its March 9, 2010, meeting. 2. Minnehaha Creek Watershed District Rules Update Administrator Heck sated he attended a meeting hosted by the Minnehaha Creek'Watershpd District (MCWD) on March 16, 2010, and the purpose of the`rrieeting was to discuss potential'cl anges to the MCWD's Rules D and F. He also attended a meeting�on, Marcli '17, 2010, of many of the Lake Minnetonka area cities' elected officials and administrators coordinated by the City of Mound to discuss the changes. The administrators will get together to prepare a joint response to the MCWD. There is a key concern over the MCWD's continued incl6siop, of single - family residential properties in the setback requirements. Another key concern is with th6janguage for shoreline} stabilization and stream bank stabilization, noting the MCWD is softenin g Jts requirement. He cd 'mented that Councihnembers Turgeon and Woodruff attended the March 17` meeting. Councilmember Woodruff stated AAhumber of the - Lake area cities were represented at the March 17` meeting. Hennepin Cou4 Comm is's over Callison and several representatives from the MCWD were also present. From hin vantage point�he thought some of the language for the proposed changes was unclear and he thought the administrators could addresstlat. He then stated he volunteered Administrator Heck to continue his participation,,,. Administrator Heck stated ; the administrators will meet March 25` to start to draft a response. He then stated th e is legislative cod encs scheduled for March 25 There is an Excelsior Fire District Boartl'meetng on March 24'' i 3 =, February 2010 Financial Report F Councilmember Baileys stated it' appears that through February 2010 the expenses are $96,000 favorable with most of the favorabihty` being personnel costs. He asked Staff to comment on that. Administrator Heck explained there were only four pay periods in the January — February time period. There will be three more during March; that should reduce that favorability. Bailey stated snow and ice expenditures are approximately $15,000 unfavorable. Heck explained February was a heavy snow month and March to date has been a dry month, which should help offset the expense overage. Heck stated that it appears in the last three years that the City has had more snow during February — March then in previous years. D. Mayor and City Council Mayor Liz6e encouraged residents to fill out and mail in their census forms. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 22, 201 Page 8 of 8 wl"l 1�4TM, "! I Ifil lllllmm�� Christine:Liz6e, Mayor COUNCIL ACTION FORM Department Council Meeting Item Number Finance April 12, 2010 3A its Description: Verified Claims From: Michelle Nguyen � 4 Bonnie Burton Brian Heck Claims for council authorization. The attached claims list includes checks numbered 49799 through 49877 totaling $524,520.84. Staff Recommendation Staff recommends approval of the claims list. 4/08/201.0 12: ',:1 PM A/P HTSTORY CHECK REPORT VENDOR SET: 01. City of Shorewood BANK: "I BEACON BAN:. DATE RANGE: 3/23/2010 THRT.7 99/99/9999 PAGE: 2 C:tECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 000000 12,107.54 000000 1,993.40 049799 301.05 049800 1,408.55 049801 6,764.28 049803 1,199.13 049804 1,881.89 049806 13,840.20 049807 17.99 049808 1,446.53 049809 80.00 049810 439.30 049812 1,621.94 049813 51.30 049814 847.47 049815 3,970.00 049816 72,777.10 049817 53.14 049818 545.06 049819 1.71.80 049820 513.00 049821 625.00 CHECK VENDOR S.D. NAME STATUS DATE 00051 EF'TPS - FEDERAL W/H D 3/30/2010 00092 MN DEPT OF REVENUE D 3/30/2010 00086 AFSCME COUNCIL 5 R 3/30/2010 00053 ICMA RETIREMENT TRUST- 302131 -4 R 3/30/2010 00052 PERA R 3/30/2010 20005 WELLS FARGO HEALTH BENEFIT SVC R 3/30/2010 15885 MIDWEST MAILING SYSTEMS INC R 4/01/2010 29306 ALLIED WASTE SERVICES #894 R 4/12/2010 16275 AMERICAN MESSAGING R 4/12/2010 03325 BOYER TRUCK PARTS DISTRIBUTION R 4/12/2010 03745 BURTON, BONNIE R 4/12/2010 04081 CARQUEST AUTO PARTS R 4/12/2010 17300 CENTERPOINT ENERGY R 4/12/2010 07600 CITY OF EXCELSIOR R 4/12/2010 29278 CLASSIC CLEANING COMPANY R 4/12/2010 05305 COMMUNITY REC RESOURCES R 4/12/2010 29282 CRYSTEEL TRUCK EQUIPMENT R 4/12/2010 05885 CULLIGAN BOTTLED WATER R 4/12/2010 06000 DALE GREEN CO R 4/12/2010 06560 DELEGARD TOOL CO R 4/12/2010 07229 EGAN -MCKAY ELECTRICAL R 4/12/2010 07383 ELECTRICAL INSTALLATION & MAIN R 4/12/2010 PAGE: 2 C:tECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 000000 12,107.54 000000 1,993.40 049799 301.05 049800 1,408.55 049801 6,764.28 049803 1,199.13 049804 1,881.89 049806 13,840.20 049807 17.99 049808 1,446.53 049809 80.00 049810 439.30 049812 1,621.94 049813 51.30 049814 847.47 049815 3,970.00 049816 72,777.10 049817 53.14 049818 545.06 049819 1.71.80 049820 513.00 049821 625.00 4/08/20!_0 12:1:? 'M V SET: 01 City of Shorewood DANK: 1. DEACON DANK DATE RANGE: 3/23/201..0 TI RU 99/99/9991, A/ a :HISTORY' CHECK REPOR` CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 049822 3 049823 142,895.57 049824 1,111.06 049825 86.00 049826 70.00 049827 557.33 049828 202.99 049829 444.06 049830 5,841.58 049831 80.00 049832 200.00 049833 573.00 049834 149.22 049835 20.00 049836 12,781.58 049837 25.44 049838 41.46 049839 5,000.00 049840 2,860.00 049841 2,098.00 049842 325.00 049843 99.50 CHECK NAME STATUS DATE; EXCELSIOR ENGRAVING R 4 /12/2010 EXCELSIOR FIRE DISTRICT R 4/12/2010 G & K SERVICES R 4/12/2010 GOPHER STATE ONE -CALL, IN R 4/12/2010 HAWKINS, INC. R 4/12/2010 HD SUPPLY WATERWORKS, LTD. R 4/12/2010 HECK, BRIAN R 4/12/2010 INTELLIGENT PRODUCTS INC R 4/12/2010 KENNEDY & GRAVEN, CHARTERED R 4/12/2010 LEAGUE OF MINNESOTA CITIES R 4/12/2010 LINK, CLARE T. R 4/12/2010 LURE - TECH R 4/12/2010 MACQUEEN EQUIPMENT, INC. R 4/12/2010 MAMA R 4/12/2010 MEDICA R 4/12/2010 MENARDS R 4/12/2010 MIDWEST MAILING SYSTEMS INC R 4/12/2010 MIDWEST PLAYSCAPES, INC. R 4/12/2010 MIDWEST TRENCHLESS TECHNOLOGIE R 4/12/2010 MN DEPARTMENT OF HEALTH R 4/12/2010 MUNICI -PALS R 4/12/2010 NGUYEN, MICHELLE R 4/12/2010 CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 049822 3 049823 142,895.57 049824 1,111.06 049825 86.00 049826 70.00 049827 557.33 049828 202.99 049829 444.06 049830 5,841.58 049831 80.00 049832 200.00 049833 573.00 049834 149.22 049835 20.00 049836 12,781.58 049837 25.44 049838 41.46 049839 5,000.00 049840 2,860.00 049841 2,098.00 049842 325.00 049843 99.50 4/08/2010 _4 PM VENDOR SE,. 0' C _tp c, �r �, r2ao OCY BANK : ... BEACON '.57.NK DATE RA, 3/233/2010 TARO 99/99/99 /Tl HISTORY C 'C: REPORT F AG:? : CHECK CHECK CHECK CHECK NAME STATUS DATE NIELSEN, BRADLEY R 4/12/2010 OFFICE DEPOT R 4/12/2010 OWL ENGINEERING & EMC TEST LAB R 4/12/2010 PAETEC R 4/12/2010 PANCHYSITYN, JEAN R 4/12/2010 PARTS ASSOCIATES, INC. R 4/12/2010 PAZANDAK, JOSEPH R 4/12/2010 PITNEY BOWES CREDIT CORP R 4/12/2010 POTTS, KENNETH N. R 4/12/2010 PRINCIPAL FINANCIAL GROUP R 4/12/2010 QWEST R 4/12/2010 REED BUSINESS INFORMATION R 4/12/2010 SHOREWOOD TRUE VALUE R 4/12/2010 SO LK MTKA POLICE DEPT R 4/12/2010 SPEEDWAY SUPERAMERICA LLC R 4/12/2010 SPRINT R 4/12/2010 STRATEGIC INSIGHTS CO R 4/12/2010 SUN NEWSPAPERS R 4/12/2010 SUN PATRIOT NEWSPAPERS R 4/12/2010 T- MOBILE R 4/12/2010 TONKA EQUIPMENT CO R 4/12/2010 TOTAL PRINTING SERVICES R 4/12/2010 F AG:? : CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 049844 138.80 049845 281.87 049846 2,250.00 049847 527.31 049848 295.84 049849 143.90 049850 115.50 049851 334.70 049852 2,291.66 049853 765.68 049854 232.07 049855 526.44 049856 154.03 049857 135,846.00 049858 3,037.81 049859 187.10 049860 721.41 049861 234.16 049862 59.54 049863 35.08 049864 45.03 049865 1,090.89 ` :1/08/2010 1..2: 14 Pin A/P 'IT `. ">TO 2Y `.HECK REPORT VENDOR. SET: 0:L Ci_t, of Shore-,jood 100.00 04_9867 SANK: _ BEACONATSi {. 1,235.20 049869 DATE RANGE: 3/23/2010 THRU 99/99/9999 56.55 049871 8,590.45 049872 434.82 CHECK VENDOR I.D. NAME STATUS DATE 25452 TWIN CITY WATER CLINIC R 4/12/2010 29154 UNIQUE PAVING MATERIALS CORP. R 4/12/2010 00085 UNUM LIFE INSURANCE CO R 4/12/2010 70200 VERIZON WIRELESS R 4/12/2010 27190 WACONIA FARM SUPPLY R 4/12/2010 29269 WARNER CONNECT R 4/12/2010 83900 WASTE MANAGEMENT -TC WEST R 4/12/2010 19800 XCEL ENERGY R 4/12/2010 28600 ZARNOTH BRUSH WORKS, INC R 4/12/2010 28900 ZEE MEDICAL SERVICE R 4/12/2010 29271 DREW KRIESEL R 4/12/2010 ** T 0 T A L S REGULAR CHECKS: HAND CHECKS: DRAFTS: EFT: NON CHECKS: VOID CHECKS: TOTAL ERRORS: 0 VENDOR SET: 01 BANK: 1 BANK: 1 TOTALS: REPORT TOTALS: PACE: 3 CHECK. CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 049866 100.00 04_9867 3,118.08 049868 1,235.20 049869 326.11 049870 56.55 049871 8,590.45 049872 434.82 049873 9,688.82 049875 130.65 049876 175.70 049877 830.00 NO CHECK AMOUNT DISCOUNTS TOTAL APPLIED 75 458,386.74 0.00 458,386.74 0 0.00 0.00 0.00 2 14,100.94 0.00 14,100.94 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 77 472,487.68 0.00 472,487.68 77 472,487.68 0.00 472,487.68 81 472,487.68 0.00 472,487.68 04 - -08 -201.0 12:1'_ AM ( 0 ii N C T T REPORT BY VENDOR - A"R 12, 2010 Pt C_F_.. ,. VENI OR SORT KEY i.)A SCPT T_CC FUND DEPARTMENT AMOUNT AFSCMB COUNC 5 3/30/10 P/R DEDUCTS UNION DUES General. Fund NON- DEPARTMENTAL 27'0.08 3/30/10 P/R DEDUCTS - UNTON DUES General Fund NON - DEPARTMENTAL 24.97 TOTAL: 301.05 ALLIED WASTE SERVICES 4894 4/12/10 APR RECYCLING SVC Recycling Utility Recycling 13,840.20 TOTAL: 13,840.20 AMERICAN MESSAGING 4/12/10 APR PAGER General Fund Public Works 8 -99 4/12/10 APR PAGER Water Utility Water 4.50 4/12/10 APR PAGER Sanitary Sewer Uti Sewer 4.50 TOTAL: 17.99 BOYER TRUCK PARTS DISTRIBUTION CTR. 4/12/10 SWITCH ASSEMBLY General Fund Public Works 109.86 4/12/10 MUFFLER & EXHAUST DUMP TRU General Fund Public Works 1,306.95 4/12/10 EXHAUST STRAPS DUMP TRUCK General Fund Public Works 29.72 TOTAL: 1,446.53 BURTON, BONNIE 4/12/10 MAR & APR WELLNESS General Fund Finance 80.00 TOTAL: 80.00 CARQUEST AUTO PARTS 4/12/10 HEATER HOSE General Fund Public Works 32.00 4/12/10 BEARING SWEEPER General Fund Public Works 123.90 4/12/10 24 OIL FILTERS General Fund Public Works 352.52 4/12/10 BEARING RETURN General Fund Public Works 61.95- 4/12/10 BEARING RETURN General Fund Public Works 61.95- 4/12/10 SYNTHETIC LUBE General Fund Public Works 28.90 4/12/10 HYDRAULIC CLAMP General Fund Public Works 6.63 4/12/10 BELTS General Fund Public Works 19.25 TOTAL: 439.30 CENTERPOINT ENERGY 4/12/10 GAS 02/18 -03/18 General Fund Municipal Buildings 216.33 4/12/10 GAS 02/18 -03/18 General Fund Public Works 670.86 4/12/10 GAS 02/18 -03/18 General Fund Parks & Recreation 222.64 4/12/10 SSCC -GAS 02/18 -03/19 Southshore Communi Senior Community Cents 249.58 4/12/10 GAS 02/18 -03/18 Water Utility Water 107.56 4/12/10 GAS 02/18 -03/18 Water Utility Water 154.97 TOTAL: 1,621.94 CITY OF EXCELSIOR 4/12/10 CPR TRAINING FOOD Sanitary Sewer Uti Sewer 51.30 TOTAL: 51.30 CLASSIC CLEANING COMPANY 4/12/10 MAR C.H. SVC General Fund Municipal Buildings 531.01 4/12/10 MAR P.W. SVC General Fund Public Works 316.46 TOTAL: 847.47 COMMUNITY REC RESOURCES 4/12/10 PARK COORDINATOR 03/15 -04/ General Fund Parks & Recreation 1,260.00 4/12/10 SSCC ASSISTANT 03/05 -04/01 Southshore Communi Senior Community Cente 210.00 4/12/10 2ND OTR SSCC Southshore Communi Senior Community Cente 2,500.00 TOTAL: 3,970.00 CRYSTEEL TRUCK EQUIPMENT 4/12/10 END CAP STROBE BAR OLD TRU General Fund Public Works 56.39 4/12/10 2010 FORD DUMP TRUCK Equipment Replacem Equipment Replacement 62,377.33 4/12/10 2010 FORD DUMP TRUCK Equipment Replacem Equipment Replacement __ 10,343.38 _ TOTAL: 72,777.10 CULLIGAN BOTTLED WATER 4/12/10 DRINKING WATER SVC General Fund Municipal Buildings 53.14 _ C 0 _i rj C, I. _.. '.2'.POi2`` By VENTJO2 APR 12, 2010 _ '=E: t VL DOR SORT SPEY AT .,t+i��l '. ',S C..il 1gIV THI RtO DIELIARTMIFNT AMOUNT TOTAL,: 53.14 DALE GREEN CO 4/12/10 YARDS PULVERIZED DIRT Genera'_ Fund Streets & Roadways 545 TOTAL: 545.06 DELEGARD TOOL CO 4/12/10 DA SANDER & CREEPER General Fund Public Works 171.80 TOTAL: 171.80 DREW KRIESEL 4/12/10 SSCC MAR SVC Southshore Communi Senior Community Cents 205.00 4/12/10 SSCC MAR SVC Southshore Communi Senior Community Cents 625.00 TOTAL: 830.00 EFTPS - FEDERAL W/H 3/30/10 FEDERAL W/H General Fund NON- DEPARTMENTAL 4,471.28 3/30/10 FICA W/H General Fund NON- DEPARTMENTAL 3,094.43 3/30/10 MEDICARE W/H General Fund NON -- DEPARTMENTAL 723.70 3/30/10 FICA W/H General Fund Administration 265.80 3/30/10 MEDICARE W/H General Fund Administration 62.17 3/30/10 FICA W/H General Fund General Government 383.10 3/30/10 MEDICARE W/H General Fund General Government 89.59 3/30/10 FICA W/H General Fund Elections 4.48 3/30/10 MEDICARE W/H General Fund Elections 1.04 3/30/10 FICA W/H General Fund Finance 314.87 3/30/10 MEDICARE W/H General Fund Finance 73.64 3/30/10 FICA W/H General Fund Planning 290.05 3/30/10 MEDICARE W/H General Fund Planning 67.83 3/30/10 FICA W/H General Fund Protective Inspections 176..95 3/30/10 MEDICARE W/H General Fund Protective Inspections 41.38 3/30/10 FICA W/H General Fund City Engineer 186.92 3/30/10 MEDICARE W/H General Fund City Engineer 43.71 3/30/10 FICA W/H General Fund Public Works 333.97 3/30/10 MEDICARE W/H General Fund Public Works 78.11 3/30/10 FICA W/H General Fund Streets & Roadways 323.15 3/30/10 MEDICARE W/H General Fund Streets & Roadways 75.58 3/30/10 FICA W/H General Fund Parks & Recreation 260.53 3/30/10 MEDICARE W/H General Fund Parks & Recreation 60.92 3/30/10 FICA W/H Southshore Communi Senior Community Cente 51.11 3/30/10 MEDICARE W/H Southshore Communi Senior Community Cente 11.96 3/30/10 FICA W/H Water Utility Water 155.23 3/30/10 MEDICARE W/H Water Utility Water 36.32 3/30/10 FICA W/H Sanitary Sewer Uti Sewer 243.01 3/30/10 MEDICARE W/H Sanitary Sewer Uti Sewer 56.83 3/30/10 FICA W/H Recycling Utility Recycling 17.01 3/30/10 MEDICARE W/H Recycling Utility Recycling 3.98 3/30/10 FICA W/H Stormwater Managem STORMWATER MANAGEMENT 88.25 3/30/10 MEDICARE W/H Stormwater Managem STORMWATER MANAGEMENT 20.64 TOTAL: 12,107.54 ELAN- gCKnY ELECTRICAL 4/12 LTGHTTNG REPLACEMENT General Fund Traffic Control /Str Li 513.00 TOTAL: 513.00 ELECTRICAL INSTALLATION & MAINTENANCE 4/12/10 INSTALL LIGHT AT GLEN RD Street Capital Imp Street Capt Improvemen 625.00 TOTAL: 625,00 EXCELSIOR ENGRAVING 4/12/10 AWARD PLAQUE General Fund Council 369 .02 TOTAL: 369.02 0 =1 0P _2010 2:11 I•,M _j N C i 11 REPORT UV 7^PiDOR - Ar � 'i, -2, 20 VENDOR .SORT {Ey i)A'i'E 1.._SCtR': LITION CUN" D PA,_R •M'v i'i iO N" EXCELSIOR 7-RF, DISTRICT 4, 1721.10 2ND OTR IRE & SAFETY SVC General Fund Fire Protection 7 4/12/10 2ND QTR FIRE & SAFETY SVC General Fund Tire Proi.ection 68,157.2^ -_ 4/12/10 CPR 'TRAINING -FEB 3, 2010 Sanitary Sewer. Uti Sewer 210.00 TOTAL: 142,895.57 G & K SERVICES 4/12/10 CH SVC General Fund Municipal Buildings 98.66 4/12/10 PW SVC General Fund Public Works 964.14 4/12/10 SSCC SVC Southshore Communi Senior Community Cente 48.26 TOTAL: 1,111.06 GOPHER STATE ONE -CALL, IN 4/12/10 MAR SVC Water Utility Water 43.00 4/12/10 MAR SVC Sanitary Sewer Uti Sewer 43.00_ TOTAL: 86.00 HAWKINS, INC. 4/12/10 CHLORINE Water Utility Water 70. 00_ TOTAL: 70.00 HD SUPPLY WATERWORKS, LTD. 4/12/10 WATER METER PARTS Water Utility Water 557. TOTAL: 557.33 HECK, BRIAN 4/12/10 MILEAGE General Fund Administration 83.00 4/12/10 GPS General Fund Administration 79.99 4/12/10 WELLNESS General Fund Administration 40.00 TOTAL: 202.99 ICMA RETIREMENT TRUST - 302131 -457 3/30/10 P/R DEDUCTS - DEFERRED COM General Fund NON- DEPARTMENTAL 1,075.00 3/30/10 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 333. TOTAL: 1,408.55 INTELLIGENT PRODUCTS INC 4/12/10 MUTT MITTS General Fund Parks & Recreation 444.06 TOTAL: 444.06 KENNEDY & GRAVEN, CHARTERED 4/12/10 JOHNSON MATTERS General Fund Professional Svcs 4,341.58 4/12/10 GENERAL MATTERS General Fund Professional Svcs 1,500.00 TOTAL: 5,841.58 LEAGUE OF MINNESOTA CITIES 4/12/10 2010 JOINT LEGISLATIVE CON General Fund Administration 80. 00 TOTAL: 80.00 LINK, CLARE T. 4/12/10 PARK MEETING 03/23 General Fund Parks & Recreation 200 .00 TOTAL: 200.00 LUBE - TECH 4/12/10 SOLVENT /GEAR LUBE /DETERGEN General Fund Public Works 573.00 TOTAL: 573.00 MACQUEEN EQUIPMENT, INC. 4/12/10 ELEVATOR SHAFT SWEEPER General Fund Public Works 149.22 TOTAL: 149.22 MAMA 4/12/10 RACINO NOW -DICK DAY 03/11 General Fund Administration _ 20. 00_ TOTAL: 20.00 MEDICA 4/12/10 APR MEDICAL PREM General Fund Unallocated Expenses 12,781.58 TOTAL: 12,781.58 MENARDS 4/12/10 BAGS CEMENT General Fund Public Works 25.44 TOTAL: 25.44 01 -08- 20. 7 +..1 AM ENIDOR SORT 'KEY MIDWEST MAThING SYSTEMS INC MIDWEST PLAYSCAPES, INC MIDWEST TRENCHLESS TECHNOLOGIES INC MN DEPARTMENT OF HEALTH MN DEPT OF REVENUE MUNICI -PALS NGUYEN, MICHELLE NIELSEN, BRADLEY OFFICE DEPOT _ 0 .7 IN :. = REPOA't BY '12111D OR - A. .< . %, u10 _- aGr - .: General ATE' DECCR`^T IGN 182.91 FUND - ✓ -NT AMOUNT General Government 4/01./10 APR NEWSLETTER SVC Fund General. Fund General Government 339.85 General 4 /01/10 APR ADDT'L PSTG General T. Genera:. Government 5.24 7. 66_ 4/01/10 1ST. QTR UTILITY PSTG & SVC Water Utility Water. 299.20 Fund 4/01/10 IST QTR UTTLTTV PSTG & SVC Water Util Water 85.00 4/12/10 IST QTR UTILITY ADDT'L SVC Water Utility Water. 0.19 Public Works 4/12/10 IST QTR UTILITY ADDT'L SVC Water Utility Water 10.18 4/01/10 IST QTR UTILITY PSTG & SVC Sanitary Sewer Uti Sewer 299.20 4/01/10 1ST QTR UTILITY PSTG & SVC Sanitary Sewer Uti Sewer 85.00 4/12/10 1ST QTR UTILITY ADDT'L SVC Sanitary Sewer Uti Sewer 0.19 4/12/10 1ST QTR UTILITY ADDT'L SVC Sanitary Sewer Uti Sewer 10.18 4/01/10 IST QTR UTILITY PSTG & SVC Recycling Utility Recycling 299.20 4/01 /10 IST QTR UTILITY PSTG & SVC Recycling Utility Recycling 85.00 4/12/10 IST QTR UTILITY ADDT'L SVC Recycling Utility Recycling 0.19 4/12/10 1ST QTR UTILITY ADDT'L SVC Recycling Utility Recycling 10.18 4/01/10 1ST QTR UTILITY PSTG & SVC Stormwater Managem STORMWATER MANAGEMENT 299.20 4/01/10 IST QTR UTILITY PSTG & SVC Stormwater Managem STORMWATER MANAGEMENT 85.00 4/12 /10 IST QTR UTILITY ADDT'L SVC Stormwater Managem STORMWATER MANAGEMENT 0.18 4/12/10 1ST QTR UTILITY ADDT'L SVC Stormwater Managem STORMWATER MANAGEMENT 10.17 TOTAL: 1,923.35 4/12/10 PARK CIP- SILVERWOOD 50oDEP Park Capital Impro Park Capital Improveme 5,000.00 TOTAL: 5,000.00 4/12/10 2009 SANITARY CLEAN & TELE Stormwater Managem STORMWATER MANAGEMENT 2,860.00 TOTAL: 2,860.00 4/12/10 1ST QTR WA STATE SURCHRG Water Utility NON - DEPARTMENTAL 2 ,098.00 TOTAL: 2,098.00 3/30/10 STATE W/H General Fund NON- DEPARTMENTAL 1,993 TOTAL: 1,993.40 4/12/10 PAT & TWILA General Fund General Government 130.00 4/12/10 MICHELLE General Fund Finance 65.00 4/12/10 SPRING WORKSHOP -BRAD N. General Fund Planning 65.00 4/12/10 JAMES General Fund City Engineer 65.00 TOTAL: 325.00 4/12/10 MAR MILEAGES General Fund Finance 99.50 TOTAL: 99.50 4/12/10 SLUC - NIELSEN & HASEK /PRKG General Fund Planning 138.80 4/12/10 GEN SUPPLIES 4/12/10 GEN SUPPLY 4/12/10 GEN OFF SUPPLIES 4/12/10 GEN OFF SUPPLIES 4/12/10 GEN SUPPLIES OWL ENGINEERING & EMC TEST LAB, INC 4/12/10 CLEAR WIRE -PASS THRU PAETEC 4/12/10 02/26 -03/25 SVC 4/12/10 02/26 -03/25 SVC TOTAL: 138.80 General Fund General Government 182.91 General Fund General Government 17.96 General Fund General Government 55.27 General Fund General Government 18.07 Southshore Communi Senior Community Cents 7. 66_ TOTAL: 281.87 General Fund NON - DEPARTMENTAL 2,2 50.00 TOTAL: 2,250.00 General Fund Municipal Buildings 135.86 General Fund Public Works 46.90 ,i, ^ -, >_O10 2 i i i ?M _: a ..J N ,. a v:�R7 r VEDIDO» - AP :.2, 2r_, 10 i AGR: TOTAL: 143.90 - ✓rriDOR SORT KEY DATE . -.t-C R :OPTION FUND U L' 'AR rME?J�r _.. _ AMOUN' TOTAL: 115.50 4/12 /10 02/26 -03/25 SVC General Fund Parks & Recreati.on. 145.60 General Fund Administration 4/12/7.0 02/26 -03/25 SVC Water Utility Water 98.70 Public General Fund 4/12/10 02/26 -03/25 SVC Water Utility Water 100.25 355.84 4/12/10 General Fund Planning 371.59 TOTAL: 527.31 Protective Inspections PANCHYSITYN, JEAN 4/12/10 MCFOA REGISTER & MILEAGE General Fund General Government 206.00 General Fund Public Works 4/12/10 ELECTION MEETING O MTICA General Fund Elections 16.00 General Fund 4/12/10 C.H. GEN SUPPLIES General Fund Municipal Buildings 73.84 57.71 TOTAL: 295.84 PARTS ASSOCIATES, INC. PAZANDAK, JOSEPH 4/12/10 PAINTS & GLOVES General Fund Public Works 143.90 Imp Street Capt Improvemen TOTAL: 143.90 ST /DRAINAGE /UTILITY 03/22 General Fund Protective Inspections 115.50 263.22 TOTAL: 115.50 General Fund NON - DEPARTMENTAL 3,121.99 HARDWARE General Fund Administration 308.22 13.12 General Fund General Government 433.58 Public General Fund Elections 5.09 GARDEN RAKES General Fund Finance 355.84 4/12/10 General Fund Planning 371.59 General Fund Protective Inspections 229.84 General Fund City Engineer 211.74 General Fund Public Works 393.12 General Fund Streets & Roadways 369.21 General Fund Parks & Recreation 323.45 Southshore Communi Senior Community Cente 57.71 Water Utility Water 179.05 Sanitary Sewer Uti Sewer 280.82 Recycling Utility Recycling 19.20 Stormwater Managem STORMWATER MANAGEMENT 103.83 TOTAL: 6,764.28 General Fund Municipal Buildings 334.70 TOTAL: 334.70 General Fund Professional Svcs 2,291.66 TOTAL: 2,291.66 General Fund Unallocated Expenses 765.68 TOTAL: 765.68 General Fund Municipal Buildings 111.91 Water Utility Water 60.08 Water Utility Water 60.08 4/12/10 MAR MILEAGE PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PEAR 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA 3/30/10 P/R DEDUCTS -PERA PITNEY BOWES CREDIT CORP POTTS, KENNETH N. PRINCIPAL FINANCIAL GROUP QWEST 4/12/10 1ST QTR LEASE 4/12/10 MAR PROSECUTIONS 4/12/10 APR DENTAL PREM 4/12/10 03/25 -04/25 SVC 4/12/10 03/25 -04/25 SVC 4/12/10 03/25 -04/25 SVC TOTAL: 232.07 REED BUSINESS INFORMATION 4/12/10 ST /DRAINAGE /UTILITY 03/15 Street Capital Imp Street Capt Improvemen 263.22 4/12/10 ST /DRAINAGE /UTILITY 03/22 Street Capital Imp Street Capt Improvemen 263.22 TOTAL: 526.44 SHOREWOOD TRUE VALUE 4/12/10 HARDWARE General Fund Public Works 13.12 4/12/10 PIPE General Fund Public Works 2.12 4/12/10 GARDEN RAKES General Fund Streets & Roadways 44.87 4/12/10 PAINT SUPPLY Water Utility Water 18.67 04 -C„ ;0:'!-0 2 1- AM 0 U N ,. L REPORT rENaOR. -. nn -�- 2010 PAG i -:NDO� SO K?Y : A ^'E UN.S C'2I1?T TON Ft1ND :JE�i',i iM NT AMOULIT 4/ 12/ - 10 PLUMB BLDG Water Uti'it Dilater 5 25 TOTAL: _.54.03 SO LK MTKA POLICE DEPT 4/12/ 2ND OTR LEASE General Fund Police Protection 57,017.00 4/12/10 APR OPERATING BUDGET EXP General. Fund Police Protection 78,829.00 TOTAL: 135,846.00 SPEEDWAY SUPERAMERICA LLC 4/12/10 GAS General Fund Public Works 3,037.81 TOTAL: 3,037.81 SPRINT 4/12/10 SVC 02/13 -03/12 Water Utility Water 93.55 4/12/10 SVC 02/13 -03/12 Sanitary Sewer Uti Sewer 93.55 TOTAL: 187.10 STRATEGIC INSIGHTS CO 4/12/10 2010 SOFTWARE CIP UPGRADE General Fund Finance _ -_ -_ -_ _ 7 21.41 TOTAL: 721.41 SUN NEWSPAPERS 4/12/10 CUP SUBST LOT 03/25 General Fund Planning 42.90 4/12/10 ZONING PERMITS 03/25 General Fund Planning 35.75 4/12/10 PROJ 14536 - 03/18 & 03/25 Street Capital Imp Street Capt Improvemen 155.51 TOTAL: 234.16 SUN PATRIOT NEWSPAPERS 4/12/10 PLANNING COMM HRG 03/27 General Fund Planning 33.08 4/12/10 PERMIT HEARING 03/27 General Fund Planning _ 26.46 TOTAL: 59.54 T- MOBILE 4/12/10 JOE P. SVC 02/21 -03/20 General Fund Protective Inspections 35.08 TOTAL: 35.08 TONKA EQUIPMENT CO 4/12/10 GASKET FILTER TANK -S.E WEL Water Utility Water _ 45.03 TOTAL: 45.03 TOTAL PRINTING SERVICES 4/12/10 APR NEWSLETTER SVC General Fund General Government 1,090.89 TOTAL: 1,090.89 TWIN CITY WATER CLINIC 4/12/10 AUG BACTERIA ANALYSIS Water Utility Water 100.00 TOTAL: 100.00 UNIQUE PAVING MATERIALS CORP. 4/12/10 COLD PATCH General Fund Streets & Roadways 965.88 4/12/10 COLD PATCH General Fund Streets & Roadways 1,023.33 4/12/10 COLD PATCH General Fund Streets & Roadways _ 1,1 TOTAL: 3,118.08 UNUM LIFE INSURANCE CO 4/12/10 APR LIFE PREM General Fund Unallocated Expenses _ 1,235.20 TOTAL: 1,235.20 VERIZON WIRELESS 4/12/10 BRAD N. SVC 02/11 -03/10 General Fund Planning 111.45 4/12/1.0 L.S. 02/22 -03/21 Sanitary Sewer Uti Sewer 214.66 TOTAL: 326.11 WACONIA FARM SUPPLY 4/12/10 WEED WHIP LINE General Fund Parks & Recreation _ 56.55 TOTAL: 56.55 WARNER CONNECT 4/12/10 MO 2007 STD LICENSE General Fund Council 344.36 4/12/10 HP COMPAQ 610 LAPTOP General Fund Council 746.09 4/12/10 APR SVC General Fund Municipal Buildings 2,800.00 OA- 08 201 .0 - 12 1 1 AM _ O L7 N C' : L 2 -. RT z_ VENDOR - APR 12, 29 1 0 717 Gl' "7 ''ENDOti SCAT tcR. '• ", DES k.IFY :Otd Fi.iND DEPAR IMlEAT AMMOUll" 4/121:10 SHAREFOINT TRAINING General Fund Municipal Buildings 500.00 4/12/10 APR '09 SVC General _u.r,d Municipal Buildings 2,800.00 4/12/10 CONTRACT SVC General Fund Municipal Buildings 1,400.00 TOTAS.,: 8,590.45 WASTE MANAGEMENT -TC WEST 4/12/10 APR SVC General Fund Public 'Works 300.68 4/12/10 SSCC - APR SVC Southshore Communi Senior Community Cents 134.14 TOTAL: 434.82 WELLS FARGO HEALTH BENEFIT SVCS 3/30/10 P/R DEDUCTS -HSA General Fund NON- DEPARTMENTAL 1,103.13 3/30/10 P/R DEDUCTS -HSA General Fund General Government 96.00 TOTAL: 1,199.13 XCEL ENERGY 4/12/10 STREET LIGHTS SVCS General Fund Municipal Buildings 555.65 4/12/10 STREET LIGHTS SVCS General Fund Police Protection 3.67 4/12/10 STREET LIGHTS SVCS General Fund Public Works 438.86 4/12/10 STREET LIGHTS SVCS General Fund Traffic Control /Str Li 21.06 4/12/10 STREET LIGHTS SVCS General Fund Traffic Control /Str Li 3,162.17 4/12/10 5700 CTY RD 19 General Fund Traffic Control /Str Li 31.73 4/12/10 5700 CTY RD 19 UNIT LIGHTS General Fund Traffic Control /Str Li 180.12 4/12/10 STREET LIGHTS SVCS General Fund Parks & Recreation 835.72 4/12/10 5735 CTRY CLUB RD - 2/23 -3/ Southshore Communi Senior Community Cents 532.73 4/12/10 24253 SMITHTOWN RD 2/23 -3/ Water Utility Water 555.22 4/12/10 STREET LIGHTS SVCS Water Utility Water 425.81 4/12/10 STREET LIGHTS SVCS Water Utility Water 565.85 4/12/10 STREET LIGHTS SVCS Water Utility Water 1,977.49 4/12/10 STREET LIGHTS SVCS Sanitary Sewer Uti Sewer 402.74 TOTAL: 9,688.82 ZARNOTH BRUSH WORKS, INC 4/12/10 CASES BROOMS ST SWEEPER General Fund Streets & Roadways 130.65 TOTAL: 130.65 ZEE MEDICAL SERVICE 4/12/10 FIRST AID SUPPLIES General Fund Public Works 175.70 TOTAL: 175.70 —PAYROLL EXPENSES 3/29/2010 - 99/99/9999 General Fund Administration 4,403.18 General Fund General Government 6,194.06 General Fund Elections 72.76 General Fund Finance 5,083.46 General Fund Planning 5,308.42 General Fund Protective Inspections 3,283.38 General Fund City Engineer 3,024.80 General Fund Public Works 5,615.86 General Fund Streets & Roadways 5,2.74.71 General Fund Parks & Recreation 4,620.83 Southshore Communi Senior Community Cents 824.35 Water Utility Water 2,557..90 Sanitary Sewer Uti Sewer 4,011,69 Recycling Utility Recycling 274.34 Stormwater Managem STORMWATER MANAGEMENT 1,483.42 TOTAL: 52,033.16 04 06 -2010 1 :1 AM VENDO SORT kr; 101. 402 403 404 490 601 611 621 631 C 0 U N C L REPORT RY VENDOR - APR 12, 20 10 PAG f i -1'1'L O7 CR cT P'1'ION r' 'PAk i�i.'N ._ ". __ -_ - -- - - S - -1 - - - -. - -_ -. - - -. - - -__ - - - -. FUND TOTALS =---- --- ---- -- General Fund 403,994.61 Park. Capital Improvements 5,000.00 Equipment Replacement 72,720.71 Street Capital Improvemen 1,306.95 Southshore Community Ott. 5,457.50 Water Utility 10,534.41 Sanitary Sewer Utility 6,006.67 Recycling Utility 14,549.30 Stormwater Management Util 4,950.69 GRAND TOTAL: 524,520.84 TOTAL PAGES: 8 04 02 -201.0 12:1.4 AM DEPARTMENT NON - DEPARTMENTAL Council Administration General Fund EFTPS - FEDERAL W/H PERA LEAGUE OF MINNESOTA CITIES MAMA HECK. BRIAN General Government General Fund Elections Finance General Fund General Fund * *PAYROLL EXPENSES EFTPS - FEDERAL W/H PERA MIDWEST MAILING SYSTEMS INC OFFICE DEPOT MUNICI -PALS WELLS FARGO HEALTH BENEFIT SVCS PANCHYSITYN, JEAN TOTAL PRINTING SERVICES * *PAYROLL EXPENSES EFTPS - FEDERAL W/H PERA PANCHYSITYN, JEAIDT * *PAYROLL EXPENSES EFTPS - FEDERAL W/H PERA BURTON, BONNIE 3/30/10 c REPORT L_::_R) NT - ,. R 12, zolo 3/30/10 MEDICARE W/H 62.17 FUND EPMO - . NAME P/R DEDUCTS -PERA DA TE D 5L R I IT IONS __.. AMOLV- 2010 JOINT LEGISLATIVE CON General Fund. EFTPS - ?EDERAL W/H 4/12/10 3/30/10 FEDERAL W/H 4, =71.28 4/12/10 MILEAGE 83.00 3/30/10 FICA WIH 3,094.43 4/12/10 WELLNESS 40.00 3/30/10 MEDICARE W/H 723.70 4,403.18 PERA TOTAL: 3/30/10 P/R DEDUCTS -PERA ,121.99 FICA W/H 383.10 ICMA RETIREMENT TRUST- 302131- 457 3/30/10 P/R DEDUCTS- DEFERRED COM 1,075.00 3/30/10 P/R DEDUCTS -PERA 433.58 3/30/10 P/R DEDUCTS - DEFERRED COM 333.55 4/01/10 AFSCME COUNCIL 5 5.24 3/30/10 P/R DEDUCTS - UNION DUES 276.08 182.91 4/12/10 GEN SUPPLY 3/30/10 P/R DEDUCTS - UNION DUES 24.97 GEN OFF SUPPLIES 55.27 MN DEPT OF REVENUE 4/12/10 3/30/10 STATE W/H 1,993.40 4/12/10 PAT & TWILA WELLS FARGO HEALTH BENEFIT SVCS 3/30/10 P/R DEDUCTS -HSA 1,103.13 96.00 OWL ENGINEERING & EMC TEST LAB, INC 4/12/10 CLEAR WIRE -PASS THEN 2,250.00 APR NEWSLETTER SVC 1,090.89 3/29/2010 - 99/99/9999 TOTAL: 18,467.53 General Fund EXCELSIOR ENGRAVING 4/12/10 AWARD PLAQUE 369.02 3/30/10 WARNER CONNECT 1.04 4/12/10 MO 2007 STD LICENSE 344.36 5.09 4/12/10 ELECTION MEETING @ MTKA 4/12/10 HP COMPAQ 610 LAPTOP 746.09 3/29/2010 - 99/99/9999 72.76 TOTAL: TOTAL: 1,459.47 3/30/10 General Fund EFTPS - FEDERAL W/H PERA LEAGUE OF MINNESOTA CITIES MAMA HECK. BRIAN General Government General Fund Elections Finance General Fund General Fund * *PAYROLL EXPENSES EFTPS - FEDERAL W/H PERA MIDWEST MAILING SYSTEMS INC OFFICE DEPOT MUNICI -PALS WELLS FARGO HEALTH BENEFIT SVCS PANCHYSITYN, JEAN TOTAL PRINTING SERVICES * *PAYROLL EXPENSES EFTPS - FEDERAL W/H PERA PANCHYSITYN, JEAIDT * *PAYROLL EXPENSES EFTPS - FEDERAL W/H PERA BURTON, BONNIE 3/30/10 FICA W/H 265.80 3/30/10 MEDICARE W/H 62.17 3/30/10 P/R DEDUCTS -PERA 308.22 4/12/10 2010 JOINT LEGISLATIVE CON 80.00 4/12/10 RACINO NOW -DICK DAY 03/11 20.00 4/12/10 MILEAGE 83.00 4/12/10 CPS 79.99 4/12/10 WELLNESS 40.00 3/29/2010 - 99/99/9999 4,403.18 TOTAL: 5,342.36 3/30/10 FICA W/H 383.10 3/30/10 MEDICARE W/H 89.59 3/30/10 P/R DEDUCTS -PERA 433.58 4/01/10 APR NEWSLETTER SVC 339.85 4/01/10 APR ADDT'L PSTG 5.24 4/12/10 GEN SUPPLIES 182.91 4/12/10 GEN SUPPLY 17.96 4/12/10 GEN OFF SUPPLIES 55.27 4/12/10 GEN OFF SUPPLIES 18.07 4/12/10 PAT & TWILA 130.00 3/30/10 P/R DEDUCTS -HSA 96.00 4/12/10 MCFOA REGISTER & MILEAGE 206.00 4/12/10 APR NEWSLETTER SVC 1,090.89 3/29/2010 - 99/99/9999 6,194.06 TOTAL: 9,242.52 3/30/10 FICA W/H 4.48 3/30/10 MEDICARE W/H 1.04 3/30/10 P/R DEDUCTS -PERA 5.09 4/12/10 ELECTION MEETING @ MTKA 16.00 3/29/2010 - 99/99/9999 72.76 TOTAL: 99.37 3/30/10 FICA W/H 314.87 3/30/10 MEDICARE W/H 73.64 3/30/10 P/R DEDUCTS -PERA 355.84 4/12/10 MAR & APR WELLNESS 80.00 Professional Svcs General Fund Planning General Fund Municipal Buildings General Fund Police Protection General Fund .. I ", U, \7 C' '. it Ll O. .'i E"}RTM ITF �'], - t 1 0LO i�!�.0 - �_�'. 9,611.10 '";NDOR NAME D - T'E Da SC k.I P'P I OSd 4/12/10 MUbiICI -PALS 4/12/iO MICHELLE 65.00 4/12/10 NGt7YEN, MICHELLE 4/12/10 MAR MILEAGES 99.50 STRATEGIC INSIGHTS Co 4/12/10 2010 SOFTWARE CIP UPGRADE 721.4_ 4/12/10 * *PAYROLL EXPENSES QTR FIRE & SAFETY SVC 3 /29/2010 - 99/99/9999 5,083 -46 2ND QTR FIRE & SAFETY SVC TOTAL: 6,793.72 KENNEDY & GRAVEN, CHARTERED 4/12/10 JOHNSON MATTERS 4,341.58 3/30/10 FICA W/H 4/12/10 GENERAL MATTERS 1,500.00 MEDICARE W/H POTTS, KENNETH N. 4/12/10 MAR PROSECUTIONS 2,291.66 DEDUCTS -PERA 229.84 TOTAL: 8,133.24 MILEAGE EFTPS - FEDERAL W/H 3/30/10 FICA W/H 290.05 P. SVC 02/21 -03/20 35.08 3/30/10 MtEDICARE W/H 67.83 PERA 3/30/10 P/R DEDUCTS -PERA 371.59 SUN PATRIOT NEWSPAPERS 4/12/10 PLANNING COMM ERG 03/27 33.08 4/12/10 PERMIT HEARING 03/27 26.46 MUNICI -PALS 4/12/10 SPRING WORKSHOP -BRAD N. 65.00 NIELSEN, BRADLEY 4/12/10 SLUC - NIELSEN & HASEK /PRKG 138.80 SUN NEWSPAPERS 4/12/10 CUP SUBST LOT 03/25 42.90 4/12/10 ZONING PERMITS 03/25 35.75 VERIZON WIRELESS 4/12/10 BRAD N. SVC 02/11 -03/10 111.45 * *PAYROLL EXPENSES 3/29/2010 - 99/99/9999 5,308 TOTAL: 6,491.33 CULLIGAN BOTTLED WATER 4/12/10 DRINKING WATER SVC 53.14 G & K SERVICES 4/12/10 CH SVC 98.66 PAETEC 4/12/10 02/26 -03/25 SVC 135.86 CENTERPOINT ENERGY 4/12/10 GAS 02/18 -03/18 216.33 XCEL ENERGY 4/12/10 STREET LIGHTS SVCS 555.65 PANCHYSITYN, JEAN 4/12/10 C.H. GEN SUPPLIES 73.84 PITNEY BOWES CREDIT CORP 4/12/10 1ST QTR LEASE 334.70 QWEST 4/12/10 03/25 -04/25 SVC 111.91 WARNER CONNECT 4/12/10 APR SVC 2,800.00 4/12/10 SHAREPOINT TRAINING 500.00 4/12/10 APR '09 SVC 2,800.00 4/12/10 CONTRACT SVC 1,400.00 CLASSIC CLEANING COMPANY 4/12/10 MAR C.H. SVC 531.01 XCEL ENERGY SO LK MTKA POLICE DEPT Fire Protection General Fund EXCELSIOR FIRE DISTRICT Protective Inspections General Fund EFTPS - FEDERAL W/H PERA PAZANDAK, JOSEPH T- MOBILE TOTAL: 9,611.10 4/12/10 STREET LIGHTS SVCS 3.67 4/12/10 2ND QTR LEASE 57,017.00 4/12/10 APR OPERATING BUDGET EXP 78,829.00 TOTAL: 135,849.67 4/12/10 2ND QTR FIRE & SAFETY SVC 74,528.33 4/12/10 2ND QTR FIRE & SAFETY SVC 68,157.24 TOTAL: 142,685.57 3/30/10 FICA W/H 176.95 3/30/10 MEDICARE W/H 41.38 3/30/10 P/R DEDUCTS -PERA 229.84 4/12/10 MAR MILEAGE 115.50 4/12/10 JOE P. SVC 02/21 -03/20 35.08 04..08..2010 2:13 AM :> iC N (' 7 REPOR'T' DY DEPART MEPST - APR 12 20 EPARPMEN7: FUND V ENDGk NAME' DATE D CR i'S_O"v AMOUTT7 *I PAYROLL EXPENSES :/29/2010 - 99/99/9999 3,283,38 TOTAL: 3,882.13 City Engineer General Fund EFTPS - FEDERAL W/H 3/30/10 FICA W/H 186.92 3/30/10 MEDICARE W/H 43.71 PERA 3/30/10 P/R DEDUCTS -PERA 211.74 MUNICI -PALS 4/12/10 JAMES 65.00 -PAYROLL EXPENSES 3/29/2010 - 99/99/9999 3,024.80 TOTAL: 3,532.17 Public Works General Fund EFTPS - FEDERAL W/H 3/30/10 FICA W/H 333.97 3/30/10 MEDICARE W/H 78.11 PERA 3/30/10 P/R DEDUCTS -PERA 393.12 BOYER TRUCK PARTS DISTRIBUTION CTR. 4/12/10 SWITCH ASSEMBLY 109.86 4/12/10 MUFFLER & EXHAUST DUMP TRU 1,306.95 4/12/10 EXHAUST STRAPS DUMP TRUCK 29.72 CARQUEST AUTO PARTS 4/12/10 HEATER HOSE 32.00 4/12/10 BEARING SWEEPER 123.90 4/12/10 24 OIL FILTERS 352.52 4/12/10 BEARING RETURN 61.95- 4/12/10 BEARING RETURN 61.95- 4/12/10 SYNTHETIC LUSE 28.90 4/12/10 HYDRAULIC CLAMP 6.63 4/12/10 BELTS 19.25 DELEGARD TOOL CO 4/12/10 DA SANDER & CREEPER 171.80 G & K SERVICES 4/12/10 PW SVC 964.14 MACQUEEN EQUIPMENT, INC. 4/12/10 ELEVATOR SHAFT SWEEPER 149.22 PAETEC 4/12/10 02/26 -03/25 SVC 46.90 MENARDS 4/12/10 BAGS CEMENT 25.44 AMERICAN MESSAGING 4/12/10 APR PAGER 8.99 CENTERPOINT ENERGY 4/12/10 GAS 02/18 -03/18 670.86 XCEL ENERGY 4/12/10 STREET LIGHTS SVCS 438.86 PARTS ASSOCIATES, INC. 4/12/10 PAINTS & GLOVES 143.90 LUBE - TECH 4/12/10 SOLVENT /GEAR LUBE /DETERGEN 573.00 SHOREWOOD TRUE VALUE 4/12/10 HARDWARE 13.12 4/12/10 PIPE 2.12 SPEEDWAY SUPERAMERICA LLC 4/12/10 GAS 3,037.81 ZEE MEDICAL SERVICE 4/12/10 FIRST AID SUPPLIES 175.70 CLASSIC CLEANING COMPANY 4/12/10 MAR P.W. SVC 316.46 CRYSTEEL TRUCK EQUIPMENT 4/12/10 END CAP STROBE BAR OLD TRU 56.39 WASTE MANAGEMENT -TC WEST 4/12/10 APR SVC 300.68 -PAYROLL EXPENSES 3/29/2010 - 99/99/9999 5,615.86 TOTAL: 15,402.28 Streets & Roadways General Fund EFTPS - FEDERAL W/H 3/30/10 FICA W/H 323.15 3/30/10 MEDICARE W/H 75.58 PERA 3/30/10 P/R DEDUCTS -PERA 369.21 DALE GREEN CO 4/12/10 YARDS PULVERIZED DIRT 545.06 SHOREWOOD TRUE VALUE 4/12/10 GARDEN RAKES 44.87 ZARNOTH BRUSH WORKS, INC 4/12/10 CASES BROOMS ST SWEEPER 130.65 UNIQUE PAVING MATERIALS CORP. 4/12/10 COLD PATCH 965.88 4/12/10 COLD PATCH 1,023.33 4/12/10 COLD PATCH 1,1.28.87 0 °,..201.0 12'li AM C O Ii N C_ 'L R ORT -, 3Y DEPAP.1' - APR 2, 2010 PAGE: .. DEP_I kR MEN- FUiyD VENDOR `SAME D ATE D SC ' -10N _. _. AMOUNT',_ ° *PAYROLL EXPENSES 3/29/2010 .- 99/99/9999 TOTAL: 9,881.31 Traffic Control /Str Li General Fund EGAIT -MCKAY ELECTRICAL 4/12/10 LIGHTING REPLACEMENT 513.00 XCEL ENERGY 4 /12/10 STREET LIGHTS SVCS 21.06 4/12/10 STREET LIGHTS SVCS 3,162.17 4/12/10 5700 CTY RD 19 31.73 4/12/10 5700 CTY RD 19 UNIT LIGHTS 180. TOTAL: 3,908.08 Parks & Recreation General Fund EFTPS - FEDERAL W/H 3/30/10 FICA W/H 260.53 3/30/10 MEDICARE W/H 60.92 PERA 3/30/10 P/R DEDUCTS -PERA 323.45 COMMUNITY REC RESOURCES 4/12/10 PARK COORDINATOR 03/15 -04/ 1,260.00 INTELLIGENT PRODUCTS INC 4/12/10 MUTT MITTS 444.06 LINK, CLARE T. 4/12/10 PARK MEETING 03/23 200.00 PAETEC 4/12/10 02/26 -03/25 SVC 145.60 CENTERPOINT ENERGY 4/12/10 GAS 02/18 -03/18 222.64 XCEL ENERGY 4/12/10 STREET LIGHTS SVCS 835.72 WACONIA FARM SUPPLY 4/12/10 WEED WHIP LINE 56.55 —PAYROLL EXPENSES 3/29/2010 - 99/99/9999 4,620. TOTAL: 8,430.30 Unallocated Expenses General Fund MEDICA 4/12/10 APR MEDICAL PREM 12,781.58 UNUM LIFE INSURANCE CO 4/12/10 APR LIFE PREM 1,235.20 PRINCIPAL FINANCIAL GROUP 4/12/10 APR DENTAL PREM 765.6 TOTAL: 14,782.46 Park Capital Improveme Park Capital Impro MIDWEST PLAYSCAPES, INC. 4/12/10 PARK CIP- SILVERWOOD 50oDEP 5,000.00 TOTAL: 5,000.00 Equipment Replacement Equipment Replacem CRYSTEEL TRUCK EQUIPMENT 4/12/10 2010 FORD DUMP TRUCK 62,377.33 4/12/10 2010 FORD DUMP TRUCK 10,343.38 TOTAL: 72,720.71 Street Capt Improvemen Street Capital Imp ELECTRICAL INSTALLATION & MAINTENANCE 4/12/10 INSTALL LIGHT AT GLEN RD 625.00 REED BUSINESS INFORMATION 4/12/10 ST /DRAINAGE /UTILITY 03/15 263.22 4/12/10 ST /DRAINAGE /UTILITY 03/22 263.22 SUN NEWSPAPERS 4/12/10 PROJ 14536 - 03/18 & 03/25 155.51 TOTAL: 1,306.95 Senior Community Cente Southshore Communi EFTPS - FEDERAL W/H 3/30/10 FICA W/H 51.11 3/30/10 MEDICARE W/H 11.96 PERA 3/30/10 P/R DEDUCTS -PERA 57.71 COMMUNITY REC RESOURCES 4/12/10 SSCC ASSISTANT 03/05 -04/01 210.00 4/12/10 2ND QTR SSCC 2,500.00 G & K SERVICES 4/12/10 SSCC SVC 48.26 OFFICE DEPOT 4/12/10 GEN SUPPLIES 7.66 CENTERPOINT ENERGY 4/12/10 SSCC -GAS 02/18 -03/19 249.58 XCEL ENERGY 4/12/10 5735 CTRY CLUB RD - 2/23 -3/ 532.73 DREW KRIESEL 4/12/10 SSCC MAR SVC 205.00 4/12/10 SSCC MAR SVC 625.00 WASTE MANAGEMENT -TC WEST 4/12/10 SSCC - APR SVC 134.14 04. -08 -2010 :13 AM C' 0 7: N C: I i_, REPORT EV DEPa}aM2NT - APR 72, 2010 -ACE. J:3P, R:MENT ;FUND V'L_,DDOi At -0i; DATE, 7)i ,CRIPT =0X AMOt','v " ** PAYROLL EXPENSES 3/29/20'0 - 99/99/9999 824 S:OTAL: 5, ^- -57.50 NON - DEPARTMENTAL Water Utility MN DE'PARTMEN'T` OF HEALTH 4/12/10 1ST QTR WA STATE SU'RCHRG 2,098.00 TOTAL: 2,098.00 Water Water Utility EFTPS - FEDERAL W/H 3/30/10 FICA W/H 155.23 3/30/10 MEDICARE W/H 36.32 PERA 3/30/10 P/R DEDUCTS--PERA 179.05 HAWKINS, INC. 4/12/10 CHLORINE 70.00 GOPHER STATE ONE -CALL, IN 4112110 MAR SVC 43.00 PAETEC 4/12/10 02/26 -03/25 SVC 98.70 4/12/10 02/26 -03/25 SVC 100.25 MIDWEST MAILING SYSTEMS INC 4/01/10 1ST QTR UTILITY PSTG & SVC 299.20 4/01/10 1ST QTR UTILITY PSTG & SVC 85.00 4/12/10 1ST QTR UTILITY ADDT'L SVC 0.19 4/12/10 1ST QTR UTILITY ADDT'L SVC 10.18 AMERICAN MESSAGING 4/12/10 APR PAGER 4.50 CENTERPOINT ENERGY 4/12/10 GAS 02/18 -03/18 107.56 4/12/10 GAS 02/18 -03/18 154.97 SPRINT 4/12/10 SVC 02/13 -03/12 93.55 XCEL ENERGY 4/12/10 24253 SMITHTOWN RD 2/23 -3/ 555.22 4/12/10 STREET LIGHTS SVCS 425.81 4/12/10 STREET LIGHTS SVCS 565.85 4/12/10 STREET LIGHTS SVCS 1,977.49 SHOREWOOD TRUE VALUE 4/12/10 PAINT SUPPLY 18.67 - 4/12/10 PLUMB & BLDG 75.25 TONKA EQUIPMENT CO 4/12/10 GASKET FILTER TANK -S.E WEE 45.03 TWIN CITY WATER CLINIC 4/12/10 AUG BACTERIA ANALYSIS 100.00 QWEST 4/12/10 03/25 -04/25 SVC 60.08 4/12/10 03/25 -04/25 SVC 60.08 HD SUPPLY WATERWORKS, LTD. 4/12/10 WATER METER PARTS 557.33 * *PAYROLL EXPENSES 3/29/2010 - 99/99/9999 2,557.90 TOTAL: 8,436.41 Sewer Sanitary Sewer Uti EFTPS - FEDERAL W/H 3/30/10 FICA W/H 243.01 3/30/10 MEDICARE W/H 56.83 PERA 3/30/10 P/R DEDUCTS -PERA 280.82 CITY OF EXCELSIOR 4/12/10 CPR TRAINING FOOD 51.30 EXCELSIOR FIRE DISTRICT 4/12/10 CPR TRAINING -FEB 3, 2010 210.00 GOPHER STATE ONE -CALL, IN 4/12/10 MAR SVC 43.00 MIDWEST MAILING SYSTEMS INC 4/01/10 1ST QTR UTILITY PSTG & SVC 299.20 4/01/10 1ST QTR UTILITY PSTG & SVC 85.00 4/12/10 1ST QTR UTILITY ADDT'L SVC 0.19 4/12/10 1ST QTR UTILITY ADDT'L SVC 10.18 AMERICAN MESSAGING 4/12/10 APR PAGER 4.50 SPRINT 4/12/10 SVC 02/13 -03/12 93.55 XCEL ENERGY 4/12/10 STREET LIGHTS SVCS 402.74 VERIZON WIRELESS 4/12/10 L.S. 02/22 -03/21 214.66 * *PAYROLL EXPENSES 3/29/2010 - 99/99/9999 4,011.6 TOTAL: 6,006.67 Recycling Recycling Utility EFTPS - FEDERAL W/H 3/30/10 FICA W/H 17.01 3/30/10 MEDICARE W/H 3.98 PERA 3/30/10 P/R DEDUCTS -PERA 19.20 MIDWEST MAILING SYSTEMS INC 4/01/10 1ST QTR UTILITY PSTG & SVC 299.20 09 -08 -2010 -2:13 AP! C C C F RE-ORT BY DEPA -I'7 fi N ".' - APR i.2, 2010 PYC.E: =, 7 FPx. R r • EITT FUND VENDOR U l"4E DATE DISCR P' I ON 3I2OUNT 1 - __ / 01 /10 1ST QTR UI'TLTTY PSTG & SVC 85.00 4/12/30 1ST QTR UTILITY ADDT'T., SVC 0.19 4/12/10 1ST OTR UTILITY ADDT'L SVC 10.18 ALLIED WASTE SERVICES 4894 4/12/10 APR RECYCLING SVC 13,840.20 —PAYROLL EXPENSES 3/29/2010 - 99/99/9999 274.34 TOTAL: 14,549.30 STORMWATER MANAGEMENT Stormwater Managem EFTPS - FEDERAL W/H 3/30/10 FICA W/H 88.25 3/30/10 MEDICARE W/H 20.64 PERA 3/30/10 P/R DEDUCTS -PERA 103.83 MIDWEST MAILING SYSTEMS INC 4/01/10 1ST QTR UTILITY PSTG & SVC 299.20 4/01/10 1ST QTR UTILITY PSTG & SVC 85.00 4/12/10 1ST QTR UTILITY ADDT'L SVC 0.18 4/12/10 1ST QTR UTILITY ADDT'L SVC 10.17 MIDWEST TRENCHLESS TECHNOLOGIES INC 4/12/10 2009 SANITARY CLEAN & TELE 2,860.00 "PAYROLL EXPENSES 3/29/2010 - 99/99/9999 1,483.42 TOTAL: 4,950.69 FUND TOTALS = = = -- — - - - - - -- 101 General Fund 403,994.61 402 Park Capital Improvements 5,000.00 403 Equipment Replacement 72,720.71 404 Street Capital Improvemen 1,306.95 490 Southshore Community Ctr. 5,457.50 601 Water Utility 10,534.41 611 Sanitary Sewer Utility 6,006.67 621 Recycling Utility 14,549.30 631 Stormwater ManagementUtil 4,950.69 GRAND TOTAL: 524,520.84 TOTAL PAGES: 6 EM The city's main photocopier is approaching 10 years old; it was scheduled for replacement in 2009; during the 2009 budget discussions, this was extended out one year to 2010. The following considerations support the purchase of a new copier at this time: Existing Copier Concerns: • The biggest problem now with the existing Hitachi copier (made by Konica Minolta) is with the print quality, which has deteriorated more over the past year and a half; this was most noticeable during and after the reconstruction of city hall, with the copier being exposed to construction sheetrock dust. The service technicians have cleaned it more than once, but the print quality has never been the same. The service technicians have indicated that parts are getting harder and harder to find, and we will soon be at a point with the Hitachi where we are not going to have a guarantee on service response time, due to the difficulty in getting parts. We have been informed that the copier will need to be taken off of the service contract within the next year or two, as parts become more expensive due to not many parts being available. The service contract is much higher on an older machine than a new one. New Copier Benefits: • The print quality would be much better than the existing copier. • We would see a cost savings on the service contract with the new copier (going from $0.0145 /copy to $0.0067 /copy). We would be locked into the $0.0067 /copy rate for 3 years. Based on 11,000 copies /month, this equates to a cost savings of $86 /month. • The new copier would be networked, so staff will be able to print to it; and it has the function of scan to an email and to a folder on the network (the current Hitachi is not networked, so these functions are not currently available). • The new copier would have the function of letter -fold, so letters would not have to b e h - folded, which will save time, especially when processing larger mailings. Copier Quotes Staff received quotes from five copier vendors; out of the five vendors, two provided a quote on a Ricoh copier, two provided a quote on a Konica Minolta, and one provided a quote on a Canon copier. The two lowest priced copiers were selected for further evaluation. This included the Ricoh from Metro Sales, and Council Action: the Konica Minolta from Advanced Imaging Solutions (AIS). The city's existing Ricoh color copier was purchased from Metro Sales, and the city's existing Hitachi copier was purchased from AIS. Both vendors have provided excellent service and assistance over the life of the copiers. All copiers were quoted with the following similar features: copy rate of 60 pages per minute; finisher that includes stapling (in multiple positions), 2 and 3- hole - punching, and various folding options; ability to add it to the network so it will serve as a printer and scanner. 1, along with staff members Pat Fasching, Patti Helgesen and Michelle Nguyen, visited the vendors to test the machines. We all agreed that the Konica Minolta from AIS was the best machine. The cost comparison is provided in the following table: Preferred Copier The Konica Minolta is the preferred copier for several reasons: • The existing Hitachi copier was made by Konica Minolta; it has been an excellent copier and AIS has provided excellent service. • The purchase price and service cost per copy is the lowest cost quote received. • It can staple, hole - punch, and Z -fold a job all at once — a feature that our current Hitachi copier has, which is used quite often by staff. The Ricoh is limited to performing two of those functions at once. • It has a tilting control panel design, making it not only convenient for wheelchair access, but also a benefit in our current workroom, which has a skylight above the copier location. This skylight makes it difficult to see a flat control screen on the top of the copier on a sunny day. • It has a much cleaner paper jam clearing system, with only a few places to check for paper jams, compared to the Ricoh which had dozens of places for a paper jam. • The footprint of the Konica Minolta is smaller than the Ricoh, making it a better fit in our workroom. AIS will remove the existing Hitachi copier upon delivery of the new copier at no cost to us (they indicated they will pay $285 plus $0.37 per pound for disposal). AIS will provide staff training on the new copier and print driver, and will work with Warner Connect on adding it to the network. A network connection was put in place as part of the city hall remodeling project, so no further expense is required to have the copier added to the network. Options Authorize the purchase of the Konica Minolta from AIS at a cost of $12,587 plus tax, for a total cost of approximately $13,550. The CIP has $20,000 allocated for a photocopier. Do not authorize purchase. Staff Recommendation Staff recommends Council choose Option 1. izub,,.f1 TYPE: TONER TYPE: MONTHLY DUTY CYCLE: PRINT /COPY SPEED: _ PRINT /COPY RESOLUTION: SCAN SPEED /SCAN RESOLUTION: SCAN FILE FORMATS: MEMORY /HARD DISK DRIVE: ORIGINAL SIZE: PAPER SIZE: PAPER WEIGHT: WARM -UP TIME: FIRST COPY: COPY QUANTITY: STANDARD PAPER SUPPLY: MAGNIFICATION: HALFTONE REPRODUCTION: COPY EXPOSURE MODES: MAXIMUM PAPER CAPACITY: DOCUMENT FEEDER: _ POWER REQUIREMENTS: POWER CONSUMPTION: DIMENSIONS (W x O x H): WEIGHT: _ OPTIONS: bizhub 0 AVAILABLE PRINT /COPY FUNCTIONS: AVAILABLE SCAN FUNCTIONS: AVAILABLE FAX FUNCTIONS: FAXING (with fax option): FAX TRANSMISSION SPEED: FAX EXPOSURE MODES: APPLICATIONS: MANAGEMENT TOOLS OPTIONAL SOFTWARE: 9°a Emperon Prin system PROCESSOR. RAM: H ARD DISK DRIVE: PAGE DESCRIPTION LANGUAGE: FONTS: _ PRINT DRIVERS: STANDARD INTERFACE PROTOCOLS: KC) N C t NO Ak- 'IC 2c Ccnhoile� requim 4.or pnn!ing. °Mav no be available at the time of launch_ PageScope EMS Plug -Ins PageScope Network Setup PageScope Data Administrator HDD Backup Utility PageScope Web Connection UserTools: PageScope Direct Print 1,024 MB (shared with main bod _ COUNCIL ACTION FORM The Excelsior Firefighters Relief Association (EFRA) has submitted the following documents in support of its annual fundraising event (dance) at the Fire Station located at 24100 Smithtown Road on Friday, July 16, 2010. The event will take place between the hours of 5:00 P.M. and Midnight. This will be the 26th year that the EFRA has held this fundraising event. This will be the sixth year this event has been held at the Fire Station at 24100 Smithtown Road. It is the EFRA's only fundraising event, and has historically been profitable. 1) Temporary 3.2 Percent Malt Liquor License This is a temporary license to serve 3.2 percent malt liquor on the day of the event, July 16, 2010, between the hours of 5:00 P.M. and midnight. Prior to the event, the individuals serving alcohol will be attending an alcohol training session provided by the South Lake Minnetonka Police Department. Approval of the license is contingent upon receipt of appropriate Certificate of Liquor Liability Insurance, which the EFRA is in the process of securing. The EFRA is requesting the $25 license fee be waived, as in past years (as the City is a member of the Excelsior Fire District). A resolution is attached for Council consideration. 2) Special Event Permit. The applicant has submitted a Special Event Permit application. The applicant proposes to provide shuttle service to the site from downtown Excelsior municipal lots. Parking is also available at Shorewood City Hall. On- street parking will not be allowed on Echo Road, Shorewood Lane or Minnetonka Drive. The Special Event permit has been approved by the Zoning Administrator, the EFD Fire Chief, and the SLMPD. As in past years, the EFRA will coordinate additional law enforcement needs with the SLMPD. A copy of the Special Event Permit application is attached. Approval of the permit is contingent upon receipt of the Certificate of Liability Insurance. r-. - A P A,+;^ l - Approval of the following permits in support of the Excelsior Firefighters Relief Association annual fundraising dance on July 16, 2010, from 5:00 P.M. to Midnight, at 24100 Smithtown Road: Council Action: 1) Adopt a Resolution approving the Temporary 3.2 Percent Malt Liquor License, contingent upon receipt ofthe appropriate Certificate of Liquor Liability insurance and to waive the $25 license fee (as the City is a member ofthe Excelsior Fire District); 2) Approval of the Special Event Permit, contingent upon receipt of the Certificate of Liability Insurance. CITY OF SHOREWOOD RESOLUTION NO. 10- A RESOLUTION APPROVING A TEMPORARY 3.2 PERCENT "ON-SALE" MALT LIQUOR LICENSE WHEREAS, the Shorewood City Code, Section 402 provides for the licensing of the sale of 3.2 percent malt liquor in the City; and WHEREAS, said Code provides that an applicant shall complete an application, and shall fulfill certain requirements concerning insurance coverage, and; WHEREAS, the applicant has satisfactorily completed an application, and has fulfilled the requirements for the issuance of a temporary license for the "on-sale" of 3.2 percent malt liquor: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: That a temporary license for the "on-sale" of 3.2 percent malt liquor be issued to the Excelsior Fire Fighters Relief Association, for its fundraising event on July 16, 2010 from 5:00 P.M. to Midnight, at 24100 Smithtown Road. BE IT FURTHER RESOLVED by the City Council of the City of Shorewood that the Temporary 3.2 Percent malt liquor license fee be waived. ADOPTED by the City Council of the City of Shorewood this 12th day of April, 2010. Christine Liz6c, Mayor ATTEST: Brian Heck, City Administrator/Clerk Z CITY OF ED SHOREWOOD RE' EIVEI PERG."' T OR LICENSE J -1 2 Ey ME—C-21 H 01"RHE V', L N > API TCATION LL I 5755 Country Club Road - Shorewood, Minnesota 55331 - (952JI14:12��� Office Use. New: Renewal:____ (*See Ordinance Section 402.09 for pro rata fees) I -t I 6t Application Fee*: Receipt 4 1' Permit License Period ( TT �___ Application is for: 3,2 Percent Malt Liquor _� �_On -Sal ($300) Off-Sale ($50) _jAk - Ct4Z� 4-CWt e U I V -f car_ Type of Business: — Individual Owner — Partnership _& Corporation Date ate of Birth: (Individual) Home A (Individual, Partnership, Corporation) Home Address -6 1 Q 0 S VAvL L [�_ef Home Phone: 4 Are you a U.S. Citizen? — Yes No If No, Country of Citizenship License Location: Qq1C0__. Street City State Zip Phone How long has Applicant been in business at license location: 7 Owner of Premise: Home Address: 0 Manager of Premise Home Address: (Z'A. Phone: 'U� Phone: Ho Name of Home Office: Address: Phone: City, State & Zip: If Business is a Partnership or Corporation: (list name, title, home address and telephone number of each partner or officer - attach separate list, if needed): A 0 "It Description of Business: (be specific) P-, � i' �' C_ F as the Applicant 0 20Y assou'a-tcs 11 (his application, had ail application f'or a I quor ice a I 1 11 C Jutoxl- cathig or nonintoxicating) rejected by any munic I pall iv or State authority; it so, give (late and details, - V Has the Applicant, or any associates of this application, during the past five years, ever had a license under the Minnesota Liquor Control Act revoked for any violation of such laws or local ordinances? If yes, give date and details. '� " Yes No '-J Has the Applicant, any associates of this application, or employees while employed by the Applicant, been convicted of any liquor law violations in this state, or tinder Federal Laws, during the past five years? if Yes, give date(s) and details. I z Yes 'Y No Required Attachments: . Bond, Insurance or Cash Requirement as noted in Ordinance Section 402,07 I certify that I have read the above questions and that the answers and facts set forth in the foregoing application are true and correct of my own knowledge. -// ofApplicant Q Date POLICE REVIEW: This is to certify that the applicant, and the associates, named herein have not been convicted within the past five years for any violation of the Laws of the State of Minnesota, or City of Shorewood relating to liquor sales (Attach report, if necessary) Police Chef or Designee Date Date €. OF S1=ZORo,WOOD 57 .i C::OnntVY C1uh 1 mi(1, SIB€ rewood TNIN 55331 SUPPLEMENT TO 3,2 PERCENT MALT LIQUOR LICENSE APPLICATION Applicant Name: Exce Fire _Fi hter Relief Associa Name of Responsible Person � } CJ€1�1 � �t �� Y',V�_, � pl #one k.lt e111 � d3 0 , Note: The Responsible person must be present at all tinges daring (l#e tithe of event. - �e'� m•l�v€ Date of Event: °� � � r j 'Time of Event: from 4 1 to /;) Number of people expected in attendance -S Measures applicant proposes to take to ensure orderly conduct a control of attendees: il L'.C- Air�{C�.- \�ice �'"'C -'Y -1 k -e.'4"� -)V` L T -°' �'tl Ca,(,t,z 1 ��4'l dt.w S C%�i4j 5 {tv- +,,�,1'v;t ✓a V Measures applicant proposes to take to clean-up the area following conclusion of event: ✓,. i::cA',vv� • t v t,�r�sa,.ar.�ec� e (� {, � >uc•.�G. �F- A Permit to serve 3,2 Percent Malt Liquor is subject to the following conditions: 1. No glass containers of any kind shall be permitted to be used or brought into the area for dispersion of food or beverages for any reason whatsoever. 2. Groups of 25 or more shall disperse non - intoxicating malt beverages from kegs only and shall provide plastic or paper cups for individual use. 3. No vehicles shall be allowed on the event site. Only those vehicles required for the transport and dispersing of food and beverages shall be allowed on site. 4, The applicant(s) has/have provided proof of aggregate liquor liability v1SUrance as Indicated ill §402,07 of the Shorewood City Code, and agrees in writing to hold the City of Shorewood harmless for any personal injury claims resulting from use of the Public Safety Facility grounds. The Certificate of insurance must show the City of Shorewood as "also insured." As the representative for the above -named organization, Z hereby agree to hold tale City of Shorewood harmless for any personal injury claims resulting from the use of the Public Safety Facility property located at 24100 and 241.50 Smithtown Road, as authorized by this permit, �• rl/ � c� ` 1 t` ` /�-� S#gnatt #r Date 416, zo-016 A T)nl)AlIAT 0. SP ECIAL EVEN Today's Date [T APPLICATION (Pursuant to City Code, Chapter 505) Application Fee: n/a Receipt # n/a there witt be perso • location, date, time, purpose, names of all sponsors, and the number of persons anticipated will be in attendance. Permit for Additional Events: Within a period of 6 months following such event, no additional event(s), at which it may reasonably be anticipated that there will be more than 75 persons in attendance, shall be permitted at the same location unless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council. Application for such permit shall be made to the City Clerk. Event Location: �` •�� i'� li `vLE :�� Date of Event: Number of Persons (anticipated) to Attend: Time: I I X "� Enforcement A police officer may order all persons present in any such group or gathering from which such noise emanates, other than the owners or tenants of a dwelling unit, to irnrnediately disperse fiom said event in lieu of being charged under this Chapter should the continued health, safety, comfort, and repose of the public be in jeopardy, or if the event is in violation ofthe provisions of Chamber 501 of the Shorewood City Code. Failure to comply with the conditions ofthe Special Events Permit may result in police enforcement. Applicant's Signature Date: Allow 5 business days for processing For Office Use Only Original: City„D€ 5oree 55 Country Club Road, Shorewood, lvIN 55331 Copy to: South Lake Minnetonka Police Department, Fire Marshal, Applicant . , , Handicap parking on site (east side ofstation) Limited near-site parking (Shorewood PVV lot and City Hall parking lot) Buses pick upat Gary's Firstc|asscercane — ParkinQ in East and West lots in Excelsior Event to be Registered: Any person or persons sponsoring a event at which it may reasonably be anticipated that there be more than 75 persons ill attendance shall, prior thereto, register such event with the City Clerk, giving the location, date, tittle, purpose, names of all sponsors, and the number of persons anticipated will be ill attendance. Permit for Additional Events: Within a period of G months following such event, no additional event(s), at which it may reasonably be anticipated that there will be more than 75 persons in attendance, shall be permitted at the saute location unless the pet or pet who propose to sponsor the same shall first have obtained a special permit therefore approved by tite City Council. Application for such permit shall be made to the City Clerk. Event Location: �;Xlry�t / ;� • din � l! 1��,� �'w� ��+.�rw1� of Event: `� °. { (o ' {�) Number of Persons (anticipated) to Attend: Purpose -ex- Sponsor'sName(s) 1�xt..e�St��r rinr..c�,c✓s' 12� �r� J OL_•. - - - -__ �____ Daytime Phone #: X3.3 - 33Q Evening Phone # Special Parking or Safety Provisions (e.g,, traffic control, parking, pedestrian access): En foreetitent Apolice officer may order alt persons present in any such 0 or gathering fi•ottt which such noise emanates, outer than the owners or tenants of a dwelling unit, to immediately dispetse from said event in lieu of being chatged ruder this Chapter should the continued liealtlt, safety, comfort, and repose of the public be in jeopardy, or if the event is in violation of die provisions ofCliautber 501 of tile Shorewood City Code, Failttro to comply with the conditions of the Special Events Pemtit may result in police enforcement. Applicant's Signature: c � ?dL/ ! Date: Allow 5 business days for processing rl'1nte: q /I: jj-t A ----------------- --------------- - - - - - -- -------- -- - - - - -- For Office Use Only --------------- X�C�S �+2c d)��r /Yt U� t ��x3rc�rnlZ4 [ W, r-Lt a , t ,y lac' �1 iNrr TU�vk�9 j � � SL1`4PD: L.a ��I, ��c�,� -� Date: ,io Fire Marshal: a . ea tAch ° d Date. Zoning Administrator: City Administrator: Date: Date: Original: City of Shorovood, 5755 Country Club Road, Sltoratcood, 61\ 55331 Copy to: Sondt Lake Minnetonka Police Department, Fire Marshal, Applicant Jean From: Scott Gerber [sgerber excelsiorfire.org] Sent: Wednesday, March 03 2010 10:10 AM To: Jean Panchyshyn Subject: RE: FFRA Annual Dance Permits Jean --- I approve — do you want me to sign or do you just want to sign my name? Scott "The unauthorized disclosure or interception of e -mail is a federal crime. See 18 U.S.0 SEC. 2517(4). This e -mail is intended only for the use of those whom it is addressed and may contain information which is privileged, confidential and exempt from disclosure under the law. If you have received this e -mail in error, do not distribute or copy it. Return it immediately to the sender with attachments, if any, and notify the sender by telephone." From: Jean Panchyshyn [ mailto: JPanchyshyn @ci.shorewood.mn.us] Sent: Tuesday, March 02, 2010 3:41 PM To: Scott Gerber; Lynn Tollberg Subject: EFRA Annual Dance Permits Attached are two permits for your approval relating to the Excelsior Firefighters Relief Association annual fundraising event to be held July 16, 2010. Thanks! Jean Panchyshyn Deputy Clerk City of Shorewood Ph: 952- 960 -7911 Fax: 952- 474 -0128 COUNCIL ACTION FORM Department Engineering Council Meeting 4/7/10 Item Number:D From James Landini, P.E. moving system. 1. By resolution, authorize the drain the connection. 2. Do nothing. Staff Recommendation Staff recommends that the City Council approve the attached resolution authorizing a license agreement with David and Abigail Klanecky. Council Action: CITY OF SHOREWOOD RESOLUTION NO. 10- A RESOLUTION AUTHORIZING MAYOR OR CITY ADMINISTRATOR TO EXECUTE A LICENSE TO ALLOW DRAINTILE CONNECTION IN STRAWBERRY LANE RIGHT-OF-WAY WHERE AS, the City of Shorewood (City) has been petitioned to enter into a license agreement to allow a draintile connection in the Strawberry Lane Right-of-Way with David & Abigail Klanecky (Resident) of 6090 Strawberry Lane; and WHEREAS, in order for the City to enter into a license agreement, a License Agreement with the Resident has been prepared, and establishes conditions for the use of such infrastructure. NOW, THEREFORE BE IT RESOLVED that the City of Shorewood City Council hereby approves and authorizes the Mayor or the City Administrator to execute the License Agreement on behalf of the City. ADOPTED by the City Council of the City of Shorewood this 12th day of April, 2010. Christine Liz6e, Mayor ATTEST: Brian Heck, City Administrator/Clerk LICENSE TO ALLOW DRAiNTILE CO ECM IN CITY RIGHT-OF-WAY The Landowner acknowledges that the draintile connection on the property at 6090 Strawberry Lane is or will be located entirely or partly on the right-of-way. consideration of the City's agreement to allow the draintile connection to remain in its right-of-way, the Landowner agrees to hold the City harmless from any claim of damage against the City arising out of the draintile connection. 3. Additionally, in consideration of this License, the Landowner agrees to bring nst claim against the City for damage to the draintile connection caused by City's agents or employees in the maintenance of the right-of-way. 4. Landowner acknowledges that the City may, in its sole discretion require the removal of the draintile connection from its right-of-way, at any time in the future. Dated: LANDOWNER(S) David Klanecky CITY OF SHOREWOOD Brian Heck, City Administrator Abigail Klanecky The foregoing instrument was acknowledged before me this _ day of _, 2010. April 5, 2010 City of Shorewood Attene James Landini 5755 Country Club Road Shorewood, MN 55331 I would like to petition the City of Shorewood to allow me to run a drain pipe from the sump outlet at my residence to the drain the located adjacent to Strawberry Lane (in the front of my house) in order to prevent the excessive surface water buildup that is occurring behind any residence. Can you please confirm the city's support to do this? Regards, David Klanecky 6090 Strawberry Lane Excelsior, MN 55331 (952) 513 -8333 COUINICIL ACTION FORM am There are four individuals being recognized for their service on city board /commissions: 1) Sue Davis for almost eight years of service on the Park Commission from July 2002 - February 2010 2) Travis DeMers for two years of service on the Park Commission from March 2008 - February 2010 3) Bob Gagne for nine years of service on the Planning Commission from January 2001 - February 2010 4) Patrick Hodapp, for seven years of service on the Lake Minnetonka Communications Commission from May 2003 - January 2010 Council Action: Present recognition plaques to the individuals noted above. Council Action: COUNCIL ACTION FORM EM Tlno Litfn, Executive Director, Minnetonka Community Education, will be present this evening to provide a report on this year's Tour cle Tonka event, scheduled for August 7, 2010. The Excelsior Fire District and South Lake Minnetonka Police Department is aware of this event. The special event permit application and event route maps are attached. Council Action: information item; no action necessary. Council Action: K draf ! Events: 1 it a perio 6- months fo ' o such - � nt n 'it l e J ,- c h a �e ai,rt iei: ° :1�•ue , c..�:rw ! . . �. s. :rhl'� r,., ,.�`.r Ot .�_ ., . lsO`W. �3� i c_ , . �J a d dit i o n v f �S), «t �r' ��„ _ it may reasonably be anticipated that there will be more than 75 persons in attendance, shall be permitted at the same location unless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council. Application for such permit shall be made to the City Clerk. Event Location: 9C> c i dLun Est - Date of Event: l Number of Persons (anticipated) to Attend: 1 ime: �— .171° < S s Purpose k e Sponsor's Name(s) 14 t CC ,.c \ L4 Daytime Phone #: ( ) qo ` - Sb Lt 3 Evening PPYone # ( 1 1 0 �0 - 0 0 Special Parking or Safety Provisions (e.g., traffic control, parking, pedestrian access): Mum- Enforcement A police officer may order all persons present in any such group or gathering from which such noise emanates, other than the owners or tenants of a dwelling unit, to immediately disperse from said event in lieu of being charged under this Chapter should the continued health, safety, comfort, and repose of the public be in jeopardy, or if the event is in violation of the provisions of Chapter 501 of the Shorewood City Code. Failure to comply with the conditions of the Special Events Perin.-it may result in police enforcerraent. Applicant's Si mature: t� °, _ Date: _ pP g i Allow 5 business days for processing For Office Use Only SLMPD: Gt , G rf Date: Fire Marshal: of ..r Date: Zoning Administrator: City Administrator: Date: Date: Original: City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Copy to: South Lake Minnetonka Police Department, Fire Marshal, Applicant E'ennit f'or Additiortal EGYPlIft: Within a period of b months following such event, no gdditional event(s), at "vMch it inay reasonably be anticipated thiit there will be more than 75 persons in attendance, shall be. permitted at the saille location tuiless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council. Application for stick permit shall be mire to the City _lark. Event Location: r J S > r?'' e J4 - ]Date of Event: 02 11� Nllillbet - of Persons (allttGipHWU) t0 -lur l: r Purpose U -N' c�r. Sponsor's Nomc(s) Daylitne phone #: fit} _ (( Fvcning f' ne # / a,� d ` n, ,' 0 t? Special Parking or Safet�ons (e.g., traffic control, parking, pedestrian access): \) 4 la vk� _ ' p r.. _ _ t _ _ _ -r .. . .6 , t . . a , n ,..,,...r .� A U1/1< L ri In, I-F T Y' P, Y 14,1 d. 1I t~� U2 ill U Gti7r� �h?(f �e ri ultQ. . Enforcement Apolice oil`iccr may order all prisons present in any such group or gathering fi'oin which Stich Boise emanates, other than the owners or teliants of a dwelling Unit, to inirnediately disperse $nrn said event in lieu of being charged raider this Chapter should the continued health, safety, comfort, and repose of the public be in jeopardy, or if the event is in violation of the pa'ovisiorts of Chaptet 501 of the Shorewood City Code. Faihue to comply with the conditions of the Special Events ptnliit may result in police enforcealent. Applicant's Signature: t — Date: Allo`v 5 business clays for processing -- - - - - -- --------------- ­ ..... For Office Use Only ------------------------- -------------------- - - - - -- Minrietonka Community Ld., Mi n netonka public Schools shall be, responsible for costs of personn lir and equipment as deemed yess SLMPD: e. y�,�.ti Fire Marshal: Date: Zoning Administrator: Da City Administrator: Date: t]i{�ipal; pity 8r$It0[CW4od, 5755 COUOIYY CIUb Road, sltmwoodi Mid 5533 Copy 10: S'Ulllh i,4 C M1Ntc(onYB i N%pattmen(, FiroN lafa a), Applicant organizers of this event shall meet with the South Lake Minnetonka police Dept. and follow directives as outlined by the police department to insure safety oi: ;participants and staff of event: Jean From: Scott Gerber rber@xexoe iorfire.org] Sent Monday, March 2B.2O1O8:40Pk8 To: Jean Pgnchyshyn;Ko||berg@south|akmpd.00m Subject: RE: Tour deTonka Event Aug 7 jean —EFDhsuk with this. VVe know they are developing o plan for 2O1O. Can the email work em approval ordoyou wentmetoaignandmandbauk — "The unauthorized disclosure or interception of e-mail is a federal crime. See 18 U.S.0 SEC. 2517(4). This e-mail is intended only for the use of those whom it is addressed and may contain information which is privileged, confidential and exempt from disclosure under the law. If you have received this e-mail in error, do not distribute or copy it. Return it immediately to the sender with attachments, if any, and notify the sander by telephone." From: Jean Panchvshvn [nlaihDJPanchvuhvn@d.yhorevvood.mn.us] Sent: Monday, March 29 2010 11:34 AM To: lto|bero@south|ekeod.com; Scott Gerber Subject: Tour de Tonka Event Aug 7 Hi I have attached the Special Event Permit for the annual Tour de Tonka Bike ride — please review, sign and return to me upon completion of your review. Thank you! Jean Panchyshyn Deputy Clerk City of Shorewood Ph:S52-S00-7O11 Fax: 952-474-0128 1 ToufdeTonka 2010 v TourdeTonkd 2 olo To 2010 l.ateno .n Rd Sri �kwl rr Vu'e.yz°ata Blvd lwF - . ` ° lr � , ra Y ? tu"1 LongLake S 2 — i 0 'VZat i g �own SAY art Si _ V, L��ano6 FLi .201 ,13 r BAY BAY N Shone Dr BAY 2 t 4plES7 C Minnetrista Ski` is ARU l Minnetonka Ii[ .; 14{'sanetaaka Beach � ,, „ f �,,�� a Mound a A v m Spring Park Navarre T � m ,s La,4 - o h t{, Fim 1Y SPRWNr6 _ rs PA Ry A 7 PHELPS, Minnetonka A SAY CWDEGW —, t. �oaialaei¢as BAY c „, �` r 1 WO x 156 G2 r 02 6 Ldk ul F s Lak Apr Arborotur"t Blvd Chanhassen W 7 51r s 5 VIGt�P68 aE „A,W..a " T 0 _. va -o . 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MINUTES L CONVENE DARK. COMMISSION MEETING Cliair Norman cotivened the meeting at 7:00 p.m. A. Roll Call Present: Chair Norman, Commissioners Davis, Defers, Quinlan, Robb and Edmondson; City Council Liaison Zerby', City Administrator i- luck: and Building Official Pazandak Absent: Commissioner Trent B. Review Agenda Quinlan moved, Robb seconded to approve the agenda as amended. Move Item 7 to follow Item 3. Add Item 4B — Discuss Youth Sports Grant. 2. APPROVAL OF MINUTES A. Paris Commission Meeting Minutes of February 9, 2010 Robb moved, Edmondson seconded approving the Minutes of February 9, 2010 as presented. Motion carried 5/0. 3. MATTERS FROM THE FLOOR There were none. Chair Norman introduced the newest Park Commissioner, Suzanne Gaidos. Gaidos stated her family frequents many of the parks in Shorewood and surrounding areas and is looking forward to park development and the community. 7. APPOINT 2010 CHAIR AND VICE CHAIR Edmondson stated he would like to vote for .Jeremy as the chair and to Steve Quinlan as vice chair. He cited reasons for his nominations. Robb also supported the nominations. Quinlan stated he would accept the nomination. Edmondson moved, Robb seconded to nominate Jeremy Norman as the Park: Chaia for the remainder of 2010 and Steve Quinlan as Vice Chair for 2010. Motion passed 5/0. 4. REVIEW AND RECOMMEND MANOR PARK SHELTER PLANS Joe Pazandak, Building Official discussed the existincr conditions and issues of t11e N4anor Park Shelter. He stated the existing building has frost damage issues. The frost is licm inL, PARK COMMISSION MrNI.i`CE?s 'rUESDA-Y, MARCH 2.3, 2010 PAGE 2 f , 6 the building, and the block, walls have cracks, posts are lifting, and the shelter floor heaves. He showed pictures of the shelter which showed the existing conditions. He stated the deterioration of the building is slowly escalating. He stated the blocks in the heated portion of the shelter have cracks in them while the floor and walls have stayed intact. He noted as the foundation disintecTrates, it can hold more moisture which will force the material apart. Robb asked what kind of percolation is below the slab. Pazandak stated the soil strerrcth is adequate, but the issue is the moisture in the soil. Edmondson asked if there is a sub grade or some kind of material to prevent this in the future. Pazandak stated you can either drain the soil or insulate the soil. Draining the soil has been successful, but sometimes you cannot do that. Pazandak stated he would propose closing in the building and insulating the foundation. I Ie stated raising the water level in the pond will increase the amount of moisture in the soils around the pond. The soil moisture level is an existing condition that wilt most likely increase. He noted that whatever plan is chosen, the foundation will be pulled out far enough to eliminate future damage. He stated adding insulation will greatly eliminate many issues. He noted the building will be heated for more days and hours. He stated the proposed plans will have different zoning issues and CUP requirements. He stated if the toilet rooms are added to the parking lot end of the building, the length to width ratio of the building will be increased. The building will be more of a visual dominance in the park in this case. Additional costs would be incurred if parking spaces are added and depending on the building materials used. He discussed the construction schedule noting some of the plans will take longer than others. Pazandak reviewed Plan 3 which deals with the existing building. He stated all of the type 3 plans would not have to go through the planning process except for the detached shelter. He discussed the financial advantage to having this shelter and the Silverwood shelter shipped at the same time. He noted all the "3" plans are either using the existing shelter or reducing it, and staying under the existing roof He discussed grant possibilities. These types of plans also have the shortest construction time and are greener projects. Pazandak reviewed the remainder of the type 3 plans, He noted plan 3A would increase the area for location of a detached open shelter between the existing shelter and the drainage swale. Plan 3B would enclose the existing open shelter. This plan would have the lowest cost and the shortest construction schedule. It would also be the greenest option. Robb asked where the water and sewer connections are currently located. Pazandak noted the connection route to the building. Pazandak reviewed plan 3C which would enclose ten feet of open shelter for toilet rooms and ten feet of open shelter remaining open. Robb suggested possible door locations. Pazandak stated some have preferred the doors face the ptaygrournd so they can be monitored. He stated there are also other options for the PARK COMMISSION MI UITS TUESDAY, SriAY, MARCH 23, 2010 I'; ,,GEC 3 OF 6 door locations. Putting on the bathrooms oil the street side tiwould iiiean the floor would need to be pulled out. Quinlan felt the shelter should be more open. Edmondson asked if the open shelter for 3C is 10 x 20. Pazandak indicated that it is. Norman noted the existing shelter is 20 x 20. Pazandak stated a free - standing shelter is also an option. Pazandak reviewed plan 6 which would add bathrooms to the side of the building and square off the open part of the shelter. He noted the open shelter would have a vault ceiling, and the enclosed shelter could have a partial or a full vault ceiling. This type of shelter would have more of a visual presence in the park. It would need to go through the planning process. Pazandak noted plan 7 would have a higher project cost. This plan would have a long construction schedule and would need to go tlu the platu process. Pazandak noted that plan 8 would add toilet rooms, 6' to the warming house, and 10 feet to the end of the open part of the shelter. This plan wouldn't need to go through the planning process. Pazandak reviewed the estimated project costs for each of the plans. Heck stated the credit column shows what needs to be done regardless of whether or not a plan is chosen - the existing building would need these improvements if it remains as it is. It was noted that the total for Option 3A is incorrect on the top. Pazandak stated he would make the corrections and send the commissioners new sheets. Norman asked for clarification of the cost of 30 -year shingles and the trench drain in the toilet room. Pazandak discussed these items. Heck noted there is $120,000 allocated for the park shelter in the CIP. I-Ie stated it is very important the Conunission not put this off any longer so the Council can move forward with a design for completion by the next skating season. Norman stated there is one decision before Lis to either enclose the building and build a separate shelter or modify the existing shelter and have the open space adjacent. Quinlan stated the whole idea of a separate shelter does not appear to be part of our original plan. Edmondson asked what the cost of the Silverwood shelter is. Pazandak stated the cost is tinder $22,000. We are in the process of taking the project and doing the subcontracting in- house. Edmondson suggested ooinv with plan 3I3. PARK COININIISSION MINUTES TUESDAY, MARCH 23, 2010 PAGE 4 OF 6 Pazandak doted the correct total fog option �A is 552.550, not $68,005. In response to a question from Quinlan, Pazandak stated there will be little or no maintenance to a free- standing shelter, Norman questioned where a free - standing shelter could be located. Pazandak stated another option would be two small shelters. Heck stated lie believed the Park Commission is more interested in an all - encompassing building. Robb asked for the difference between the size of plan 8 and 3a. Pazandak discussed the difference. Quinlan asked if there are any problems foreseen with the CUP process. Pazandak stated there would be open input on the structure. Quinlan asked if the Council would look at option 3 differently. Zerby stated there is still a lot of latitude front the Council to make a decision. He stated lie lilted the attached open space and enclosed area. Norman asked for clarification of wiry plan 8 would not need a CUP and plan 6 would. Pazandak stated the expansion of the building is consistent with the original CUP for the original building for number 6. Norman stated he is in favor of the plan for option 6 but also supported option 8. Gaidos stated she is in favor of option 8 with the addition of gas forced air. Heck stated the plan would need to be refined in more detail. Quinlan moved, Gaidos seconded to recommend approval of option 8 with the addition of gas forced air, and insulating the existing foundation below grade with the additional security. Motion carried 5/0. B. Review Youth Sports Grant Heck stated the youth sports foundation grants are through Hemlepin County from the sales tax assessed for the Twins stadium. Staff is looking for authorization to apply for a grant that would cover the partial cost of the Manor Park shelter. They would ask for $1.12,000 from the County. The Council authorized staff to apply for the grant and is looking for authorization from the Park Commission to apply. Gaidos moved, Edmondson seconded to authorize staff to apply for a youth sports foundation grant in the amount of 5112,000 from Hennepin County to fund the Manor Part: shelter and playground. Motion carried 5/0. 5. REPORTS A. Report on City Council Meeting PARK CONPN'IISSION iNTIN iTES TUESDAY, MARCH 23 2010 PAGE 5 of 6 Zerby stated there isn`t a new Farb. Commissioner yet. Heck stated no one has applied at this point. Zerby stated the City Council has discussed a road project and fundin0 . pothole policy, and discussion about the youth sports foundation grant. Heck noted the City C.OtII1Cil would like to hold a joint tivorksessioli with the Park Conimissiou sometime during May. He Nvill coordinate with commissioners on possible dates for the meeting. The Council is going to start talking about the Comprehensive Plan in the next mornth or so. Norman noted there is about $295,000 in the Park C1P balance - no expenditures. Heck noted the picnic tables have been ordered but not billed yet. C. Update on Work Program Noonan stated the work program is on target. Heck noted the trees have been removed from the Badger Park tennis court area. We are waiting for Xcel Energy to remove a couple more. Heck noted tenriis court resurfacing has not been approved at the Council level. We want to see the sustainability of the product used last year over the winter. He stated we will continue to keep the Manor Park project on a fast pace. Norman stated it is also important to keep the corninunity in the loop relating to park improvements. He stated teluzis court signs have also been installed. D. Update on Grant Programs Heck reviewed the status of the grants and we have not been notified if we have received them. E. Report on Parks Foundation Meetings of February 24, 2010 and March 10, 2010 Edmondson reviewed recent activity at the February 24 and March 10 Park Foundation meetings. Heck stated lie has been asked to review the by laws to find out the relationship between the Foundation and the city. F. Update on Summer Activities Summer activities were reviewed. Norman suggested Music in the Park take a rest this year, and the funds be reallocated in other a1 - eas throughout the summer and not just for one night. He also felt that the Night to Unite should be geared towards the ne1?hborhoods and not In a park. Heck stated an on -line registration program will be available in April to register for these programs. PARK S TUESDAV, MARCH 23,2010 PAGE 6 OF 6 6. DETERMINE DATES FOR PARK TOURS Draft agendas were provided for two dates to tour the city parks in Shorewood in April and May. The commissioners C011CUrred the dates will work out for them, DETERMINE LIAISON FOR CITY COUNCIL MEETINGS FOR NEXT THREE MONTHS Commissioners signed Lip for the following City Council meetings: April 12 Jeremy Norman April 26 Steve Quinlan May 24 Suzanne Gaidos June 14 Thomas Robb Norman stated there should also be a liaison schedule for the Parks Foundation meetings. They don't have set meetings. Norman stated he would attend the meeting on the l4th, and a schedule can be set at the May Park Commission meeting for future Foundation meetings. Norman stated Fitness 19 is interested in sponsoring a community boot camp in one of the city's parks. He would like to bring them in to discuss their specifics, whether there will be a charge. Zerby suggested having Kristi Anderson work. with them to find Out the details. 4=1 She can then bring back the information to a fixture Park Commission meeting. to. ADJOURN Gaidos moved, Edmondson seconded, adjourning the Park Commission Meeting of Mal-ell 23, 2010, at 9:05 p.m. Motion passed 5/0. RESPECTFULLY SUBMITTED, Clare T. Link Recorder OUNCIL ACTION FORM The Park Commission discussed the remodeling of the Manor Park shelter over the past few years. At their meeting on February 9, 2010, the Commission reviewed several concept designs prepared by staff. The Commission directed staff to revise the options, gather additional cost information, and bring back to the next meeting for more discussion. Staff revised the plans according to the comments from the Park Commission and on March 23, provided, and discussed with the Commission 6 different options for the building. The Commission deliberated for about 90 minutes and voted to recommend the Council approve the desired concept design with a couple of enhancements. The design selected by the Commission includes an addition for restrooms, a drinking fountain, utility room, and a 10' expansion of the existing canopy. Director Nielsen indicated that this particular design option will not require a revision to the existing conditional use permit. Joe will serve as project manager and oversee the selection of contractors to complete the work. The estimated cost for the project is approximately $70,000 and the project is estimated to be finished October 2010. Building Inspector, Joe Pazandak will be present Monday night to update and answer any questions the council may have on the Manor Park Shelter plans and costs. Attachments: Building plan, Park Commission Recommendation, cost estimates. Options: 1. Approve the recommendation of the Park Commission and authorize staff to proceed with the project e.g. obtain necessary engineering drawings; solicit bids /quotes for work, etc. 2. Refer back to Park Commission for consideration of alternative options. 3. Alter the recommendation and direct staff to return to the Park Commission for comment. Recommendation Staff recommends the Council approve the Park Commission recommendation and authorize staff to proceed with the project. Council Action: 10' i Manor Park Shelter— C Estimate Sheet EL Option 8 Selected Option Roof ling, 30 year shingle O 8 Cr Footing, foundation wa and mas onry walls 12,000.00 Roofing, steel- standing seam 1,000.00 Excavation _ 1,800.00 750.00 Stoop for door, frost heave control Dote 2 1,000.00 Framing (walls & roof) 9,000.00 Mechanical, natural gas forced air 3,500.00 Roofling 5,200.00 3,025.00 Plumbing 9,245.00 Insulate existing foundation below grade Water meter 305.00 Security, timed lock for toilet room doors 1,000.00 Sewer and water connection 4,500.00 Sewer SAC Charge 2,100.00 Sidewalk, additional Electrical 8,600.00 Open detached shelter 250.00 Mechanical 700.00 100.00 Insulation 1,200.00 $6,200.00 Hardware 6,000.00 150.00 Hardware installation 300.00 Flooring, finish mat system 800.00 Floor, concrete 3,200.00 3,000.00 Siding 3,000.00 Paint and caulking 1,500.00 200.00 Finish trim and fascia /soffit 1,800.00 200.00 Grading, final 400.00 Sidewalk 400.00 400.00 Landscaping 400.00 Contingency 3,000.00 Selected options 6,200.00 Total $81,650.00 $9,325.00 ELEMENT Option 8 Selected Option Roof ling, 30 year shingle Roofing, steel -Metro Shake 2 Roofing, steel- standing seam Plumbing, drinking fountain 750.00 Plumbing, toilet room trench drain 1,350.00 Electrical Mechanical, natural gas forced air 3,500.00 3,500.00 Mechanical, geo thermal Electric hand dryers 1,200.00 Insulate existing foundation below grade 1,700.00 1,700.00 Security, timed lock for toilet room doors 1,000.00 1,000.00 Security, steel shutter over window Siding, cement board lap siding Sidewalk, additional Open detached shelter Total $6,200.00 Notes: 1) Cost of project could be reduced by the amount of repairs that need to be completed with or without the project. This includes but is not limited to roof replacement, fascia repair, open area floor replacement, and replacement of one door. 2) Cost of project could be reduced for elements that service life of element is partly used up. This includes but is not limited to swithches, lights, paint, door, trim and window. 3) Cost are general estimates. PARK COMMISSION MINUTES TUESDAY, MARCH 23, 2010 PAGE 4 OF 6 Pazandak noted the correct total for option 3A is n52,550, not $68,005. In response to a question from Quinlan, Pazandak stated there will be little or no maintenance to a free- standing shelter. Norman questioned where a free - standing shelter could be located. Pazandak stated another option would be two small shelters. Heck stated he believed the Park Commission is more interested in an all - encompassing building. Robb asked for the difference between the size of plan 8 and 3a. Pazandak discussed the difference. Quinlan asked if there are any problems foreseen with the CUP process. Pazandak stated there would be open input on the structure. Quinlan asked if the Council would look at option 3 differently. Zerby stated there is still a lot of latitude from the Council to make a decision. He stated he liked the attached open space and enclosed area. Norman asked for clarification of why plan 8 would not need a CUP and plan 6 would. Pazandak stated the expansion of the building is consistent with the original CUP for the original building for number 6. Norman stated he is in favor of the plan for option 6 but also supported option 8. Gaidos stated she is in favor of option 8 with the addition of gas forced sir. Heck stated the plan would need to be refined in more detail. Quinlan moved, Gaidos seconded to recommend approval of option 8 with the addition of gas forced air, and insulating the existing foundation below grade with the additional security. Motion carried 510. S. Review Youth Sports Grant Heck stated the youth sports foundation grants are through Hennepin County from the sales tax assessed for the Twins stadium. Staff is looking for authorization to apply for a grant that would cover the partial cost of the Manor Park shelter. They would ask for $112,000 from the County. The Council authorized staff to apply for the grant and is looking for authorization from the Park Commission to apply. Gaidos moved, Edmondson seconded to authorize staff to apply for a youth sports foundation grant in the amount of $11.2,000 `irony Hennepin County to fund the Manor Park shelter and playground. Motion carried 5/0. 5. REPORTS A. Report on City Council Meeting CITE' OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, 2 MARCH 2010 CALL TO ORDER Chair Gen- called the meeting to order at 7:00 P.M. COUNCIL C14AMBERS 4 5755 COUNTRY CLUB ROAD 7;00 P.M, Present: Chair Gen-; Commissioners Artist, Hasek, Hutchins, Ruoff, Vilett, and Davis; Plannin0 Director Nielsen; and Council Liaison Turgeon Absent: None APPROVAL OF MINUTES February 16, 2010 Hutchins moved, Artist seconded, Approving the Planning Commission Meeting Minutes of February 16, 2010 as presented. Motion passed 6/0/1 (Vilett abstained). 1. ZONING PERMITS Director Nielsen explained that there are a number of activities, such as driveways, patios, temporary signs, etc. that are not covered by the Building Code, or are inappropriately handled by Building Permit. These activities are however regulated by the Zoning Code. In an effort to ensure these regulations are followed, it is being recommended that a system of Zoning Permits be established. In response to an ingUlry by Commissloner Hutchins regarding fences and docks, Nielsen said that only fences that are six feet or higher are covered by the Building Code, whereas zoning re- Ulations apply to all fences. The issue of docks was studied just a few years ago when it was decided not to require permits for them as they are also re- elated by the LMCD. Director Nielsen said currently sheds Under 100 square feet or less do not require a permit. Therefore, they would become subject to a Zoning Permit. Furthermore, the code should be amended so that it refers to sheds 120 square feet or less, making it consistent with the Building Code. Commissioner Artist asked if the plastic or canvas "garages" are regulated. Nielsen said they are subject to the same rules as sheds or other buildings, and any violation of the rules is subject to enforcement on a complaint- basis. Chair Gen- suggested having something on the City website informing people about the requirements for these canvas structures. Commissioner l-lasek said Ile thought the $20 fee is too low and suggested it be at least $30. Nielsen said Ile hadn't suggested raising the fee because he didn't want it to become a deterrent. Artist said she thought it should be based on actual cost to some degree. Nielsen said he would find out what the loaded labor rate is for the Building Inspector and report that inforlllation at the next meeting on March 16` alon- with a draft: ordinance for review. PLANNING COMMISSION €NtJ't ES 2 March 2010 Page 2 of 3 Hasek moved, Hutchins seconded, Approving staff's r °econiniendation to schedule a Public Hearing for April 6, 2010 for consideration of a Code Amendment to establish a system of Zoning Per - nits. Motion passed 710, Director Nielsen stated that, as suggested at January's training seminar, the rules, or by -laws, of the Planning Commission should be reviewed annually to ensure they are up to date. He provided a model ordinance published by the League of Minnesota Cities for review. He said the main item that stands out to him is that Shorewood's rules, as contained in Chapter 201 of the City Code, does not have a residency requirement for Planning Commission membership. Chair Geng suggested that the Code state that the Commission's Liaisons interact with the other Commissions on an as- needed basis, which would reflect what they actually do. The Commissioners discussed the merits of the model ordinance, deciding to incorporate some of its subsections into the current Chapter 201 of the City Code. A draft amendment of the Chapter will be reviewed at the next meeting on March 16` Director Nielsen shared his thoughts regarding the advantages of a unified approach rather than a piece- meal form of development of the Smithtown Crossing area parcels. He said it may be helpful to have the benefits laid out when presenting the concept for the area to landowners. The unified approach would maximize exposure to County Road 19; maximize the view of Gideon Glen; allow drainage to be more efficient and less expensive; be developed as a P.U.D. which would allow flexibility with setbacks; parking could be shared; hardcover would be less restricted; access could be consolidated; more pedestrian - friendly; businesses would be better identified; City assistance could be available via T.I.F. and other incentives. These benefits would generally not be available with a piecemeal approach. Nielsen presented a slide show of photographs of commercial business buildings which contain certain elements that create residential character to various degrees. Commissioner Ruoff inquired about the plan for the southeast quadrant and landscaping requirennents. Nielsen responded that it has its own set of issues, so the focus has been on the northwest quadrant for the time being. As for landscaping, lie said from the LRT Trail crossing to the north, and all the way to Excelsior, commercial properties shall be landscaped consistent with the Co. Rd. 19 Corridor Study. MATTERS FROM THE FLOOR Commissioner Artist distributed a handout containing examples of sustainability. Commissioner Hasek requested that the Work Program schedule be adjusted to allow discussion of sustainability throughout the year and to be a common thread in all topics of discussion. DRAFT NEXT MEETING AGENDA The March 16, 2010 Agenda will include review of draft Ordinance amendments regarding Zoning Permits and By -laws; appointment of a Chair and Vice -Chair for 2010, determine Liaisons to Council f'or remainder of the year; continued discussion of Smithtown Crossing. PLANNING COMMISSION MINUTES % March 20l0 Liaison to Council Commissioner Arnstreported on Items diocussed arid ucionstake/ bv the CkvCounci| ui their meeting nfFebn/ary22,2OlQ. Commissioner &nist noted the ourt Scnsib|e[aod Use Coal itioo program oo March 3| is "Cap & Trade Demystified: What does it meari for Development?" ChuirOmn- hudotteudcdun[MCDnxeenogrcoardingydockahodeundprovidcdurooapofthudiacuasioo. '' ADJOURNMENT 0hsuk moved, Arnst seconded, AJiuoroiug the Planning Commission MuedoD of March %, 2010 at 8:47y.M. Motion passed 7/0. RE SPECTFULLY SUBMITTED, Patti Helgeeeo,Recorder CITE' OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, 16 MARCH 2010 mmutffmm CALL TO ORDER Chair Gene called the meeting to order at 7:02 P.IVI. ROLL CALL Present Chair Geng; Commissioners Hasek, Hutch Nielsen; and Council Liaison Turgeon Absent: Commissioner Vilett APPROVAL OF MINUTES i March 2, 2010 Hutchins moved, Hasek seconded, Approv 2, 2010 as presented. Motion passed 6/0,:<;: 1. APPOINT PLANNING COMM1 Hasek moved, Hutchins seconi Chair for 2010. Motion passed Hasek .d :: Chair for 201: : 6' : ' : -XI ps;el 2. R M W DRAFT AM The Colt lliSsiiop reviewed a dm The Aiitetld.31.etl.ti,i::scheduled fo . the position of Planning Commission Vice- G PERMITS A17endment that contained text for Zoning Permit requirements. te.6hrng at the next meeting of April 6, 2010. 60' r rate for the Building Official's time is $45 per hour. The it inspection being one -half hour, the suggested permit fee has Commissioner Arnst suggested that an informational brochure /handout be created that could be included with permit applications. The handout could include information about the use of sustainable products, such as permeable pavers, as alternatives to traditional building products. In response to a question by Commissioner Hasek, Director Nielsen explained why the City hasn't yet chosen to allow hardcover credits for permeable pavers. hector ng Minutes of March t Tom Geng to the position of Planning Commission COUNCIL CHAMBERS 5755 COITNTRV CLU13 ROAD 7:00 P.M. PLANNING COMMISSION MINUTES 16 Mari h 2 Page 2 of 3. REVIEW DRAFT AMENDMENT— CHAPTER 201 (PLANNING COMMISSION BY-LAWS) Director Nielsen provided a draft of Chapter 201 of the City Code which illy €stated the changes that were discussed at the last meeting. He said lie had talked to the City Attorney about the proposed amendment who advised a few minor edits, making it more consistent with the League of MN Cities' language as well as the City's personnel policy. The Commission discussed various elements of the text including relevance of a date referenced ill Subd. 1, and the frequency of review of the CIP. Nielsen said lie will provide a re -draft at the next meeting of April 6 for final review. Director Nielsen said that he and Administrator Heck met with Stacey Kvilvang, a representative of Ehlers and Associates, and that lie has also spoken with Scott Schmitt. lie stated that Schmitt indicated he is willing to meet with the Planning Commission, and Kvilvang offered to provide a representative from Ehlers and Associates. Nielsen noted that from his discussions he learned that vertical mixed -use is not doing well on the market at this time. Commissioner Arnst expressed concern about the limited number of developers being invited to discuss the project. The Commission concurred that additional developers should be sought, ideally creating a panel of participants. Also decided was that it be made clear that the purpose of meeting with diem is for discussion and feedback only. After Further discussion it was determined that the landowners should be contacted first and invited to meet with the Planning Commission at the May 4, 2010 meeting. And the developer's forum could be the following meeting of May 18` Commissioner Arnst said she would like to have a better understanding of Tax Increment Financing and asked Director Nielsen to provide information about it. The Commissioners agreed to discuss this at their next meeting on April 6"'. SELECT LIAISONS TO CITY COUNCIL Planning Commission Liaisons to City Cduncil were determined for the remainder of the year as follows: June Davis October Geng July Artist November Hasek August Hutchins December Hutchins September Ruoff 6. REVIEW ZONING APPLICATION CHECKLISTS At a previous meeting Commissioner Arnst had requested to review Developer Checklists. Director Nielsen explained that the variance application procedure includes a checklist as a handout, and the first step in any zoning application is to meet with the applicant to discuss each item on the checklist as well as the relevant code and their plans. He said copies of the applicable code sections are also part of the handout materials provided. PLANNING COMMISSION MINUTES 16 March 2€I10 Page 3 of 3 7. MATTERS FROM THE FLOOR None. 8. DRAFT NEXT MEETING AGENDA The April 6, 2010 Agenda will ielciilde two public liearings, the first regarding a residential C.U.P., and the second one will be for the Zoning Permits code amendment; review the final draft of the By -laws; discuss information abOUt Tax Increment FSnancln and COfltlllEled discussion of Smithtown Crosslllg. 9. REPORTS ® Liaison to Council Chair Geng reported on items discussed and actions taken by the City Council at their meeting of March 8, 2010. Commissioner 1 -lasek and Director Nielsen plan to attend the next Sensible Land Use Coalition program on March 31 ": "Cap & Trade Demystified: What does it mean for Development?" i Other Commissioner Hasek and Director Nielsen gave a recap of a conference they attencled regarding sustainabililty. Commissioner Artist stated she is interested in having "New Business" added to the Agenda as a regular item. 10. ADJOURNMENT Arnst moved, Davis seconded, Adjourning the Planning Commission Meeting of March 16, 2010 at 8:41 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Patti IJelgesen, Recorder CITY OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, 6 APRIL 2010 CALL TO ORDER 0 = i COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. Present: Chair Ceng; Commissioners >-lasek, Hutchins, Vilett, Davis, and Arnst; Planning Director Nielsen; and COlmcll Liaison Turgeon Absent: Commissioner Ruoff APPROVAL OF MINUTES 0 March 16, 2010 Commissioner Arnst stated that the discussion regarding Smithtown Crossing at the March 16` meeting included reference to a mission statement, or mantra, and would like to have that be part of the minutes. She suggested approval of the minutes be tabled pending revision. Hasek moved, Arnst seconded, to Table Approval the Planning Commission Meeting Minutes of March 16, 2010. Motion passed 6/0. EXCERPT 3. REVIEW FINAL DRAFT AMENDMENT — CHAPTER 201 (BY -LAWS) Director Nielsen distributed a draft of Chapter 201 of the City Code which contained all revisions made by the Planning Commission, the City Attorney, and staff. Arnst moved, Hutchins seconded, to recommend approval of the amendment to Chapter 201 of the City .- U Idootion passed 6/0. COUNCIL ACTION FORM Im One of the items the Planning Commission asked to have added to their 2010 Work Program was a review of the by -laws under which they operate. The interest in this was one of the outcomes of the in -house training session we held in January. What initially was anticipated to be a tweaking of the language in Chapter 201 (Planning Commission), turned out to be a substantial re -write of the Chapter. Working between the existing Code and a model Planning Commission ordinance developed by the League of Minnesota Cities (LMC), a redraft of Chapter 201 is presented for your consideration. The Commission seemed satisfied generally with the way they currently operate, but felt that the LMC model better described their functions and duties. They also felt that a provision related to attendance expectations would be useful. Attachment I is a draft of the changes, with additions shown in red (initial revisions) and blue (subsequent revisions) lettering. Deletions are shown with stFikeeuts Attachment II is a clean copy of the text in amendment format. It should be noted that in drafting the formal amendment, we discovered that Section 201.03 Subd. 2. made no provision for a Planning Commission liaison to the City Council. The draft ordinance has a line added to correct that oversight. Since the Planning Commission has not seen this change, albeit minor, we will send it to them for their comments, if any. We do not anticipate any objections. Also, some minor typographic changes were made to the draft ordinance. Options The City Council, as always, may choose to adopt the amendment as recommended by the Planning Commission, modify it, or leave the existing chapter as it is currently written. Staff Recommendation Staff recommends that the amendment be adopted as recommended by the Planning Commission, with the minor revision relative to liaison to the City Council. Finally, since the amendment is somewhat lengthy and would be costly to publish in its entirety, staff suggests that we be authorized to publish a summary in the official newspaper. A draft resolution to that effect is included in your packet. Council Action: CHAPT 201 PLANNING COMMISSION 201.01 Establishment 201.02 Composition 201.03 Members of Commission 201.04 Organization 201.05 Attendance 201.06 Staff for the Commission 201,07 -Jufisdie [ ers and Duties 201.08 Amendments LA �. The Planning Commission is hereby established. The Planning Commission shall be the city planning agency authorized by M.S. 462354, subd. 1, as it may be amended from time to time. Except as otherwise provided in this ordinance, the Planning Commission shall be advisory to the City Council. 201.02 COMPOSITION. The Planning Commission shall consist of seven members, who are current residents of Shorewood, appointed by the City Council. It shall be the policy of the city to endeavor to appoint one of the Commission members who is a resident of Enchanted Island or Shady Island. (1987 Code, 201.02) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -11 -1999) 201.03 MEMBERS OF COMMISSION. Subd. 1. Term of appointment. The City Council shall by resolution appoint the Planning Commissioners to serve three -year terms and the terms shall be staggered. All appointments shall be made by resolution. Terms of appointment commence on March 1 and terminate on the last day of February, or until the vacancy is filled. ly upon passage of the appointment r Attachment I Subd. 3. Removals. The City Council shall have the power to remove any member of the Planning Commission for Just cause as defined in the Shorewood Persomnel Policy and after a public hearing with two weeks published notice by a two - thirds vote of the entire City Council. Subd. 4. Vacancies. Vacancies in the Planning Commission shall be filled for the unexpired term of the member whose place has become vacant in the manner herein provided for the appointment of members. (1987 Code, 201.03) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -I1 -1999; Am. Ord. 406, passed 9 -13 -2004) Subd. 1. Officers. The Chairperson and Vice - Chairperson shall be appointed annually by the members of the Planning Commission. Subd. 2. Term. The term of the Chairperson and Vice - Chairperson shall be for one year. Subd. 3. Meetings and hearings. All meetings of the Planning Commission shall be held at a regularly scheduled date or at the call of the chair or at the request of a majority of the members of the Commission, in accordance with Minnesota Open Meeting Laws. Subd. 4. Minutes and records. The Planning Commission shall keep minutes of its proceedings showing the vote of each member upon every question, or if absent or failing to vote indicating the fact, and shall also keep records of its hearings and other official actions. Every requirement, decision or determination of the Planning Commission shall be filed with the City Council and shall be a public record. Subd. 5. Rules and procedure. The Planning Commission shall conduct its meetings consistent with Roberts Rules of Order and other procedures consistent with the statutes of the State of Minnesota or with this chapter. Subd. 6. Quorum. No business shall be conducted by the Planning Commission without a quorum, consisting of the majority of all members. The concurring vote of the majority of all members present shall be necessary to any action by the Planning Commission. -2- (1987 Code, 201.04) 03rd. 77, passed 9 -24 -1973; Am. Ord.. 407, passed 9 -27 -20049 Am. Ord. 43 . passed 3912.2007) 201.05 ATTENDANCE. 201.06 STAFF COMMISSION. The Planning Director, City Engineer, City Attorney and City Administrator may act as staff for the Planning Commission and may be required at times to attend commission meetings. City Staff may provide the Commission with information as requested by the Commission. The City Clerk or the City Clerk's designee may perform secretarial duties for the Commission, such as the keeping of minutes, and may be responsible for the keeping of records. ' . To heaf, amendments to the zoning ofdinanee, va-rianee, de eonditional uses and plannedd -3- Subd. 1. C enerallY. The planning Comi- nission shall have the powers and duties given to city planning agencies generally by law, including the authority to conduct public hearings as directed by City Council or City policy. The Planning Commission also shall exercise the duties conferred upon it by this ordinance, Subd. 4. Zoning Ordinance. Pursuant to M.S. 462.357, subd. 3, as it may be amended from time to tinge, after adoption of a comprehensive plan, the Planning Commission shall review all proposed amendments to the zoning ordinance, conduct public hearings as directed by City Council or City policy, and make recommendations to the City Council concerning zoning ordinance amendments and their relation to the city comprehensive plan and other land use controls. The Planning Commission shall report its recommendations to the City Council for action. Subd. 5. Conditional Permits, The Planning Commission shall make recommendations on all requests for a conditional use permit under the terms of the zoning ordinance and conduct public hearings as directed by City Council or City policy. The Planning Commission shall report its recorninendations to the City Council for action. Subd. 6. Interim Use Permits. The Planning Commission shall make recommendations on all requests for an interim use permit under the terms of the zoning ordinance and -4- conduct public hhard. -s as directed by CftVr COUncil or City policy, E he Ptcllnli Com mission shall re orL its recommendations to the City Council for actio n. Subd. "l. �uhdivision Regulations, 'l'lrl.e Planning Commission shall make recommendations about the subdividing of land as prescribed by the ordinance and conduct public hearings as directed by City Council or City policy. The Planning Commission shall report its recommendations to the City Council for action. Subd. 8. Zoning Variances. All applications for variances shall be referred to the Planning Commission, and forwarded with or without recommendations directly to the City Council. The City Council shall have the powers of a Hoard of Appeals and Adjustments as provided for in M.S. 462.357, subd. 6, as it may be amended from time to time for its decision. Subd. 10. Capital Improvements. Pursuant to M.S. 462.356, subd. 2, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed capital improvements within the city by the municipality, or any special district or any agency thereof or any other political subdivision having jurisdiction within the municipality, and make findings as to the compliance of the proposed capital improvement with the comprehensive plan. The City Council may by resolution adopted by two- thirds vote dispense with the requirements of this section when in its judgment it finds that the proposed capital improvement has no relationship to the comprehensive plan. Subd. 11. Purchase and Sale of Real Properly. Pursuant to M.S. 462.356, subd. 2, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed acquisitions or disposals of publically owned interests in real property within the city by the municipality, or any special district or any agency thereof, or any other political subdivision having jurisdiction within the municipality, and make findings as to the compliance of the proposed acquisition or disposal of real property with the comprehensive municipal plan. The City Council may by resolution adopted by two - thirds vote dispense with the requirements of this section when in its judgment it finds that the proposed acquisition or disposal of real property has no relationship to the comprehensive municipal plan. -5- SUM. 1'2. Coinprchenshre P/an .4n Pursuant to M, S. 462355, subds, 2. 3, as it may be amended from time to tirne, after adoption of a comprehensive plan, the Planning Commission shall review all proposed amendments to the comprehensive plan, hold at least one public hearing, and make recommendations to the City Council relative to the amendments and their relation to the comprehensive plan and other land use controls. "fire Planning Commission shall report its recommendations to the City Council for action. This chapter shall be amended only upon approval of a majority vote of the entire City Council. (1987 Code, 201.05) (Ord. 315, passed 11-25-1996) -6- CITY OF SHOREWOOD ORDINANCE NO. AN ORDINANCE AMENDING T E SHOREWOOD CITE' CODE TO REPLACE EXISTING CHAPTE 201 IN ITS ENTIRETY WITH A REVISED CHAPTER 201 (PLANNING COMMISSION) Section 1. Chapter 201 ( Plamming Commission) of the Shorewood City Code is hereby deleted in its entirety and replaced with: Section 201.01 Establislunent 201.02 Composition 201.03 Members of Commission 201.04 Organization 201.05 Attendance 201.06 Staff for the Commission 201.07 Powers and Duties 201.08 Amendments 201.01 ESTABLISHMENT. The Planning Commission is hereby established. The Planning Commission shall be the city planning agency authorized by M.S. 462.354, subd. 1, as it may be amended from time to time. Except as otherwise provided in this ordinance, the Planning Commission shall be advisory to the City Council. 201.02 COMPOSITION. The Planning Commission shall consist of seven members, who are current residents of Shorewood, appointed by the City Council. It shall be the policy of the City to endeavor to appoint one of the Commission members who is a resident of Enchanted Island or Shady Island. (1987 Code, 201.02) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -11 -1999) Attachment II 201.03 MEMBERS OF COMMISSION. Subd. 1. Term of appointment. The City Council shall by resolution appoint the Planning Commissioners to serve three-year terms and the terms shall be staggered. All appointments shall be made by resolution. Terms of appointment commence on March 1 and terminate on the last day of February, or until the vacancy is filled. Subd. 3. Removals. The City Council shall have the power to remove any member of the Planning Commission for just cause as defined in the Shorewood Personnel Policy and after a public hearing with two weeks published notice by a two - thirds vote of the entire City Council. Subd. 4. Vacancies. Vacancies in the Planning Commission shall be filled for the unexpired term of the member whose place has become vacant in the manner herein provided for the appointment of members. (1987 Code, 201.03) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -11 -1999; Am. Ord. 406, passed 9 -13 -2004) 201.04 ORGANIZATION. Subd. 1. Officers. The Chairperson and Vice - Chairperson shall be appointed annually by the members of the Planning Commission. Subd. 2. Term. The term of the Chairperson and Vice - Chairperson shall be for one year. Subd. 3. Meetings and hearings. All meetings of the Planning Commission shall be held at a regularly scheduled date or at the call of the chair or at the request of a majority of the members of the Commission, in accordance with Minnesota Open Meeting Laws. Subd. 4. Minutes and records. The Planning Commission shall keep minutes of its proceedings showing the vote of each member upon every question, or if absent or failing to vote indicating the fact, and shall also keep records of its hearings and other official actions. Every requirement, decision or determination of the Planning Commission shall be filed with the City Council and shall be a public record. Subd. 5. Rules and procedure. The Planning Commission shall conduct its meetings consistent with Roberti Rules of Order and other procedures consistent with the -2- statutes of the State of Minnesota or with this chapter. Subd. 6. Q uorum. No business shall be conducted by the Planning Commission without a quorum, consisting of the majority of all members. The concurring vote of the majority of all members present shall be necessary to any action by the Planning Commission. (1987 Code, 201.04) (Ord. 77, passed 9 -24 -1973; Am. Card. 407, passed 9 -27 -2004; Am. Ord. 435, passed 3 -12 -2007) Duly appointed members of the Planning Commission shall be required to attend no less than half the official meetings of the Planning Commission held within a given calendar year unless specifically excused by the Chair of the Planning Commission and said excused absences noted in the minutes. Failure to attend no less than half of the official meetings within a given calendar year, without excuse of the Chair of the Planning Commission, shall be considered as formal notice of resignation from said Planning Commission. In addition, failure to attend four - consecutive regular meetings without excuse of the Chair of the Planning Commission, shall be considered as formal notice of resignation from said Planning Commission. 201.06 STAFF FOR THE COMMISSION. The Planning Director, City Engineer, City Attorney and City Administrator may act as staff for the Planning Commission and may be required at times to attend commission meetings. City Staff may provide the Commission with information as requested by the Commission. The City Clerk or the City Clerk's designee may perform secretarial duties for the Commission, such as the keeping of minutes, and may be responsible for the keeping of records. 201.07 POWERS AND DUTIES. Subd. 1. Generally. The Planning Commission shall have the powers and duties given to city planning agencies generally by law, including the authority to conduct public hearings as directed by City Council or City policy. The Planning Commission also shall exercise the duties conferred upon it by this ordinance. Subd. 2. Comprehensive Plan. It shall be the purpose of the Planning Commission to prepare and adopt a comprehensive plan for the physical development of the city, including proposed public buildings, street arrangements and improvements, efficient design of major thoroughfares for moving of traffic, parking facilities, public utilities services, parks and playgrounds, a general land use plan and other matters relating to the physical development of the city. This plan may be prepared in sections, each of which shall relate to a comprehensive plan program. After the City Council has adopted the Comprehensive Plan, the Planning Commission may -3- periodically, but at least every five years, review the Comprehensive Plan and any ordinances or programs implementing the plan. Subd. 4. Zoning Ordinance. Pursuant to M.S. 462.357, subd. 3, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed amendments to the zoning ordinance, conduct public hearings as directed by City Council or City policy, and make recommendations to the City Council concerning zoning ordinance amendments and their relation to the Comprehensive Plan and other land use controls. The Planning Commission shall report its recommendations to the City Council for action. Subd. 5. Conditional Use Permits. The Planning Commission shall make recommendations on all requests for a conditional use permit under the terms of the zoning ordinance and conduct public hearings as directed by City Council or City policy. The Planning Commission shall report its recommendations to the City Council for action. Subd. 6. Interim Use Permits. The Planning Commission shall make recommendations on all requests for an interim use permit under the terms of the zoning ordinance and conduct public hearings as directed by City Council or City policy. The Plamling Commission shall report its recommendations to the City Council for action. Subd. 7. Subdivision Regulations. The Plamung Commission shall make recommendations about the subdividing of land as prescribed by the ordinance and conduct public hearings as directed by City Council or City policy. The Planning Commission shall report its recommendations to the City Council for action. Subd. 8. Zoning Variances. All applications for variances shall be referred to the Planning Commission, and forwarded with or without recommendations directly to the City Council. The City Council shall have the powers of a Board of Appeals and Adjustments as provided for in M.S. 462.357, subd. 6, as it may be amended from time to time for its decision. Subd. 9. Appeals to Interpretation of Zoning Code Provisions or Denials of Zoning or Building Permits Based on the Zoning Code. In cases where it is alleged that there H Subd. 11. Purchase and Sale of Real Property. Pursuant to M.S. 462.356, subd. 2, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed acquisitions or disposals of publically owned interests in real property within the city by the municipality, or any special district or any agency thereof, or any other political subdivision having jurisdiction within the municipality, and make findings as to the compliance of the proposed acquisition or disposal of real property with the Comprehensive Plan. The City Council may by resolution adopted by two - thirds vote dispense with the requirements of this section when in its judgment it finds that the proposed acquisition or disposal of real property has no relationship to the Comprehensive Plan. Subd. 12. Comprehensive Plan Amendments. Pursuant to M.S. 462.355, subds. 2, 3, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed amendments to the Comprehensive Plan, hold at least one public hearing, and make recommendations to the City Council relative to the amendments and their relation to the Comprehensive Plan and other land use controls. The Plamiing Commission shall report its recommendations to the City Council for action. 201.08 AMENDMENTS. This chapter shall be amended only upon approval of a majority vote of the entire City Council. (1987 Code, 201.05) (Ord. 315, passed 11- 25- 1996)" -5- Section 2. This Ordinance shall be in full force and effect upon publishing in the Official _Newspaper of the City of Shorewood. ADO PTED BY ' E CITY COUNCIL OF THE CITY OF SHOREWOOD this 12` day of April 2010. �: 11 Igo CHIMSTITINTISTIM I on CITY OF SHOREWOOD RESOLUTION N g A RESOLUTION APPROVING PUBLICATION OF ORDINANCE NO. BY TITLE AND SUMMARY WHEREAS, on 12 April 2010, the City Council of the City of Shorewood adopted Ordinance No. entitled "An Ordinance Amending the Shorewood City Code to Replace Existing Chapter 201 in Its Entirety With a Revised Chapter 201 "; and WHEREAS, the City staff has prepared a summary of Ordinance No. as follows: 1. Chapter 201 of the City Code establishes a Planning Commission for the city. 2. Chapter 201 describes the composition of the Commission, sets forth rules under which the Commission operates, including its organization, and describes the powers and duties of the Commission. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF O' O The City Council finds that the above title and summary of Ordinance No. clearly informs the public of intent and effect of the Ordinance. 2. The City Clerk is directed to publish Ordinance No. by title and summary, pursuant to Minnesota Statutes, Section 412.191, subdivision 4. 3. A full copy of the Ordinance is available at Shorewood City Hall. ADOPTED by the Shorewood City Council on this 12"' day of April 2010. CHRISTINE LIZEE, MAYOR ATTEST: BRIAN HECK, CITY ADMINISTRATOR/CLERK CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD - SHOREWOOD, MINNESOTA 55331 -8927 ® (952) 474 -3236 FAX (952) 474 -0128 - www.d.shorewood.mn.us - dtyhall @d.shorewood.nnn.us MEMORANDUM TO: Planning Commission, Mayor and City Council FROM: Brad Nielsen DA'T'E: 25 February 2010 RE: Planning Commission By -Laws FILE NO. City Code (Chapter 20 1) A topic that came up at the Plamiing Commission in -house training session was the review of the Planning Commission's by -laws. In Shorewood there is no separate document that contains by -laws. Rather, rules establishing the Commission and how it operates are set forth in Chapter 201 of the City Code, a copy of which is attached for your use (see Exhibit A). The recommendation from the presenter was that the Commission should review the by -laws at least annually, just as a reminder of how they are to operate. In Shorewood's case, we have not reviewed or updated Chapter 201 in several years. Staff suggests that the Planning Commission review Chapter 201 to see if anything should be updated. One thing that jumps out at staff is that there is no residency requirement in the Code. We believe this to have been an oversight from the very original ordinance, since Chapter 202, which establishes the Park Commission, specifically states that all members shall be residents of Shorewood. While we typically try not to throw model ordinances at the Commission, the League of Cities has published a model ordinance for establishing Planning Commissions that may be useful. It is attached for your review as Exhibit B. Lastly, one of the items mentioned in the workshop was the question of how to handle requests by applicants for individual /private audiences with Plamiing Commission members. As we review the "by- laws" it presents a good opportunity to address this issue. Cc: Brian Heck Maly Tietjen ® PRINTED ON RECYCLED PAPER ®0 CHAPTER 201 PLANNING COMMISSION 201.01 Establishment 201.02 Composition 201.03 Members of Commission 201.04 Organization 201.05 Jurisdiction and duties The Shorewood Planning Commission has been established pursuant to the powers and duties given the agencies generally by M.S. §§ 462.351 through 462.364. (1987 Code, § 201.01) i 1 • rt i The Planning Commission shall consist of seven members appointed by the City Council. It shall be the policy of the city to endeavor to appoint one of the Commission members who is a resident of Enchanted Island or Shady Island. (1987 Code, § 201.02) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -11 -1999) Subd. 1. Term of appointment. The City Council shall by resolution appoint the Planning Commissioners to serve three -year terms and the terms shall be staggered. All appointments shall be made by resolution. Terms of appointment commence on March 1 and terminate on the last day of February, or until the vacancy is filled. Exception: those appointments made in January, 1999, shall be effective immediately upon passage of the appointment resolution. 201 -1 2006S-1 Exhibit A 201,03 Sh t7 £red od �ru'1 d s and 0 J ,, Subd. 2. Liaisons. The City Council shall designate one of its members as its liaison to meet with the Planning Commission, and it shall direct the Planning Commission to designate one member of its body as a liaison to meet with the Park Commission, and the Park Commission shall designate one member of its body as a liaison to meet with the Planning Commission. Subd. 3. Removals. The City Council shall have the power to remove any member of the Planning Commission for cause as defined in the Shorewood Personnel Policy and after a public hearing with two weeks published notice by a two - thirds vote of the entire City Council. Subd. 4. Vacancies. Vacancies in the Planning Commission shall be filled for the unexpired term of the member whose place has become vacant in the manner herein provided for the appointment of members. (1987 Code, § 201.03) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -11 -1999; Am. Ord. 406, passed 9 -13 -2004) Subd. 1. Officers. The Chairperson and Vice - Chairperson shall be appointed annually by the members of the Planning Commission. Subd. 2. Term. The term of the Chairperson and Vice - Chairperson shall be for one year. Subd. 3. Meetings and hearings. All meetings of the Planning Commission shall be held at a regularly scheduled date or at the call of the chair or at the request of a majority of the members of the Commission, in accordance with Minnesota Open Meeting Laws. Subd. 4. Minutes and records. The Planning Commission shall keep minutes of its proceedings showing the vote of each member upon every question, or if absent or failing to vote indicating the fact, and shall also keep records of its hearings and other official actions. Every requirement, decision or determination of the Planning Commission shall be filed with the City Council and shall be a public record. Subd. 5. Rules and procedure. The Planning Commission shall conduct its meetings consistent with Robert's Rules of Order and other procedures consistent with the statutes of the State of Minnesota or with this chapter. 201 -2 2008S-3 201.04 Planuaduig r'Con-Innissi".011 201 Subd. 6. Quorum. No business shall be conducted by the planning Conunission without a quorum, consisting of the majority of all members. The concurring vote of the majority of all members present shall be necessary to any action by the Planning Con ission. (1987 Code, § 201.04) (Ord. 77, passed 9 -24 -1973; Am. Ord. 407, passed 9 -27 -2004; Am. Ord. 435, passed 3 -12 -2007) 201.05 RMSDICTION AND DUTIES. • • Subd. prepare , r recommend to the City Council • - Plan for development of the city. The Plan shall include reasonable requirements for streets, public grounds and other public facilities and for the use of • within the corporate Subd. 2. To recommend to the City Council changes to the Comprehensive Plan; Subd. 3. To act in an advisory capacity to the City Council in all matters wherein powers are assigned to the City Council by state law concerning comprehensive planning, zoning, platting, environmental regulations and other matters of general planning nature. Subd. 4. To initiate, direct and review the provisions of the zoning ordinance and the subdivision regulations and to report to the City Council its recommendation. Subd. 5. To hear, review and offer recommendations to the City Council on applications for amendments to the zoning ordinance, variance, conditional uses and planned developments. (1987 Code, § 201.04) This chapter shall be amended only upon approval of a majority vote of the entire City Council. (1987 Code, § 201.05) (Ord. 315, passed 11 -25 -1996) 201 -3 111: ORDINANCE NO. AN ORDINANCE ESTABLISHING AND FIXING THE DITTIES OF A CITY PLANNING COMMISSION WITHIN N THE CITY OF _ , MINNESOTA THE CITY COUNCIL, OF THE CITY OF , MINNESOTA DOES ORDAIN: The Planning Commission is hereby established. The Planning Commission shall be the city planning agency authorized by M.S. 462354, subd. 1, as it may be amended from time to time. Accept as otherwise provided in this ordinance, the Planning Commission shall be advisory directly to the City Council. (A) Composition, Number. Such Planning Commission shall consist of seven members, who are residents of the city. Members shall be appointed by the City Council. In addition, the City Council shall select an ex officio member from among its own members to serve on the Commission as a council liaison to the Planning Commission. The ex officio member shall be a non - voting member who is not counted for quorum purposes. (B) Terms. Of the members of the Commission first appointed, one shall be appointed for the term of one (1) year, two for the term of two (2) years, two for the term of three (3) years, and two for the term of four (4) years. Their successors shall be appointed for terms of four (4) years. Both original and successive appointees shall hold their offices until their successors are appointed and qualified. Terms shall expire each year on December 31. (C) Compensation. All members shall be compensated at a fixed rate of per meeting attended (regular and special). (D) Removal. Members may be removed by the City Council with or without cause by a four- fifths vote of the City Council. (E) Vacancies. Vacancies during the term shall be filled by the City Council for the unexpired portion of the term. (F) Oath. Every appointed member shall, before exercising any of his or her duties, take an oath that he or she will faithfully discharge the duties of the office. Exhibit B SECTION 3. ORGANIZATION, MEETINGS, MINUTES _ AND EXPENDITURES (A) Officers. At the first regular meeting in January, the Planning Commission shall elect a Chairperson, a Vice - Chairperson and a Secretary from among its appointed members, each for a term of one year. The Planning Commission may create and fill other offices as it may determine necessary. (B) Meeting. The Planning Commission may hold at least one meeting each month as needed at the time and place as they may fix by resolution, subject to City Council approval and file with the City Clerk. Special meetings may be called at any time by the Chairperson, or in the case of the Chairperson's absence, by the Vice-Chairperson, or as directed by the City Council or Mayor. (C) Commission Policy on Meetings, Organizational Form and Rules of Order. Subject to approval by the City Council, the Planning Commission shall adopt rules of order or bylaws for the transaction of business, ordering meetings, adopting findings of fact and holding public hearings. (D) Minutes. Written minutes of meetings shall be kept and filed with the City Clerk prior to the next regularly scheduled City Council meeting, but shall be subject to approval at the next Planning Commission meeting. (E) Expenditures. No expenditures by the city on behalf of the Planning Commission shall be made unless and until authorized by the City Council. SECTION 4. ATTENDANCE Duly appointed members of the Planning Commission shall be required to attend no less than half the official meetings of the Planning Commission held within a given calendar year unless specifically excused by the Chair of the Planning Commission and said excused absences noted in the minutes. Failure to attend no less than half of the official meetings within a given calendar year, without excuse of the Chair of the Planning Commission, shall be considered as formal notice of resignation from said Planning Commission. hi addition, failure to attend four - consecutive regular meetings without excuse of the Chair of the Planning Commission, shall be considered as formal notice of resignation from said Planning Commission. SECTION 5. STAFF FOR THE COMMISSION The City Clerk or Administrator, Building Inspector, City Planner, City Engineer and City Attorney may act as staff for the Planning Commission and may be required at times to attend commission meetings. City Staff may provide the Commission with information as requested by the Commission. The City Cleric or Administrator may perform secretarial duties for the Commission, such as the keeping of minutes, and may be responsible for the keeping of records. SECTION 6. POWERS AND DIT'T'IES (A) Generally. The Planning Commission shall have the powers and duties given to city planning agencies generally by law, including the authority to conduct public hearings as directed by City Council or city policy. The Planning Commission also shall exercise the duties conferred upon it by this ordinance. (B) Comprehensive Plan. It shall be the purpose of the Planning Commission to prepare and adopt a comprehensive plan for the physical development of the city, including proposed public buildings, street arrangements and improvements, efficient design of major thoroughfares for moving of traffic, parking facilities, public utilities services, parks and playgrounds, a general land use plan and other matters relating to the physical development of the city. This plan may be prepared in sections, each of which shall relate to a comprehensive plan program. After the City Council has adopted the comprehensive plan, the Planning Commission may periodically, but at least every five years, review the comprehensive plan and any ordinances or programs implementing the plan. (C) Means of Executing Plan. Upon the adoption of a comprehensive plan or any section thereof, it shall be the concern of the Planning Commission to recommend to the City Council reasonable and practical means for putting into effect the plan or section thereof, in order that it will serve as a pattern and guide for the orderly physical development of the city and as a basis for judging the timely disbursements of funds to implement the objective. Means of effectuating the plan, among other things, shall consist of a zoning ordinance, subdivision regulations, capital improvement programming and technical review, and recommendations of matters referred to the Planning Commission by the City Council. (D) Zoning Ordinance. Pursuant to M.S. 462.357, subd. 3, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed amendments to the zoning ordinance, conduct public hearings as directed by City Council or city policy, and make recommendations to the City Council concerning zoning ordinance amendments and their relation to the city comprehensive plan and other land use controls. The Planning Commission shall report its recommendations to the City Council for action. (E) Conditional Permits. The Planning Commission may make recommendations on all requests for a conditional use permit under the terms of the zoning ordinance and conduct public hearings as directed by City Council or city policy. The Planning Commission shall report its recommendations to the City Council for action. (;H) Interim Use Permits. The Planning Commission may make recommendations on all requests for an interim use permit under the terms of the zoning ordinance and conduct public hearings as directed by City Council or city policy. The Planning Commission shall report its recommendations to the City Council for action. (G) Subdivision Regulations. The Planning Commission may make recommendations about the subdividing of land as prescribed by the ordinance and conduct public hearings as directed by City Council or city policy. The Planning Commission shall report its recommendations to the City Council for action. (H) Zoning Variances. All applications for variances may be referred to the Planning Commission, and forwarded with or without recommendations directly to the City Council, The City Council shall have the powers of a Board of Appeals and Adjustments as provided for in M.S. 462.357, subd. 6, as it may be amended from time to time for its decision. (I) Official Map. Pursuant to M.S. 462359, subd. 2, as it may be amended from time to time, after adoption of a major thoroughfare plan and a community facilities plan (which may be contained in the city comprehensive plan or adopted separately), the Planning Commission, for the purpose of carrying out the policies of the major thoroughfare plan and community facilities plan, may prepare and recommend to the governing body a proposed official map covering the entire municipality or any portion thereof. The official map or maps shall be prepared in sufficient detail to permit the establishment of the future acquisition lines on the ground. In unplatted areas, a minimum of a centerline survey shall have been made prior to the preparation of the final draft of the official map. The accuracy of the fixture acquisition lines shown on the official map shall be attested to by a licensed land surveyor. (J) Appeals to Denials of Zoning, Land Use or Building Permits Based on the Official Map. All appeals to denials of zoning, land use or building permits based on the official neap may be referred to the Planning Commission, and forwarded with or without recommendations directly to the City Council. The City Council shall have the powers of a Board of Appeals and Adjustments as provided for in M.S. 462.359, subd. 4, as it may be amended from time to time for its decision. (M) Purchase and Sale of Real Property. Pursuant to M.S. 462.356, subd. 2, as it may be amended from time to time, after adoption of a comprehensive plan, the Plamung Commission shall review all proposed acquisitions or disposals of publically owned interests in real property within the city by the municipality, or any special district or any agency thereof, or any other political subdivision having jurisdiction within the municipality, and make findings as to the compliance of the proposed acquisition or disposal of real property with the comprehensive municipal plan. The City Council may by resolution adopted by two - thirds vote dispense with the requirements of this section when in its judgment it finds that the proposed acquisition or disposal of real property has no relationship to the comprehensive municipal plan. (N) Capital improvements. Pursuant to M.S. 462.356, subd. 2, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed capital improvements within the city by the municipality, or any special district or any agency thereof, or any other political subdivision having jurisdiction within the municipality, and make findings as to the compliance of the proposed capital improvement with the comprehensive municipal plan. The City Council may by resolution adopted by two - thirds vote dispense with the requirements of this section when in its judgment it finds that the proposed acquisition or disposal of real property has no relationship to the comprehensive municipal plane This ordinance becomes effective on the date of its publication, or upon the publication of a summary of the ordinance as provided by M.S. § 412.191, subd. 4, as it may be amended from time to time, which meets the requirements of M.S. § 331 A.01, subd. 10, as it may be amended from time to time. Passed by the Council this , day of Mayor Attested: Clerk CITE OF SHOREWOOD 5755 COUNTRY CLUB ROAD - SHOREtl OOD, MINNESOTA 55331 -3927 - (952) 474 -3236 FAX (952) 474 -0128 m www.d.shorewood.rnn.us m dtyhall @d.shorewood.mn.us T: PIanning Commission FROM: Brad Nielsen DATE: 10 March 2010 RE: P1amling Commission By -Laws FILE N®. Municipal Code (Chapter 201) At its last meeting the Plamling Commission directed staff to prepare revisions to Chapter 201 of the Shorewood City Code (Planning Commission) that update the "by- laws" by which the Commission operates. The Commission asked that certain provisions from the League of Mimlesota Cities (LMC) planning commission model code be incorporated into Shorewood's Code. The significant changes included provisions addressing attendance, staffing, and jurisdiction and duties. Two provisions are worth noting — Subds. 10. and 11. on page 5. Subd. 10. requires Planning Commission review of capital improvement projects. In discussing this with the City Attorney, it is sufficient for the Commission to review the Capital Improvements Program once a year and make comments as to the consistency with the Comprehensive Plan. Subd. 11, having to do with the acquisition or disposal of public property, is statutory language that should be included in the Code. The attached draft is based upon the current Chapter 201 with deletions shown as s trikeouts and additions shown in red. The draft has been forwarded to the City Attorney for her review and comment. If the Planning Commission is in agreement with the revisions, a draft amendment could go to the City Council for its consideration on 12 April. Cc: Mayor and City Council Brian Heck Mary Tietjen ®� 0 PRINTED ON RECYCLED PAPER CHAPTER 201 PLANNING COMMISSION 201.01 Establishment 201.02 Composition 201.03 Members of Commission 201.04 Organization 201.05 T di ¢' d-4ut1-e-s Attendance 201.06 Staff for the Commission 201.07 Jurisdiction and Duties 201.08 Amendments 1 I � . ►/ I D1►M M The Planning Commission is hereby established. The Planning Commission shall be the city planning agency authorized by M.S. 462.354, subd. 1, as it may be amended from time to time. Except as otherwise provided in this ordinance, the Planning Commission shall be advisory to the City Council. 201.02 COMPOSITION. The Planning Commission shall consist of seven members, who are current residents of Shorewood, appointed by the City Council. It shall be the policy of the city to endeavor to appoint one of the Commission members who is a resident of Enchanted Island or Shady Island. (1987 Code, 201.02) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -11 -1999) 201.03 MEMBERS OF COMMISSION. Subd. 1. Term of appointment. The City Council shall by resolution appoint the Planning Commissioners to serve three -year terms and the terms shall be staggered. All appointments shall be made by resolution. Terms of appointment commence on March 1 and terminate on the last day of February, or until the vacancy is filled. Exception: those appointments made in January, 1999, shall be effective immediately upon passage of the appointment resolution. Subd. 3. Removals. The City Council shall have the power to remove any member of the Planning Commission for cause as defined in the Shorewood Personnel Policy and after a public hearing with two weeks published notice by a two - thirds vote of the entire City Council. Subd. 4. Vacancies. Vacancies in the Planning Commission shall be filled for the unexpired term of the member whose place has become vacant in the manner herein provided for the appointment of members. (1987 Code, 201.03) (Ord. 336, passed 5 -26 -1998; Ord. 348, passed 1 -11 -1999; Am. Ord. 406, passed 9 -13 -2004) 201.04 ORGANIZATION. Subd. 1. Officers. The Chairperson and Vice - Chairperson shall be appointed annually by the members of the Planning Commission. Subd. 2. Term. The term of the Chairperson and Vice - Chairperson shall be for one year. Subd. 3. Meetings and bearings. All meetings of the Planning Commission shall be held at a regularly scheduled date or at the call of the chair or at the request of a majority of the members of the Commission, in accordance with Minnesota Open Meeting Laws. Subd. 4. Minutes and records. The Planning Commission shall keep minutes of its proceedings showing the vote of each member upon every question, or if absent or failing to vote indicating the fact, and shall also keep records of its hearings and other official actions. Every requirement, decision or determination of the Planning Commission shall be filed with the City Council and shall be a public record. Subd. 5. Rules and procedure. The Planning Commission shall conduct its meetings consistent with Roberti Rules of Order and other procedures consistent with the statutes of the State of Minnesota or with this chapter. Subd. 6. Quorum. No business shall be conducted by the Planning Commission without a quorum, consisting of the majority of all members. The concurring vote of the majority of all members present shall be necessary to any action by the Planning Commission. -2- (1987 Code, 201.04) (Ord. 77, passed 9-24-1973; Am. Ord. 407. passed 9-27-2004; Am. Card. 435, passed 3-12 -2007) 201.05 ATTENDANCE. 201.06 STAFF FOR THE COMMISSION. The Planning Director, City Engineer, City Attorney and City Administrator may act as staff for the Planning Commission and may be required at times to attend commission meetings. City Staff may provide the Commission with information as requested by the Commission. The City Clerk or the City Clerk's designee may perform secretarial duties for the Commission, such as the keeping of minutes, and may be responsible for the keeping of records. 201 201.07 JURISDICTION AND DUTIES. Ma -3- . amendments to the zoning ordinanee, vaFianee, develop eonditional uses and planned -3- y Subd. 1, Generally. 'fhe Planning Commission shall have the powers and duties given. to city planning agencies generally by law, including the authority to conduct public hearings as directed by City Council or City policy. The Planning Commission also shall exercise the duties conferred upon it by this ordinance. Subd. 3. Means of'Executing Plan. Upon the adoption of a comprehensive plan or any section thereof, it shall be the concern of the Planning Commission to recommend to the City Council reasonable and practical means for putting into effect the plan or section thereof, in order that it will serve as a pattern and guide for the orderly physical development of the city. Means of effectuating the plan, among other things, shall consist of a zoning ordinance, subdivision regulations, capital improvement programming and technical review, and recommendations of matters referred to the Planning Commission by the City Council. Subd. 4. Zoning Ordinance. Pursuant to M.S. 462.357, subd. 3, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed amendments to the zoning ordinance, conduct public hearings as directed by City Council or City policy, and make recommendations to the City Council concerning zoning ordinance amendments and their relation to the city comprehensive plan and other land use controls. The Planning Commission shall report its recommendations to the City Council for action. Subd. 5. Conditional Permits. The Planning Commission shall make recommendations on all requests for a conditional use permit under the terms of the zoning ordinance and conduct public hearings as directed by City Council or City policy. The Planning Commission shall report its recommendations to the City Council for action. Subd. 6. Interim Use Permits. The Planning Commission shall make recommendations on all requests for an interim use permit tinder the terms of the zoning ordinance and -4- conduct public hearings as dirccted by City Council or City policy. The Planning Commission shall report its recommendations to the C'ity Council for action. Sub. I. Subtlivision Regulations. The Planning Commission shall make recommendations about the subdividing of land as prescribed by the ordinance and conduct public hearings as directed by City Council or City policy. The Planning Commission shall report its recommendations to the City Council for action. Subd. 8. Zoning Variances. All applications for variances shall be referred to the Planning Commission, and forwarded with or without recommendations directly to the City Council. The City Council shall have the powers of a Board of Appeals and Adjustments as provided for in M.S. 462.357, subd. 6, as it may be amended from time to time for its decision. Subd. 10. Capital Improvements. Pursuant to M.S. 462.356, subd. 2, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed capital improvements within the city by the municipality, or any special district or any agency thereof, or any other political subdivision having jurisdiction within the municipality, and make findings as to the compliance of the proposed capital improvement with the comprehensive plan. The City Council may by resolution adopted by two - thirds vote dispense with the requirements of this section when in its judgment it finds that the proposed capital improvement has no relationship to the comprehensive plan. Subd. 11. Purchase and Sale of Real Property, Pursuant to M.S. 462.356, subd. 2, as it may be amended from time to time, after adoption of a comprehensive plan, the Planning Commission shall review all proposed acquisitions or disposals of publically owned interests in real property within the city by the municipality, or any special district or any agency thereof, or any other political subdivision having jurisdiction within the municipality, and make findings as to the compliance of the proposed acquisition or disposal of real property with the comprehensive municipal plan. The City Council may by resolution adopted by two - thirds vote dispense with the requirements of this section when in its judgment it finds that the proposed acquisition or disposal of real property has no relationship to the comprehensive municipal plan. -5- .zTX This chapter shall be amended only upon approval of a majority vote of the entire City Council. (1987 Code, 201.05) (Ord. 315, passed 11 -25 -1996) I on COUNCIL ACTION FORM �� Department Engineering Council Meeting 4/7/10 1temNumber From: James Landini P£ Item Description: Request to waive the water connection fee sm Frank and Joan Svoboda of 25880 Nelsine Drive requested the water connection fee of $10,000 2s *er Shorewood City Code 1301.02 be waived. They make this request on the following facts: 1. They are offering to grant the City of Shorewood a Drainage and Utility easement to facilitate the reclamation ofNe|sineDrive. Z They were assessed in 1996 an amount of $5,000 for water main improvements along Eureka Rd. 3. The Connection Fee (R) in 1996 was $5,000. The Water Trunk Charge (T) was $5,000. The Water Ordinance in1996 was R+T=connectionfee. 4. The 1996 Water Distribution System Improvement Plan exhibited Ne|sine Drive for water distribution improvements in 2003. The Svoboda's were waiting to connect to municipal water till Ne|sine Drive's plan was implemented. Options 1. 8y resolution, authorize the waiver of the water connection fee. Z. Direct staff to implement a different scenario. 3. Do nothing. Staff Recommendation Staff recommends that the City Council deliberate on the request and direct staff to implement the decision. Council Action: CITY OF SHOREWOOD RESOLUTION N. 0- A RESOLUTION AUTHORIZING CITE' ADMINISTRATOR TO WAIVE THE WATER CONNECTION FEE WHEREAS, the City of Shorewood (City) has been petitioned by Frant, and Joan Svoboda to waive the water connection fee for 25880 Nelsine Drive; and WHEREAS, the Svoboda's will grant the City of Shorewood a 10' drainage and utility easement along the east side of 25880 Nelsine Drive and WHEREAS, the Svoboda's were assessed $5,000 for water main improvements along Eureka Road. NOW, THEREFORE BE IT RESOLVED that the City of Shorewood City Council hereby approves and authorizes the City Administrator to waive the water connection fee on behalf of the City. ADOPTED by the City Council of the City of Shorewood this 12th day of April 2010. Christine Lizee, Mayor ATTEST: Brian Heck, City Administrator /Clerk COUNCIL ACTION M Department Engineering Council Meeting 04/07/1.0 Item Number; From: James Landini, P.E. item Description'. Award Contract for Nelsine Drive, Meadowview Road & Wild Exhibit A is the Tabulation tor tne 201# ftelsim—n-frive, meadowview Noad a 57 , 119 1 Drainage, and Utility Improvements. City Project • 10 10 • opened and tabulated • U- VA F113"I The low bidder is W. M. Mueller & Sons Inc. in the amount of $404,697.18, compared to the engineer's estimate of $606,610.00. Nelsine Drive, Meadowview Road and Wild Rose Lane were identified in the 20 Year Pavement Management Plan and the 2009 CIP as roads in need of rehabilitation. Public information meetings were conducted in August and October /November of 2009. A Public Hearing was conducted for Wild Rose Lane and Meadowview Road in November of 2009. All the roads were considered for municipal water extension with a decision not to extend municipal water service during the projects. The projects will be financed from the Local Roadway fund, the Stormwater enterprise fund and the Sanitary Sewer enterprise fund. The funds as described have sufficient balances to finance the projects. Options 1. Approve the resolution directing staff to enter into a contract with W. M. Mueller & Sons, Inc. for the construction project. 2. Direct staff to utilize a different contractor and approve an amended resolution. 3. Do nothing. Leaves the streets in poor condition. Staff Recommendation Staff recommends approval of the resolution awarding the contract to W. M. Mueller & Sons, Inc. in the amount of $404,697.18. Council Action: CITY OF SHO EWOO SOLUTION NO. 10 A RESOLUTIONACCEPTING BID AND AWARDING CONTRACT THE 2010 NELSINE DRIVE, MEADOWVIEW ROAD AND WILD E LANE STREET, DRAINAGE AND UTILITY IMPROVEMENTS. CITY PROJECT NO. 10-01, 10- 2 2. That the City Administrator /Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except for the deposits of the successful bidder and the next two lowest bidders, which shall be retained until a contract has been signed. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 12th day of April, 2010. Christine Lizee, Mayor ATTEST: Brian Heck, City Administrator /Clerk City of Shorewood Bid Tabulation 2010 Street, Drainage, and Utility Improvements City Project 10-01, 10-02 Opened: 10:00 A.M. 7-Apr-1 0 Engineer: TKDA 1 G L Contracting Inc X $ 53 ' 83 525,353.83 2 W. M. Mueller & Sons X $ 404,697.18 3 3 o hwest Asphalt Inc. X $ 454,446.66 4 Thomas & Sons Construction X $ 569,688.73 5 Minger Construction, Inc. X --$ 493,967.30 6 Valley Paving, Inc. X $ 487,908.48 7 Northdale Construction Company, Inc. X $ 498,948.00 8 Midwest Ashpalt Corp. X $ 518,759.50 9 Geislinger & Sons X $ 560,961.45 101 S R Weidema, Inc. X $ 523,743.53 11 GMH Asphalt Corp. X $ 487,668.84 12 I hereby certify that this tabulation is a correct and true representation of the bids received on this date for this Improvement Project James Landini City Engineer � -7 -/0 Date I Jean Panchyshyn Deputy Clerk q- - 7-10 , Date Exhibit A C OUNCIL ACTION FORM During the Capital Improvement Program and Budget Work Sessions, staff has discussed the desire to have designed and installed what is known as a Superior Control and Data Acquisition System (SCADA) for both the waste water lift stations and the municipal well system. The SCADA system was programmed into the Capital Improvement Program and Enterprise Budgets for both the sewer and water systems over a three year period, starting in the year 2010. The attached document is a Request for Proposals (RFP) that staff has crafted for the first phase of this program. This RFP is the design and implementation of the base system, in addition to the design and installation of new lift station control panels for Lift Stations 15 and 17 on Enchanted and Shady Islands. Full reconstruction of these two lift stations have also been programmed in the CIP and Enterprise Budget. Of primary concern, is to obtain better alarm reporting, real time, or even moderately delayed flow data, and reporting. These systems will also provide data for the reduction of infiltration and inflow into the service areas. The document that has been attached is different than the RFP's that have been issued before. This document has been designed as a "performance based RFP." This is necessary, due to the wide range of technologies that have been arrived at, by various vendors, to address the concerns of operations for municipalities. Therefore, "the trick" is to write an RFP that specifies many of the parameters (in very detailed format) to assure that the solutions are somewhat predictable, while leaving enough room for each vendor to bring their solution, within the designed parameters, to the table for consideration. Thus, contrary to the other RFP's that the City has published that are typically one to three pages, this RFP is very close to an engineering specification of some 34 pages. Council Action: Proposals must be received by the City no later than 10:00 a.m. May 12, 2010. it is anticipated that staff will present the proposals and cost considerations at the May 24, 2010, City Council Meeting, The City Council may opt to have the RFP revised Or the City Council may opt to deny the project. Recommendation Staff is recommending that the City Council approve the RFP for the SCADA system for publication. NOTICE OF RE QL'zST FOR �'��P��SAL Date: April 12, 2010 Notice to Prospective Respondents of This RFP: If you are planning on responding to this Request for Proposals (RFP), you MUST fill out the following information and return this information to the City Offices via email. If you do not send back this information, we will not know to send you any Amendments or Clarifications to this RFP and any offer you submit may be rejected. • I p I: Igo I I I a III!' I I I I III I I Return to: Contact: Larry Brown E-mail: Lbrown@shorewoodpw.com City of Shorewood 5755 Country Club Road. Shorewood, MN 55331 Phone: (952) 960-7913 Note: The subject line of this return email is to indicate: "RFP Information" Page 2 of 34 TABLE OF CONTENTS SECTION 1. INTRODUCTION AND INSTRUCTIONS ..... _ .......... ......... _ ..... ...... __ ........... 4 SECTION 2. STANDARD PROPOSAL INFORMATION., ............. ___ .......... ___..........__.. ® ®. ® ®. ® ®® 8 SECTION 3. BONDS, INDEMNIFICATION AND INSURANCE AND CONTRACT CONDITIONS .............. ............ ___ ........... __ ............... __ ............ __ ....... SECTION 4. PROPOSAL SUBMISSION FORMAT .............................. _ ...... ......... ___ ............... 16 SECTION 6. QUALITY ASSURANCE ......................................................................................... 17 SECTION7. DOCUMENTATION ................................................................................................. 18 M*st 0 a • - ! F m � il 11 1111 ill !!I I I ill[ il • I I ! SECTION 10. CELLULAR AND INTERNET BASED SCADA SOLUTION ................................. 27 SECTION 11. SUBMERSIBLE LEVEL TRANSDUCER .............................................................. 30 SECTION 12. LIFT STATION PANEL REQUIREMENTS ........................................................... 31 SECTION 13. REDUNDANT LIQUID LEVEL RESPONSIVE HIGH LEVEL ALARM/PUMP CONTROL ............................................................................................................ 32 SECTION 14. FLOAT SWITCH — BACK UP CONTROL ............................................................. 33 SECTION 15. OVER-TEMPERATURE PUMP PROTECTION & PUMP SEAL FAILURE ....................................................................................................................... 33 SECTION 16. FIELD SUPERVISION ........................................................................................... 34 SECTION 17. WARRANTY .......................................................................................................... 34 Page 3 of 34 SECTION 1. INTRODUCTION INSTRUCTIONS 1.1 Purpose oft is Request for Proposals The purpose of this solicitation is to solicit proposals for: The r system software to establish a SCADA system that is ultimately accessible minimum of 25 waste water lift stations (ultimately) and 10 drinking water facilities (ultimately) usin cellular to a central location with secured access for control and data acquisition to be accomplish r the i nternet. In addition to establishing a base software package and system, this Request for Proposals includes the design and installation of .• electronic .' • electric control panels, motor appurtances, monitoring equipment, . • software, to place into service, immediately upon completion of the Work under this RFP, two (2) existing lift stations. A prebid conference for this project will not be conducted. 1.3 Minimum Contractor Requirements to Respond Contractors who are interested in responding to this solicitation must demonstrate that they meet the following minimum qualifications and meet the requirements indicated below: a. The Contractor shall have been continuously involved in the design and manufacture of control systems for the past ten -(10) years. b. The Contractor shall have successfully built and placed into operation, systems similar to the one proposed herein and will furnish a list of at least ten (10) operating installations. c. The Contractor shall have on staff a minimum of 10 qualified instrument technicians and shall maintain a stock inventory of spare parts for all major components in the system. Proposals that fail to demonstrate meeting the requirements of a through c above may be rejected as Non - responsive. 1.4 Issuing Office and Contact Larry Brown Director of Public Works City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Tel. 952- 960 -7913 Email: Lbrown @shorewoodpw.com Page 4 of 34 To: City of Shorewood 5755 Country Club Road Shorewood, MN 55331 ATTN: Larry Brown Proposals must be received in writing at the City of Shorewood no later than 10:00 a.m., Central Standard Time, May 12, 2010. Failure to meet the deadline will result in disqualification of the proposal without review. 1.6 Questions about the RFP Any technical or procedural questions regarding the RFP or contractual documents should be directed to Larry Brown, at the Issuing Office as outlined in Section 1.4. All questions that require clarification or interpretation of this RFP that cannot be answered by careful review of the document must be received in email at the address provided above, or in writing at the Issuing Office address, on or before May 10, 2010, 10:00 a.m. Central Standard Time. This is to provide adequate time to respond to all firms of record that have obtained copies of the RFP. The Director of Public Works will respond to these questions in writing. Any technical or procedural questions or correspondence concerning protest of the intent to award of A contract should be addressed to: Brian Heck, City Administrator City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Page 5 of 34 .7 Location of Work The lift stations panels to be furnished and installed within this PPP are located on Enchanted and Shady Islands, within the City of Shorewood. More specifically, the lift stations are located at: 1910 - Notice of this solicitation for proposals is being published on the City of Shorewood's Web site at www.ci.shorewood.mn.us and the League of Minnesota Cities Web Page at www.lmnc.org Notices may also be sent to selected vendors whom the City of Shorewood believes may be capable of responding. 1.9 RFP /Contract Management The City Council of the City of Shorewood is the approving body of the Contract and any amendments, prior to execution of a Contract. The Director of Public Works will participate in the evaluation of proposals, make recommendations for negotiations with the Contractor and to the City Council, and negotiate the final terms and conditions of the contract, subject to the approval by the Shorewood City Council. The Director of Public Works is also responsible for contract administration that includes accepting proposals for changes, reviewing Applications for Payment and deliverables and evaluating performance. 1.10 Definitions "Addendum " — Written or graphic instruments issued prior to the closing date and time for acceptance of proposals. "Application for Payment " — The form acceptable to the Director of Public Works which is to be used by the Contractor during the course of the Work in requesting progress or final payments. Said Application for Payment shall be accompanied by such supporting documentation as required by the Contract Documents. "Change Order"— A document which is signed by the Contractor and Owner that authorizes an addition, deletion, or revision(s) of the Work, or an adjustment in the Contract Price, Unit Prices, or Time of the Contract, issued on or after the effective date of the Contract. Page 6 of 34 "Contract" — The entire and integrated written agreement between the Owner and the Contractor concerning the Work. The Contract supersedes prior negotiations, representations, or agreements, whether written or oral. "Contract Price" — The moneys payable by the Owner to the Contractor for completion of the Work in accordance with the Contract Documents, as stated in the Agreement. "Contract Times" — The number of days or dates stated in the Agreement to: (i) achieve milestones, if any, (ii) achieve Substantial Completion, and (iii) complete the Work so that it is ready for final payment, as evidenced by the Director of Public Works written recommendation of final payment. "Contract individual • Contract "Drawings" — That part of the Contract Documents prepared for or approved by the Director of Public Works which graphically shows the scope, extent, and character of the Work to be performed by the Coitractor. "Furnish " — To supply and deliver said services or materials or equipment to the project site ready for placement and use in the final position. "Effective Date of Agreement" — The date indicated on the Agreement between the Owner and the Contractor. `Install" — To put into final position said services or materials or equipment complete and ready for intended use. "Notice of Award" — The written notice by the Owner to the successful Contractor stating that upon timely compliance by the successful Contractor with the requirements precedent listed therein, the Owner will sign and deliver the Contract. "Notice to Proceed " — Written notice given by the Owner to the Contractor that specifies the date on which the Contract Times will commence and run and on which the Contractor shall start to perform the Work under the Contract Documents. "Offerors " — Contractors submitting a proposal in response to this Request for Proposals. "Owner" - The City of Shorewood, its officers or assigns. "Schedule of Submittals" — A schedule prepared and maintained by the Contractor, of required submittals and time requirements to support scheduled performance of related construction activities. "Schedule of Values " — A schedule, prepared and maintained by the Contractor, allocating portions of the Contract Price to various portions of the Work and used as the basis for reviewing the Contractors Applications for Payment. "Shop Drawings " — All drawings, diagrams, illustrations, schedules, and other data or information which are specifically prepared or assembled by or for the Contractor and submitted by the Contractor for approval to illustrate specifics of the Work. Page 7 of 34 "Specifications " — That part of the Contract Documents consisting of written requirements for materials, equipment, systems, standards and workmanship, as applied to the Work and administrative requirements and procedural matters applicable therein. "Substantial Completion" — The time at which the work has progressed to the point, where in the opinion of the Director of Public Works, the Work, as specified in the Contract Documents, utilized for the intended , . and put into service. "Unit Prices " — Work to be paid for on a unit basis for individual items or individual portions of Work, as specified in the Contract. "Work"— The entire construction or the various separately identifiable parts thereof required to be provided under the Contract Documents. Work includes and is the result of performing or providing all labor, materials, services and documentation necessary to produce such construction, in addition to furnishing, installing and incorporating all materials, equipment or • r into such construction, as required # the Contract Documents. ■ ' 2.1 Proposal Preparation Costs The City of Shorewood will not pay any cost associated with the preparation, submittal, or presentation of any proposal. 2.2 Required Review - Protests Prior to Award Offerors must carefully review the RFP for defects and questionable or objectionable material. Such defects must be reported to the Director of Public Works on or before May 10, 2010, 10:00 a.m. Central Standard Time. Such defects must be submitted to the issuing office in writing, either delivered to the Issuing office or emailed to Lbrown _shorewoodpw.com This will allow sufficient time for the Director of Public Works to issue an amendment, if one is required, and will help prevent the evaluation of proposals based on a defective RFP. Protests based on an omission, error, or the content of the RFP will be disallowed if notice of the defect is not made as set out above. 2.3 Questions Received Prior to Opening of Proposals All questions shall be submitted by email to Lbrown@shorewoodpw.com and shall contain in the subject line of said email "RFP SCADA Question," or shall be submitted in writing to the Attention of Larry Brown at the issuing office as indicated in this RFP. Addenda to this request for proposals may be issued at the Owner's option. An interested Offeror Page 8 of 34 may request modifications to the scope, specifications, or administrative requirements. Final acceptance or denial of the request is the decision of the Director of Public Works. All addenda will be in writing and issued to all persons who receive copies of this RFP. 2.5 Correction, Modification, or Withdrawal of Proposals A proposal may be corrected, modified or withdrawn by providing a written request from an authorized agent of the Offeror to the Issuing Office before the time and date set for receipt of the Proposals. After the deadline has passed for submittal of proposals, modifications to the proposals shall not be permitted. However, Staff evaluating proposals may ask for clarifications to the proposals submitted, during the evaluation process. The apparent successful Offeror may be requested to modify or correct his or her proposal during contract negotiations, to the extent it is in the best interest of the City • Shorewood. Proposals must be signed by an individual authorized to bind the Offeror to its provisions, The Proposal must remain valid for at least sixty (60) days from the proposal receipt deadline. In responding to this RFP the individual signing the response is certifying under penalty of perjury that the price submitted was independently arrived at without collusion. 2.7 Offeror's Certification By signature on their proposal, Offerors certify that they are complying with: 1) The laws of the State of Minnesota 2) The Equal Employment Opportunity Act, the Americans with Disabilities Act (ADA) and the regulations issued there under by the federal government; and 3) All terms and conditions set out in this RFP. If any Offeror fails to comply with 1) through 3) of this paragraph, the City of Shorewood reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default. 2.8 Subcontractors All work is to be completed by the Contractor that enters into agreement with the City of Shorewood. Contractors may not subcontract portions of the project. 2.9 Joint Ventures Joint Venture proposals will not be accepted for the performance of this contract. Page 9 of 34 2.10 Disclosure of Proposal Contents All proposals shall remain the property of the City of Shorewood. The City of Shorewood will not disclose the contents of competing Offerors during the process of evaluation or negotiations. information All proposals and related the Shorewood City Council. Parties requesting copies proposals shall be conducted in accordance with the Freedom of Information Act, after the Award o Contract. I f All proposals submitted will be kept on file in accordance to the City of Shorewood Records Retention Schedule and Policy. • s r Offerors must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The Owner may reject any proposals that do not comply with all of the material(s) and substantial terms, conditions, and performance requirements of the RFP. Minor informalities, that do not affect responsiveness; that are merely a matter of form or format; that do not change the relative standing or otherwise prejudice other offers; that do not change the meaning or scope of the RFP; that are trivial, negligible, or immaterial in nature; that do not reflect a material change in the work; or, that do not constitute a substantial reservation against a requirement or provision may be waived by the Owner. The City of Shorewood reserves the right to reject all proposals if it is determined that award would not be in the best interest of the City of Shorewood. 2.12 Evaluation of Proposals All responsive proposals received will be reviewed and evaluated by staff of the City of Shorewood. 2.13 Evaluation and Scoring of Proposals The following point values will be assigned for evaluating the proposals 10 Points Proposal Meets the Requirements of the RFP 5 Points Proposal clarity as to products and services to be provided 10 Points Project Experience and Related Experience of Service Personnel 15 Points One time Fixed Costs for Hardware, Setup and Work 15 Points Ongoing Monthly Subscription Costs 15 Points Ease of Use for master SCADA System Operations, Reporting and Alarm Systems Page 10 of 34 2.14 Interviews for Clarification The Owner may require Offerors to provide clarification of certain points in their proposals, prior to completion of the evaluation process. The purpose of these interviews is to insure that the Owner has a more complete understanding of the Offeror's proposal. Material changes to proposals or negotiations are not allowed in this process. Information request for the purposes of clarification will be limited to verification of statements made in the Offeror's pr oposal . All Offe will be g ive n s i m il ar o pportunities , as # e fo c larifica tion. be co nducted a " that informat deriv f rom c ompeting e of disclose Interviews will be scheduled at the convenience of the City of Shorewood. Interviews may b�*-, c onducted by a After completion of the evaluation process, the Director of Public Works will make recommendation to the Shorewood City Council for consideration of award. Once the City Council has awarded the project, the Director of Public Works will notify all Offerors of the award. SECTION 3. BONDS, INDEMNIFICATION AND INSURANCE, AND CONTRACT CONDITIONS 3.1 Performance and Payment Bonds Prior to execution of the contract, the successful Contractor shall submit to the Owner Performance and Payment Bonds, each in an amount equal to the Contact price, as security for the faithful performance and payment of Contractor's obligations under the Contract Documents. These bonds shall remain in effect until one year after the date when final payment becomes due. If the surety on any bond furnished is bankrupt or becomes insolvent or the surety's right to do business is terminated in the State of Minnesota, the Contractor shall promptly notify the Owner within 20 days after the event giving rise to such notification, and shall provide another bond and surety, both of which shall comply with the requirements of this RFP. 3.2 Indemnification The Contractor shall indemnify, hold harmless, and defend the Owner from and against any claim of, or liability for error, omission or negligent act of the Contractor, under this agreement. The Contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the Owner. If there is a claim of, or liability for, the joint negligent error or omission of the Contractor and the independent negligence of the Owner, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. "Contractor" and "Owner ", as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term "independent negligence" is Page 11 of 34 negligence other than in the Owner's selection, administration, monitoring, or controlling of the Contractor and in approving or accepting the Contractor's work. .3 Insurance maintain The Contractor shall deliver to the Owner, certificates of insurance which the Contractor is required purchase and a. Worker's Compensation (1) State Applicable (3) Employer's Liability Statutory Longshoreman's) Statutory $2,000,000 (1) General Aggregate $2,000,000 (2) Products Completed $2,000,000 (3) Personal and Advertising Injury $2,000,000 (per Person /Organization) (4) Each Occurrence $2,000,000 (Bodily Injury and Property Damage) (5) Property Damage Liability Insurance $2,000,000 (6) Excess Liability a. General Aggregate $2,000,000 b. Each Occurrence $2,000,000 (7) Automobile Liability a. Bodily Injury $2,000,000 b. Each Accident $2,000,000 c. Property Damage $2,000,000 (Each Accident) Or d. Combined Single Limit $2,000,000 (Bodily Injury and Property Damage- Each Accident) (8) Additional Insured for Contractor's liability and Property Insurance: City of Shorewood, Minnesota. 3.4 Standard Contract Provisions The successful Offeror will be required to enter into a Contract with the Owner for services proposed in accordance with this PFP and the proposal submitted by Offeror. 3.5 Proposal as Part of the Contract All or part of the final proposal may be incorporated into the final negotiated contract. Page 12 of 34 3.6 Additional Terms and Conditions The City of Shorewood reserves the right to include additional terms and conditions during the contract negotiations. These terms and conditions must be within the scope of the original RFP and contract documents, and will be limited to cost, clarification, definition, and administrative and legal requirements. If after award of a contract: 1) A conflict arises between terms offered in contractor's proposal and the terms of the contract or RFP, the terms of RFP or aprevail. 2) If the Owner's rights would be diminished as a result of application of a contractor's supplementa' term or condition included r • proposal, the supplemental or • • n be considered • void. It is the intent of the City of Shorewood to pay the contractor amounts based upon satisfactory completion of tasks, review of the required deliverables, and submission of an Application for Payment from the Contractor. Periodic Applications for Payment shall be permitted on this project. No payment shall be made until the Applications for Payment have been reviewed and recommended for approval by the Director of Public Works and reviewed and approved by the City Council of the City of Shorewood. Applications for Payment shall account for amounts of project retainage as outlined below: Minnesota Contractor: 5.0% Exempt Non - Minnesota Contractor 5.0% Non - Exempt Non - Minnesota Contractor 5 % +8% * =13.0% *State Surety Deposit Non - Minnesota Contractors are advised to file Form SD -3 with the Minnesota Department of Revenue to determine their exemption status. Before Application for Final Payment is made for Work completed, the Contractor must satisfactorily show compliance with Minnesota State Statute 290.92 which requires withholding of state income taxes for wages paid to employees on this project. Submittal of the Certificate of Compliance from the Commissioner of Taxation to the Owner will satisfy this requirement. 3.8 Termination. The Owner, by written notice, may terminate this contract, in whole or in part, when it is in the best interest of the City of Shorewood. The Owner is only liable for payment in accordance with the payment provisions of this contract for services rendered before the effective date of termination. Page 13 of 34 3.9 Ownership of Materials The Owner shall maintain ownership and use of all equipment, materials or software produced and accepted as a final product, as a result of this Contract. The rights and remedies available to the Contractor shall be limited to breach of Contract, and no other causes of action, including, without limitation, negligence, misrepresentation or other tort theory. The Owner or Contractor may assert any such breach of Contract claim in any court of competent jurisdiction. Neither the Contractor nor the Owner shall be entitled to a jury trial in any such action. The right and remedies to the Owner hereunder shall be in addition to and shall not be construed in any way as a limitation of any rights and remedies available to the Owner, which are otherwise available by law of Contract by special warranty or guarantee, or by any other provision of the Contract Documents. All representations, warranties and guarantees made in the Contract Documents shall survive final payment, termination or completion of this agreement. No waiver or failure to enforce any part of provision of the Contract Documents, including but not limited to the Change Order process, shall be deemed to be a waiver by the Owner of any subsequent default or breach of the same or any other part of provision contained herein. 3.11 Contract Invalidation If any provision of the contract awarded as a result of this RFP is found to be invalid, such invalidation will not be construed to invalidate the entire contract. 3.12 Default of Contract If the Contractor refuses or fails to perform the work, or any separable part thereof, with such diligence as will ensure its completion within the written contracted time frame, the Owner may, by written notice to the contractor by certified mail, place the Contractor on notice that corrective action is needed, at which time the Contractor shall have twenty one (21) calendar days to correct the work, or such part of the work as to which there have been delays. If said corrections have not been completed to the satisfaction of the Director of Public Works, the Owner will act on the provisions of the performance bond. Page 14 of 34 3.13 Assignment The Contractor may not assign any portion of the contract without prior written approval from the Director of Public Works. 3.14 Contract Changes No claim for additional services, materials or software not specifically provided in this contract, performed or furnished by the Contractor, will be allowed, nor may the contractor do any work or furnish any materials, equipment, or software not covered by the Contract unless the work or material is ordered in writing by the Director of Public Works and approved by the City Council of the City of Shorewood. 3.16 Right to Inspect Place of Business At reasonable times, the Director of Public Works may inspect those areas of the Contractor's place of business that are related to the performance of a contract. If the Director of Public Works makes such an inspection, the Contractor must provide reasonable assistance. 3.17 Confidentiality and Ownership of Documents All data, maps, drawings, photographs, mosaics, plans, reports, recommendations, estimates, documents, computer files and all other data compiled by or received by the Contractor under this Contract shall be treated by the Contractor as confidential and shall be delivered only to the Director of Public Works or other authorized officials as required in the Contract. Their contents shall not be made known by the Contractor to any person other than personnel of the Contractor performing services under this Contract without written consent of the Owner. 3.18 Reimbursement to the Owner for Unacceptable Deliverables The Contractor is responsible for quality, occurrence and completion of all work identified by the contract. All work shall be subject to evaluation and inspection by the Director of Public Works at all times to assure satisfactory progress, to be certain that work is being performed in accordance with the contract specifications, terms and conditions, and to determine if corrections and modifications are necessary. Should such inspections indicate substantial failure on the part of the Contractor, the Owner may put the Contractor on notice of Default as outlined in Section 3.13 of this RFP. Furthermore, the Owner may require the Contractor to reimburse any monies paid (pro rata based on the identified proportion of unacceptable products received) and any associated damage costs. Page 15 of 34 SECTION . PROPOSAL SUBMISSION FORMAT 4.1 Introduction proposals The City of Shorewood wishes to discourage unnecessarily lengthy and costly proposal preparation, yet all limited requested Failure complete information as requested may result in a lower score or disqualification of the proposal *epending on the severity of discrepancy. Include a letter of transmittal containing the complete name and address of the firm; name, mailing address, and telephone number of the contact person for the proposal, and a statement confirming that the proposal is valid for sixty (60) days from closing date for receipt of proposals The letter of transmittal shall also indicate the Date of Proposal. .• • • The response to the RFP shall have a Table of Contents. 4.3 Personnel & Firm Qualifications, and Experience a. Include a statement of qualifications for all personnel and designated to perform work under this RFP. b. Include information specifically regarding SCADA systems development experience. 4.4 Time Schedule Responses to the RFP shall include a detailed time schedule indicating the anticipated time required to complete the Work outline in this RFP. 4.5 Cost and Pricing Schedule Responses to the RFP shall include a clear and concise explanation for any and all costs for the Work, in addition to any and all ongoing costs for the services or subscription services desired: Proposals shall include a. One Time System Costs for Setup of Software /Homepage or Service. b. One time Costs for furnishing and installing the two control panels, for Lift Station 15 and 17, as specified in this RFP as an itemized pricing for each cabinet, panel and all associated appurtances. c. Ongoing costs for subscription or SCADA system hosting, alarm processing, and reporting systems. Page 16 of 34 SECTION 5. SYSTEM COORDINATION C P I IIT 5.1 Control System Description The equipment provided shall be a completely integrated automatic control and monitoring system consisting of the required automation and alarm monitoring equipment in a factory wired and tested assembly. The automatic control and alarm /monitoring system components shall be standard, catalogued, stocked products of the system supplier to assure one source responsibility, immediately available spare /replacement parts, proper system interconnections and reliable long term operation. 5.2 Equipment Purchases All equipment and materials shall be subject to the Director of Public Work's review and approval and shall not be purchased or manufactured until the review and approval process is complete. 5.3 Equipment Design The Contractor shall prepare detailed design information, procure, configure, install, start -up, make ready for use, the complete instrumentation's systems as indicated in this RFP. The Specifications included in this RFP are descriptions of functional operation and performance, as well as standards, but do not necessarily enumerate detailed specifications for all components and devices that are essential for system operation. However, all components and devices shall be furnished and installed as required to provide complete and operable systems for accomplishing the functions and meeting the performance set forth hereinafter. 5.4 Installation The system shall be installed by the Contractor complete and ready to operate, including all necessary connections to sources of electrical power, interconnection between field equipment and accessories as specified or as recommended for best operation for the equipment furnished. The hardware that is installed in the control and monitoring system shall be readily available. None of the hardware in the system shall be part of a discontinued line or classified as hardware that is on repair status only. The Contractor shall provide documentation verifying the continuing availability of the system hardware for full integration of the original hardware with future hardware improvements. All necessary mounting panels, stands, hangers, and brackets shall be furnished and installed and shall comply with the relevant sections of the Specifications. 5.5 Training SECTION 6. QUALITY ASSURANCE 6.1 Quality of Design and Workmanship The Supplier shall maintain quality, the design, workmanship, and materials used in manufacture of equipment supplied. All equipment supplied under this Contract shall be of new manufacture. Page 17 of 34 Manufacture of Control System The Supplier shall be a firm that is engaged in the manufacturing of process control systems. The system shall be in regular production with pre - designed hardware and software for process control systems. A standard system is defined as one which is available, at time of e ehardware and software, o * " .at classes - elot be done beyond st configuration. •- t t 101 t t^ a. Detailed engineering, manufacture, programming, test, start -up and demonstration of all equipment and software programs to provide a complete operating system. b. Engineering and implementing necessary interface between the supplied equipment and the existing equipment or interface junction boxes. The Contractor shall document this interface including point -to -point wiring diagrams. c. All engineering and render coordination assistance, necessary for calibration of overall control system and to resolve interface discrepancies between panels, equipment, instrumentation and final control devices. Where interface conflicts exist, the Contractor shall document conflicts in writing to the City providing absolute information such as terminal numbers, device name, and tests performed and diagnosis of problem. d. All equipment supplied shall be of the most current and proven design at the time of delivery. The completed System and the equipment provided by the Contractor shall be compatible with the functions required and shall be a complete working System. e. All electrical components of the System shall operate on 120 volt, single- phase, 60 Hertz current, except as otherwise noted in the specifications and on the drawings. SECTION 7. DOCUMENTATION 7.1 Design Review The complete assembly shall be provided with job- specific wiring diagrams, parts lists, enclosure dimensional and door layout drawings and instructions for review and approval by the Director of Public Works, Prior to any ordering of supplies or materials or commencement of any construction for this project. 7.2 Shop Drawings Shop Drawings shall be submitted for approval for all equipment herein specified. The Shop Drawing Submittal shall include a Document List. An Order Specification shall be included which shall describe in detail all equipment provided. Each panel shall be provided with a job- specific wiring diagram, numbered terminals or nodes corresponding to numbered wires, parts list, enclosure door layout and enclosure dimension drawing. Manufacturer's wiring diagrams that are not job - specific Page 18 of 34 (standard drawings with options crossed out, etc.) are not acceptable. The wiring diagram requirement applies to all field mounted instrumentation and control equipment. Interconnection details shall be shown for all field mounted instrumentation. A Description of Operation shall be provided detailing the operation of the complete system, including the control and alarm handling. 7. 3 Asbuit t Drawin The Contractor shall provide As-built Drawings and Instruction Manuals. These manuals shall include • e • Drawings. In addition, a detailed Programming and Operations Manual • the Microprocessor-based i • e Unit shall be e A' . The manual shall e all information detailed as •' !p Drawing Submittals above. [ : A inglin • W I • ' 1 • K O W1 0 a W t • a. The control panel(s) shall be constructed in compliance with Underwriter's Laboratories Categories 698A and 913 standards — "Enclosed Industrial Control Panel Relating to Hazardous Locations with Intrinsically Safe Circuit Extensions" listing and following -up service. The control panel(s) shall bear the Underwriter's Laboratories serialized label for "Enclosed Industrial Control Panel Relating to Hazardous Locations with Intrinsically Safe Circuit Extensions ". b. Prior to shipment from the manufacturer's facility to the jobsite for installation, an Underwriter's Laboratories (U.L.) representative shall inspect the completed control panel(s). Upon successful completion of the inspection, the panel shall be assigned the required "Enclosed Industrial Control Panel Relating to Hazardous Locations with Intrinsically Safe Circuit Extensions" serialized U.L. label, indicating the equipment is built in accordance with the practices and requirements of the Underwriter's Laboratories 698A and 913 categories. c. While the use of U.L. listed components is encouraged, their use alone and /or the alternate use of a U.L. 508A — "Enclosed Industrial Control Panel" serialized label will not be considered an acceptable or satisfactory alternate to the "Enclosed Industrial Control Panel Relating to Hazardous Locations with Intrinsically Safe Circuit Extensions" serialized label specified above. Upon request from the Director of Public Works, the panel manufacturer shall supply documentation to the owner proving they are a U.L. recognized manufacturing facility for the type of equipment required. Only the labeled products of U1.698A and 913 "Enclosed Industrial Control Panel Relating to Hazardous Locations with Intrinsically Safe Circuit Extensions" recognized panel manufacturer shall be considered acceptable for use on this project. 8.2 Wiring a. All wiring shall be minimum 600 volt UL type MTW or AWM and have a current - carrying capacity of not less than 125% of the full load current. The conductors shall be in complete conformity with the national electric codes, state, local and NEMA electrical standards. For ease of servicing and maintenance, all wiring shall be color coded and numbered on each terminal or node. The wire color Page 19 of 34 code and number shall be clearly shown on the drawings, with each wire's color and number indicated. self- locking b All control wiring shall be contained within plastic/PVC wiring duct with covers. Where dimensional constraints prevent the use of wiring duct, wires shall be trained to panel components in cable ties as o ,. c. Every other cable tie shall be fastened to the enclosure door or inner device panel with a cable tie mounting plate with pressure tape. Where wiring crosses hinged areas such as when trained from the inner device panel to the enclosure door, spiral wrap shall be used. a. The lift station control panel shall be service entrance rated. Conduit and wiring between the power company termination and the lift station shall be furnished and installed by the contractor. The power supply will be 240 Volt, 9 Phase, 3 wire, 60 Hertz. b. A lightning arrestor shall be supplied in the control system and connected to each line of the load side of main power disconnect. The arrestor shall protect the control system against damage as the result of transient voltage surges caused by lightning interference, switching loads and power line interference's. It shall begin shunting to ground at 1000 volts maximum. c. All metering shall be done ahead of the main disconnect and control panel. The meter shall be installed by the Contractor in accordance with local power company requirements. d. Each panel shall be supplied with a properly sized control power circuit breaker. The breaker shall supply power to all control wiring within the enclosure. 8.4 Nameplates All major components and sub - assemblies shall be identified as to function with laminated, engraved bakelite nameplates. SECTION 9. CONTROL SYSTEM AND CONTROL PANEL 9.1 Enclosure a. The described equipment shall be housed in a NEMA 3R — Stainless Steel Enclosure Unit shall measure 36" wide, 48" high, 12" deep. The enclosure door shall be provided with a 3 point padlock -able latch and aluminum dead front operator's inner door. The enclosure shall be able to be opened by the operator solely by the padlockable latch without the need to turn or operate any additional exterior screws, bolts or fasteners. The control panel shall include a minimum of 13" x 11" chassis space for mounting future supplied components. b. This weatherproof, rain -tight enclosure shall be designed specifically for mounting in an unprotected outdoor location. It shall have a gasketed, hinged, front weather door with locking Page 20 of 34 capability and an internally mounted hinged dead front panel so that all the components normally actuated by Operating personnel are accessible without opening the dead front and yet are not exposed to the elements or to unauthorized personnel. c. The enclosure shall be supplied with 18" floor stands and louvered skirts to cover incoming conduit made out of the same material as the enclosure. b. The circuit breaker must have a minimum symmetrical RMS ampere interrupting capacity of 100,000 @ 240 Volts. The circuit breaker shall be operable through the operator's door of the enclosure and shall have a trip rating to allow full voltage starting and continuous operation of motors. c The commercial power input to the control panel /main breaker shall be UL service entrance rated and labeled. 9.3 Emergency Disconnect (Emergency Transfer Switch) The control panel shall include a second circuit breaker mechanically interlocked with the main breaker to function as an emergency power interrupt and manual transfer switch. The breakers shall allow the control panel to be powered by either commercial power or the Owners portable emergency power generator. The interlock shall be padlock -able with both breakers in the "off" position. The breakers shall be operable from the control panel operator's door. 9.4 Generator Receptacle A generator receptacle shall be provided and mounted on the side of the enclosure by the panel manufacture. The Generator receptacle shall be of the metallic NEC style configured to UL 1686 specifications. Receptacle must be suitable for NEMA 4X environments. Cable clamps must be of contoured smooth 2 -screw design. Wire terminals must be of the increased safety design. The receptacle shall be Crouse Hinds AR1041 S22, or equal, rated at 100 amperes, 600 VAC /250VDC, 60 Hertz. The generator receptacle shall be style 1 (Grounded through receptacle collar) 9.5 Under voltage /Overvoltage Pump Protection a. A power monitor shall be provided to monitor incoming voltage and provide protection to the motors. The power monitor shall be SymCom Model 460 or approved equal. The power monitor shall detect incoming service abnormalities including over voltage, under - voltage and rapid cycling protection and provide automatic cutout of pumps and provide local alarm. Upon detection that Page 21 of 34 incoming power has returned to normal, the unit will restore pump operation and discontinue alarm. The power monitor shall be protected against overcurrent by the use of separately mounted extractor -type line voltage fuses. This device shall have a nominal 2 -4 second dropout delay and (2a 300 second) adjustable restoration time delay. b. The power monitor shall have built in dual color LED indicator. The indicator shall be green e system is normal and shall turn red upon detection of proper power. The unit shall protect itself o erge sp and transients " al transient protection meeting IEEE 587 stan p ower c. The al inclu a stagger time delay o f , d f time de betwee •.f and .g pump start 4 of • upon ret power. This feature shall be operation in all modes of pump operation. i. �. f; t • a. A thermal magnetic circuit breaker shall be supplied as branch circuit protection for each pump motor. The circuit breaker must have the same minimum ampere interrupting capacity as the main breaker. The circuit breakers shall be operable through the operator's door of the enclosure and shall have a trip rating to allow full voltage starting and continuous operation of the motors. b. A NEMA rated, full - voltage, across- the -line magnetic motor starter with ambient - compensated, quick -trip class 10 overload sensing for submersible pumps in each phase to provide over current and running protection shall be provided for each pump motor. The overload trip setting shall be operator adjustable within normal pump operating ranges. Operator's door mounted overload reset push- buttons shall be provided. c. 120 VAC control power for each motor starter coil and H -O -A selector switch shall be provided. d. A control power circuit breaker shall be provided and operable through the operators door of the control panel to provide a disconnect means and short circuit protection for any 120 VAC (or less) devices not powered from motor starter circuits. e. Combination motor starters shall be furnished for the following motors: Lift Station ( Panel) No. Motor HP FLA NEMA Starter Size Ckt Bkr Trip 15 Motor 1 5 27 1 30 amps Motor 2 5 27 1 30 amps 17 Motor 1 5 27 1 30 amps___, Motor 2 5 27 1 30 amps 9.7 Pump Control Selector Switches and "RUN" Lights. a. The control panel shall have three position selector switches mounted on the front door for Hand - Off -Auto operation of each pump. In the Hand position the motor shall be called to operate. In the Off Page 22 of 34 mode the motor shall not be allowed to operate. In the Auto mode, the motor shall operate in response to control signals from the controller. WRIM WINE il 1, 11 V •.•"" r •' iii! • "• � • � i" � , ► � • i • _, a. An operator's door mounted, 120 VAC powered running time meter measuring hours and tenths of hours of operation up to 99999.9 hours shall be furnished for each pump motor indicated. b. Provide a 3 door mounted, 120 VAC powered running time meter measuring hours and tenths of hours of operation up to 99999.9 hours shall be furnished for simultaneous pump run time. 9.9 Primary Controller. a. The PUMP CONTROL — TELEMETRY UNIT shall be furnished for monitoring and automatically controlling the lift station pumps in a pump down mode of operation in response to a level process variable, as based on set points that are to be configured in the field by the end user. Unit shall be capable of communicating station status, levels, alarms, and run times to a master station shall be IP addressable and shall communicate via CDMA, GSM, or other approved communications. b. The PUMP CONTROLLER — TELEMETRY UNIT shall be a standard, catalogued product of a water and wastewater pumping automation equipment manufacturer regularly engaged in the design and manufacture of such equipment. The PUMP CONTROLLER — TELEMETRY UNIT shall be specifically designed for water and wastewater pumping automation utilizing built -in preconfigured control and telemetry strategies allowing pump up or down mode pump control of a minimum of two pumps. "One of a kind" systems using custom software with a generic programmable controller will not be acceptable. c. The operating program shall be resident in non - volatile FLASH memory and include full -scale ranging and pump -up /down determination. The controller shall be arranged to operate a minimum of two pumps plus high and low analog alarms. The ON and OFF adjustments of each pump and alarm setpoint shall be full -range adjustable through the use of a keypad. The controller display shall show the operation of each control stage. Page 23 of 34 d. The controller shall include keypad adjustable on -delay timing logic to provide staggered pump starting following a power failure condition, Keypad adjustable off delay timing for each pump control stage shall provide smooth transition between control stages. V. The PUMP CONTROLLER — TELEMETRY UNIT shall be furnished with an operator interface 1-zllowing adjustment r • viewing of parameters . • status. The operator interface shall be quitable for • door m• • including locations requiring wash and moisture protection, • The process variable signal, Pump 1, 2, & 3 On /Off and High & Low Setpoints, shall be displayed simultaneously via front panel. • To assure the highest resolution and accuracy, the process display shall be configured to display the full range of the actual measured process. Range can also be offset allowing display of a pressure or level range that does not start at zero. The display ranges shall be field configurable. • System Pump On /Off and Alarm setpoint parameters shall be easily adjustable. • The unit shall have a built in process simulation capability allowing the operator to verify system operation by forcing the process variable up or down via pushbutton or similar. To prevent accidentally leaving the unit in simulation mode, the PUMP CONTROLLER shall be configured to automatically restore monitored process display within 2 minutes after last keypad usage or immediately upon operator initiated restore. • The display unit shall incorporate a high contrast display panel allowing for viewing of higher level functions including the following: • Process display to XX.X of the full scale process range. • Time and Date Stamped Alarms & Events • Pump Statistics (Including Run Time, Number Of Starts, Daily Average Number Of Starts) • System diagnostics • Controller Security • Unauthorized Station Entry Detection g. The PUMP CONTROLLER — TELEMETRY UNIT shall provide on board 24 VDC loop power output for external loop powered sensor. A built -in Analog Supply Voltage Status LED shall indicate availability of loop power. Unit shall be able to monitor a user selectable — 4 -20 mA or 0 -10 Volt analog input representing the process to be controlled. The analog digital conversion shall not be less than 16 bit to allow accurate measurement of the process variable. The analog input circuitry shall provide optical isolation from the main board to the field device. A minimum of 1000 volts electrical isolation shall be required. The Analog process signal shall be displayed locally via the display. This signal shall also be available for telemetry transmission. Page 24 of 34 i. The PUMP CONTROLLER — TELEMETRY UNIT shall be protected from unauthorized changes via built -in system security. The unit shall support a minimum of 2 levels of security in a hierarchical structure allowing different levels of access to the PUMP CONTROLLER for differentiation of desired assess levels to include Operator, & Supervisory access levels. j. The PUMP CONTROLLER — TELEMETRY UNIT shall provide outputs for interface to local pumps and alarm annunciation equipment. Relay isolated contact outputs for activation of Pump 1, Pump 2, Pump 3, Common Alarm shall be provided. Each contact shall be rated for a minimum of 10 amps at 120 VAC or 5 Amps at 240 VAC. Open collector outputs for Low and High Level Alarm shall be provided for interface to off board monitoring equipment. Open collector outputs shall have a minimum operating range of 5 -30 VDC @ 100 mA. k, The PUMP CONTROLLER — TELEMETRY UNIT shall provide s 4 -20 mA output signal for interface to external equipment including VFDs, Chart Recorders or other monitoring devices. Analog output can be configured to provide output representing process variable for retransmission or as a process control output for interface to VFDs, Valves, or other process controlled device. I. The PUMP CONTROLLER — TELEMETRY UNIT shall support contact closure inputs from float or pressure switches representing high and low (Level /Pressure). The PUMP CONTROLLER — TELEMETRY UNIT shall annunciate these inputs as alarms and use them to provide back up control Page 25 of 34 in the event the primary (analog) sensor fails. Unit will provide local alarm indication and utilize the inputs to cycle pumps on and off to maintain system operation. m. The PUMP CONTROLLER — TELEMETRY UNIT shall have built -in standard operator adjustable alternation functions allowing for sequencing and equalizing wear of the pumps. The following alternation sequences shall be supported. • Fixed • Rotary • First On First Off (FOFO) • Utilize One Favor Others (UOF ) • Emergency Mode on pump selection n. The PUMP CONTROLLER — TELEMETRY UNIT shall include built -in Pump Failure detection logic. In the event the pump has been called into operation and the pump run signal is not received within a pre - adjustable time period. A motor failure shall be produced. The failed motor shall be disabled, an alarm shall be displayed and the next available pump based on the selected alternation sequence shall be requested to start. o. The controller shall include built in site intrusion detection logic that will monitor an external door switch and allow authorized access to the station via controller keypad entry of proper security code or access level. The intrusion system upon detection of entry, will allow a preset time delay for the operator to deactivate the alarm by entering the proper code. When the operator logs out and leaves the facility, the controller shall allow a preset time delay for the operator to secure the panel before re- arming. p. In addition to the pump and alarm control capability, the controller shall provide alarm annunciation. The controller shall, upon the occurrence of an alarm, sound an audible device, and will indicate the alarm description, complete with the time and date of the alarm occurrence. An acknowledge pushbutton shall be provided to allow silencing of the audible device while the digital display will continue to show the alarm function, complete with time and date information, until the condition has cleared. A built -in alarm and status historian shall retain the last 100 time and date stamped events providing a historical record of recent activity. q. The PUMP CONTROLLER — TELEMETRY UNIT shall include a volumetric lift station flow and pump performance monitoring capability allowing station flow measurement without the use of an in line flow meter. In addition to flow measurement, the PUMP CONTROLLER shall provide pump performance related information. Pump station flow and pump performance data shall be viewable locally through the display or available for telemetry transmission to master station. The following information is to be provided: • Average Station Influent Flow Rate • Maximum Station Influent Rate (Gal) w /Date & Time • Current Day Total Effluent Flow (Gal) • Previous Days Total Effluent Flow (Gal) • Average Daily Effluent Flow (Gal) • Maximum Daily Effluent Flow (Gal) w /Date & Time • Total Station Effluent Flow (Gal) Page 26 of 34 s. Unit shall be constructed for industrial applications for use in harsh environments. Unit shall have a Temperature Operating range of -40 to + 85 Deg C, and be able to operate in environments with 10 -90% non condensing humidity. Unit shall be UL Listed and in compliance with FCC part 15 Class A emissions and CE IEC61000 Surge Withstand certifications. t. All connections shall be made via plug -in terminal blocks with a minimal rating of 10 Amps, 300 Volts and capable of accepting 30 -12 AWG wire. SECTION 10. CELLULAR AND INTERNET BASED SCADA SOLUTION 10.1 Human Machine Interface The SCADA system shall be comprised of a hosted, Internet based human machine interface portal system which communicates to remote sites utilizing a readily available commercial cellular network. The system shall be: a. Totally integrated, fully automated control and monitoring solution suitable for stand alone local functionality and have simultaneous Internet based remote access. b. The solution shall include the required Internet based interface software, Internet wireless terminal and dedicated pump controller unit for each of the required wastewater facility sites. 10.2 Redundant Communications Optional redundant communication capability shall include conventional, dedicated radio or telephone and cellular connection capability operating in a fully automatic redundant mode. This Page 27 of 34 communication option shali include the required controiler physical connection and software as a standard product offering to support the redundancy capability. 10.3 Cellular Connections a. The cellular connection capability shall allow any authorized user to securely connect to the system from anywhere with an Internet connection. The system shall g a standard following browser software package, which shall function as a traditional SCADA system software interface including the 1. Interface functionality such as pump start/stop set point adjustments, remote on/off control, a Warm set point adjustment shall be included as a minimum. . Remote site access security and controller configuration security shall be implemented via user entered passwords or with electronic key reader iAccess technology. Configuration changes and facility site access shall be recorded as time -and date- stamped events. These events shall then be reported and recorded over the wireless cellular connection. 3. Alarm acknowledgement and alarm silencing capability shall be incorporated in the system interface package. 4. An "Update Now" function shall allow an authorized user to update the entire system automatically on demand from the system. 10.4 Alarm Callouts The system shall provide immediate notification of facility operational and security alarms utilizing the following Owner furnished communication methods: a. E -mail account notification. b. Standard Owner pager systems. c. Designated phone call. d. Text Messages e. All four methods at once. Advanced callout scheduling functionality shall ensure the appropriate person and /or persons are called in the event of a specific alarm type. Acknowledging alarms shall be handled by the authorized Owner personnel using either the telephone or Internet interface. 10.5 System Control and Operation a. Access to the system shall be through a secure Login Home page. Once logged into the system, the authorized operator will be able to select from the following Menu selections and associated display pages: Page 28 of 34 b. The home page after login shall provide a facility wide overview map with facility site statuses, site list display, site detail displays. c. An Alarm Page shall provide user access to Alarms and User /Site Event. The software shall include time- and date - stamped records for all alarms, Alarm "Acknowledgements" and Alarm "Clear status. The software shall include time- and date - stamped records of all system Events. e. Graphic Menu shall provide Station (Site) Graphic displays, Detailed Station (Site) performance displays including pump cycle details and runtime and an Analog Values Report display. The system shall support equipment maintenance alerts for calculated unbalanced runtimes, runtimes exceeding setpoints, runtimes exceeding thirty- (30) averages and number of starts exceeding set point. f. Set point Menu shall provide set point definition displays and facility detail displays. g. Logout Menu shall allow the user to exit the system web site. 10.6 System Reporting and System Status a. Advanced pump station performance algorithms shall be provided allowing for pump station performance optimization and offering the following capabilities: b. Optimization shall offer reduction in facility energy requirements and help prolong equipment life. c. Configurable multiple, multi -point trend displays shall be a standard offering and shall be used to illustrate how different pieces of equipment and system components work together. d. The trending package shall allow users to track the operation and performance of different system equipment and assets over time. e. Users shall have the ability to determine and select variables in the system to track together and to save the custom trends for future use. f. Advanced pump station operation and maintenance functionality shall allow the user the ability to monitor pump performance over time, which will be used to predict pump station and /or other facility asset failures before they occur. Page 29 of 34 g. The system shall provide multiple methods of volumetric flow including pump run times, wet well drawdown, wet well drawdown with compensation for inflow rate. The volumetric flow calculation will be available for the entire pumping station or individual pumps to assist with overall performance analysis. notification h. The system shall constantly monitor heartbeat of communication and provide immediate modem I. An Internet wireless terminal shall r ♦ r a o interface between the local site dedicated pump controller unit and the cellular network provider. This wireless terminal modem shall transmit pump controller collected data ., a. The provider of the system shall be responsible for confirmation of cellular coverage for the sites to be monitored, establishment and setup of the cellular plan, procurement of the appropriate SIM modules, testing of the cellular modems, and end user billing of the cellular air time. The cellular coverage contract shall be between the end user and the control panel provider. b. The cellular modem shall incorporate the following general functional design requirements: I. Power for the modem shall originate from the local pump controller or via a separate 12 or 24 VDC power supply, as required. An integral power ON /OFF switch and operational status light shall be included ii. An RS232 serial interface 9 -pin connector cable between the modem and pump controller shall be installed in accordance with industry standards. The required pump controller RJ45 connector to the modem DB9F modular adapter with the correct communication protocol pin -out shall be furnished. iii. The supported standard protocols shall include as a minimum Modbus and DF1. iv. Include the required antenna and appropriate cable for secure and reliable operation over the cellular communication network. v. Support an extended temperature range of -22 °F ( -30 °C) to +158 °F ( +70 °C) for cellular modem normal operation. vi. The modem shall support Circuit Switched Data (CSD) transmission rate of up to 14.4 kbps required to support mobile cellular phone systems. vii. The cellular modem shall support either GSM - Quad -Band Global system for mobile communication or TDMA system for mobile communication. viii. Modem support of a standard Java software development platform, which supports Information Module Profile - Next Generation (IMP -NG). The software platform shall allow the modem to update its application over the air (OTA) in a simple and reliable manner as well as transfer and receive confidential data in a secure environment using industry standard data encryption methods. 11.1 General Construction of Transducer Page 30 of 34 The liquid level of the wet well shall be sensed by a submersible level transducer. The transducer shall be a 3 -wire type to operate from the level controller's regulated supply voltage and produce an instrumentation signal in direct proportion to the measured level excursion over a factory-ca librated range of zero to 10 feet of water. The transducer shall function via the following requirements: transducer shall ate head-press type, submergence and operation and shall be installed in accordance with manufacturer's instructions. The bottom diaphragm face of the sensor shall be installed approximately 6 inches above the wet well floor. The sensor shall be mounted using a stainless steel cable suspension system in a locati t as • • plans. I c. A hydraulic fill liquid behind the diaphragm shall transmit the sensed pressure to a solid -state variable - capacitance transducer element to convert the sensed pressure to a corresponding electrical value. d. The transducer element shall incorporate high over - pressure protection and be designed to withstand intermittent overpressures five times the full -scale range being sensed. Metallic diaphragms shall not be acceptable in that they are subject to damage or distortion. e. The internal pressure of the lower transducer assembly shall be relieved to atmospheric pressure through a heavy -duty urethane jacketed hose /cable assembly and a slack PVC bellows mounted in the control panel. The sealed breather system shall compensate for variations in barometric pressure and expansion and contraction of air due to temperature changes and altitude as well as prevent fouling from moisture and other corrosive elements. f. The sensor shall be suspension- mounted using a US Filter Control Systems Stainless Steel Cable Suspension Mounting Kit. The mounting kit shall consist of a 2' long one -inch NPT type 316 stainless steel pipe with coupling, bolt, cable clamps and hardware. The required length of 1/8 inch diameter 20 feet in length stainless steel cable shall also be provided. g. The control panel shall include a UL Listed intrinsic safety barrier that has been UL tested with the specific submersible transducer furnished for this application to render the transducer suitable for use in Class 1, Division 1 or 2, Groups A, B, C and D; Class II, Division 1 or 2, Groups E, F and G; and Class III, hazardous locations (which includes a sewage wet well). SECTION 12 LIFT STATION PANEL REQUIREMENTS 12. 1. Convenience Receptacle An operator's door mounted 120 VAC duplex ground fault interrupter (GFI) type, convenience receptacle rated at 15 amperes shall be supplied for the operation of a trouble light, drill, etc. It shall be protected by a separate 15 ampere trip rated circuit breaker accessible from the operator's door. Page 31 of 34 12.2 Local Alarm A top mounted weatherproof, strobe alarm indication light assembly with shatter resistant polycarbonate red lens mounted on a polycarbonate/ABS blend case shall be provided. The alarm light shall be NEMA 4X rated, suitable for indoor or outdoor mounting and operate on 120 VAC and be PLC rated. The strobe aye shall provide peak rated for 3,000 hour life. The alarm light shall flash upon occurrence of an alarm condition. 00 watt, 120 VAC condensation po - and adjustable high pry o SECTION thermoswitch shall be supplied in the control panel. I 1 1 RESPONSIVE ALARM/PUMP CONTROL Section 13.1 High Level Alarm Control An independent high level alarm and redundant pump control capability with features as hereinafter listed shall be provided in addition to the specified primary control system. It shall be powered by a 120 VAC circuit breaker. Section 13.2 Pump Control a. A Pump Controller shall be furnished to automatically provide wet well level alarm monitoring and control of pumps based on float switch inputs. The controller shall be flexible for future considerations and come preconfigured with multiple modes of control for up to 2 pumps in pump down mode of operation as based on up float switch inputs. Operation mode shall be easily adjusted by the operator via built in rotary switch. No special tools or programming shall be required to change operation modes. This application will utilize duplex pump down mode control based on 4 float inputs representing common low level alarm - pump stop, lead & Lag pump required, and high level alarm. b. The Pump Controller shall allow easy operator selection of pump sequences via built in switch. Operator shall be able to operate pumps in a fixed pump sequence or alternating sequences. The controller shall allow operator removal of pumps from operation for service or repair via built in switch adjustments. c. The Pump Controller shall have user adjustable built in delay timers to prevent inadvertent starting and stopping of pumps and prevention of nuisance alarms based on momentary signal input(s). Time delay shall also protect motors from operating to quickly after a power failure and allow power to stabilize before allowing motors to start. The timer should allow a minimum adjustable time delay period of 1 -255 seconds allowing delay flexibility for each specific station. d. The Pump Controller shall have built in float input sequence failure logic. The presence of this alarm shall signify a possible float switch failure. Upon detection of this failure, the audible alarm Page 32 of 34 SECTION 14. FLOAT SWITCH - BACK UP CONTROL 14.1 Float Switches The contractor shall furnish, 4 Flyght float switches, or approved equal with 40 feet of cable length for back up control. . SECTION 15. OVER - TEMPERATURE PUMP PROTECTION & PUMP SEAL FAILURE ALARM 15.1 Over Temperature Protection a. Over - temperature protection shall be provided in the control panel to operate in conjunction with the over - temperature switch in each pump motor. The control shall provide pump operation lockout upon the occurrence of high temperature. b. The circuitry shall also include a 30.5 mm diameter, NEMA Type 4X, red "pump overtemp" shutdown alarm indicating light (with front replaceable bulb) and a 30.5 mm diameter, NEMA Type 4X, manual reset push- button on the operator's door for each pump motor. Page 33 of 34 a. The services of a factory trained, qualified representative shall be provided to inspect the completed installation, make all adjustments necessary to place the system in trouble-free operati and instruct the operating personnel in the proper care and operation of the equipment. I b. After each system has been installed, the Supplier shall demonstrate with simulated 1/0 the performance of each unit, and document that the system operates properly as specified. Monitoring signals shall register at all required locations and loop checks on all loops shall have been completed and tested. Each station must be tested and accepted by the city prior to proceeding to the next installation. SECTION 17. WARRANTY 17.1 Warranty Period All equipment shall be guaranteed against defects in material and workmanship for a period of one year from the date of Owner's final inspection and acceptance to the effect that any defective equipment shall be repaired or replaced without cost or obligation to the Owner. Page 34 of 34 CO A CTION • r • - �, • • The City is interested in offering a pilot program for Organic Waste Recycling. The pilot program would provide an opportunity to evaluate how the program works before proposing a city -wide program. Hennepin County has a Waste Abatement Incentive Fund for which the city could apply for grant funds to cover half of the cost of organic waste pick -up of the pilot program participants. Staff has discussed the program with Organic Disposal, the organics hauler who could provide the service. The cost per household for organic waste recycling is $8 /month. Receipt of the grant for the pilot program would pay for half of the cost of the program, so residents in the program would pay $4 /month. The pilot program would be available to approximately 500 residents on the west portion of the city. The program would provide for the pick -up of organic waste one time per week during the summer months, and bi- weekly during the winter months. Pick -up would occur on Wednesdays (same day as garbage and recycling pick -up). The detailed cost breakdown is provided in the attached grant application. The total grant request is $24,540; the city would be required to provide funds of $1000, for development and printing of a survey and staff time, making the total project cost $25,540. The pilot program would begin September 8, and would continue for one year. After the year, should it be decided to continue to offer organic waste pick -up, residents would be responsible for the full cost ($8 /month) of the program, and it could be made available to the entire city, if found to be successful and of interest to residents. Should the grant not be approved, the city is under no obligation to offer the program as proposed. Council Action: Authorize submission of the 2010 Waste Abatement Incentive Fund Program Application for Organic Waste Pilot Program, as outlined in the proposal. Council Action: 2010 Waste Abatement Incentive Rind Grant Application Form 2010 Waste Abatement Incentive Fund Program Application Form Application Due —5:OO Pill Friday, April S,201O (Grant applications must be submitted on this form — All sections must be completed) E-mail Copy tw. john.jaimez@co.hennepin.mn.us JohnJuirnez Hennepin County Dept. of Environmental Services 417 M. 5 1h St., Suite 200 Minneapolis, MN 55401-1309 (612) 348-5893 Applicant Information: Public Entity: City ofShorewood Contact Person: Julie Moore Address: 5755 Country Club Road Qty, 8tat8, Zip: 8ho[evv0Od, MN 55331 Phone: 952.9007906 Title: Communications and Recycling Coordinator Project Titl Authorizing Signature ~ Signature: Title: City Administrator im The City of Shorewood is interested in offering a section of the city organic waste recycling through a contract with Organic Disposal, The services would cost $8 per household/per month for organics waste, or $11 per household/per month for 8 mixed vv8Ste of yard vv@ote and household organics. Because residents already use garbage haulers for the mixed waste, we will propose that for the pilot program, we collect only the household organic waste. The (}hv is interested in this pilot program to see how the program works in our city. We have a variety of household types and locations and face challenges with some pick up locations and 2009 Public Entity Waste Abatement incentive Fund Grant Application Form driveway lengths in the city. Should the program work, we would introduce the program as an option for residents in an organized collection system. • �r Mar��''° Although other cities do offer organic waste recycling, in our area there are very limited options and currently no hauler offers the service to Shorewood residents. In an effort to reduce the number of trucks on our roads, the city would like to try an organized approach to the service as we do with our recycling program. 3. Proposed Project Tasks, Work Plan, and Timeline: The following timeline is dependent upon if and when we receive grant approval from Hennepin County. Research /Project Design: The Recycling Coordinator will work with planning department staff to determine the exact section of the city which will receive the service from the pilot program. We anticipate offering the service to approximately 500 residents on the west portion of the city. We have already discussed the program with Organic Disposal and having a collection on our garbage collection day would work for their company. We would collect weekly during warmer weather portion, and then in November begin to test a bi- weekly collection through the winter months. If this does not prove to work well with residents, we would continue with weekly collections. Because so many residents travel during the summer months, we have decided to have collection begin the first collection day after Labor Day, 2010. July 12, 2010 Approval of Organic Disposal as organic recycling contract for period of the pilot program by Shorewood City Council at Regular City Council meeting. July 19, 2010: Sign contract with Organics Disposal for service to begin September 8, 2010. July 20, 2010: Begin education campaign to selected portion of the community. We will have residents sign -up directly with Organics Disposal. September 8, 2010 Collection begins: Weekly collection will take place on Wednesdays through November 10 when Organics Disposal will begin collecting bi- weekly through the winter months.. January 5, 2011 2009 Public Entity Waste Abatement Incentive Fund Grant Application Form Evaluation: A survey will be mailed to all participating hOUseholds to determine how the bi- weekly collection is going and vve will evaluate whether or not vve need tDQo back toaweekly collection during the winter months. Septemb 8, 2011 An 8v3|UBtiOn survey will be Sent to participating residents to see hOvv the first year of the program went. Evaluation: Resident input will be the main source of evaluation. The city will consider the desire of residents to continue the program as the sign of a successful program. After the one year point, participating residents will have to pay full price for the service. Matching funds are from the personnel and communications budgets from the City of Shorewood. Tasks/Items Costs 14alf of cost for one year of service. $24,000 Mailing of two surveys (500 X .44) $440 Licensing fee for hauler (one time) $100 �� �� Total Grant $ $24,540 Match Tasks/items Costs Survey printing and development 1000 copies $500 Staff time $500 Total Match $ $1,000 Total Project $ $25,540 5. Environmental Benefits: Recycling Innovation and Efficiency: We will work with the hauler to determine the efficiency and necessity of weekly collection during the cold weather months. We will also determine best collection sites for households not located right on the public roadway. This will result in less wear-and-tear on the roadway and fewer emissions. Hennepin County Environmental 88rViC8S 812'348-3777 �� �� 2009 Pubiic Entity Waste Abatement incentive FUnd Grant Application Form Waste Reduction: Through the introduction of 'this program we will reduce the amount of food waste and food tainted paper going into the landfill. VVe would anticipate a significant reduction in our garbage. Increased Waste Reduction and Recycling Education: The vendor will assist us in educating participants on what can be placed in the container. Participants will be notified upon registration of the survey participation expectation. Ongoing education will take place by the vendor. IMM • Number Of Collections and number ofparticipants • Weight estimates from vendor. • Survey results from participants. • Feedback from vendor. Once we have all of the data, the City will be able to conclude the success of the program and the city council will determine whether or not to offer a widespread organized organic waste recycling program throughout the City of Shorewood. 7. Sharing the ProielL A final report will be compiled recording all tonnage, frequency of collection and survey feedback from participants. 8. Sustaining the Proiec Should the city council decide to offer the program as an organized service in the city, residents will be able to choose whether or not to participate and will contract directly with our licensed provider. "OUNCIL ACTION FORM • • • - The City is interested in offering extensive Park Recycling in each of Shorewood's six parks and one beach. Hennepin County has a Waste Abatement Incentive Fund for which the city could apply for grant funds to cover the cost of providing recycling containers, signage, and part -time summer staffing for park recycling collection and evaluation. The detailed cost breakdown is provided in the attached grant application. The total grant request is $16,161; the city would be required to provide matching in -kind funds of $11,165 for Recycling Coordinator and Public Works staff time, and funds in the amount of $200 for newsletter publicity, making the total project cost $27,526. The city currently does not have recycling containers in its parks; the city's current recycling contract with Allied Waste does offer collection in city parks, and Allied Waste will provide some 90- gallon containers in the parks, but the grant request will provide for more recycling containers, and additional types of containers to help keep the recycling containers free of garbage. The grant money would also provide for recycling signage and public education on recycling. The park recycling program would be continually evaluated to assure the containers are placed in the best locations, and the park recycling needs are being met. The containers would be distributed in the parks around July 1, collection day is Tuesday (as provided in the contract with Allied Waste), and weekly and seasonal evaluations will be conducted throughout the year, with reports to the city council on a quarterly basis. Should the grant not be approved, the city is under no obligation to provide the program as proposed. Council Action: Authorize submission of the 2010 Waste Abatement Incentive Fund Program Application for Park Recycling, as outlined in the proposal. Council Action: 2010 Waste Abatement Incentive Fund Grant Application Pores 2010 Waste Abatement Incentive Fund Program Application Form Application Due — 5:00 PM, Friday, April 9, 2010 (Grant applications must be submitted on this form — All sections must be completed) ♦ • ail igne opt to: John Jaimez Hennepin County Dept. of Environmental Services 417 N. 5 St., Suite 200 Minneapolis, MN 55401 -1309 (612) 348 -5893 Applicant Information: Public Entity: City of Shorewood Contact Person: Julie Moore Address: 5755 Country Club Road City, State, Zip: Shorewood, MN 55331 Phone: 952.960.7906 Title: Communications and Recycling Coordinator E -Mail: jmoore @ci.shorewood.mn.us Project Title Park Recycling Grant Request: $16,161 Matching Funds: $11,365 Total Project Cost $27,526 Authorizing Signature Signature: Brian Heck Title: City Administrator 1. Proiect Description: The City of Shorewood is interested in offering container recycling in each of Shorewood's 6 parks and 1 beach. There are a variety of events at each park and a variety of park usages. The proposal intends to use a combination of different collection containers, education and communication and collection methods to attempt to get clean recycling and high participation rates in our parks. We hope to lower our levels of containers going into the waste stream from our parks by 75 %. Currently we have no recycling containers in our parks, although some 90- gallon containers are being added by Allied Waste during the 2010 summer season. The addition of containers will 2009 Public Entity Waste Abatement Incentive Fund Grant Application Form automatically add some level of container recycling, but we must utilize various container types, signage, education, and collection locations to keep recycling free of garbage. Our garbage is currently collected by our public works staff, and we propose to add a part time person to handle the recycling collection during the busier summer months and to assist with the evaluation of collection and container success, In the off-season, collection will be handled by the public works staff with evaluation assistance from the Recycling Coordinator. 2009 Public Entity Waste Abatement incentive Fund Grant Application Forma 2. Innovation and EgrhLAAgptiM education Although much discussion takes place about park recycling, few communities offer it on a widespread basis. By utilizing different container styles and determining the best collection methods for these containers, we will be able to better determine needs and budget requirements for parks. We will also use a variety of 'through spot checks and with conversations with sports organizations. 3. Proposed Project Tasks, Work Plan ' and Timeline: The following dependent •* if • grant approval • Hennepin C ounty. ' proposal will •• to the Shorewood CitV Council on r • • ba esearch/ rojec Design: The Recycling Coordinator will work with park staff to determine the best proposed location for containers. Letters to sports organizations were mailed in March notifying them of the recycling efforts and requesting feedback on containers, location of containers, and indicating special needs. June 14, 2010 Approval of container purchase and staff hiring by Shorewood City Council at Regular City Council meeting. June 15, 2010: Order recycling containers: Our park commission selected several containers which serve the parks functionally and have proper aesthetics for Shorewood parks. We will be utilizing the special recycling containers in highly visible locations, such as next to the picnic shelters and concession stands. There will be Allied Waste also provided 90- gallon wheeled carts for other areas of the park. They have already been placed in various locations in each park, although many of them will be relocated once the new containers are purchased. Initially we will purchase 3 containers for Freeman Park, 1 for Silverwood Park, 2 for Manor Park, 2 for Badger Park, 2 for Cathcart Park, 1 for South Shore Community Park, and 1 for Crescent Beach. July 1, 2010: Distribute containers: Containers will be installed in parks within two weeks of arrival, except in Manor Park and Silverwood Park where new shelters are being installed. In those parks they will be installed upon completion of the shelter. Ongoing: Collection: Collection day for the parks will be each Tuesday. On Monday of each week, our part time employee will evaluate the contents of each container and empty containers to the container provided to each park by Allied Waste. They will then place the container in the collection location for pick -up on Tuesday. Ongoing: Evaluation: On Thursday or Friday of each week, the part time employee will evaluate the contents of each container and empty where necessary. At the end of each week, a summary of the findings and experience will be submitted to the city Recycling Coordinator. Determinations for changes and /or improvements will be implemented as found necessary. Hennepin County Environmental Services 612- 348 -3777 2009 Public Entity waste Abatement Incentive Fund Grant Application Fore Ongoing: Special events: The city and Allied Waste will provide temporary containers for special events such as sports tournaments. Collection from these containers will be determined between an agreement with the sports organization and the City. At the end of each quarter, a computation of the findings from the weekly reports reported being October 15, 2010: Location of containers will be re- evaluated and moved as found necessary for fall and winter activities. April 1, 2011: Location of containers will be re- evaluated and moved as necessary for spring and summer activities. October 15, 2011 Location of containers will be re- evaluated and moved as found necessary for fall and winter activities. Evaluation: Along with weekly evaluation of the collection, we get estimated collection amounts from our vendor that we will accumulate through each season to determine the amount of recycling diverted from the landfill. Because we have not previously had recycling in our parks, any recycling in the first season will be a 100% diversion from previous years. A comparison will be made the following season to see if there has been improvement over the prior year. 4. Prolect Budget: Matching funds are from the personnel and communications budgets from the City of Shorewood. Tasks /Items Costs Part time staff person; $10 /hr @ 15 hrs /week June 15- September 1, 2010; April 15- September 1, 2011 for collection /evaluation Mileage allowance ($7 X 33 weeks) $4800 $231 Container Purchase (5 dual trash recycle) Container Purchase (18 co- mingle recycle) $4590 $5040 Signage (18) for each new container $1500 Total Grant $ $16,161 2009 Public Entity Waste Abatement Incentive Fund Grant Apphcation For Match Tasks /items Costs Recycling Coordinator: $25 /hr @ 7 hrs /week $5075 for evaluation and off - season collection assistance (in -kind) Public Works: $30 /hr avg. 7 /hrs /week September 1 -June 15 for off season collection $6090 assistance (in -kind) Newsletter publicity $200 Total Match $ $11,365 Total Project $ $27,526 5. Environmental Benefits: Recycling Innovation and Efficiency: Through the use of different containers, and the continued evaluation of the location of containers, we will determine the location for greatest and most efficient collection of materials. The weekly evaluation will help us determine changes which are deemed necessary on an ongoing basis. Waste Reduction: Through the introduction and placement of containers and signs in the parks, we would plan to reduce the amount of waste going into garbage cans. This waste reduction would be equal to the waste that is no longer going into our garbage receptacles. Increased Waste Reduction and Recycling Education: Through signage, those using the parks will see the containers and what materials should be placed in the containers. We will use a direct mail campaign to sports organizations, a major user of the parks, to remind and introduce them to the program. We will also utilize our park email news, our recycling email news, our city newsletter, and the local newspapers to introduce this program and to send periodic reminders, including any education found necessary through our weekly evaluations. 6. Measuring and Evaluating Results • Number of Collections and number of containers emptied. • Weight estimates from recycling vendor. • Cleanliness of recycling material as determined in collection evaluation. • Input from sports organizations and park users. • Input from Public Works /Park staff. Hennepin County Environmental �® Services 612- 348 -3777 2009 Public Entity Waste Abatement Incentive Fund Grant Application For — ----- - ---- - ------------ --- Once we have all of the data, the City will be able to conclude the best practices for recycling in city parks so that we can continue the program as part of our regular park maintenance program, 7. Sharigg_ the j Project _ A final report will be compiled recording number of collections per park, frequency of collection, staff time utilized in collection, problems encountered in collection, and success of education materials and signage. Many containers will already be in place. Where additional containers need purchased, we will know prices, success, and utilization and will be able to plan for and budget for container purchases and/or replacement. The City Council and Park Commission have indicated that recycling collection in our parks is a city goal. Recycling collection service is already part of our long term recycling contract and will continue to be added to future contracts. The Public Works staff currently collects garbage in the parks. Once the recycling program is in place, the garbage and recycling can be collected at the same point in time.