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01-23-12 CC Regular Mtg AgendaCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JANUARY 23, 2012 AGENDA 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Attachments 1. CONVENE CITY COUNCIL MEETING A. Roll Call B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, January 9, 2012 Mayor Lizee Hotvet Siakel Woodruff Zerby Minutes B. City Council Regular Meeting Minutes, January 9, 2012 Minutes C. City Council Executive Session Minutes, January 9, 2012 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. Approval of the 2012 -2013 AFSCME Union Agreement Administrator's memo C. Policy Manual Amendments Administrator's memo D. Tree City USA designation Communications/ Recycling Coordinator's memo 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS CITY COUNCIL REGULAR MEETING AGENDA — JANUARY 23, 2012 Page 2 of 2 7. PARKS A. Report on January 10, 2012 Park Commission meeting 8. PLANNING A. Report on January 17, 2012 Planning Commission meeting 9. ENGINEERING /PUBLIC WORKS A. Public Information Meeting — Storm Water Pollution Prevention Program 10. GENERAL /NEW BUSINESS A. Redistricting Schedule and Precinct Establishment Discussion B. Freeman Park Buckthorn Removal Grant Opportunity C. Southshore Community Center Operation and Management Agreement 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. GreenStep Cities Update 2. Project Update 3. Financial and Investment Report B. Mayor and City Council 13. ADJOURN Attachments Draft minutes Engineer's memo Deputy Clerk's memo Engineer's memo Administrator's memo Finance Director's memo CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • www.ci.shorewood.mn.us • cityhall ( Executive Summary Shorewood City Council Regular Meeting Monday, 23 January, 2012 7:00 p.m. A 6:00 p.m. Council Work Session is scheduled this evening Agenda Item #3A: Enclosed is the Verified Claims List for Council approval. Agenda Item #313: Staff has worked with the bargaining unit representing the public works employees to come to an agreement on the terms and conditions of employment for the next two years. The agreement is provided for Council approval. Agenda Item #3C: Amendments are provided to the employee policy manual relating to 1) severance pay for employees who leave employment due to a reduction in workforce or elimination of a position; and 2) contribution to an employee's health savings account. Agenda Item #3D: Approval to submit an application for a Tree City USA designation and to establish the Park Commission as the City Tree Board. The City Tree Board would make recommendations to the Council on Arbor Day events, city tree populations and plantings, and other forestry matters. Having the Tree City USA designation will provide more grant opportunities for the city. Agenda Item #5A: There are no public hearings this evening. Agenda Item #6A: There are no scheduled reports or presentations this evening. Agenda Item #7A: Park Commissioner Mark Kjolhaug will report on the recent Park Commission meeting. Agenda Item #8A: Planning Commissioner Thomas Geng will report on the recent Planning Commission meeting. Agenda Item #9A: As part of the Federal Clean Water Act, the City of Shorewood is required to obtain a National Pollutant Discharge Elimination System (NPDES) permit. The two main requirements of this permit are preparation of a Storm Water Pollution Prevention Program (SWPPP) and subsequent annual reports. Tonight's public meeting is required as part of the permit. Executive Summary — City Council Meeting of January 23, 2012 Page 2 of 2 Agenda Item #10A: Staff has provided information on the upcoming redistricting process and is requesting council input on the number of precincts to plan for the city. Options include maintaining a five precinct city, or reducing the number of precincts to three or four. Map plans will be drawn up and reviewed as soon as possible after the February 21 deadline for the congressional and legislative lines to be drawn. Final precincts must be approved by the March 26 Council meeting to meet the April 3 deadline. Agenda Item #lOB: The City has a grant opportunity with Great River Greening for removal of buckthorn infestation at Freeman Park wooded areas. The city would need to commit to providing half of the project costs. Council needs to determine if it wants staff to move forward with this grant opportunity. Agenda Item #IOC: Consideration of an amendment to the current agreement for the operation and management of the Southshore Community Center with Community Recreation Resources (CRR). Agenda Item #11: There are no items of old business this evening. Agenda Item #12A.1 -2: Staff will provide a verbal report on various projects. Agenda Item #12A.3: The Finance Director has provided a Financial and Investment Report for council information. #Za CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JANUARY 9, 2012 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. MINUTES CONVENE CITY COUNCIL WORK SESSION Mayor Lizee called the meeting to order at 6:30 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Hotvet, Siakel, Woodruff and Zerby; Administrator Heck; Finance Director DeJong; Director of Public Works Brown; and Engineer Landim Absent: None B. Review Agenda Zerby moved, Hotvet seconded, approving the agenda as presented. Motion passed 510. 2. STRATEGIC PLANNING Administrator Heck noted that during his annual performance review process Council asked him to revive the strategic planning process started in 2011. He explained that during February 2011 Council and staff met twice to initiate the strategic planning process. A consultant, Sharon Klumpp, guided those two meetings and provided a report summarizing the results. Council and staff met a few times after that to build upon the February discussions. That process was temporarily suspended so the City could conduct a resident survey. Heck stated the final report was received and the consultant will present the report to Council during its February 13, 2012, work session. Heck explained that the purpose of this work session is to revive this process. Tonight he will: provide Council and staff a brief review on strategic planning; explain the definitions used during the process; review and recommit Council's and staff s roles in the process; and, review and agree to commit to and abide by the riles of the process. Heck then explained strategic planning is a means to identifying a desired change and setting a course of action for managing the implications of that change. Heck reviewed and explained some strategic planning definitions. They are as follows. ➢ Goals — broad, general statements that encompass a subset of the City's mission. Because goals are broad and general they do not have specific measures. Goals are achieved over a long -term period (e.g. 10 — 15 years), or they could be achieved in about 5 years or less. Example: Enhance the safety, attractiveness, aesthetics, and health of Shorewood. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES January 9, 2012 Page 2 of 4 ➢ Objectives — they add specificity to the concepts identified in a goal. They are shorter term and measurable by quantity, percentage, completion date of a project, and so forth. Example: Add 3 miles of trail to the trail system by the end of 2014. ➢ Tactics — they specify the action steps necessary to achieve an objective, and they are the most detailed portion of the plan. Council is not involved at this tactical level. Example: Hold community meetings in areas where trail segments are planned. Heck noted to be successful with this process; Council and staff have to remember what their roles are. He reviewed the roles and responsibilities. They are as follows. ➢ Council — the Mayor and Council are responsible for establishing the goals. They operate at the 40,000 foot level. They need to keep asking themselves things such as: where they want the City to be in a certain number of years; what they want the City to look like in a certain number of years; and, what they want the City to represent. They need to set the strategic direction for the City and remain focused on this high level. ➢ City Administrator — the City Administrator's role is to facilitate Council's discussion in developing the goals. The Administrator acts as a liaison between Council and staff. He is also responsible for facilitating with staff the development of the objectives and tactics, and ensuring implementation of the plan. ➢ Staff — staff is responsible for working with Council and the City Administrator in the development of the goals. It is also responsible for providing infonnation needed by the Mayor and Council in setting the goals. Staff s key responsibility is to implement and carry out the plan by developing and completing the tactics and objectives and keeping the Administrator and council informed of progress and roadblocks. Heck reviewed what he termed the `rules of the game." ➢ All participants need to respect each other. They should not interrupt each other. Because opinions will varv, they should respectfiilly "agree to disagree" when necessary. They should ask for clarification when necessary. This is a collaborative process that will involve all Councilmembers and staff. Wk ; Participants should make a concerted effort to be open to new ideas. The process will include a lot of brainstorming. Criticism of others or their ideas is prohibited. ➢ Participants need to commit to being involved in the process and to let the process happen. The strategic planning process is an ongoing process. Participants need to allow the process to flow naturally and organically. ➢ Participants should make an effort to create an atmosphere that fosters an open and honest exchange of ideas. Heck noted that strategic planning is not a one -time effort. It is a continuing process of planning, implementing, measuring, evaluating and revising. The planning process involves a number of steps in upcoming strategic planning work sessions. Some of them are as follows. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES January 9, 2012 Page 3 of 4 ➢ Review and refine the City's mission statement. ➢ Review and refine, if necessary, the core values of the City developed in February 2011. Each staff person's performance evaluation form includes core values. ➢ Review and refine the internal and external factors impacting the City as identified in February 2011. ➢ Review and refine the City's strengths, weaknesses, opportunities, d threats as developed in February 2011. ➢ As part of this process, aspects and components of the resident survey will be incorporated. Heck noted that portions of the strategic plan will be incorporated into priority driven budgeting process for 2013. Heck reviewed the objectives of the first few strategic planning work sessions. ➢ January 23, 2012, work session 1 — Council will review the City's SWOT assess ' ent and revise it as necessary. Council will be provided with a detailed list of City provided programs and services to review and refine. ➢ February 13, 2012, work session — National Research Center (NRC), the organization that conducted the resident survey, will provide Council with the results of the survey. The presentation is intended to take 30 — 45 minutes Nvith a question and answer period following. Park and Planning commissioners have been invited to this session. ➢ March 12, 2012, work session — Council and staff will begin to identify goals. They should tie into the City's mission statement and incorporate key components of the resident survey. April 15, 2012, work session — continue with identifying goals until 5 — 7 goals have been identified and agreed upon. As goals are agreed upon, staff can begin to establish objectives and tactics for them. Heck explained it is difficult to outline work sessions beyond that because that will depend on progress made. Once goals have been identified, Staff can develop objectives and tactics. Staff will keep Council informed of its progress. During the 2013 budget process, Council and staff will work to ensure adequate resources are allocated to accomplish the priorities for 2013. He reiterated that Council needs to focus on the high level items; not objectives and tactics. He noted the meeting packet contains a copy of the report prepared my Ms. Klumpp. Councilmember Woodruff suggested inviting the Park and Planning Commissioners as well as the representatives to Minnetonka Community Education, the Lake Minnetonka Communications Commission and the Lake Minnetonka Conservation District to the February 13, 2012, work session to hear the NRC's report on the resident survey results. He stated strategic planning takes a lot of work, it takes discipline and focus. He expressed his commitment to trying to keep to the agenda during the strategic planning work sessions. He then expressed his commitment to Administrator Heck of allowing Heck to be in charge of this process. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES January 9, 2012 Page 4 of 4 Councilmember Hotvet concurred that it is Administrator Heck's role to take the leadership role with Council and staff in this strategic planning initiative. She asked if there would be an opportunity to involve residents during the first four work sessions or to at least invite them to hear the survey results. She stated resident involvement needs to be built into the timeline. Councilmember Zerby recommended the City's website contain as much information about this strategic planning process as possible. There could be link to information on the process, similar to what the South Lake Minnetonka Police Department did during its 2012 budget process. He noted one of the methods residents use to get City information is the City's website. The survey could be posted there as could minutes of strategic planning work sessions. Resident input could also be solicited from there. Councilmember Hotvet commented she thought that is a good idea. Mayor Lizee stated she likes the timeline that has been established. She expressed her agreement with Administrator Heck being the leader for this process. She stated input can be provided to residents through the newsletter and the City's website. She noted all work sessions are recorded and can be accessed on Mediacom Cable television or the Lake Minnetonka Coimnunications Commission (LMCC) website. She stated that after the second or third work session, Council and staff will be able to decide if topics have been identified that warrant calling a community meeting. Councilmember Hotvet stated she assumes the strategic plan will be reviewed, measured, and updated on a yearly basis. Administrator Heck concurred that the plan is a living document. Councilmember Woodruff stated in addition to the survey results being posted on the City's website, he would like there to be a link to the LMCC video recording of the February 13, 2012 work session when the survey results will be presented. He suggested that may_ be the LMCC could run the recording of that work session a few extra times on cable television. Councilmember Zerby stated the survey results indicate that, in order of frequency of use, residents get City information from the City's newsletter, word of mouth, the Sun Sailor Newspaper, and then the City's website. According to those results. 70 percent never watch recordings of City meetings on cable television. Mayor Lizee asked Councilmembers to keep the copy of material provided this evening for its next work session on strategic planning. She stated she is curious to hear about the results of the survey. She asked how many surveys were returned. Administrator Heck stated NRC sent out over 1,300 surveys. Approximately 615 were returned for a 47 percent response rate. 3. ADJOURN I Woodruff moved, Siakel seconded, Adjourning the City Council Work Session of January 9, 2012, at 6:47 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder Christine Liz&, Mayor ATTEST: Brian Heck, City Administrator /Clerk #ZB CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JANUARY 9, 2012 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Lizee called the meeting to order at 7:02 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Hotvet, Siakel, City Administrator Heck; Finance Director DeJ and Engineer Landim Absent: None. B. Review Agenda Woodruff moved, Hotvet seconded, approving the agenda as I 2. APPROVAL OF MINUTES 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. ; Attorney Keane; tic Works Brown; Motion passed 510. A. City Council Work Session Minutes, December 12, 2011 Zerby moved, Woodruff seconded, approving the City Council Work Session Minutes of December 12, 2011, as presented. Motion passed 510. B. City Council Executive Session Meeting Minutes, December 19, 2011 Hotvet moved, Woodruff seconded, approving the City Council Executive Session Minutes of December 19, 2011, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Lizee reviewed the items on the Consent Agenda. Hotvet moved, Zerby seconded, approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Adopting RESOLUTION NO. 12 -001 "A Resolution Setting the 2012 Regular Council Meeting Schedule for the City of Shorewood." C. Travel Policy for Elected Officials CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 2 of 12 D. Adopting RESOLUTION NO. 12 -002 "A Resolution Authorizing the Mayor and City Administrator to Extend the Electronic Parcel Database Conditional Use License Agreement with Hennepin County for the Year 2012." E. Administrator's Performance Review F. Setting the Dates for Joint Meeting with the Park and Planning Commissions G. Adopting RESOLUTION NO. 12 -003 "A Resolution Accepting Final Improvements for the Rehabilitation of Lift Station 15, City Project 10 -16." H. Adopting RESOLUTION NO. 12 -004 "A Resolution Accepting Final Improvements for the Rehabilitation of Lift Station 17, City Project 10 -17." Mayor Liz& noted Council had been provided a revision at the dais this evening for Item 3.B Setting the City Council Regular Meeting Dates. The November 12, 2012, meeting will be moved to Tuesday, November 13, 2012. Councilmember Siakel stated Item 3.17 proposes scheduling a joint meeting with the Park Commission for February 14, 2012. Because that is Valentines Day and people may want to celebrate it, she suggested changing it to another date. After discussion there was Council consensus to schedule that joint meeting to February 28, 2012. Motion passed 510. 4. MATTERS FROM THE F There were no matters from the floor 5. PUBLIC HEARING None. 6. REPORTS AND PRESEN' None. 7. PARKS %K' this I:\ A. Report on December 13, 2011, Park Commission Meeting Park Commissioner Hartmann reported on matters considered and actions taken at the December 13, 2011, Park Commission meeting (as detailed in the minutes of that meeting). B. Park Concessions Agreement Administrator Heck explained that Russ Withum has been providing concession services at Eddy Station for the City since 2005. Mr. Withum has indicated he is willing to do so again for 2012. Mr. Withum will pay the City $394 and that payment is due by September 30, 2012. Mr. Withum retains all profit from the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 3 of 12 sale of the concessions. He is responsible for purchasing and maintaining all of them and hiring the people to sell them. He noted that per the request of the Park Commission Staff will be checking with the various sports organizations to see if they have any interest in providing the same services for 2013. He stated the City had done that in the past but it was not very successful. Woodruff moved, Zerby seconded, approving the Park Concessions Agreement for 2012 with Russ Withum per the recommendation of the Park Commission subject to including Mr. Withum's address in the agreement. Motion passed 510. 8. PLANNING No report was given as there had not been a Planning Commission meeting since the last Council meeting. The next Commission meeting is scheduled for January 17, 2012. 9. ENGINEERING /PUBLIC WORKS A. Municipal State Aid Roadway Designations Engineer Landini explained the City became a Minnesota Department of Transportation (MnDOT) Municipal State Aid (MSA) city in the early 1990s when the City's population reached 5,000. Roads designated as MSA routes are eligible to funding derived from fuel taxes collected at fuel pumps for maintenance and construction. At that time, the City designated certain streets as MSA routes and has amended those designations as needed over the years. MSA routes have to be in a loop and they have to be connected to a State road, Hennepin County road, or another MSA route. When the 20 -Year Pavement Improvement Program was last reviewed, Staff realized that by moving Eureka Road North to MSA status would allow the City to access State road construction funds to make improvements to this road rather than use local funds for those improvements. In order to designate Eureka Road North as an MSA route, the City has to remove Grant Lorenz Road from the MSA system. The City can then designate Birch Bluff Road and Eureka Road North as MSA routes. The draft resolution contained in the meeting packet makes those amendments to the MSA system. Councilmember Hotvet asked about future improvements to Grant Lorenz Road and how would they be paid for? Engineer Landini responded the improvements would be paid for with local funds. Siakel seconded, adopting RESOLUTION NO. 12 -005 "A Resolution Approving the Designated Municipal State Aid Routes." Motion passed 510. 10. A. Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2012 Mayor Lizee stated the meeting packet contains a list of appointments made for 2011. She reviewed her recommendations for appointments to certain offices and positions within the City for 2012. The appointments were the same as those made for 2011 with the exception of switching the Council liaison appointments to the Park and Planning Commission to be the opposite of the 2011 appointments and designating Jeff Casale as the liaison to the Minnehaha Creek Watershed District (MCWD), an appointment Mr. Casale currently holds. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 4 of 12 Councilmember Zerby noted that partway through 2011 Council chose to appoint Councilmember Siakel as the alternate to the Lake Minnetonka Communications Commission (LMCC). He suggested that be added to the list of appointments. Councilmember Siakel explained that during its November 14, 2011, meeting Council appointed Mark Sylvester to the Lake Minnetonka Conservation District Board for the period of January 1, 2012 — January 31, 2014. She suggested his name be added to the list of appointments. It now just lists the appointment as a resident. Councilmember Siakel asked if the appointment of the liaison to the MCWD is explained that Council decided not to formally appoint anyone as the liaison to Mr. Casale was already on the MCWD Board of Managers and agreed to provid MCWD updates. Siakel stated in 2011 Council made an effort to ask for resident if Council wanted to find out if there is interest from residents to serve as the lia Riley Purgatory Bluff Creek Watershed District (RPBCWD). Councilmember W Mr. Casale is a resident in the City. Heck stated last year it was difficult to interested in becoming involved. Mayor Lizee noted the MCWD has a Citizens Advisory Coma on it in the past. She supported finding out if there are othc positions by publishing those openings in the City's newsletter Councilmember Siakel stated she thought it Board of Managers. She clarified her point is with the MCWD they should be given that op Zerby moved, Hotvet seconded, adopting RESC Certain Offices and Positions within the City of S 1. The following persons are appointed to Council offices and positions: b) Park Commission Liaison: January, —'June 2012: Richard Woodruff July December 2012: Debbie Siakel C) Planning Commission Liaison: January — June 2012: Laura Hotvet July— December 2012: Scott Zerby d) Metro Cities (AMM): Richard Woodruff e) Alternate Metro Cities (AMM): Brian Heck f) Lake Minnetonka Communications Commission: Scott Zerby g) Alternate Lake Minnetonka Communications Commission: Debbie Siakel h) Coordinating Committee South Lake Minnetonka Police Department: Mayor i) Alternate to Mayor on Coordinating Committee South Lake Minnetonka Police Department: Debbie Siakel J) Excelsior Fire District Board Member: Scott Zerby k) Alternate Excelsior Fire District Board Member: Laura Hotvet up. Administrator Heck the MCWD in 2011 as Council with quarterly participation. She asked isons to the MCWD the :)odruff commented that ind residents that were have served interested in those two liaison website. for the City to have Mr. Casale on the MCWD v is another resident interested in being involved J NO. 12-006 "Making Appointments to d for the Year 2012." CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 5 of 12 2. 1) Investment Committee: Suspend m) Personnel Committee: Christine Lizee and Debbie Siakel n) Weed Inspector: Mayor Lizee o) Assistant Weed Inspector: Joe Lugowski That the following other appointments are made: a) b) C) d) e) f) g) h) Minnehaha Creek Watershed District Liaison: resident Riley Purgatory Bluff Creek Watershed District Liaison: resident Lake Minnetonka Conservation District: Mark Sylvester (January 1, 2012 — January 31, 2014, Resolution No. 11 -064) Lake Minnetonka Communications Commission: Ken Hendrickson (January 1 — December 31, 2012, Resolution No. 12 -007) Minnetonka Community Education: Tad Shaw (January 1, 2011 — December 31, 2012, Resolution No. 11 -002) City Attorney: Timothy J. Keane City Prosecutor: Ken Potts 3. 4. Emergency Preparedness Director: SLMPD Police Chief Bryan Official Depositories: Beacon Bank, 4M Fund & c Official Newspaper: Sun Sailor. Notices may also 5. That the Blanket Bond (Official F That such appointments shall take effect on the da year or until such time as a successor is appointed Motion passed 510. B. Lake City Depositories as necessary in the Laker. for the remainder of the mmission Appointment Mayor Lizee noted that Ken Hendrickson has expressed interest in continuing as the City Representative to the Lake Minnetonka Communications Commission (LMCC) for 2012. She stated she has been pleased with Mr. Hendrickson's work on the LMCC. Councilmember Zerby noted that he is also pleased with the work Mr. Hendrickson has done on the LMCC and he noted that Mr. Hendrickson is a member of the LMCC Executive Committee. Zerby moved, Woodruff seconded, adopting RESOLUTION NO. 12 -007 "A Resolution Appointing Ken Hendrickson as the City Representative to the Lake Minnetonka Communications Commission Board for the Year 2012." Motion passed 510. C. Park Commission Appointments Mayor Lizee explained that in February 2012 there are two Park Commission and two Planning Commission seats up for reappointment. The three -year terms for Park Commissioners Edmonson and Robb are up and both expressed an interest in reappointment. The three -year terms for Planning Commissioners Arnst and Hasek are up. Arnst is not seeking reappointment; Hasek is. She asked Council if it would like to interview the incumbents that want to be reappointed and advertise for applicants for CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 6 of 12 the other Planning Commission seat, or would it prefer to advertise for four seats as well as interview the incumbents that want to reapply. Councilmember Siakel thanked the three incumbents who want to reapply. She explained that in 2011 Council put a process in place to interview incumbents who wanted to reapply to the two Commissions to assess how they felt about their current term which was expiring as well as compare them against new applicants. From a perspective of fairness, she thought things should be handled similarly for 2012 appointments. The other four Councilmembers agreed with that. Councilmember Siakel asked if this process should apply to appointments to positions such as the representative to the Lake Minnetonka Communications Commission (LMCC), the Lake Minnetonka Conservation District (LMCD) and so forth. She stated she thought things should be consistent. Councilmember Woodruff stated the Park and Planning Co going on with the City and Council. He clarified he was not then stated he could support handling all of the appointments Councilmember Siakel reiterated Council should Councilmember Zerby stated he agreed with Councilmember )N selecting Park and Planning Commissioners should be standardi resident appointments are made have lesser involvement with City Woodruff moved, Hotvet seconded, directing Staff to adverti Commission and two Planning Commission seats, to interview for their seats, and to complete this effort by February 28, 20L D. Planning Commission This was discussed as part of Item 10.C, E. Recycling Fees' Administrator Heck explained that the 201 in the 2012 recvclina fee. are more involved with what is the role of other appointees. He process and it should be fair. uffs thought that the process for The other organizations to which for the soon -to -be open two Park e incumbents that want to reapply ✓lotion passed 510. Budget adopted by Council reflected an increase Director DeJong explained the 2012 Recycling Budget reflects a revenue increase of $5,000. That increase is the result of increasing the per - quarter recycling rate by $0.50; from $13.50 per quarter to $14.00 per quarter. Siakel moved, Hotvet seconded, approving Ordinance No. 489 "An Ordinance Titled "License, Permit, Service Charges and Miscellaneous Fees." Motion passed 510. F. 2012 Staff Salaries Administrator Heck noted that in 2010 the council adopted a compensation plan / policy that ties compensation adjustments to an employees overall performance. He explained that he conducted the 2011 reviews for department heads. Department heads who supervise staff conducted reviews for those employees they supervise. He and the department heads discussed the reviews the department heads prepared. He then made recommendations for compensation adjustments based on the reviews. He CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 7 of 12 reviewed his adjustment recommendations with the Personnel Committee and revised the adjustments based on the feedback received from the Committee. The meeting packet contains a document outlining recommendations for non -union employee compensation adjustments. The adjustments conform to the compensation policy. Heck explained that a few employees are at the maximum of their salary range. If an employee is at there range maximum, they are eligible for a lump -sum payment provided their performance meets or exceeds expectations. A market comparison of staff positions will be conducted in 2012 and the outcome of that analysis could result in changes in salary ranges. A couple staff positions will have their classifications re- evaluated. He noted there are four full -time employees who he recommends receive a lump -sum payment because they are at or exceed the maximum of their salary range and they met or exceeded expectations. One of those four will also be brought up to the maximum in their range. , He also noted that the total amount of adjustments uses a portion of the 10 percent of the total adjustment pool he was asked to set aside by Council. Councilmember Woodruff requested that the adjustment document be modified to list the actual names as part of the notation for lump -sum adjustments. He stated he was a member of the Council when the current compensation policy was adopted. He explained that at that time a lump -sum payment opportunity was for those that met or exceeded expectations, are at the top of their salary range, and made a particular contribution that should be rewarded. From his vantage point, it was not intended to automatically give those employees at the top of their salary range a lump -sum payment every year as long as they met or exceeded expectations. Lump -sum payments were intended to be 'earned. He expressed he was troubled that there was no information about what those employees did to warrant 'a lump -sum payment. He commented that it was not his intent to spend the entire adjustment pool just because it was budgeted for. Councilmember Siakel stated if job descriptions are to be reviewed this year she recommended that be accomplished the first quarter of 2012. She also thought the job definitions be reviewed for accuracy and revised as needed. She then stated based on her experience in private industry when an employee receives and exceptional rating there are usually specific examples of what contributed to that exceptional rating. She questioned if that feedback is consistently provided. She commented she thought that there is both equity and inequity with what is being recommended. She stated that although she may not agree with all of the recommended adjustments proposed by Administrator Heck she thought Council should support his recommendations because staff reports to Heck and it should be his decision. Councilmember Woodruff stated he thought it important that all employees understand the compensation adjustment' ground rules and that the rules are applied consistently. He commented it was not clear to him how they are being applied and what the criteria is. Mayor Lizee expressed her disagreement that the lump -sum payments are proposed just because there are sufficient budgeted funds to do so. She stated an individual's performance review reflects why they earned the overall performance rating. Those reviews are in employees' personnel files. Based on the reviews she read she thought there is sufficient justification for ratings and adjustments. She noted she had explained to Administrator Heck that she thought the job descriptions and job classifications need to be reviewed for applicability. She agreed with Councilmember Siakel's recommendation to accomplish that in the first quarter of 2012. She noted she is satisfied with the compensation adjustments proposed by Heck. Zerby moved, Hotvet seconded, approving the 2012 compensation adjustments for non -union staff as recommended. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 8 of 12 Administrator Heck stated that over the last year a concerted effort has been made to insure staff clearly understands what is required to meet and exceed expectations. The employee evaluation tool also identifies core values and core responsibilities. An employee should be able to review their performance review document which is prepared with their department head at the beginning of 2011 to refresh themselves on what they are expected to do. Motion passed 510. G. 2012 Planning Calendar and Project List Administrator Heck noted the agenda materials contain a copy of the draft planning calendar for Council meetings and work sessions for the first half of 2012. It identifies potential agenda items for those meetings. Some of the dates for the meetings will change as the year progresses. The calendar is on the shared computer drive so all of staff can access it. The packet also contains a list of City -wide projects as well as department specific projects. He asked Council for feedback. Councilmember Zerby asked if the Council calendar dovetails with the work plan timetables for the Park and Planning Commissions. He cited the solid waste discussion as an example. Administrator Heck clarified that solid waste is a topic for Council discussion;'' not the Commissions. Zerby stated there are other things on the Commissions' work plans. Heck stated they do dovetail in. Councilmember Woodruff thanked staff for preparing this document, noting it likely took a great deal of time to prepare it. He expressed concern that staff may have committed to doing more than is realistic. His preference would be to have a plan and goals that are achievable. He supported implementing the planning calendar. Councilmember Hotvet agreed that preparing the planning calendar likely took a lot of work to prepare. She asked how often staff will review the calendar. Administrator Heck explained staff meets every Tuesdays and one of the items is to review the agenda for the upcoming Council meetings and work session agendas. This provides staff with more time to prepare items for discussion. Administrator Heck described the project schedules included in the meeting packet. The City -wide project schedule is for projects that spread across departments or that will take a long time to complete. He reviewed the project list headings for all of the project lists. They are: Task / Project; Description and Individual Actions; Timeline; Key Decision Point Dates; Staff Responsible; Staff Accountable; and, Consulting Staff. The largest City -wide project is the GreenStep City Program. Strategic Planning and Municipal Water Planning and Policy are the two other City -wide projects. Each individual department also has a project list. Park Commission projects will be discussed with the Park Commission. Heck explained priority 1 projects have to be completed in 2012. It would be nice to complete priority 2 projects in 2012, but it is not a problem if they are not. It's very unlikely that priority 3 projects will get done in 2012. He noted that staff has not prioritized the project lists as of yet. The Planning Department project list will reflect the Planning Commissions work plan once that has been solidified. Councilmember Zerby suggested the project list include some indication of scope of effort and / or personnel resource commitment. Councilmember Siakel agreed with adding a scope of effort column of high, medium and low. Councilmember Hotvet asked Administrator Heck to refresh Council on what the minimum requirements are to be classified as a GreenStep City. Heck responded the items identified in the City -wide GreenStep CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 9 of 12 Cities Program project are pretty much it. There are a few GreenStep Cities best practices that have not been included in the list that must be done but they are long -term projects. Administrator Heck noted he will also add a progress to date column to the project lists. Councilmember Woodruff stated because the City doesn't have a strategic plan. Therefore, the project goals will feed back into a future strategic plan. He cited a timeline statement "indicated this is done need full review and verification" but there is no date. He asked Administrator Heck to clarify statements like that. He noted the timeline for the Engineering project Covington Road Silt Chamber has a timeline of "3r quarter construction ". He stated he hopes that is wrong. Engineer Landim stated it needs to be done by the first of September 2012. Woodruff asked for that to be changed. Administrator Heck reiterated the planning calendar and project H. Electronic Council Meeting Packets Administrator Heck stated Council has discussed going explained Council receives a copy of a work sessic electronically. He stated Staff is recommending convertil to electronic packets./ If Council agrees, then a decision software is required. Mayor Lizee stated she likes the way things are done receive a meeting packet electronically. If a Counciln City Hall. She supports keeping the option of having a meeting packets 'several times. He meeting packet in PDF format iouncilmembers and staff members Is to be made regarding what hardware and All Councilmembers and all staff members wants a printed packet they pick one up at Councilmember Siakel stated going forward she will request a printed copy when she wants one. Councilmember Hotvet stated she will continue to receive only an electronic copy of a meeting packet and she will continue to use her own equipment. Councilmember Woodruff stated a year ago he tried using a small computer provided by the City for accessing electronic meeting packets and he found that platform to be cumbersome to use. He stated he will use his own computer to access electronic packets; he doesn't need another computer. He noted that he doesn't have the software' to annotate a PDF packet on his personal computer. He thought Councilmembers should be provided with that tool. He expressed his preference to continue to get a printed copy of meeting packets as well. Councilmember Zerby stated most residents have computers. Therefore, he does not think the City should provide Councilmembers with a computer. He then stated the 2012 budget includes funding for computers for Councilmembers. He suggested that funding be used to purchase another camera for the Council Chamber. He noted the Lake Minnetonka Communications Commission has expressed that would be helpful to capture audience participation. Councilmember Siakel noted that in an early discussion this evening it was pointed out that the resident survey indicates that only a small percentage of residents watch Council meetings on cable television or on the internet. Zerby stated he thought more residents will watch meetings once agenda parsing is implemented. Mayor Lizee suggested another microphone also be added over the audience area. Councilmember Woodruff agreed with Lizee and Zerby on their additional hardware recommendations. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 10 of 12 Administrator Heck stated if Councilmembers need additional software to annotate PDF documents then the City should provide that. Mayor Lizee and Councilmember Woodruff reiterated they want to continue to receive a printed packet Councilmember Siakel stated that at least for now she will receive an electronic packet only. 11. OLD BUSINESS A. GASB54 Fund Designation Director DeJong stated during its December 12, 2011, meeting Accounting Standards Board (GASB) 54 requirements subject to ch change any constraint so adopted by the board." to "... subsequent; so adopted by the council." in the GASB 54 Policy. He noted hf confusion about the GASB 54 Policy that was actually adopted. HE placed on this meeting agenda to ensure there was clarity about the l Woodruff moved, Siakel seconded, adopting RESOL Governmental Accounting Standards Board 54 Requi 12. STAFF AND COUNCIL REPO A. Administrator and Staff the Governmental .. subsequently to remove or )ve or change any constraint there may have been some iat re- adopting the Policy be "A Resolution Adopting 1. Hennepin Country Open Book Meeting Date, May 7, 2012, 5:00 — 7:00 P.M. Administrator Heck stated the Hennepin County Open Book Meeting has been set for May 7, 2012, from 5:00 — 7:00 P.M. to allow property owners the opportunity to ask Hennepin County Assessors about their property valuations. 2. GreenStep Cities Program Update Administrator Heck noted that Staff is in the process of updating the City's website with regard to the GreenStep Cities Program. It will show the status of actions items as well as the contract person for each action item'. The bench marking site is up and functioning. Council will have to prioritize the GreenStep Cities Program=Drolect list. Grant Updates: Organics Collection and Trails Administrator Heck noted the City did not receive a trail grant to help fund the construction of 1200 linear feet of paved trail from the LRT Trail on the County Road 19 Tonka Bay /Shorewood border to Smithtown Road. There were 57 grant applications totaling a cost of $4 million and there were only approximately $900,000 in grant funds available. Staff is continuing to work on engineering for that project and identifying what the necessary easements would be. Staff is continuing to research if there are other grant opportunities. Staff has put out requests for proposals for organics collection because there are two haulers that are interested in providing that service. The service may start as early as March 1, 2012. Councilmember Hotvet asked how residents will be selected to participate in that pilot project. Administrator Heck stated it will be opened up to any resident who wants to participate in it up to the limit the City can subsidize. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 11 of 12 4. Hockey Day Minnesota Administrator Heck stated there is still hope that Hockey Day Minnesota will happen. Director Brown stated there are a number of issues with the ice where this will occur in the City of Excelsior. Brown explained that he and Administrator Heck met with representatives from Excelsior and Hockey Day Minnesota earlier in the day. Arrangements have been made to allow them to rent the City's ice maker for a fee. 5. Excelsior Finance Director Services Update Administrator Heck stated he and Director DeJong met with Ex( 2012, to discuss the possibility of the City providing financial sf agreement she has prepared. It appears the Excelsior may v services (e.g., payroll, utility billing, accounts payable, account; be able to purchase minimal contract services from Director DeJ A proposed agreement may be available for Council consideratic 6. Tonka Bay r City Manager Luger on January 6, �s to Excelsior. Luger is revising the o purchase basic clerical financial vable). Excelsior may also want to D help work on officer type services. the end of Januaru. sal Administrator Heck stated that Staff has worked on a request' for proposal response for providing engineering and planning services to the City of Tonka Bay. That was sent to Tonka Bay the end of December 2011. Staff will contact Tonka Bay City Administrator Kohlmann'next week to see what the next steps in the process are. 7. Draft 2012 Planning Commission Work Plan Administrator Heck stated the meeting packet contains a copy of a draft Planning Commission work plan for 2012. The Commission will discuss the plan during its January 17, 2012, meeting. 8. City Director Brown stated the meeting packet contains a copy of a summary document of costs for the recently purchased City of Shorewood city boundary signs. He explained the City was able to recover the costs of the revised signs by salvaging materials that had been damaged or deteriorated. He noted the Minnesota Department of Transportation (MnDOT) will be putting up the two signs to be located along State Highway 7 soon. MnDOT will cover the costs of furnishings and the installation. Other Administrator Heck stated there was an article published in the Star Tribune Newspaper regarding the Minnesota Department of Natural Resources (DNR) increasing its enforcement of aquatic invasive species (AIS) transportation violations. The DNR has indicated the education phase is over. It's his understanding the DNR representatives have drafted a document for eventual legislative consideration that would allow the DNR to delegate authority to local agencies for enforcement and regulation of AIS. Heck then stated the City is going to order five types of trees for sale to residents. The lowest price tree will be $30 and others will range in price from $60 — $70. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 12 of 12 Heck went on to state that Hennepin County Sheriff Stanek has received the authorization to move forward with the construction of a new communications facility. He explained that Mayor Lizee had given him a copy of a letter that spoke of financing of the facility. That financing may including charging agencies for the dispatch services it receives from the County. Stanek has indicated that he is opposed to doing that but it is the prerogative of the Hennepin County Board of Commissioners. Director Brown stated ice rinks have become a hot topic of conversation with some residents. He explained Public Works has been trying to keep the frost in the ground by soaking the rink areas while waiting for cold weather. He noted that Administrator Heck has worked with Staff to draft guidelines for the Park Commission's review regarding when the City should abandon its efforts on rink preparation. B. Mayor and City Council Nothing reported. 13. ADJOURN Zerby moved, Hotvet seconded, Adjourning the City Council Regular Meeting of January 9, 2012, at 8:25 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder ATTEST: ine Lizee, Mayor Brian Heck, City #2C CITY OF SHOREWOOD CITY COUNCIL EXECUTIVE SESSION MONDAY, JANUARY 9, 2012 MINUTES 1. CONVENE CITY COUNCIL EXECUTIVE SESSION Mayor Lizee called the meeting to order at 8:32 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Hotvet, Siakel, Wo Administrator Heck Absent: None B. Review Agenda Woodruff moved, Zerby seconded, approving the agenda as pre; 2. UNION NEGOTIATIONS 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS Immediately following Regular Council meeting and passed 510. Keane; and Mayor Lizee; Councilmembers Hotvet, Siakel, Woodruff and Zerby; Attorney Keane; and Administrator Heck were present. The purpose of the meeting was to discuss the City's negotiations with Local 224, Council 5, of the American Federation of State, County and Municipal Employees, AFL -CIO labor union (the union representing the City's Public Works employees). 3. ADJOURN Woodruff moved, Zerby seconded, Adjourning the City Council Executive Session of January 9, 2012, at 8:49 P.M. Motion passed 510. Christine ATTEST: Christine Lizee, Mayor Brian Heck, City Administrator /Clerk COUNCIL ACTION FORM Department Council Meeting Item Number Finance January 23, 2012 3A Item Description: Verified Claims From: Michelle Nguyen Bruce DeJong Background / Previous Action Claims for council authorization. The attached claims list includes checks numbered 52573 through 52626 totaling $200,017.00. Staff Recommendation Staff recommends approval of the claims list. 1/19/2012 11:34 AM A/P HISTORY CHECK REPORT VENDOR SET: 01 City of Shorewood 2,376.14 000000 BANK: 1 BEACON BANK 305.92 052574 DATE RANGE: 1/10/2012 THRU 99/99/9999 052577 1,609.13 052578 104.04 052579 1,140.00 CHECK VENDOR I.D. 052581 NAME STATUS DATE 00051 847.17 EFTPS - FEDERAL W/H D 1/18/2012 00092 052586 MN DEPT OF REVENUE D 1/18/2012 20005 7,250.00 WELLS FARGO HEALTH BENEFIT SVC D 1/18/2012 00086 052591 AFSCME COUNCIL 5 - UNION R 1/18/2012 00053 ICMA RETIREMENT TRUST - 302131 -4 R 1/18/2012 00052 PERA R 1/18/2012 01365 ALLDATA R 1/23/2012 04081 CARQUEST AUTO PARTS R 1/23/2012 29406 CARTEGRAPH SYSTEMS, INC. R 1/23/2012 17300 CENTERPOINT ENERGY R 1/23/2012 26100 CENTURY LINK R 1/23/2012 24600 CITY OF TONKA BAY R 1/23/2012 29278 CLASSIC CLEANING COMPANY R 1/23/2012 05885 CULLIGAN BOTTLED WATER R 1/23/2012 06630 DEPT OF EMPLOYMENT & ECON DEV R 1/23/2012 06645 DEPT OF LABOR & INDUSTRY R 1/23/2012 29271 DREW KRIESEL R 1/23/2012 07383 ELECTRICAL INSTALLATION & MAIN R 1/23/2012 07870 FASCHING, PATRICIA R 1/23/2012 08095 FORCE AMERICA, INC R 1/23/2012 10000 GROUT, TWILA R 1/23/2012 27400 HD SUPPLY WATERWORKS, LTD. R 1/23/2012 INVOICE AMOUNT DISCOUNT PAGE: 1 CHECK CHECK CHECK NO STATUS AMOUNT 000000 12,991.40 000000 2,376.14 000000 2,217.72 052573 305.92 052574 1,126.63 052575 7,663.71 052577 1,609.13 052578 104.04 052579 1,140.00 052580 1,320.22 052581 551.66 052582 844.77 052583 847.17 052584 89.41 052585 9.03 052586 1,723.30 052587 1,034.00 052588 7,250.00 052589 6.66 052590 146.23 052591 62.80 052592 18.31 1/19/2012 11:34 AM A/P HISTORY CHECK REPORT VENDOR SET: 01 City of Shorewood 64.00 052595 BANK: 1 BEACON BANK 75.00 052597 DATE RANGE: 1/10/2012 THRU 99/99/9999 052599 525.00 052600 315.00 052601 3,140.00 CHECK VENDOR I.D. 052603 NAME STATUS DATE 10504 665.00 HENN CTY ELECTIONS R 1/23/2012 10506 052608 HENN CTY INFO TECHNOLOGY DEPT R 1/23/2012 1 781.26 JEREMY NORMAN R 1/23/2012 1 052614 JOY MEYER R 1/23/2012 21340 LOCAL LINK R 1/23/2012 13582 LOCATORS & SUPPLIES INC R 1/23/2012 1 LYNNETTE M. CARLSON R 1/23/2012 1 MARY MCCARTHY R 1/23/2012 15401 METRO CITIES -ASSN OF METROPOLI R 1/23/2012 1 MIDWEST SKIJORERS CLUB R 1/23/2012 00085 MINNESOTA LIFE R 1/23/2012 09500 MN GOVT FINANCE OFFICERS ASSN R 1/23/2012 50001 MNSPECT, INC. R 1/23/2012 14050 MTI DISTRIBUTING COMPANY R 1/23/2012 19750 NORTHERN TOOL & EQUIPMENT COUN R 1/23/2012 15900 OFFICE DEPOT R 1/23/2012 29332 ON SITE SANITATION INC R 1/23/2012 1350 PRUDENTIAL GROUP INSURANCE R 1/23/2012 21550 RANDALL, DANIEL R 1/23/2012 22950 SHOREWOOD TRUE VALUE R 1/23/2012 22600 SLUC (SENSIBLE LAND USE COALIT R 1/23/2012 23500 SO LK MTKA POLICE DEPT R 1/23/2012 INVOICE AMOUNT DISCOUNT PAGE: 2 CHECK CHECK CHECK NO STATUS AMOUNT 052593 1,063.00 052594 64.00 052595 709.66 052596 75.00 052597 69.95 052598 226.37 052599 525.00 052600 315.00 052601 3,140.00 052602 100.00 052603 415.66 052604 60.00 052605 665.00 052606 57.62 052607 27.83 052608 254.38 052609 685.10 052610 781.26 052611 249.98 052612 325.85 052614 86.00 052615 766.42 1/19/2012 11:34 AM A/P HISTORY CHECK REPORT VENDOR SET: 01 City of Shorewood 97.47 052618 BANK: 1 BEACON BANK 36.75 052620 DATE RANGE: 1/10/2012 THRU 99/99/9999 052622 20,630.00 052623 2,800.00 052624 3,632.00 CHECK VENDOR I.D. 052626 NAME STATUS DATE 23600 134.89 STAR TRIBUNE R 1/23/2012 1 999999 SUE DAVIS R 1/23/2012 29101 500.00 SUN NEWSPAPERS R 1/23/2012 17200 999999 SUN PATRIOT NEWSPAPERS R 1/23/2012 25452 TWIN CITY WATER CLINIC R 1/23/2012 27225 UNITED RENTALS R 1/23/2012 26900 VISU- SEWER, INC. R 1/23/2012 29269 WARNER CONNECT R 1/23/2012 29417 WENCK ASSOCIATES, INC. R 1/23/2012 19800 XCEL ENERGY R 1/23/2012 28900 ZEE MEDICAL SERVICE R 1/23/2012 00087 AFSCME CO 5 MEMBERS HEALTH FUN E 1/23/2012 05305 COMMUNITY REC RESOURCES E 1/23/2012 07900 HAWKINS, INC. E 1/23/2012 09400 GOPHER STATE ONE CALL E 1/23/2012 13070 LANDINI, JAMES E 1/23/2012 15500 METRO COUNCIL ENVMT(WASTEWATER E 1/23/2012 15885 MIDWEST MAILING SYSTEMS, INC. E 1/23/2012 19435 SPRINT E 1/23/2012 20300 PAZANDAK, JOSEPH E 1/23/2012 29100 ZIEGLER, INC. E 1/23/2012 29324 HANSEN THORP PELLINEN OLSON, I E 1/23/2012 INVOICE AMOUNT DISCOUNT PAGE: 3 CHECK CHECK CHECK NO STATUS AMOUNT 052616 78.00 052617 97.47 052618 106.32 052619 36.75 052620 100.00 052621 477.16 052622 20,630.00 052623 2,800.00 052624 3,632.00 052625 10.20 052626 90.11 999999 408.00 999999 134.89 999999 100.00 999999 100.00 999999 40.00 999999 56,259.05 999999 500.00 999999 124.62 999999 41.63 999999 250.00 999999 1,831.25 1/19/2012 11:34 AM VENDOR SET: 01 City of Shorewood BANK: 1 BEACON BANK DATE RANGE: 1/10/2012 THRU 99/99/9999 VENDOR I.D. NAME A/P HISTORY CHECK REPORT PAGE: 4 CHECK INVOICE CHECK CHECK CHECK STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT ** T O T A L S ** NO REGULAR CHECKS: 52 HAND CHECKS: 0 DRAFTS: 3 EFT: 11 NON CHECKS: 0 VOID CHECKS: 0 VOID DEBITS VOID CREDITS TOTAL ERRORS: 0 VENDOR SET: 01 BANK: 1 TOTALS: 66 BANK: 1 TOTALS: 66 REPORT TOTALS: 66 INVOICE AMOUNT DISCOUNTS CHECK AMOUNT 64,574.08 141,948.78 0.00 64,574.08 0.00 141,948.78 0.00 0.00 17,585.26 0.00 17,585.26 59,789.44 0.00 59,789.44 0.00 0.00 0.00 0.00 0.00 0.00 0.00 141,948.78 0.00 141,948.78 141,948.78 0.00 141,948.78 141,948.78 0.00 141,948.78 01 -19 -2012 11:32 AM C O U N C I L REPORT BY VENDOR- JANUARY 23, 2012 PAGE: 1 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT AFSCME CO 5 MEMBERS HEALTH FUND 1/23/12 CHARLIES DAVIS General Fund Unallocated Expenses 51.00 1/23/12 GREG FASCHING General Fund Unallocated Expenses 51.00 1/23/12 JOSEPH LUGOWSKI General Fund Unallocated Expenses 51.00 1/23/12 BRADLEY MASON General Fund Unallocated Expenses 51.00 1/23/12 CHRISTOPHER POUNDER General Fund Unallocated Expenses 51.00 1/23/12 DANIEL RANDALL General Fund Unallocated Expenses 51.00 1/23/12 BRUCE STARK General Fund Unallocated Expenses 51.00 1/23/12 TERRY TOWER General Fund Unallocated Expenses 51.00 TOTAL: 408.00 AFSCME COUNCIL 5 - UNION 1/18/12 P/R DEDUCTS - UNION DUES General Fund NON - DEPARTMENTAL 305.92 TOTAL: 305.92 ALLDATA 1/23/12 2012 RENEWAL -BRAD MASON General Fund Public Works 1,609.13 TOTAL: 1,609.13 CARQUEST AUTO PARTS 1/23/12 FILTER General Fund Public Works 18.26 1/23/12 TRANSMISSION FILTER General Fund Public Works 73.32 1/23/12 OIL FILTER General Fund Public Works 5.08 1/23/12 RUBBING COMPOUND / PAD Sanitary Sewer Uti Sewer 7.38 TOTAL: 104.04 CARTEGRAPH SYSTEMS, INC. 1/23/12 CARTE LITE MAINT General Fund City Engineer 700.00 1/23/12 CARTELITE -GIS CONN FOR ESR General Fund City Engineer 440.00 TOTAL: 1,140.00 CENTERPOINT ENERGY 1/23/12 5755 CTRY CLUB RD General Fund Municipal Buildings 206.02 1/23/12 24200 SMITHTOWN RD General Fund Public Works 588.52 1/23/12 5745 CTRY CLB RD & 2520 HW General Fund Parks & Recreation 223.24 1/23/12 20405 KNIGHTSBRIDGE RD Water Utility Water 85.24 1/23/12 28125 BOULDER BRIDGE DR Water Utility Water 217.20 TOTAL: 1,320.22 CENTURY LINK 1/23/12 JAN SVC Water Utility Water 315.23 1/23/12 JAN SVC Water Utility Water 236.43 TOTAL: 551.66 CITY OF TONKA BAY 1/23/12 WATER Water Utility Water 475.77 1/23/12 SEWER Sanitary Sewer Uti Sewer 369.00 TOTAL: 844.77 CLASSIC CLEANING COMPANY 1/23/12 C.H. SVC General Fund Municipal Buildings 531.01 1/23/12 P.W. SVC General Fund Public Works 316.16 TOTAL: 847.17 COMMUNITY REC RESOURCES 1/23/12 ARCTIC FEVER - FOOD EXP General Fund Parks & Recreation 75.00 1/23/12 HOLIDAY PARTY Southshore Communi Senior Community Cente 59.89 TOTAL: 134.89 CULLIGAN BOTTLED WATER 1/23/12 DRINKING WATER SVC General Fund Municipal Buildings 89.41 TOTAL: 89.41 DEPT OF EMPLOYMENT & ECON DEV 1/23/12 4TH QTR 2011 -NANCY STELLMA General Fund Administration 9.03 TOTAL: 9.03 DEPT OF LABOR & INDUSTRY 1/23/12 4TH QTR BLG PRMT SURCHARGE General Fund NON - DEPARTMENTAL 1,723.30 01 -19 -2012 11:32 AM C O U N C I L REPORT BY VENDOR- JANUARY 23, 2012 PAGE: 2 VENDOR SORT KEY TOTAL: 1,723.30 DREW KRIESEL 1/23/12 CONTRACT SVC Southshore Communi Senior Community Cente 945.00 1/23/12 GENERAL SUPPLIES Southshore Communi Senior Community Cente 89.00 TOTAL: 1,034.00 EFTPS - FEDERAL W/H 1/18/12 FEDERAL W/H General Fund NON - DEPARTMENTAL 5,696.33 1/18/12 FICA W/H General Fund NON - DEPARTMENTAL 2,303.69 1/18/12 MEDICARE W/H General Fund NON - DEPARTMENTAL 795.35 1/18/12 FICA W/H General Fund Council 80.60 1/18/12 MEDICARE W/H General Fund Council 18.87 1/18/12 FICA W/H General Fund Administration 379.25 1/18/12 MEDICARE W/H General Fund Administration 88.70 1/18/12 FICA W/H General Fund General Government 372.95 1/18/12 MEDICARE W/H General Fund General Government 87.22 1/18/12 FICA W/H General Fund Finance 260.89 1/18/12 MEDICARE W/H General Fund Finance 61.02 1/18/12 FICA W/H General Fund Planning 349.78 1/18/12 MEDICARE W/H General Fund Planning 81.80 1/18/12 FICA W/H General Fund Protective Inspections 178.35 1/18/12 MEDICARE W/H General Fund Protective Inspections 41.72 1/18/12 FICA W/H General Fund City Engineer 174.40 1/18/12 MEDICARE W/H General Fund City Engineer 40.78 1/18/12 FICA W/H General Fund Public Works 653.88 1/18/12 MEDICARE W/H General Fund Public Works 152.93 1/18/12 FICA W/H General Fund Ice & Snow Removal 62.92 1/18/12 MEDICARE W/H General Fund Ice & Snow Removal 14.71 1/18/12 FICA W/H General Fund Parks & Recreation 291.72 1/18/12 MEDICARE W/H General Fund Parks & Recreation 68.24 1/18/12 FICA W/H Southshore Communi Senior Community Cente 19.86 1/18/12 MEDICARE W/H Southshore Communi Senior Community Cente 4.65 1/18/12 FICA W/H Water Utility Water 355.83 1/18/12 MEDICARE W/H Water Utility Water 83.20 1/18/12 FICA W/H Sanitary Sewer Uti Sewer 68.39 1/18/12 MEDICARE W/H Sanitary Sewer Uti Sewer 15.99 1/18/12 FICA W/H Recycling Utility Recycling 10.32 1/18/12 MEDICARE W/H Recycling Utility Recycling 2.41 1/18/12 FICA W/H Stormwater Managem STORMWATER MANAGEMENT 141.54 1/18/12 MEDICARE W/H Stormwater Managem STORMWATER MANAGEMENT 33.11 TOTAL: 12,991.40 ELECTRICAL INSTALLATION & MAINTENANCE 1/23/12 WIRE GATES AT CHRISTMAS LK Public Facility Fu Public Facility /Off Eq 7,250.00 TOTAL: 7,250.00 FASCHING, PATRICIA 1/23/12 PICK UP SUPPLIES FOR RECYC Recycling Utility Recycling 6.66 TOTAL: 6.66 FORCE AMERICA, INC 1/23/12 STEEL FLOW CONTROL VALVES General Fund Public Works 146.23 TOTAL: 146.23 GOPHER STATE ONE CALL 1/23/12 2012 ANNUAL FEE Water Utility Water 50.00 1/23/12 2012 ANNUAL FEE Sanitary Sewer Uti Sewer 50.00 TOTAL: 100.00 GROUT, TWILA 1/23/12 ARCTIC FEVER - PRINCESS TEA General Fund Parks & Recreation 62.80 TOTAL: 62.80 DATE DESCRIPTION FUND DEPARTMENT AMOUNT 01 -19 -2012 11:32 AM C O U N C I L REPORT BY VENDOR- JANUARY 23, 2012 PAGE: 3 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT HANSEN THORP PELLINEN OLSON, INC. 1/23/12 DEC - CR 19 TRAIL SURVEY Public Facility Fu Public Facility /Off Eq 1,831.25 TOTAL: 1,831.25 HAWKINS, INC. 1/23/12 CHLORINE Water Utility Water 100.00 TOTAL: 100.00 HD SUPPLY WATERWORKS, LTD. 1/23/12 WATER METER SUPPLIES Water Utility Water 18.31 TOTAL: 18.31 HENN CTY ELECTIONS 1/23/12 AUTOMARK MAINT General Fund Administration 640.00 1/23/12 M100 MAINT General Fund Administration 423.00 TOTAL: 1,063.00 HENN CTY INFO TECHNOLOGY DEPT 1/23/12 800MHZ RADIO General Fund Public Works 64.00 TOTAL: 64.00 ICMA RETIREMENT TRUST - 302131 -457 1/18/12 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 985.96 1/18/12 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 140.67 TOTAL: 1,126.63 LANDINI, JAMES 1/23/12 JAN WELLNESS General Fund City Engineer 40.00 TOTAL: 40.00 LOCAL LINK 1/23/12 FEB - ADSL General Fund Municipal Buildings 69.95 TOTAL: 69.95 LOCATORS & SUPPLIES INC 1/23/12 LAKESIDE TRAFFIC CONE General Fund Public Works 226.37 TOTAL: 226.37 METRO CITIES -ASSN OF METROPOLITAN MUNI 1/23/12 2012 MEMBERSHIP General Fund Council 3,140.00 TOTAL: 3,140.00 METRO COUNCIL ENVMT(WASTEWATER) 1/23/12 WASTE WATER SVC Sanitary Sewer Uti Sewer 56,259.05 TOTAL: 56,259.05 MIDWEST MAILING SYSTEMS, INC. 1/23/12 FEB NEWSLETTER POSTAGE General Fund Administration 500.00 TOTAL: 500.00 MINNESOTA LIFE 1/23/12 LIFE INS General Fund Unallocated Expenses 415.66 TOTAL: 415.66 MISC. VENDOR JEREMY NORMAN 1/23/12 BANNERS FOR ARCTIC FEVER 1 General Fund Parks & Recreation 709.66 JOY MEYER 1/23/12 12/21 & 1/16/12 PROGRAM FE Southshore Communi Senior Community Cente 75.00 LYNNETTE M. CARLSON 1/23/12 ARCTIC FEVER & TEA PARTY F General Fund Parks & Recreation 525.00 MARY MCCARTHY 1/23/12 CARDIO KICK BOXING EVENT 1 Southshore Communi Senior Community Cente 315.00 MIDWEST SKIJORERS CLUB 1/23/12 ARCTIC FEVER SKIJOR CLINIC General Fund Parks & Recreation 100.00 SUE DAVIS 1/23/12 ARCTIC FEVER- PRINCESS TEA General Fund Parks & Recreation 97.47 TOTAL: 1,822.13 MN DEPT OF REVENUE 1/18/12 STATE W/H General Fund NON - DEPARTMENTAL 2,376.14 TOTAL: 2,376.14 MN GOVT FINANCE OFFICERS ASSN.(TIN 23 1/23/12 2012 MEMBERSHIP -BRUCE DEJO General Fund Finance 60.00 TOTAL: 60.00 MNSPECT, INC. 1/23/12 DEC INSPECTION FEE General Fund Protective Inspections 665.00 01 -19 -2012 11:32 AM VENDOR SORT KEY C O U N C I L REPORT BY VENDOR- JANUARY 23, 2012 DATE DESCRIPTION FUND DEPARTMENT PAGE: 4 AMOUNT TOTAL: 665.00 MTI DISTRIBUTING COMPANY NORTHERN TOOL & EQUIPMENT COUNT OFFICE DEPOT ON SITE SANITATION INC PAZANDAK, JOSEPH 1/23/12 V BELT & MOWER General Fund Public Works 57.62 459.46 General Fund General Government 436.56 TOTAL: 57.62 Finance 1/23/12 FITTING -FLOW CONTROL DUMP General Fund Public Works 27.83 General Fund Protective Inspections 246.16 General Fund TOTAL: 27.83 1/23/12 GEN SUPPLIES General Fund Administration 23.22 77.59 1/23/12 GEN SUPPLIES General Fund Administration 28.75 Senior Community Cente 1/23/12 GEN SUPPLIES General Fund Administration 202.41 Sanitary Sewer Uti Sewer 85.46 Recycling Utility TOTAL: 254.38 1/23/12 BADGER PARK General Fund Parks & Recreation 45.96 7,663.71 1/23/12 CATHCART PARK General Fund Parks & Recreation 45.96 TOTAL: 1/23/12 FREEMAN PARK General Fund Parks & Recreation 266.13 1/23/12 SILVERWOOD PARK General Fund Parks & Recreation 45.96 1/23/12 SOUTH SHORE SKATE General Fund Parks & Recreation 45.96 71.57 1/23/12 CHRISTMAS LAKE BOAT ACCESS General Fund Parks & Recreation 235.13 Sewer 66.22 Sanitary Sewer Uti Sewer TOTAL: 685.10 Sanitary Sewer Uti 1/23/12 12/27 - 12/30/2011 MILEAGE General Fund Protective Inspections 41.63 TOTAL: 41.63 PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA 1/18/12 P/R DEDUCTS -PERA PRUDENTIAL GROUP INSURANCE RANDALL, DANIEL SHOREWOOD TRUE VALUE 1/23/12 LIFE INSURANCE 1/23/12 2011 BOOTS REIM 1/23/12 TAPE 1/23/12 BULK 1/23/12 SALT & SNOW SUPPLIES 1/23/12 PROOF CHAIN 1/23/12 WELL HOUSE SUPPLIES 1/23/12 WELL HOUSE PAINT 1/23/12 WELL HOUSE PAINT 1/23/12 WELL HOUSE PAINT General Fund NON - DEPARTMENTAL 3,548.03 General Fund Administration 459.46 General Fund General Government 436.56 General Fund Finance 345.57 General Fund Planning 455.51 General Fund Protective Inspections 246.16 General Fund City Engineer 203.93 General Fund Public Works 805.79 General Fund Ice & Snow Removal 77.59 General Fund Parks & Recreation 359.96 Southshore Communi Senior Community Cente 23.23 Water Utility Water 438.86 Sanitary Sewer Uti Sewer 85.46 Recycling Utility Recycling 12.07 Stormwater Managem STORMWATER MANAGEMENT 165.53 TOTAL: 7,663.71 General Fund Unallocated Expenses 781.26 TOTAL: 781.26 General Fund Public Works 249.98 TOTAL: 249.98 General Fund Public Works 23.49 General Fund Public Works 2.31 General Fund Ice & Snow Removal 71.57 General Fund Parks & Recreation 42.03 Sanitary Sewer Uti Sewer 66.22 Sanitary Sewer Uti Sewer 63.03 Sanitary Sewer Uti Sewer 35.23 Sanitary Sewer Uti Sewer 21.97 TOTAL: 325.85 01 -19 -2012 11:32 AM C O U N C I L REPORT BY VENDOR- JANUARY 23, 2012 PAGE: 5 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT SLUC (SENSIBLE LAND USE COALITION) 1/23/12 BRAD N. 01 /15 General Fund Planning 38.00 1/23/12 SUE DAVIS O1 /15 General Fund Planning 48.00 TOTAL: 86.00 SO LK MTKA POLICE DEPT 1/23/12 4TH QTR - CO General Fund Police Protection 766.42 TOTAL: 766.42 SPRINT 1/23/12 SVC 08/13 -09/12 Water Utility Water 62.31 1/23/12 SVC 08/13 -09/12 Sanitary Sewer Uti Sewer 62.31 TOTAL: 124.62 STAR TRIBUNE 1/23/12 JAN -JUL 2012 NEWSPAPER General Fund Municipal Buildings 78.00 TOTAL: 78.00 SUN NEWSPAPERS 1/23/12 XMAS LK ESTATES O1 /05 General Fund Planning 41.97 1/23/12 ST WA POLLUTION PREVENTION Stormwater Managem STORMWATER MANAGEMENT 64.35 TOTAL: 106.32 SUN PATRIOT NEWSPAPERS 1/23/12 ZEHDER PUBLIC HRG 01/07 General Fund Planning 36.75 TOTAL: 36.75 TWIN CITY WATER CLINIC 1/23/12 COLIFORM BACTERIAS Water Utility Water 100.00 TOTAL: 100.00 UNITED RENTALS 1/23/12 LIFT FOR MAINT SALT SHED General Fund Public Works 477.16 TOTAL: 477.16 VISU- SEWER, INC. 1/23/12 SANITARY REPAIRS Sanitary Sewer Uti Sewer 20,630.00 TOTAL: 20,630.00 WARNER CONNECT 1/23/12 MAINT SVC General Fund Municipal Buildings 2,800.00 TOTAL: 2,800.00 WELLS FARGO HEALTH BENEFIT SVCS 1/18/12 P/R DEDUCTS -HSA General Fund NON - DEPARTMENTAL 1,266.43 1/18/12 P/R DEDUCTS -HSA General Fund General Government 951.29 TOTAL: 2,217.72 WENCK ASSOCIATES, INC. 1/23/12 PROJ 2739 -01 APPLE RD CHAN Stormwater Managem STORMWATER MANAGEMENT 3,632.00 TOTAL: 3,632.00 XCEL ENERGY 1/23/12 5655 MERRY LN -SVC 10/27 -11 General Fund Parks & Recreation 10.20 TOTAL: 10.20 ZEE MEDICAL SERVICE 1/23/12 FIRST AID SUPPLIES General Fund Public Works 90.11 TOTAL: 90.11 ZIEGLER, INC. 1/23/12 TRANSPORT NEW LOADER MSA Capital Improv MSA Capital Improvemen 250.00 TOTAL: 250.00 * *PAYROLL EXPENSES 1/17/2012 - 99/99/9999 General Fund Council 1,300.00 01 -19 -2012 11:32 AM C O U N C I L REPORT BY VENDOR- JANUARY 23, 2012 PAGE: 6 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT * *PAYROLL EXPENSES General Fund Administration 6,337.48 General Fund General Government 6,021.50 General Fund Finance 4,766.44 General Fund Planning 6,282.97 General Fund Protective Inspections 3,395.31 General Fund City Engineer 2,812.81 General Fund Public Works 11,114.59 General Fund Ice & Snow Removal 1,070.25 General Fund Parks & Recreation 4,964.92 Southshore Communi Senior Community Cente 320.25 Water Utility Water 6,053.40 Sanitary Sewer Uti Sewer 1,178.77 Recycling Utility Recycling 166.53 Stormwater Managem STORMWATER MANAGEMENT 2,283.00 TOTAL: 58,068.22 FUND TOTALS 101 General Fund 94,811.77 401 Public Facility Fund 9,081.25 405 MSA Capital Improvement 250.00 490 Southshore Community Ctr. 1,851.88 601 Water Utility 8,591.78 611 Sanitary Sewer Utility 78,912.80 621 Recycling Utility 197.99 631 Stormwater ManagementUtil 6,319.53 GRAND TOTAL: 200,017.00 ------------------------- - - - - -- TOTAL PAGES: 6 ® #3B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Union Agreement Meeting Date: January 23, 2012 Prepared by: Brian Heck, City Administrator Reviewed by: Jean Panchyshyn, Deputy City Clerk Attachments: 2012 — 2013 Agreement Policy Consideration: Should the Council approve the 2012 — 2013 union contracts? Background: Staff worked with the bargaining unit representing the public works employees to come to agreement on the terms and conditions of employment for the next two years. Council met in executive session following the January 9 1h council meeting to discuss the outstanding issues and directed staff to prepare a counter proposal. Staff and the Union met on Thursday, January 12 and the union tentatively agreed to the offer. The tentative offer before the Council for consideration provides for the following: • A two year agreement commencing January 1, 2012 and ending December 31, 2013. • A 2% increase in compensation effective 1/1/2012 and a 1% increase 1/1/2013. • The employer's contribution toward benefits will increase $25.00 per month in 2012 for a total contribution of $875 and another $25.00 in 2013 for a monthly contribution of $900. Any excess contribution for employees selecting the Health Savings Account plan will be deposited in to the employee's HSA account, up to $2,500, in the beginning of the year. All other terms and conditions of the agreement will remain as in prior years. Financial or Budget Considerations: The amounts for employee benefits and compensation are included in the city's annual budget. Options: 1. Approve the agreement with the union as provided; or 2. Do not approve the agreement and direct staff to return to the negotiating table Recommendation / Action Requested: Staff recommends council approve the agreement as provided. Next Steps and Timelines: If approved, staff will finalize the agreement with the union by getting signatures. Connection to Vision / Mission: Attracting quality employees leads to quality public services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 AGREEMENT BETWEEN CITY OF SHOREWOOD, MINNESOTA AND LOCAL 224, COUNCIL 5 OF THE AMERICAN FEDERATION OF STATE COUNTY AND MUNICIPAL EMPLOYEES, AFL -CIO JANUARY 1, 2012 - DECEMBER 31, 2013 TABLE OF CONTENTS Article 1 Purpose and Intent 4 Article 2 Recognition 4 Article 3 Definitions 4 Article 4 Union Security 5 Article 5 Employer Security 5 Article 6 Employer Authority 6 Article 7 Non - discrimination 6 Article 8 Grievance Procedure 6 Article 9 Seniority 8 Article 10 Probationary Period 9 Article 11 Job Posting 9 Article 12 Lay -off and Recall 10 Article 13 Work Schedules 10 Article 14 Savings Clause 10 Article 15 Discipline 10 Article 16 Right of Subcontract 11 Article 17 Sick Leave 11 Article 18 Severance Pay 12 Article 19 Funeral Leave 13 Article 20 Insurance 13 Article 21 Vacation 14 Article 22 Holidays 15 Page 12 Article 23 Leaves 16 Article 24 Uniforms 16 Article 25 Overtime Pay 16 Article 26 Premium Pay 17 Article 27 Call Backs 17 Article 28 Waiver 18 Article 29 Duration and Effective Date 19 Appendix A Wage Schedule 20 Seniority Roster 21 Page 13 AGREEMENT This Agreement is entered into by and between the City of Shorewood, Minnesota, a municipal corporation, hereinafter referred to as the EMPLOYER, and Local 224, Council 5 of the American Federation of State, County and Municipal Employees, AFL -CIO, hereinafter referred to as the UNION. ARTICLE 1 — PURPOSE AND INTENT It is the purpose of this Agreement to establish certain wages, hours, and conditions of employment, and to establish procedures for the resolution of disputes concerning the interpretation or application of the Agreement. The Employer and the Union continue their dedication to the highest quality of public service. Both parties recognize this Agreement as a pledge of this dedication. ARTICLE 2 — RECOGNITION The Employer recognizes the Union as the exclusive representative under Minnesota Statutes, 179A.03, Subdivision 8, as may be amended from time to time, for all employees of the Public Works department of the City of Shorewood whose service exceeds the lesser of fourteen (14) hours a week or thirty -five percent (35 %) of the normal work week and more than sixty -seven (67) days a year, excluding supervisory and confidential employees. ARTICLE 3 — DEFINITIONS Section 1: UNION: Local 224, Council 5 of the American Federation of State, County and Municipal Employees (AFSCME), AFL -CIO. Section 2: EMPLOYER: the City of Shorewood. Section 3: UNION MEMBER: a member of Local 224, Council 5 of the American Federation of State, County and Municipal Employees (AFSCME), AFL -CIO. Section 4: EMPLOYEE: a member of the exclusively recognized bargaining unit. Section 5: BASE PAY RATE: the employee's hourly pay rate exclusive of longevity or any other special allowance. Section 6: SENIORITY: length of continuous service in any of the job classifications covered by Article 2 of this agreement. Page 14 Section 7: GRIEVANCE: any dispute or disagreement between the Employer and the Employee(s) concerning the interpretation, application or alleged violation of the specific terms and /or conditions of this Agreement. Section 8: BUSINESS DAY: for purposes of Article 8, means calendar days excluding holidays and weekends as defined by this Agreement. In computing any period of time pursuant to action under Article 8, the day, act, or event upon which a period of time begins to run shall not be included. Section 9: SERVICE: shall mean personal delivery or service by certified mail. Section 10: REDUCED TO WRITING: means a statement outlining the nature of a grievance, the provision(s) of the Agreement in dispute and the relief requested. Section 11: ANSWER: means a response indicating the Employer's position on a grievance. ARTICLE 4 — UNION SECURITY Section 1: In recognition of the Union as the certified exclusive representative, the Employer shall deduct from the wages of employees who authorize in writing such a deduction, an amount sufficient to provide payment of dues established by the Union. Such monies shall be remitted to the appropriate designated Officer of the Union. Section 2: The Union may designate one employee from the bargaining unit to act as Steward and shall inform the Employer in writing of such choice. Section 3: The Employer shall, on request of the Union, grant reasonable time off as required by law, an unpaid leave of absence to Union Members who are elected or appointed officials of the Union. Section 4: The Union agrees to indemnify and hold the Employer harmless against any and all claims, suits, orders, or judgments brought or issued against the Employer or as a result of any action taken or not taken by the Employer under the provisions of this Article. Further the Union and the Employer recognize and agree that the limitations of the Employer's liability also apply should the Union exercise the application of "fair share" as provided by M.S. 179A.06, Subdivision 3, as may be amended from time to time. ARTICLE 5 — EMPLOYER SECURITY The Union and its members agree that during the life of this Agreement, they will not cause, encourage, participate in, or support any strike, slowdown, or other interruption of, or interference with, the normal functions of the Employer. Violations of this Article shall be grounds for disciplinary action up to and including discharge. Page 15 ARTICLE 6 — EMPLOYER AUTHORITY Section 1: The Employer retains the full and unrestricted right to operate and manage all manpower, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct and determine the number of personnel; to establish work schedules; and to perform any inherent managerial function not specifically limited by this Agreement. Section 2: Any terms and conditions of employment not specifically established or modified by this Agreement shall remain solely within the discretion of the Employer to modify, establish, or eliminate. ARTICLE 7 — NON - DISCRIMINATION The parties agree that their respective policies will not discriminate against any employee covered by this Agreement because of gender, creed, color, age, national origin, handicap, sexual preference, political or religious beliefs, association or affiliation or non - association or non - affiliation with a labor organization, nor will either party to this Agreement discriminate on the aforementioned basis in the application or interpretation of the provisions of this Agreement. ARTICLE 8 — GRIEVANCE PROCEDURE Section 1. Processing of a Grievance: It is recognized and accepted by the Union and the Employer that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the Employees and shall therefore be accomplished during normal working hours only when consistent with such Employee duties and responsibilities. The aggrieved Employee and the Union Representative shall be allowed a reasonable amount of time without loss in pay when a grievance is investigated and presented to the Employer during normal working hours provided the Employee and the Union Representative have notified and received approval of the designated supervisor who has determined that such absence is reasonable and would not be detrimental to the work program of the Employer. Section 2. Procedure: Grievances, as defined in Article 3, Section 7, shall be resolved in conformance with the following procedure: Step 11 An Employee or Employees claiming a grievance shall meet on an informal basis with the employee's immediate supervisor as designated by the Employer in an attempt to resolve the grievance within fifteen (15) business days after the grievance has occurred. The Employer- designated representative will discuss and give an answer to the Step 1 grievance within ten (10) business days after receipt. If the grievance is not resolved, it may be reduced to writing by the exclusive representative and served upon the Employer - designated Step 2 representative. Service must be made within ten (10) business days after the Employer- designated representative's final answer in Step 1. Any grievance not Page 16 appealed in writing to Step 2 by the Union within ten (10) business days shall be considered waived. Step 21 If appealed, the written grievance shall be presented by the Union and discussed with the Employer- designated Step 2 representative. The Employer- designated representative shall give the Union the Employer's Step 2 answer in writing within ten (10) business days after receipt of such Step 2 grievance. If a resolution of the grievance results, the terms of that resolution shall be written on or attached to the grievance and shall be signed by the Employer and the Union. If no agreement is reached, the exclusive representative may proceed with the grievance by appealing to Step 3 within ten (10) business days following the Employer- designated representative's final Step 2 answer. The appeal shall indicate the intention of the Union to proceed with the grievance, a statement of the grievance, the provision(s) of the Agreement in dispute, and the relief requested. Any grievance not appealed in writing to Step 3 by the Union within ten (10) business days shall be considered waived. Step 3. If appealed, the written grievance shall be presented by the Union and discussed with the Employer- designated Step 3 Representative for mediation The Employer - designated representative shall give the Union the Employer's answer in writing within ten (10) business days after receipt of such Step 3 grievance. If a resolution of the grievance results, the resolution shall be reduced to writing as provide in Step 2. A grievance not resolved in Step 3 may be appealed to Step 4 or directly to Step 5 within ten (10) business days following the Employer- designated representative's final answer in Step 3. Any grievance not appealed in writing to Step 4 for mediation or directly to Step 5 for arbitration by the Union within ten (10) business days shall be considered waived. Step 41 A grievance unresolved in Step 3 and not appealed directly to Step 5 but appealed in Step 4 for mediation, shall be submitted within +n— the designated time limit to the Minnesota Bureau of Mediation Services with notice provided to the Employer. If a resolution of the grievance results, the resolution shall be reduced to writing as provided in Step 2. A grievance not resolved in Step 4 through the mediation process, may be advanced to Step 5 by the Union within in ten (10) business days following final mediation. Any grievance not appealed in writing to Step 5 within ten (10) business days shall be considered waived. Step 5. A grievance unresolved in Step 3 or Step 4 and appealed in Step 5 may be submitted to arbitration. The Employer and the Union shall endeavor to select a mutually acceptable arbitrator to hear and decide the grievance. If the Employer and the Union are unable to agree on an arbitrator, they may request from the Director of the Bureau of Mediation Services, State of Minnesota, a list of five (5) names. The parties shall alternate strike names from the list of five (5) arbitrators until only one (1) name remains. The remaining arbitrator shall be requested to hear and decide the grievance. The determination of which party will commence the striking process shall be made by a flip of a coin. Section 4. Arbitrators Authority Page 17 A. The arbitrator shall not have the power to add to, delete from, ignore, nullify, or to modify in any way, the terms and conditions of the existing Agreement. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the Union and the Employer and shall have no authority to make a decision on any other issue not so submitted. The arbitrator's decision shall be based solely on the arbitrator's interpretation or application of the express terms of this Agreement and to the facts of the grievance presented. B. The decision of the arbitrator shall be final and binding on all parties to the dispute unless the decision is contrary to, inconsistent with, in violation of, or in any way varying from any provision of the laws of Minnesota or rules and regulations promulgated there under, municipal charters, ordinances, or resolutions enacted thereto or which causes a penalty to be incurred there under. The arbitrator's decision shall be issued to the parties in writing within thirty (30) days following the close of the hearing or the submission of briefs by the parties, whichever be later, unless the parties agree to an extension. C. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the Union and the Employer provided that each party shall be responsible for compensating its own representatives and witnesses. If either part desires a verbatim record of the proceedings, it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be shared equally. ARTICLE 9 — SENIORITY Section 1 : Seniority is defined by the Agreement in Article 3, Section 3. Any former employee of the Employer who has terminated may be rehired only under the conditions of a new employee and no credit will be given for prior service. Section 2: An employee in the Union who is promoted or transfers temporarily to another City department shall have the option to return to his former position without loss of seniority. Section 3: Seniority shall be calculated as total continuous length of service with the Employer for other benefits under this Agreement. Section 4. The Employer will maintain and up -to -date seniority roster. An up -to -date copy of the seniority roster will be posted at least once each year and a copy will be provided to the Union. The names of all regular full -time and any part -time members of the bargaining unit who have completed their probationary periods shall be listed on the seniority roster in the order of their seniority and shall show the date from which seniority commences and the employee' s job title. Regular part -time employee's seniority shall be pro -rated on their hours of work as a percentage of a forty (40) hour workweek. Section 5. An employee's seniority shall be terminated Page 18 a. If the employee resigns, retires, is transferred outside the bargaining unit or is discharged; or b. If when recalled to work following a layoff, the employee fails to report to work in accordance with Article 12 — LAYOFF and RECALL; or ARTICLE 10 — PROBATIONARY PERIOD Section 1: A probationary employee may be terminated at the sole discretion of the Employer during the probationary period. Section 2: All newly hired or rehired employees will serve a six (6) month probationary period. During the probationary period, the newly hired employee shall have no seniority status. Section 3: for newly hired or rehired employees at the end of the probationary period, the City Administrator shall recommend for Council consideration one (1) of two (2) actions: a. Termination of the employee; or b. Regular employment status. Section 4: All employees will serve a six (6) month probationary period in any job classification in which the employee has not served a probationary period. Section 5: The employee shall be demoted or reassigned at the sole discretion of the Employer to the position held previously or to a comparable position if, at any time during the probationary period the performance of a promoted or reassigned employee is unsatisfactory or if the employee so requests. Such action shall not be subject to the grievance procedure. ARTICLE 11 — JOB POSTING Section 1: All internal job openings shall be posted internally for ten (10) calendar days. Section 2: The Employer and the Union agree that regular job vacancies within the designated bargaining unit shall be filled based on the concept of promotion from within provided that applicants: a. Have the necessary qualifications to meet the standards of the job vacancy; and b. Have the ability to perform the duties and responsibilities of the job vacancy. Section 3: The Employer has the right of final decision in the selection of employees to fill posted jobs based on qualifications, abilities, and experience. Section 4. Seniority will be the determining criterion for transfers and promotions when minimum job - relevant qualifications are met. Page 19 Section 5: Employees filling a higher job classification based on the provisions of this Article shall be subject to the conditions of Article 10 — PROBATIONARY PERIOD. ARTICLE 12 — LAY -OFF AND RECALL Seniority will be the determining criterion for lay -off and recall when the job - relevant qualifications factors are equal. Recall rights under this provision will continue for twenty -four (24) months after lay -off. Recalled employees shall have twelve (12) business days after notification of recall by registered mail at the employee's last known address to report to work or forfeit all recall rights. ARTICLE 13 — WORK SCHEDULES Section 1: The sole authority in work schedules is the Employer. The normal work day for an employee shall be eight (8) hours. The normal work week shall be forty (40) hours Monday through Friday. Section 2 : Service to the public may require the establishment of regular shifts for some employee's on a daily, weekly, seasonal, or annual basis other than the normal 7:00 a.m. — 3:30 p.m. day. The Employer will give seven (7) days advance notice to the employees affected by the establishment of work days different from the employee's normal eight (8) hour work day. Section 3: In the event that work is required because of unusual circumstances such as, but not limited to, fire, flood, snow, sleet, or breakdown of municipal equipment or facilities, no advance notice need be given. It is not required that an employee working other than the normal work day be scheduled to work more than eight (8) hours, however; each employee has an obligation to work overtime or call backs if requested unless unusual circumstances prevent the employee from so working. Section 4: Service to the public may require the establishment of regular work weeks that could include work on Saturdays and /or Sundays. ARTICLE 14 — SAVINGS CLAUSE This Agreement is subject to the laws of the United States, the State of Minnesota, and the City of Shorewood. In the event any provision of this Agreement shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, such provision of this Agreement shall be voided. The voided provision may be renegotiated at the request of either party. All other provisions shall continue in full force and effect. ARTICLE 15 — DISCIPLINE Page 110 Section 1: The Employer will discipline employees for just cause only. Section 2: Discipline, when administered, will be in one of the following forms: a. Oral reprimand; b. Written reprimand; c. Suspension; d. Demotion; or e. Discharge. Section 3: An employee who is reprimanded in writing, suspended, demoted, or discharged, shall be furnished with a copy of such disciplinary action. A copy of any such disciplinary action shall also be furnished to the exclusive representative. Section 4: At the employee's request, the Employer shall remove all references to disciplinary action in the personnel record in the following manner: a. Written reprimands after two years with no similar occurrences. b. References to suspensions and demotions after five years with no similar occurrences. ARTICLE 16 — RIGHT OF SUBCONTRACT Nothing in this Agreement shall prohibit or restrict the right of the Employer from subcontracting work performed by employees covered by this Agreement. The employer agrees to provide notice to the Union and all employees at least ninety (90) business days prior to subcontracting any work performed by employees covered by this Agreement. ARTICLE 17 — SICK LEAVE Section 1. Rate of Accrual: All full -time employees shall earn sick leave at the rate of one (1) day (eight [8] hours) per month of employment after the first full calendar month of employment. If the employment date is the 15th of the month or prior, one full day of sick leave is earned. If the employment date is the 16th of the month or later, the employee must wait until after the end of the next calendar month to begin to earn sick leave. Sick leave may be taken during the probationary period not to exceed the time earned. Part -time employees working more than 20 hours per week, but less than 40 hours per week shall earn sick -leave on a pro -rated basis. Sick leave will be granted in not less than one hour units, which is to mean that if any time less than one (1) hour is used, one (1) hour will be charged. Section 2. Maximum Accrual: The maximum sick leave earning limit is 800 hours. At the end of every year, one -half of the accrued sick leave hours in excess of 800 hours may be converted to other benefits, such as deferred compensation, added to vacation balance, placed in the next year's Section 125 Plan account, paid out as cash, or converted to a combination of other Page 111 benefits). Upon termination, accrued sick leave will be paid as provided in Article 18 of this Agreement Section 3. Use of Sick Leave: Employees must inform their supervisor at the earliest possible time when they will be absent due to illness or injury. Sick leave shall be granted only in case of necessity and actual sickness or disability injury to the employee or for dental appointments and physical examinations. Dental appointments and physical examinations must receive prior approval by the employee's supervisor. Sick leave is also granted in the case of attending to the employee's spouse /partner or child (see Section 8.04). Employees may also take vacation or leave without pay for the purpose of attending to their spouse /partner /parent or child (see Section 8.06 FMLA Leave). Section 4. Worker's Compensation: In case of disability caused by sickness or injury and covered by Worker's Compensation, the City will compensate the employee the difference between their regular base pay and that received from Workers' Compensation payments, but never for a longer period than their accumulated sick leave. In such case, the time deducted from accumulated sick leave shall be in the same amount as the proportion of wages paid by the City as to the entire base pay of the employee. No sick leave will be paid to employees while actually working for others. Section 5. Return to Work — Dr. Note Required: A doctor's certificate may be required for sick leave absence. Sick leave without pay may be granted at the City Administrator's discretion after earned sick leave with pay has been exhausted. Section 6. Use for Family Members: Regular employees may use personal sick leave benefits provided by the employer for absences due to an illness of the employee's spouse /partner or child where attendance may be necessary; on the same terms the employee is able to use sick leave benefits for the employee's own illness. A doctor's certificate may be required for sick spouse /partner /parent child leave absence. All doctor's certificates required by this section will be obtained at the employee's expense. ARTICLE 18 — SEVERANCE PAY Section 1: Regular, full -time employees who leave the municipal service in good standing after giving at least two (2) weeks' advance notice shall receive severance pay in accordance with Section 2. Section 2: Types of termination and qualification for severance. a. Procedure: regular full -time employees who leave the municipal service voluntarily in good standing after giving at least two (2) weeks' notice or who receive an Involuntary Elimination from the City shall be granted severance pay of unused sick time the employee may have based on the following conditions and rates below. Page 112 a) Involuntary Elimination, b) Retirement — Voluntary and in good standing, c) Voluntary retirement or termination of employment due to health reasons, service connected injury, or illness, d) Voluntary in good standing. b. Unauthorized Absence: unauthorized absence from work for a period of three (3) consecutive working days shall be considered by the City Administrator as a voluntary termination not in good standing. c. Rate of Severance Pay: upon termination of employment, employees with a minimum of five years of continuous employment shall be entitled to receive payment of 50% of sick leave up to a maximum of 400 hours of payout (this calculates to a sick leave balance of up to 800 hours) at termination. Such payment for unused sick leave shall be made based on the employee's hourly rate at the time of separation. ARTICLE 19 — FUNERAL LEAVE Section 1: upon notice to the immediate supervisor, all regular full -time employees shall be granted five (5) paid days of leave for death or funerals in the immediate family. Immediate family is defined as spouse, children, parents, siblings, grandparents and corresponding in -laws and corresponding step - relatives. Section 2: Other types of leave: a. Upon notice to the immediate supervisor, all regular full -time employees shall be granted two (2) days of leave for death or funerals of other family members. Other family members shall be defined as aunts, uncles, nieces, nephews, and cousins. b. Upon notice to the immediate supervisor, one (1) day of leave shall be granted for death or funeral of relatives or friends. c. Leave as granted under Article 19, Section 2, shall be deducted from that employee's accrued sick leave, vacation, personal leave, compensatory time, or maybe without pay. ARTICLE 20 — INSURANCE Section 1: Employer Contribution The Employer shall provide a contribution toward the cost of health insurance, term life insurance, short term and long term disability, and dental insurance on behalf of regular full and part -time employees. Section 2: The insurance carrier shall be selected by the Employer. The employer shall, following a meet and confer with the Union, determine the type and level of coverage provided e.g. co -pay plan, Health Savings Account, etc. Page 113 Section 3: Contribution Amounts a. 2012. The Employer shall provide up to $875 per month to regular full -time employees for coverage stated in Section 1 above. An employee who elects coverage under the Health Savings Account that, combined with other benefits, results in a total cost that is less than the contribution level, shall have the balance applied toward their Health Savings Account up to a maximum of $2,500 for the year, or $208 per month. This amount shall be deposited in to the members HSA account at the start of the New Year. Regular part -time employees working more than 20 hours per week shall be entitled to pro -rated contribution. b. 2013. The Employer shall provide up to $900 per month to regular full -time employees for coverage stated in Section 1 above. An employee who elects coverage under the Health Savings Account that, combined with other benefits, results in a total cost that is less than the contribution level, shall have the balance applied toward their Health Savings Account up to a maximum of $2,500 for the year, or $208 per month. This amount shall be deposited in to the members HSA account at the start of the New Year. Regular part -time employees working more than 20 hours per week shall be entitled to pro -rated contribution. Section 4: Deductibility of insurance premiums as pre -tax dollars for employees covered by this agreement shall be available as permitted by Internal Revenue Service regulations. Section 5: For regular full -time employees that opt -out of the Employer sponsored health plan, the Employer shall pay $100 per month. To qualify, the employee must provide proof of alternative coverage such as through a spouses plan. Section 6: In accordance with M.S. Statute 471.61, Subdivision 2(b) as may be amended, an employee who elects to retire early shall be allowed to continue to participate in the Employers group health insurance plan at the employee's expense. ARTICLE 21 — VACATION Section 1. Accrual Regular full -time employees shall accrue paid vacation on the following basis: Length of Continuous Service Accrued Vacation Hours Start through five (5) years 96 hours (8 hours per month — 12 days) Start of six (6) years through nine (9) years 120 hours (10 hours per month — 15 days) Start of 1 01h year through 1 91h year 160 hours (13.33 hours per month — 20 days) Start of 20 year through 29 year 200 hours (16.667 hours per month — 25 day) Start of 30 Year and beyond 240 hours (20 hours per month — 30 days) Section 2. Length of Continuous Service. Length of continuous service for the purpose of determining vacations is calculated from the date of full -time employment with the Employer. Page 114 Section 3. Probationary Employees. Probationary employees shall accrue paid vacation time, but shall not be allowed to take vacation leave until after completion of the initial probationary period. Section 4. Choice of Vacation and Approval Required. Preference in choosing vacation time is given on the basis of length of continuous service for the first ten (10) days (80 hours) of vacation. An employee with more than ten (10) days (80 hours) of accrued vacation will be allowed to choose additional vacation time only after all other regular full -time employees have made their initial choices. Preference in choosing vacation time beyond the initial selection will be given on the basis of length of continuous service. Vacation leave may only be taken after prior approval has been granted by the Employer- designated representative. Section 5. Vacation Salary Advance. Employees may request vacation salary in advance for the period during which they will be away. A vacation salary advance request must be submitted by the employee to the Employer- designated representative one (1) week in advance of the vacation period. Section 6. Payment in Lieu of Vacation. Employees continuing in the Employers employment shall not be given pay in lieu of vacation. All vacation must be taken prior to the separation of an employee from employment except in the case of retirement due to disability. Section 7. Vacation Carry Over. Each employee may carry over to the next year a number of vacation days based on the following formula: two (2) times the annual rate of accrual on December 31. Section 8. Pro -Rata Vacation. Regular part -time employees will receive paid vacation on a pro - rata basis. ARTICLE 22 — HOLIDAYS Section 1. Paid Holidays. Regular full -time employees shall be provided with the following holidays: Holiday When observed New Year's Day January 1 Martin Luther King Jr. Day Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Fourth of July July 4 Labor Day First Monday in September Columbus day Second Monday in October Veteran's Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Eve (half day — four hours) December 24 Christmas Day December 25 Good Friday (half day — four hours) Friday before Easter Sunday Personal Leave Day As provided in Section 2 of this Article Page 115 Section 2. Personal Leave Day. An employee may take the personal leave day with the prior approval of the Employer- designated representative. An employee shall request the personal leave day at least three (3) business days in advance. This requirement may be waived with the prior approval of the Employer- designated representative Section 3. Holidays Falling on Saturday or Sunday. When New Year's Day (January 1), Independence Day (July 4), or Christmas Day (December 25) fall on a Sunday, the following day (Monday) shall be observed as a holiday. When New Years Day, Independence Day, or Christmas Day falls on a Saturday, the preceding day (Friday) shall be observed as a holiday. Section 4. Holiday Call Outs. Call outs on actual holidays or observed holidays, will be paid at time and a half plus normal holiday pay, except as follows: Call -outs on Memorial Day, July 4, Labor Day, Thanksgiving Day and the actual or observed December 24, December 25, and January 1 holidays will be paid at double the base wage plus regular holiday pay. This language clarifies that for these last three (3) holidays, double -time plus holiday pay will be paid for call -outs on the actual or observed days. ARTICLE 23 — LEAVES Section 1. Child and Parental. The Employer shall grant leave for children's school activities and parenting leave in accordance with Minnesota Statute 181.940 — 181.943 as may be amended and, in the case of parenting leave any federal law or regulation. Section 2. An employee who is temporarily disabled due to pregnancy or childbirth may use sick leave in accordance with Article 17 — Sick Leave. ARTICLE 24 — UNIFORMS Section 1. The Employer shall provide five (5) clean uniforms, consisting of shirts and pants to each regular full -time employee each week. Section 2. The Employer will provide for each employee up to $250.00 on an annual basis toward the purchase of steel -toed safety boots. Payment will be reimbursed to the employee upon providing to the Director of Public Works a receipt of payment. Section 3. The Employer will provide for each employee on a biannual basis, insulated coveralls and hood for minus 20- degree Fahrenheit temperatures. All such work coveralls shall remain the property of the Employer and not used for personal purposes. ARTICLE 25 — OVERTIME PAY Page 116 Section 1. Hours worked in excess of eight (8) hours within a twenty -four (24) hour period (except for shift changes) or more than forty (40) hours within a seven (7) day period will be compensated for at one and one -half (1.50) times the employee's regular base pay rate. Section 2. Overtime will be distributed in order of seniority with the most senior employee, subject to conditions stated in Article 13, Section 3 (unusual circumstances). Section 3. Overtime refused by employees will, for record keeping purposes under Section 2, be considered as unpaid overtime worked. Section 4. For the purposes of computing overtime compensation, overtime hours worked shall not be pyramided, compounded, or paid twice for the same hours worked. Section 5. At the option of the Employer, employees may take compensatory time off in lieu of overtime pay. Compensatory time off will be provided at the same rate as overtime pay. Compensatory time may accumulate to a maximum of sixty -four (64) hours. Overtime hours worked in excess of the sixty -four (64) cap will be paid at one and one -half (1.50) time the base pay for the two week period in which they are worked. Compensatory time off must have the prior approval of the Employer- designated representative. Members of bargaining unit shall be allowed to cash out compensatory time balances in one (1) hour increments. The bargaining unit employees shall make such request on time reporting form, when reporting times are turned in. Section 6. An employee may use up to eight (8) hours of compensatory time in any two -week period to be considered as "time worked" for the purposes of qualifying for overtime compensation during that pay period. ARTICLE 26 — PREMIUM PAY Section 1. When an employee is called in to work a shift on an emergency basis at a time other than the normal 7:00 a.m. to 3:30 p.m., the Employer agrees to pay said employee a premium of $6.00 over and above the normal base rate for each hour worked outside the normal work day, except all hours worked over eight (8) in a day will be paid at the rate of one and one -half (1.50) times the employee's base rate. Section 2. Premium pay is not paid in addition to overtime pay. It does not apply to holidays and observed holidays. ARTICLE 27 — CALL BACKS Section 1. Call -Back: An employee called in for work at a time other than the employee's normal scheduled shift will be compensated for a minimum of two (2) hours' pay at one and one -half (1.50) times the employee's base rate of pay. Page 117 Section 2. On -Call Compensation: Employees who are scheduled to work Call Backs as determined by the Employer shall receive an additional eight (8) hours of straight time (or compensatory time) per on -call status per division (public works services or utility). On -call pay will be paid at the base pay rate ( "Straight Time "), and may be accumulated as a compensatory time at that rate at the request of the employee. All employees who are required to be available for holiday call -backs shall be paid an additional two (2) hours pay per holiday. Employees may elect to use compensatory time off in lieu of holiday pay in accordance with Article 24 — Overtime Pay, Section 5. Section 3. To receive compensation described in Section 2, the individual on -call must be available for an immediate response by telephone and must respond in an appropriate time period and manner when the situation requires a personal response. ion 4. Call -Back Procedure: a. Call -back sequence. In the event that personnel are required beyond the Utility on -call employee or the Public Works Service on -call employee, the sequence of call -backs would be: 1. The other employee on -call would be called back. 2. The supervisor — the Director of Public Works or the Utility Lead — would be notified. 3. The remaining employees would be called back on the basis of seniority. b. Call -backs outside of sequence. The Director of Public Works, or the supervisor in the absence of the Director, shall have authority to call out specific individuals, based on need, where specific expertise or job responsibility is required for the situation. This procedure is to be utilized sparingly and on an as needed basis. ARTICLE 28 — WAIVER Section 1. Any and all prior agreements, resolutions, practices, policies, rules, and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of this Agreement, are hereby superseded. Section 2. The parties mutually agree that during the negotiations which resulted in this Agreement, each had the unlimited right and opportunity to make demands and proposal with respect to any terms or condition of employment not removed by law from bargaining. All agreements and understandings arrived at by the parties are set forth in writing in this Agreement for the stipulated duration of the Agreement. The Employer and the Union each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and conditions of employment referred to or covered in this Agreement or with respect to any term or condition of employment not specifically referred to or covered by this Agreement, even though such terms and conditions may not have been within the knowledge or contemplation of either or both parties at the time this contract was negotiated or executed. Page 118 ARTICLE 29 — DURATION AND EFFECTIVE DATE This Agreement shall be effective as of the 1s' day of January 2012 and shall remain in full force and effect to and including the 31s' day of December 2013 subject to the right on the part of the Employer o the Union to open this agreement by written notice to the other party not later than September 1s' of the final year of the Agreement. Failure to give such notice shall cause this Agreement to be renewed automatically for a period of twelve (12) months from year to year. This Agreement is entered into on this For the City of Shorewood day of , 2012 For Local 224, Council 5 American Federation of State, County and Municipal Employees, AFL -CIO Christine Lizee Brian Heck, City Administrator /Clerk Carole Gerst, Business Representative Brad Mason, Negotiating Team Member Dan Randall, Negotiating Team Member Page 119 APPENDIX A - WAGE SCHEDULE Section1 Wages for 20102 shall remain the sarne asincrease 2% over the 2009 2011 as shown in the table below. Shop Tech $22.29 $23.08 $23.89 $24.69 $25.48 $26.30 $27.07 Utility Operator $22.79 $23.58 $24.39 $25.19 $25.98 $26.80 $27.57 Utility Lead $24.50 $25.41 $26.31 $27.20 $28.10 $28.96 $29.90 *Note: An Additional $.50 per hour for Shop Tech and $1.00 per hour for Utility Operator is included in table above. * *Note: Employees who are required to obtain and maintain certificates /licenses for their department (i.e. Water System Class C Operator License and Wastewater System Class C Operator License) will be compensated at an additional $.50 per hour per certificate /license. Section 2 . Wages for 2011 2013 shall increase over the 2-010- 2012 wages by 2 % as shown in the table below: 2010 Six After After After After After one 2 3 4 5 Classification Start Months year years Years Years Years LEO $21.79 $22.58 $23.39 $24.19 $24.98 $25.80 $26.57 Shop Tech $22.29 $23.08 $23.89 $24.69 $25.48 $26.30 $27.07 Utility Operator $22.79 $23.58 $24.39 $25.19 $25.98 $26.80 $27.57 Utility Lead $24.50 $25.41 $26.31 $27.20 $28.10 $28.96 $29.90 *Note: An Additional $.50 per hour for Shop Tech and $1.00 per hour for Utility Operator is included in table above. * *Note: Employees who are required to obtain and maintain certificates /licenses for their department (i.e. Water System Class C Operator License and Wastewater System Class C Operator License) will be compensated at an additional $.50 per hour per certificate /license. Section 2 . Wages for 2011 2013 shall increase over the 2-010- 2012 wages by 2 % as shown in the table below: Shop Tech $22.51 $23.31 $24.12 $24.94 $25.73 $26.55 $27.34 Utility Operator $23.01 $23.81 $24.62 $25.44 $26.23 $27.05 $27.84 Utility Lead $24.75 $25.66 $26.57 $27.48 $28.38 $29.25 $30.20 Section 3. At the sole discretion of the Employer, an employee may be temporarily assigned to the job classification of Utility Lead Worker by the employee's supervisor to perform the full duties and responsibilities of that classification. The employee shall be paid at a rate of pay that corresponds to the employee's current step on the Utility Lead pay schedule. Section 4. Progression. Normally an employee would be hired at Step 1 of the wage table. After completing probation, (6 months), an employee would go to Step 2 of the wage table. After completing one (1) year an employee would go to Step 3 of the wage table Page 120 2011 Six After After After After After one 2 3 4 5 Classification Start Months year years Years Years Years LEO $22.01 $22.81 $23.62 $24.44 $25.23 $26.05 $26.84 Shop Tech $22.51 $23.31 $24.12 $24.94 $25.73 $26.55 $27.34 Utility Operator $23.01 $23.81 $24.62 $25.44 $26.23 $27.05 $27.84 Utility Lead $24.75 $25.66 $26.57 $27.48 $28.38 $29.25 $30.20 Section 3. At the sole discretion of the Employer, an employee may be temporarily assigned to the job classification of Utility Lead Worker by the employee's supervisor to perform the full duties and responsibilities of that classification. The employee shall be paid at a rate of pay that corresponds to the employee's current step on the Utility Lead pay schedule. Section 4. Progression. Normally an employee would be hired at Step 1 of the wage table. After completing probation, (6 months), an employee would go to Step 2 of the wage table. After completing one (1) year an employee would go to Step 3 of the wage table Page 120 After completing two (2) years an employee would go to Step 4 of the wage table After completing three (3) years an employee would go to Step 5 of the wage table After completing four (4) years an employee would go to Step 6 of the wage table After completing five (5) years an employee would go to Step 7 of the wage table Upon notice to the Union with reasons for doing so, the Employer may hire qualified new employees at a Step other than Step 1. The employee shall then continue to move through the salary schedule on the annual anniversary date of their employment. A Step may be skipped under recommendation of the Director of Public Works and approval of the City Administrator. Section 5. Licensure a. Employees who have and maintain a valid Class C water system operator's license will receive $200.00 per year. The additional compensation shall be paid upon verification of licensure and compensated in the first paycheck after July 1 of the current year. b. Employees who have and maintain a valid Class C Wastewater system operator's license will receive $200.00 per year. The additional compensation shall be paid upon verification of licensure and compensated in the first paycheck after July 1 of the current year. c. The Shop Technician will receive $200.00 per year for holding and maintaining the Minnesota Department of Transportation Commercial Vehicle Inspection Certificate. The additional compensation shall be paid_upon verification of licensure and compensated in the first paycheck after July 1 of the current year. d. The employees who are covered by this provision of the agreement are responsible to renew their license on a regular basis, as required by the licensure organization; and subsequently provide a copy of their paperwork including forms, license, and request for reimbursement to the Finance Department. e. An employee, who fails to provide the necessary paperwork and materials to the Finance Department in order to renew the license, will have their compensation reduced in accordance with the agreement until the employee obtains valid licensure. f. If the employee fails to pass the exam and does not qualify for the appropriate work related license, the employee's compensation will be reduced in accordance with the Agreement. Page 121 SENORITY LIST 2012 Employee Name Dan Randall Charles Davis Joseph Lugowski Brad Mason Bruce Stark Terry "Red" Tower Christopher Pounder Greg Fasching Job Classification Seniority Date Utility Lead Worker 07 -01 -73 Light Equipment Operator 07 -15 -85 Utility Operator 07 -01 -87 Shop Technician 06 -01 -98 Light Equipment Operator 05 -19 -01 Light Equipment Operator 11 -19 -01 Light Equipment Operator 10 -01 -04 Utility Operator 10 -01 -10 Page 122 ® #3C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Amendments to Policy Manual Meeting Date: January 23, 2012 Prepared by: Brian Heck, City Administrator Reviewed by: Jean Panchyshyn, Deputy City Clerk Attachments: Amended Policies Policy Consideration: Should the Council amend the policy manual regarding benefits and severance? Background: Late last year, the council approved staffing changes that resulted in the elimination of a part -time position. Noting there was no provision in the policy manual for severance compensation beyond the possibility of sick time and vacation time, the council directed staff to provide for severance in the amount of one weeks compensation for each year of service. Council also directed staff to prepare an amendment to include this language in the policy manual. In addition to this decision, council also discussed and agreed to deposit funds toward the employee's Health Savings Account, if eligible, at the beginning of the year rather than including this as part of the employee's bi- weekly check. Staff prepared language to include in the policy manual regarding this practice. Financial or Budget Considerations: The amounts for employee benefits and compensation are included in the city's annual budget. Options: 1. Accept the amendments as drafted; 2. Suggest changes to the amendments and approve; 3. Reject the amendments and direct staff to bring back revisions; 4. Do nothing Recommendation / Action Requested: Staff recommends council approve the amendments as provided. Next Steps and Timelines: If approved, staff will update the policy manual and ensure staff receives information as well. Connection to Vision / Mission: Attracting quality employees leads to quality public services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 7.02. Group Insurance A group insurance contract providing health, dental, life insurance, short-term, long -term and Accidental Death and Dismemberment (ADD) insurance benefits for the probationary and regular full -time employees and their dependents are offered by the City. All probationary employees are eligible to enroll in the group insurance program with the City; however, their coverage will commence subject to the terms and conditions of the City's contracts with its insurance carriers. The City will pay a monthly amount, to be determined by the City Council, toward group insurance premiums for regular and probationary full -time employees, and part-time employees working at least 32 hours per week, and their dependents. Benefit- eligible employees (a regular, part-time employee working a minimum of 20 hours per week but less than 32 hours per week) may participate in the City's health and life insurance programs if they wish to do so on a pro -rata basis of hours worked in comparison to forty (40) hours per week. The insurance carrier shall be chosen by the employer, and a list of those available insurance carriers can be obtained by contacting the City Administrator. (Revised 7 19107; 12109). An employee who elects coverage under the Health Savings Account that, combined with other benefits results in a total cost that is less than the contribution level shall have the balance applied toward their Health Savings Account up to a maximum of $2,500 for the year. This amount shall be deposited in to the members HSA account at the start of the New Year. (Revised 1/12 11.02. Resignation and Severance Pay Subdivision 3. Rate of Severance Pa Upon severance of employment, employees with a minimum of five years of employment shall be entitled to receive payment of 50% of sick leave hours up to a maximum of 400 hours of payout (this calculates to a sick leave balance of up to 800 hours) at termination. Such payment for unused sick leave shall be made based on the employee's hourly rate at the time of severance. Employees who leave employment due to reduction in workforce or elimination of position, shall receive, in addition to all other compensation payouts, payment equal to one week of pay for each vear of service with the Citv. ® #3D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Tree City USA designation Meeting Date: January 23, 2012 Prepared by: Julie Moore, Communications / Recycling Coordinator Reviewed by: Brian Heck, City Administrator Attachments: Policy Consideration: Should the Council submit application for Tree City USA designation? Background: From 1996 -2001, Shorewood maintained the designation of a Tree City USA. Shorewood has not submitted an application since 2001. In reviewing the guidelines for several grants, the application forms encourage the applicant to hold the designation as a Tree City USA. In addition to improving the city's chances for grants, designation as a Tree City USA meets a GreenStep Cities best practice. To become a Tree City USA, the City Council must: • Establish a "City Tree Board." This board would make recommendations to the City regarding Arbor Day events, city tree populations and plantings, and other forestry matters. • Commit to spending $2.00 per capita on forestry activities. City currently meets this obligation. Being designated a Tree City USA will allow staff to apply for a wider variety of park and tree grants and satisfies a GreenStep Cities best practice. Financial or Budget Considerations: Requires an annual budget of $2.00 per capita dedicated to forestry activities. Options: 1.) Direct staff to apply for the Tree City USA designation and establish a city tree board. 2.) Do not apply for the Tree City USA designation. Recommendation / Action Requested: Staff recommends that Council designate the Park Commission as the City Tree Board and direct staff to complete the application materials for Tree City USA. Next Steps and Timelines: Application will be completed business day following council approval. A copy of the application form is attached for council information. Connection to Vision / Mission: This is a best practice of Minnesota GreenStep Cities, as well as assisting with community reforestation in preparation for the emerald ash borer. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 TREfi CTPY USA Application Mail completed application with requested attachments to your state forester no later than December 31. The TREE CITY USA award is in recognition of work completed by the community during the calendar year, Please provide information for the year ending. (Some states require information in addition to the requested on this application. Check with your state foresters.) As (Title - Mayor or other city official) of the community of I herewith make application for this community to be officially recognized and designated as a Free City LISA for , having achieved the standards set forth by The National Arbor Day Foundation as noted below. (year) Standard 1: A Tree Board or Department List date of establishment of board, board members, and meeting dates for the past year; or name of city department and manager. Standard 2: A Community Tree Ordinance Date ordinance established Attach ordinance. Standard 3: A Community Forestry Program with an Annual Budget of at Least $2 Per Capita Total community forestry expenditures ................ ............................... $ Community population ....................................... ............................... Attach annual work plan outlining the work carried out during the past year Attach breakdown of community forestry expenditures. Standard 4: An Arbor Day Observance and Proclamation Date observance was held Attach program of activities and/or news coverage. Attach Arbor Day proclamation. Signature Please type or print the following: Mayor or equivalent: Name: Title: Address: City, State, Zip: Phone #; Email: Title City Forestry Contact: Name: Title: Address: City, State, Zip: Phone #: Email: NOTE: Application will not be processed without attachments. Certification (To Be Completed By The State Forester) (Community) The above named community has made formal application to this office. I am pleased to advise you that we reviewed the application and have concluded that, based on the information contained herein, said community is eligible to be recognized and designated as a Tree City USA, for the calendar year, having in my opinion met the four standards of achievement in urban forestry. Signed State Forester Date Person in State Forester's Office who should receive recognition material: Name: UPS Address:. Title: City, State, Zip: Agency: PH #: Email: Date CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, JANUARY 10, 2012 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 7:00 p.m. A. Roll Call 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL 7:00 P.M. #�a Present: Chair Quinlan; Commissioners, Swaggert, Kjolhaug, Gordon; Administrator Heck; Public Works Director Absent: Commissioner Edmondson B. Review Agenda Robb moved, Kjolhaug seconded, approving the 2. APPROVAL OF MINUTES A. Park Commission in, Robb and City Council liaison Woodruff, Motion p of December 13, 2011 Gordon moved, Robb seconded, approving the Minutes of December 13, 2011, as submitted. Motion passed 6/0. 3. MATTERS FROM THE FLOOR Shorewood resident, Mary Dvorak inquired about the proposed policy for the rinks. She stated that some cities do have rinks and doesn't want the city to stop flooding the rinks. She was wondering why the city does not flood at night. Brown explained that the city does not have a night crew and would have to pay overtime to flood at night. The only guideline the city follows is for cold weather from other communities. Robb asked if Public Works was flooding the rinks currently. Brown stated that they just started to generate ice two days ago. Quinlan stated that this item is on the agenda and would be further 4. ORGANIZATION A. Election of Heck indicated that council would like to open the two seats on the Park Commission to the public and the two Park Commissioners with expiring terms. Edmondson asked that election of officers take place after appointments. Election of officers will take place at the March meeting. B. Approve Meeting Calendar Heck outlined the planning calendar to show what will be forthcoming for future meetings for everyone. He also stated that the City Council would like to hold the joint Park Commission meeting on February 28. PARK COMMISSION MINUTES TUESDAY, JANUARY 10, 2012 PAGE 2 OF 5 5. DISCUSS AND RECOMMEND ICE RINK POLICY Quinlan is hoping that this is mute point as cold weather is supposed to be approaching. Quinlan asked if there is a current policy in place. Heck stated that there is no official policy in place for warm/cold weather and when to stop flooding. There has not been a situation like this for many years where the weather is warmer than normal. Other alternatives to consider are does it make sense to utilize overtime to flood the rinks. Rinks usually close around February 14 for the season. A guideline /policy would help residents and staff in making decisions as to when to close due to weather and flooding of the rinks. Heck said that staff would go over a policy and bring back to the commission for review at their February meeting. Robb asked if we do get colder weather would we be able to still make ice. Brown stated that if we get cold weather we can make good ice at Cathcart and Badger hockey rinks. Swaggert moved, Gordon seconded, to keep at staff to prepare and develop a draft policy and meeting. Motion passed. Kjolhaug asked about Manor Park and how that is flooded. B truck and use a brush to clear. Hartmann asked if there was a are operating. Brown said that staff could Woodruff suggested giving staff direction as to to staffs discretion as part of the motion for this Quinlan asked if there is a criterion for closing r determining conditions of the ice (how soft it is, 6. DISCUSS PRIORITY SETTING FOR Heck After reviewing, the top four item Tennis Courts PARK Commission would like to keep or see are: Football Field Picnic Shelter The items that the commission would really want are: Community Green Space Parking Lot Improvements Non -paved Trail Lighted Tennis Courts Improvement to the Entrance Basketball Court to on the city ce where possible and to direct commission at the February 14 cplained that they use the tanker notify the public about which rinks bsite. ice. Swaggert wanted to leave this at a policy in February. A , n explained that temperatures play a part in water); it comes down to a judgment call. Free skating, lighted hockey rink, warming house, pond or water feature, lighted basketball court, art or sculptures, paved trail and community gardens were rated as not as important. PARK COMMISSION MINUTES TUESDAY, JANUARY 10, 2012 PAGE 3 OF 5 Heck explained that the next step that the commission needs to take is to go through the items where there is consensus. Once there is a consensus, then work on putting those items into the CIP in some form. It was determined there needs to be a design element and where would these items be placed in the park. But the first step is to gain consensus on how the commission sees the park. Robb mentioned there is a variance in opinion on some of the items so there needs to be a discussion. Quinlan mentioned that costs should be considered. Does the Park Commission look at possible redesigning the park and determine what should be considered at the park and should consider the cost. Gordon asked if the report from the EPA was available and should be considered; Brown explained that 16 years ago there was monitoring of the parking lot, dairy queen site and gas station. East of the gas station there is a concrete pad, that pad was to cap the contaminates. MPC'and EPA stated that the site was passable and discontinued the monitoring. Discussion ensued on the top four priority items. Picnic Shelters: There is an interest in a picnic shelter. He( shelter. Commissioner Swaggert stated he envisioned som building with a canopy. Commission Robb stated his idea Silverwood. Commissioner Quinlan concurred with Robb, lower on the ranking. It was stated that a Hockey rink is low on the Y' need for a building. Heck stated that this is the understanding on what everyone's view is. The Commission Silverwood Park. Football field — Heck asked thi need for a football field in Sho stated because it was there and generally used for boy's footbz priority. Heck and Brown state played there. Hartman asked if for soccer. Brown explained th Hartmann asked if there had bf organizations try to operate the organizations rests day. Occasionally asked the commission to define a ina like the structure at Manor P —a ;d at a warming house type building is skating area, if there isn't skating, is there a - brocess to come to consensus and sing the picnic shelter, it is one similar to the structure at commission if they ranked the football field higher because there is a wood or is it because it is already at the park? Commissioner Gordon he considers it open green space. Commission Kjolhaug stated the field is ages 8 -12 for two months out of the year that is why he provided a lower the La''Cross club uses the field and ultimate Frisbee pick -up games are Zere was a capacity for this type of field at Freeman or if it could be used soccer, football, ultimate Frisbee, and lacrosse use Badger field. u any requests to use the football fields. Brown explained that the sports spaces separately. So when the fields are scheduled for the sports s is considered. Hartmann asked if the football field is used during the but it is the evening that the field is used the most. Heck asked if it was reasonable to refer to the Football fields as "Multi -use, green space." The Commissioners agreed with that terminology. Restrooms: Heck stated this is on interesting item. Restrooms are rated high by the group, however, a warming house is low on the needs list. Heck asked what the Commissions idea of restrooms is. Hartmann asked if there is a lot of maintenance to the restrooms. Brown explained that restrooms are maintained every day. Hartmann thought if there is not going to be skating, then there would not be a need for a warming house. Robb also mentioned that there is the community center. He wondered if the restrooms at the center could be used. Brown stated there may be conflicts when there are events at the PARK COMMISSION MINUTES TUESDAY, JANUARY 10, 2012 PAGE 4 OF 5 center. Woodruff stated that the center is not always open in the evening and have different hours of operation. Swaggert indicated that his vision is a restroom structure with a canopy attached, that the restrooms be tied in with the picnic shelter in some way. The consensus of the commission is to consider the restrooms in conjunction with the picnic shelter Un- lighted Tennis Courts: Heck stated this is the last item landing in the '1' rating. He asked that Commission Swaggert provide his view for his rating. Swaggert indicated that tennis is an individual sport, not a community type activity. He sees the cost of maintaining the courts as high, a lot of unused tennis courts in the area, and value in community. Quinlan sees the courts used a lot and when he uses them, he has to wait. Robb stated he can see Commissioner Swagger's point of view, but he also stated that tennis is a sport a wide age group of people can play compared to soccer or football. It needs to be determined if this is the right court to support and which courts get used most out of our park system. Heck indicated the city supports tennis courts in three parks, and asked if this is the right number of courts. Are these parks the best location for courts or is there a better alternative. Heck stated these are all issues the commission needs to work out during this process. Heck stated the next phase is to determine how the tennis courts tie in with all the amenities and to decide if the city has a need for three tennis courts. The commission will need to look at the whole park system and consider all park amenities and what is unique of Badger Park.' It will be determined what you would like the park to look like. There was discussion on the TKDA plan. Woodruff mentioned that he was liaison during this process and that there was a lot of discussion as to the amenities needed in the parks. The community gardens were a new concept at that time and were added to most of the park plans.' There wasn't this type of analysis done for each park. This was a visioning exercise that leads to this step that commission is working on. At this point Heck will docu questions on the community next meeting and review the Heck will send out the list along with It was asked if additional meetings will move forward at the next meeting. The next meeting citizen's survey. the information and the commission should look over the park vhat the resident's perception is of parks. This will tie in at the liscuss the next four items. of what was discussed. for this project and how the commission is going to will start with looking at a vision for Badger Park, and review the Heck will include the citizen survey in the next park packet. The Park Commission is invited to attend the City Council work session on Februaru 13 as the consultant will be presenting the survey results. Heck was asked if this process helpful. Consensus was that it is. The commission thanked Heck for putting this together. PARK COMMISSION MINUTES TUESDAY, JANUARY 10, 2012 PAGE 5 OF 5 7. NEW BUSINESS Quinlan mentioned that there is another Eagle Scout looking for a project. Quinlan asked that the commission think about possible projects for the summer for this Eagle Scout. The Eagle Scout will be attending the next Park Commission meeting. 8. STAFF AND LIAISON REPORTS /UPDATES A. City Council Woodruff provided an update on the City Council meeting of January 9, 20 B. Staff 1. Joint City Council Meeting Date Heck reported that the joint meeting with the City Council 2. Winter Activity Report Heck reported that Three Rivers will attempt to do shoe activities have been cancelled. He also updated the Park Commission on the 3. Summer Activity Update A written report was provi 4. Strategic I Other items that staff is we • L( • Ti ci 9. ADJOURN Swaggert moved,'Kjolha RESPECTFULLY SUB1 Brian Heck Recorder Twila Grout Administrative Assistant 28 at ; otherwise all winter will be taking place at Arctic Fever. ing at a grant for buckthorn removal at Freeman Park. City USA program looking at a $25,000 grant to reforest certain areas of the Recommendation is to make the Park Commission the city tree board. adjourning the meeting at 9:10 p.m. Motion passed 6/0. _ ® #9A City f Shorewood Council Meeting tem M TYPE y g Reggular ular Meeting Title / Subject: Public Information Meeting - Storm Water Pollution Prevention Program (SWPPP) Meeting Date: 1/23/12 Prepared by: James Landini Reviewed by: Attachments: Policy Consideration: Background: As part of the Federal Clean Water Act, the City of Shorewood is required to obtain a National Pollutant Discharge Elimination System (NPDES) permit. The permit program is administered by the Minnesota Pollution Control Agency and our permit is called the Municipal Separate Storm Sewer System. The two main requirements of this permit are preparation of a Storm Water Pollution Prevention Program (SWPPP) and subsequent annual reports. In preparation for the annual report, a public meeting must be held to discuss the SWPPP. In accordance with those requirements, we are holding the public meeting and all public comments received will be recorded in the Record of Decision, which will be filed with the annual report. During the public meeting, I will be showing an eight minute video produced by the EPA. If you would like a sneak peak, here is the web link http: / /water.epa.gov /polwaste /green /video.cfm The video is called Reduce Runoff: Slow It Down, Spread It Out, Soak It In. The deadline for the 2011 annual report is June 30, 2012. The format of the report will be transmitted to Shorewood soon. The MPCA was to reissue the permit in May of 2011 and that was delayed to January 2012 and that was delayed to May of 2012 and the latest delay correspondence is August 2012. Financial or Budget Considerations: Options: 1. Direct staff to create a record of decision and submit the annual report by June 30, 2012. 2. Do nothing. Recommendation / Action Requested: Staff recommends that once the City Council has conducted the Public Information Meeting, a motion be approved directing Staff to prepare a Record of Decision and submit the annual report by June 30, 2012. Next Steps and Timelines: Connection to Vision / Mission: Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 ® #10A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Redistricting Schedule and Precinct Establishment Discussion Meeting Date: January 23, 2012 Prepared by: Jean Panchyshyn, Deputy Clerk Reviewed by: Brian Heck, City Administrator Attachments: Precinct maps- current, 3- precinct example, 4- precinct example Policy Consideration: Should the city consider reducing the number of precincts from the current five precincts to four or three precincts? Background: Redistricting is the process of redrawing the boundaries of election districts, and is done in the United States after the completion of the decennial Census. The voters who live in each district then elect individuals to represent the people of the district in a legislature or other governing body. The purpose of redistricting is to ensure that the people of each district are equally represented. In Minnesota, the state legislature has statutory responsibility for redistricting congressional, legislative, and Metropolitan Council districts. County boards are responsible for redistricting county commissioner districts, city councils for redistricting city wards, and school boards for redistricting board member districts. In addition, cities and townships will establish (or reestablish) their precinct boundaries as part of the redistricting process. Hennepin County has provided the Redistricting /Election Calendar: February 21, 2012 Expected date the County will receive Congressional and Legislative lines, and will provide the information to the city as soon as possible thereafter. April 3, 2012 Municipalities complete ward and precinct lines — as the city no longer has wards, it will only consider the precinct lines. May 1, 2012 County completes new commissioner districts May 16, 2012 Deadline to establish polling places July 2012, 1 5t wk Voter notices of Precinct /Polling Location mailed by Hennepin County August 14, 2012 State Primary Election November 6, 2012 State General Election Existing Precincts /Polling Places: The city currently has five precincts, with each precinct having one polling place. Each polling place is staffed by approximately seven election judges for the Primary Election and 10 election judges for the General Election, with the exception of the Island polling place which has the minimum requirement of four election judges. The election judge salary cost for training and staffing the polling places for both the primary and general election in 2010 was approximately $2500 per polling site ($1160 for the Island polling site). Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Staff is in the process of reviewing polling place accessibility to be certain that all of the polling locations comply with the federal accessibility requirements. This information will be provided the next time council meets to discuss redistricting. Accessibility requirements state that polling places should be fully accessible to elderly individuals and individuals with disabilities. This includes clearly marked accessible doors, curb cuts or ramps where necessary, and at least one parking space for persons with disabilities near the accessible entrance. Election equipment is required at each polling site. This includes the Vote Tabulator and the AutoMark (the assistive voting equipment). The city currently pays an annual equipment maintenance fee of $141 per Vote Tabulator and $160 per AutoMark. We are also required to have an AutoMark for Absentee Voting at City Hall, so we currently have six AutoMarks and five Vote Tabulators. Administratively, it is helpful to have each precinct as equal as possible in population to maintain an equal number of voters in each polling site; however, this is not a requirement. The current precincts had the following number of registered voters at the 2010 election: Shorewood P 1 138 Shorewood P 2 1,106 Shorewood P 3 1,337 Shorewood P 4 1,270 Shorewood P 5 1,189 TOTAL 5,040 Prior to the establishment of Wards in 2002, the city had four precincts (one on the island and three on the mainland). Four wards were established in 2002, with one of the wards having two precincts. Wards were eliminated in 2008, leaving the city with the current five precincts. Financial or Budget Considerations: Below is a cost comparison table of staffing and equipment with five, four and three polling places, based on current rates: In addition to Election Judge and Equipment Maintenance fees, four public works employees assist with polling place set -up and take -down, at an estimated two hours per polling site (one hour for set -up and one hour for take - down). Reducing the number of polling sites will free up some of their time to attend to other public works duties. Reducing the number of precincts would save the city some money without being detrimental to the administration of the election. Staff is confident in administering an election with as few as three precincts. 1 Based on three precincts on the mainland and 1 on the Island. 2 Based on three precincts on the mainland (Island voters would vote at a precinct on the mainland). Five Polling Sites Four Polling Sites 1 Three Polling Sites Equipment Fees $1,665.00 $1,364.00 $1,063.00 Election Judge Salary $11,160.00 $8,660.00 $7,500.00 Total $12,825.00 $10,024.00 $8,563.00 In addition to Election Judge and Equipment Maintenance fees, four public works employees assist with polling place set -up and take -down, at an estimated two hours per polling site (one hour for set -up and one hour for take - down). Reducing the number of polling sites will free up some of their time to attend to other public works duties. Reducing the number of precincts would save the city some money without being detrimental to the administration of the election. Staff is confident in administering an election with as few as three precincts. 1 Based on three precincts on the mainland and 1 on the Island. 2 Based on three precincts on the mainland (Island voters would vote at a precinct on the mainland). Options /Recommendation / Action Requested: As part of the redistricting process, the city will need to review and establish its precinct boundaries. In establishing precinct boundaries, the precincts may not be split by congressional and legislative lines. Providing that the city remain in one congressional and legislative district, as it currently is, staff is requesting council input on the number of precincts to plan for the city, so that map plans can be drawn up as soon as possible after the February 21 deadline for the congressional and legislative lines to be drawn. Options include: 1) Reduce the number of Precincts from five to three, with the island residents added to one of the precincts on the mainland, likely the Southshore Center polling location. The other two precincts would remain with polling locations at Minnewashta Church and Excelsior Covenant Church. 2) Reduce the number of Precincts from five to four, with a polling site /precinct maintained on the island at a Private Residence, and three polling sites on the mainland — Southshore Center, Minnewashta Church and Excelsior Covenant Church. This option is similar to what was in existence prior to the establishment of wards in 2002. 3) Keep the number of precincts at five, with the current polling locations — Private Residence on the Island, Southshore Center, Minnewashta Church, Excelsior Covenant Church, and the Excelsior United Methodist Church. 4) Some other option, as determined. A map of the existing five - precincts is attached, as well as maps of what a three- and four - precinct district may look like. Next Steps and Timelines: Staff will work with Hennepin County on drawing plan options once the congressional and legislative lines are set. Those plans would be presented to Council at its meeting on March 12 and March 26 (if needed) with final approval required by March 26 to meet the April 2 deadline. Connection to Vision / Mission: Providing quality public service and sound financial management. City of Shorewood Precinct Map ME. Im effective June 9, 2008 #1OB MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Freeman Park Buckthorn Removal Grant Opportunity Meeting Date: 1/23/12 Prepared by: Twila Grout, James Landini Reviewed by: Jean Panchyshyn — Deputy Clerk Attachments: Freeman Park Forest Restoration Policy Consideration: Accepting the grant with Great River Greening for removal of buckthorn infestation at Freeman Park wooded areas. Background: Great River Greening transmitted a blanket email about grant opportunities to many government bodies. Great River Greening is working with potential partners to identify important ecological restoration projects that can use grant monies. James met with them to investigate what programs they had to offer, and proposed Freeman Park as a possibility. Freeman Park was discussed as a buckthorn removal — reforestation possibility. Todd Rexine of Great River Greening visited the park in December and developed a restoration estimate (attached) for the proposed work. Shorewood would have to commit to covering half of the stated costs for the areas of interest. You may pick all or one of the areas. There is a short time frame of opportunity to take advantage of this particular grant. Great River Greening will apply for an amendment in February to their existing Legislative — Citizen Commission on Minnesota Resources ( LCCMR) grant and is finalizing their list of projects at this time. If Council is not amenable to the short time frame, Shorewood could apply with Great River Greening to be a component of a future grant application. Greening is developing a proposal for 2013 LCCMR funding at this time. Financial or Budget Considerations: The costs in the attachment reflect the total cost with half being the grant contribution and the other half being made from the match contribution. Options: 1. Direct staff to move forward with this grant opportunity. 2. Do not move forward with the grant. 3. Apply for the grant at a later time with Great River Greening. Recommendation / Action Requested: Council will need to determine if they would like staff to move forward with this grant opportunity. Connection to Vision / Mission: This process would help with the elimination of buckthorn in one of the city parks. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Freeman Park Forest Restoration City of Shorewood t'K E m Area A — 20 acres high density buckthorn (Machine cutting and stacking with hand treating) Area B — 2 acres low density buckthorn (noticed buckthorn sprouts growing around park trees and behind ball fields) (hand cutting, treating and stacking) Area C — 12 acres med density (hand cutting, treating and stacking) l .44k* f W-1. 1!1 Area A High density buckthorn is prevalent throughout the understory of varying age. Not much if any native understory component younger than 30 — 40 yrs old other than buckthorn. Neighboring private lands also have buckthorn infestations in wooded areas of their lots. Initial approach Utilize machine cutting and stacking with skid steer operator. Crew with back pack sprayers would follow up with Garlon 3a (or approved equivalent) treatment of all stumps to inhibit resprouting. Stacked piles would need to be burned on site unless City has equipment to chip. Drawback for chipping is making sure chip sits long enough to build up heat with in pile to any kill berries. Estimate cost of initial cutting. This could also be phased into sections as funds become available. Task Est cost Buckthorn cutting and Stacking $30,000 Herbicide treatment and pile burning $10,000 Project oversight by Ecologist $4,000 Total Cost $44,000 Ongoing maintenance /restoration Ongoing spot spraying of regrowth from seed bank and droppings carried from birds off adjacent lands. Replanting of understory with native trees and shrubs as well as reseeding of herbaceous layer with MN native seed. Ongoing Maintenance Restoration (for entire 20 acres). Plantings are good volunteer opportunities that get community engagement and can serve as an educational vehicle of what is going on at the park. Task Est cost Planting 4,000 tree and shrub seedlings) $10,000 Seeding $4,000 Spray any new seedlings (cost is for first year of seedling treatment over 20 acres $5,000 Project oversight by Ecologist $1,000 Total Cost $20,000 RIVER Area B Low density buckthorn overall. Buckthorn saplings are getting established by some of the trees in the mowed turf area. There is also buckthorn in the wooded strip behind the ballfields. Initial approach Cut and treat all buckthorn around park trees and behind ball field. Hand stack cut material with in Area A to be burned in winter. Estimate cost of initial cutting. This should be done in conjunction with an initial cutting phase in Area A so the cut material can be burned at the same time. T= Est cost Buckthorn cutting, treating and stacking $4,500 Project oversight by Ecologist $1 Total Cost $5 Ongoing maintenance /restoration Ongoing spot spraying of regrowth from seed bank and droppings carried from birds off adjacent lands. Task Est cost Spray any new seedlings $1,000 Project oversight by Ecologist $500 Total Cost $1,500 R I V E R Area C Average of Medium density buckthorn coverage over 12 acres, primarily located on edges of wetland. Initial approach Cut and treat all buckthorn around park trees and behind ball field. Hand stack cut material with in Area C to be burned in winter. Task Est cost Buckthorn cutting, treating and stacking $12,000 Project oversight by Ecologist $1,000 Total Cost $13,000 Ongoing maintenance /restoration Ongoing spot spraying of regrowth from seed bank and droppings carried from birds off adjacent lands. Task Est cost Spray any new seedlings $3,000 Project oversight by Ecologist $500 Total Cost $3,500 R I V L R : ® #ZOC U2 MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Southshore Community Center Operational Agreement Meeting Date: Monday, January 23, 2012 Prepared by: Brian Heck, City Administrator Reviewed by: Jean Panchyshyn, Deputy Clerk; Bruce DeJong, Finance Director Attachments: Second Amendment to the Agreement Policy Consideration: Should the Council Amend the Current Agreement for the Operation of the SSCC with Community Rec. Resources? Background: The City of Shorewood began operating the Southshore Community Center in the spring of 2009 and officially entered into an agreement with the cities of Excelsior, Deephaven, Greenwood, and Tonka Bay for the operation, care, and maintenance of the center. Shorewood then entered in to an agreement with Community Recreation Resources (CRR) in the summer of 2009 to coordinate the rentals, classes, marketing, and other activities at the center. The City Council reviewed and accepted staffing changes that took effect at the end of 2011 and beginning of 2012. One of the changes was ending the contractual agreement with CRR for park coordination and expanding the SSCC agreement to include more hours. Staff worked with Kristi Anderson, principal for CRR, on an amended agreement. The components of the amended agreement are as follows: 1. The agreement runs through 2012; 2. The agreement increases the number of hours dedicated to the center from 17 to 35; 3. The base rate increases to $5,000 per month for a total of $60,000; 4. The agreement provides a base incentive of 15% of gross revenue payable each month; 5. The contractor is eligible for an additional 5% incentive for averaging $4,500 in revenue each month, figured quarterly; 6. The city will no longer pay a separate amount for clerical assistance, any clerical assistance will be the responsibility of CRR; 7. The City will require CRR to post insurance and a bond with the city. One question to address is if continuing to contract is the best alternative to operating the Community Center. From purely a cost standpoint, contracting is less expensive overall than hiring a staff person. Staffing the center requires a full -time coordinator and possible clerical staff. I estimate about 17 hours per week of clerical staff assistance based on current operations. One way to cut down on additional clerical is to move current staff to the center; however, we would need to connect the community center to city hall to make communications and data sharing more efficient. The estimated cost to run fiber was approximately $19,000. If a fiber connection were made, it could potentially save the city a part -time clerical person with an annual cost of approximately $14,076. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Hiring someone to manage the center adds an expense that grows from year to year in terms of salary and benefits and the city loses a bit of flexibility in scheduling. The city absorbs more liability in terms of adverse employment actions — unemployment, workers compensation, etc. The potential benefits might include more coordination with staff and all revenue stays with the city — no incentive pay, at least not in the amount paid now. The attached chart outlines the difference in costs for contracting vs. hiring. Financial or Budget Considerations: The potential subsidy needed to balance the SSCC operational budget may increase from the currently projected $13,600 to roughly $30,000 based on current revenue and expenditure estimates. Options: 1. Accept the amended agreement with CRR for the operation of the Southshore Community Center; 2. Provide direction to staff and have staff continue to negotiate the agreement with CRR based on stated direction; 3. Amend the document and approve the agreement; 4. Do nothing Recommendation / Action Requested: Staff recommends council approve the amended agreement. Next Steps and Timelines: Should council approve the agreement staff will obtain the necessary signatures and implement the agreement. Connection to Vision / Mission: Continuing the efficient operation of the community center provides residents in the area a quality public service. Full -time Staff vs. Contract Staff for SSCC Contract Cost Base Contract $ Base incentive @15% of gross sales (est) $ Performance incentive 5% for meeting income target (est) $ Estimated Contract Cost Community Center Coordinator FICA /MC PERA WC BENEFITS Total 60,000 $ - - - $ - $ 60,000 9,750 $ - - - $ - $ 9,750 3,250 $ - - - $ - $ 3,250 $ 73,000 Base Wage $ 57,000 $ 4,361 $ 3,990 $ 200 $ 10,500 $ 76,050 Part -time clerical approximately 17 hrs wk $ 12,240 $ 936 $ 857 $ 43 $ - $ 14,076 Estimated Staffing Costs $ 90,126 SECOND AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SHOREWOOD AND COMMUNITY RECREATION RESOURCES The amendment to this agreement is entered into on this day of January, 2012 by and between the City of Shorewood, herein after the "city," and Community Recreation Resources, hereinafter "CRR." Whereas, the city and CRR entered into an agreement in July 2009 for the operation and management of the Southshore Community Center, previously referred to as the Southshore Senior Center; and Whereas, the city council agreed in to extend their agreement with the other communities for the operation and management of the center; and Whereas, the city council desires to continue to contract the with Community Rec. Resources, for the operation and management of the Southshore Community Center; Now, Therefore, Be It Resolved, by the Shorewood City Council that the current agreement by and between the City and CRR be amended as follows: Section 1 of the current agreement is hereby amended to be as follows: 1) SCOPE OF SERVICES. a. CRR agrees to provide a minimum of thirty -five (35) hours per week of service to the Southshore Community Center. CRR shall provide a detailed invoice documenting time worked at or on behalf of the community center. b. Manage the scheduling of rooms, rentals, programs, and other activities based on priority criteria established by the City in coordination with CRR. The Shorewood City Council will establish priority criteria and incorporate them as an appendix to this agreement after adoption. c. Market the Center for rental and execute agreements on behalf of the city. Collect fees and other charges and deliver payments to the City on a weekly basis. d. Serve as primary contact for the Center on matters relating to utilities, janitorial, general maintenance and minor repairs. Review and forward invoices to City for payment of same. In no case shall the CRR enter in to any contracts for activities of the Center except as provided in item C above. In cases where maintenance that is more extensive or repairs are required, CRR shall contact the City Administrator before authorizing any work. e. Coordinate and recruit volunteers, train janitorial staff, and inform renters of open /close procedures to ensure the Center is available after hours and on weekends when booked for use via the 'keyless entry system'. f. Provide feedback and information to the Finance Director on proposed budgets and capital projects. g. Work with the Administrator and Finance Director to establish rental rates, fees, and charges associated with the use of the Center. All rates, fees, and charges will be reviewed at least annually by the City. h. Maintain the Center's website and on -line registration system with assistance from city staff including the entry of program and event information, monitoring registrations, tracking rentals, and facility usage. i. Work with the Southshore Senior Partners and others to develop and implement programs, classes, events, and services, of interest to older adults. j. Provide quarterly updates to the City Council on center activities, operations, and budget performance. k. Prepare the Community Center Annual Report with assistance from city staff to include usage information, program, event, and other related information for presentation to the Council and delivery to other member communities. I. CRR will meet with Finance Director at least once per month; meet with the Administrator monthly; and attend a staff meeting once per month, or as needed. Section 7 is hereby amended as follows: 2) Responsibilities of City. The city will: a. Provide an office complete with computer, internet connection, telephone, and necessary software such as scheduling and website to enable the operation of the Center. b. Provide a single point of contact to CRR for issues related to the operation and maintenance of the Center. c. Provide Southshore Center membership in the South Lake / Excelsior Chamber of Commerce. Provide a link on its website, and publications for activities and events at the Southshore Center, as well as a Southshore Center website domain for rental searches and access to City Hall software applications for program /facility registration at the Center. Provide a budget for brochures, newsletters, postage, catalog, and other marketing materials. f. Provide an adequate budget to cover the operational costs of the Center, including, but not limited to, utilities, maintenance and janitorial services, repairs, snow removal, refuse and recycling for the Center. g. Have the right to schedule and use the Center, as long as there are no conflicts with previously scheduled programs or rentals. Sections 5 and 6 of the agreement are hereby amended as follows: 3) Fee Paid for Service. The City shall pay to CRR abase fee and commission for managing the facility as described in this section. a) Base fee. Beginning January 1, 2012, the base fee for services shall be $5,000 per month. The city shall pay the base fee by the 15 day of the following month. For example, the first payment for 2012 shall be paid by February 15 for services provided in January. b) Commission. CRR shall earn a monthly base commission of 15% of actual facility rental and program and event income received during the month. The commission will apply to community sponsored events, approved by the city, where no rental fee is paid. The commission, if earned, will be paid by the 15 day of the following month and will be based on actual receipts as shown in the city's financial system. c) Incentive based commission. CRR is eligible for an additional 5% commission based on achieving an average monthly income from actual facility rental, programs, and events of $4,500.00. Incentive commission will be based on total facility income, not including donations, gifts, or other revenue not associated with a program, rental, event, etc. Incentive income will be calculated and paid quarterly, if earned, April 15, July 15, October 15, and January 15 for the last quarter. d) Base fee increase. Beginning January 1, 2013 and each year thereafter that the agreement is in place, the base fee may increase at a negotiated rate not to exceed 2 %. This base fee increase does not include base commission or incentive based commission. Sections 17, 18, and 19 are added as provided below 17) First Right of Refusal. Should the City choose to discontinue contracting for the operation of the Center and create a staff position, the City will offer the position to Kristi Anderson. 18) Additional Staffing. CRR may hire or contract for additional staff to assist CRR in carrying out the duties and responsibilities of this agreement. Any additional staff wages and benefits paid to the employees shall be the responsibility of CRR. 19) Insurance and Bond. CRR shall keep and maintain professional liability insurance in an amount not less than $300,000 and name the City as an additional insured. CRR shall also obtain a public surety bond in an amount not less than $50,000. CRR shall provide a copy of the insurance binder to the City. #12A.3. MEMORANDUM Date: January 19, 2012 To: Mayor Lizee Council Members From: Bruce DeJong, Finance Director Re: November, 2011 Monthly Budget Report The 2011 General Fund budget looks like we should come in around budget for the year. At 96.3% of non - property tax revenues, we compare well to the previous three years. Overall expenditures are at 79.8% which is higher at this point than last year and the three year average. REVENUES • We have received the first half property taxes collected from Hennepin County. • License and permit revenues are up about $16,000 over last year. Staff believes this is a sustainable increase in activity from the levels of the past couple of years which is reflected in the 2012 budget. • Intergovernmental revenues are typical for this point. • Charges for services are running just under last year, but are on track to make budget. • Fines and forfeitures are lower than last year so this item may come in under budget for the year. • Miscellaneous revenue looks to be on track for the year. EXPENDITURES • General Government — looks slightly higher than average because of support services. However, the charges should remain under budget overall. • Elections — should be well under budget based on salary allocations. • Finance - over in both supplies and support services, but some expenses may be allocated to other departments. • Municipal Buildings —costs have been coded differently this year, but the overall expenses around budget. • Police and Fire are on budget. • Public Works - over because more wages have been coded to this department based on actual time spent. This should not cause a major problem for the full year because allocations to Streets & Roads and Parks are down considerably. • Streets and Roads — the freeze thaw issues last winter caused a significant expenditure on blacktop for patching this summer and drove this over budget. • Snow and Ice — Lack of snow in November and December will keep this under budget. • Sanitation and Waste Control — over because more weed spraying in the parks was needed this year. Please contact me or Mr. Heck if you have any questions. Attachment: November Monthly Budget Spreadsheet Monthly Budget Report November 30, 2011 YTD YTD 2011 % of 2011 Expected Variance 2010 October Adopted Annual % of 2011 (Negative) % of Budget Expended Year to Date Overview Actual 2011 Budget Budget Budget or Positive 2008 2009 2010 REVENUE Property Taxes 2,463,855 2,450,536 4,763,319 51.4% 50.0% 49 49 52 Licenses and Permits 133,263 149,133 98,200 151.9% 91.7% 87 63 125 Intergovernmental 67.023 34,109 69,401 49.1% 100.0% 116 98 103 Charges for Service 41,564 34,056 35.075 97.1% 83.7% 82 79 90 Fines and Forfeitures 48,932 40,361 52,000 77.6% 82.3% 60 88 99 Miscellaneous 61,794 49,263 63,900 77.1% 61.3% 79 57 48 Transfers from other funds - - 40.000 0.0% 0.0% 0 0 0 TOTAL 2,816,431 2,757,458 5,121,895 53.8% $105,029.79 306,922 318,576 96.3% EXPENDITURES Department Council Personnel 15,394 15,394 16,800 91.6% 90.7% 88 92 92 Materials and Supplies 616 684 1,300 52.6% 100.0% 174 219 51 Support and Services 36,335 61,611 102,430 60.1% 74.3% 77 68 78 Total 52,345 77,689 120,530 64.5% $14,982.63 Administration Personnel 127,050 129,205 142,828 90.5% 95.7% 124 77 86 Materials and Supplies - - - 0.0% 13.3% 20 20 0 Support and Services 3,136 5,050 4,760 106.1% 75.3% 18 132 76 Capital Outlay 1,631 - - 21.7% 0 0 65 Total 131.817 134,255 147,588 91.0% $5,969.65 General Government Personnel 170,815 224,702 226,387 99.3% 92.3% 87 96 94 Materials and Supplies 13.714 13.251 18,500 71.6% 75.3% 78 79 69 Support and Services 23,187 30,474 32,350 94.2% 67.3% 65 65 72 Capital Outlay 1,213 - - 45.0% 0 87 48 Total 208.929 268,427 277,237 96.8% ($23,677.34) Elections Personnel 38,982 273 4,781 5.7% 87.0% 119 15 127 Materials and Supplies 3.570 1,665 2,300 72.4% 98.3% 169 54 72 Support and Services 1,011 - - 84.3% 133 83 37 Total 43,563 1,938 7,081 27.4% $4,483.14 Finance Personnel 129,750 139,351 153,224 90.9% 79.7% 83 83 73 Materials and Supplies 7,576 7,786 6,950 112.0% 85.3% 74 84 98 Support and Services 2,810 8,659 6,575 131.7% 37.0% 26 48 37 Capital Outlay - - - 18.3% 0 55 0 Total 140,136 155,796 166,749 93.4% ($25,364.13) Professional Services 167,509 178.796 199.000 89.8% 92.0% $4,284.00 88 104 84 Planning and Zoning Personnel 154,413 143,178 170,694 83.9% 85.7% 91 86 80 Materials and Supplies 149 260 655 39.7% 100.0% 347 95 23 Support and Services 5,637 5,937 11.810 50.3% 75.0% 66 39 120 Total 160,199 149,375 183,159 81.6% $6,365.36 Municipal Building -City Hall Materials and Supplies 47,964 46.787 16.500 283.6% 83.3% 34 128 88 Support and Services 35,223 103,280 157,750 65.5% 47.7% 16 101 26 Capital Outlay 15,713 1,534 - 44.0% 0 53 79 Transfers - - 103,950 0.0% 0.0% 0 0 0 Total 98,900 151,601 278,200 54.5% ($62,656.83) 0 0 0 Police Support Services 896,729 914,003 995,750 91.8% 95.7% 103 92 92 Capital (Public Safety Bldg) 228,088 230,068 230,066 100.0% 99.7% 100 100 99 Total 1,124,817 1,144,071 1,225,816 93.3% $37,828.95 Fire Support Services 322.535 337,131 337,130 100.0% 100.0% 102 102 102 Capital (Public Safety Bldg) 272,629 270,697 270,697 100.0% 98.0% 98 98 98 Total 595,164 607,828 607,827 100.0% ($5,414.94) Inspections Personnel 101,791 102,457 109,096 93.9% 90.7% 100 85 87 Materials and Supplies 29 154 300 51.3% 2.7% 1 0 7 Support and Services 3.758 2.089 6,700 31.2% 43.0% 53 21 55 Total 105,578 104,700 116.096 90.2% ($2,897.29) City Engineer Personnel 83.795 82.415 111,103 74.2% 87.3% 93 81 88 Materials and Supplies 44 495 1.255 39.4% 42.0% 45 71 10 Support and Services 8,501 13,520 13,320 101.5% 46.7% 45 39 56 Capital Outlay 538 1,057 1,000 105.7% 53.3% 85 21 54 Total 92,878 97.487 126.678 77.0% $6,819.39 Public Works Service Personnel 245,725 231,973 184,107 126.0% 90.7% 94 95 83 Materials and Supplies 48,902 73,590 71.200 103.4% 79.7% 109 61 69 Support and Services 37,650 40,656 41,440 98.1% 82.3% 79 80 88 Capital Outlay - - - 11.0% 0 33 0 Total 332,277 346,219 296,747 116.7% ($88,453.72) Streets and Roads Personnel 87,784 83,506 113,459 73.6% 92.7% 112 74 92 Materials and Supplies 77,077 123,123 85,000 144.9% 94.7% 121 72 91 Support and Services 21,274 25,340 34,000 74.5% 84.3% 45 117 91 Capital Outlay - - 700,000 0.0% 0.0% 0 0 0 Total 186,135 231,969 932,459 24.9% ($17,690.33) Snow and Ice Personnel 29,866 42,057 56,567 74.3% 56.7% 58 39 73 Materials and Supplies 20,129 22,288 45,117 49.4% 45.7% 38 54 45 Total 49,995 64,345 101,684 63.3% ($11,686.94) Traffic control / Street Lights Materials and Supplies 2,528 6,070 5,000 121.4% 100.0% 192 85 42 Support and Services 35,675 45,772 52,149 87.8% 82.0% 90 77 79 Total 38,203 51,842 57,149 90.7% $47,762.18 Sanitation / Waste Control Personnel 4,764 547 2,281 24.0% 100.0% 313 387 163 Materials and Supplies - 30 100 30.0% 3.3% 6 4 0 Support and Services 3.210 7,847 4,400 178.3% 55.0% 165 0 0 Total 7,974 8,424 6,781 124.2% ($3,719.67) Tree Maintenance Personnel 20,366 17.691 14,020 126.2% 91.7% 115 42 118 Materials and Supplies 107 331 1,425 23.2% 9.7% 8 17 4 Support and Services 8,093 5,317 13,250 40.1% 56.3% 45 64 60 Total 28.566 23.339 28,695 81.3% ($2,885.42) Parks and Recreation Personnel 139,035 130,510 185,708 70.3% 93.0% 94 98 87 Materials and Supplies 14.231 17,015 19,800 85.9% 94.0% 117 78 87 Support and Services 86,468 79,308 91.900 86.3% 100.0% 93 192 93 Transfers - - 42,000 0.0% 0.0% 0 0 0 Total 239,734 226,833 339,408 66.8% $56,387.44 Unallocated - 139,899 - 0.0% 0 0 0 Total Expenditures 3,804,719 4,164,833 5,218,884 79.8% ($59.564) 75 73 70 Net Revenue less Expenditures_ (988,288) (1,407,375) (96,989) Note: The balanced budget includes $150,000 of fund balance in the Transfers item of the Revenue section MEMORANDUM Date: January 19, 2012 To: Mayor Lizee Council Members From: Bruce DeJong, Finance Director Re: December, 2011 Quarterly Investment Report The City's cash reserves have been invested in both cash flow type of investments to meet ongoing expenditure needs and longer -term securities with higher returns than money market funds. It is important to remember our investment priorities in order of concern: 1. Safety — preservation of principal; 2. Liquidity — having funds available when needed to pay expenses; 3. Yield — earning market rates of return for the amount of principal risk we are willing to accept. With the investments that the City currently holds, and with our philosophy of holding investments to maturity, we are exposed to minimal risk of principal loss. The only expected change is when investments are marked to market and gains or losses are recognized at year end. In order to decide what time frames should be targeted for various investments, a cash flow projection has been prepared. Over the past three years, the city has only had three months where cash flow is positive — June, July, and December. Those months are when we receive tax settlements. The rest of the months, need about $500,000 on average to cover operating costs. This means that the City should have a mix of callable and non - callable investments with both short-term cash flow needs being met and longer maturities targeting major cash needs over the investment horizon. The current investment climate has not changed throughout the year unless to decline slightly. We are still occasionally finding investments in the four year and under time frame that return around 1.0 %. I am slowly finding investments to meet cash flow needs. We have a significant amount of funds held in cash and money market while we keep looking for investments with a reasonable yield. With wire transfer fees, it doesn't make sense to move money frequently because the fees may be higher than the interest we can earn. The most significant risk in this environment is getting stuck with investments at a very low rate when interest rates start to increase. There is no upside for investing in a long term security at less than 1 %. It will go down in value when interest rate rise and they go up in a hurry on the long end when the yield curve is so flat. Staff aims to invest these funds to increase the overall portfolio returns, while maintain flexibility to cover expenditures as projected using a cash flow estimate. Please contact me or Mr. Heck if you have any questions. Attachment: December, 2011 Investment Summary CITY OF SHOREWOOD 2011 INVESTMENT AND INTEREST SCHEDULE DECEMBER, 2011 TOTAL Beg of Year Purchase MARKET GAIN/ MATURITY INTEREST INSTITUTION CUSIP VALUE Price VALUE (LOSS) RATE DATE YTD Beacon Bank Checking Account 100 -0643 1,097,665.05 0.00% 12/31/11 0.94 Money Market Acct 130 -0822 130, 539.00 0.50% 12/31/11 720.70 TOTAL 1, 228, 204.05 721.64 4 -M FUND Money Market Account 855,871.46 0.02% 12/31/11 52.51 TOTAL 855, 871.46 52.51 STERNE AGEE Brick Township NJ Txbl 107889QT7 704,056.31 703,023.95 (1,032.36) 0.70% 09/28/12 Carlton Co MN BABs 142879GR0 196,113.45 199,563.00 3,449.55 1.80% 02/01/14 2,354.08 Carlton Co MN BABs 142879GQ2 185,542.05 186,985.05 1,443.00 1.35% 02/01/13 1,688.64 Carlton Co MN BABs 142879G P4 180, 230.40 180,113.40 (117.00) 1.05% 02/01/12 1,325.00 Decatur IL BABs 243127QQ3 387, 979.80 391, 552.20 3,572.40 1.75% 12/15/12 6,976.67 Dist of Columbia BABs 25476FLB2 224,115.16 221,381.60 (2,733.56) 0.75% 06/01/12 3,958.96 IL State Pension 452151 LA9 228,666.53 225,176.60 (3,489.93) 2.58% 06/01/13 8,470.00 Milwaukee Co WI Pension 602266AA6 554,382.64 541,650.00 (12,732.64) 1.75% 12/01/13 26,950.00 New York Txbl Ref 64966J DX1 1, 240, 011.00 1, 212, 948.00 (27, 063.00) 1.00% 08/01/14 Pennsylvania School Bldg 85732TDF6 545,041.95 539,296.05 (5,745.90) 2,243.98 Stratford CT Pension 862811U20 253,800.00 254,210.00 410.00 423.33 Will Co III SD 122 968852WP4 331,850.83 324,279.00 (7,571.83) 0.00 FHLB 313375W86 1, 000, 000.00 1,000,450.00 450.00 1.00% 10/27/16 2,812.50 FNMA 3136FPY43 500,000.00 m 1.65% 06/30/14 4,125.00 FHLB 3133725F7 493,495.00 m 1.63% 12/30/15 4,062.50 FHLB 3133725N0 1,195,860.00 m 1.75% 12/30/15 10,500.00 FHLB 3133741358 1, 000, 000.00 m 1.13% 2,812.50 FHLB 3133746U9 500,000.00 m 1.25% 1,562.50 Prime Cash Trust 23,224.78 09/30/11 2.42 TOTAL 3,139, 220.70 6, 003, 853.63 (51,161.27) 80, 268.08 WELLS FARGO INVESTMENTS First Sec Bank Missoula MT 33624SAY1 244,999.97 m 0.30% 03/10/11 181.23 Carolina 1st Bnk Greenville -CD 143876E22 100,161.00 m 1.35% 03/11/11 669.45 Bank of China, NY - CD 06425PFS2 49,008.13 m 0.55% 05/12/11 269.50 Columbus Bnk &Trust, GA -CD 198882HU9 144,974.33 m 0.45% 05/12/11 652.50 Bank Baroda, NY - CD 060623UY9 49,016.70 m 0.60% 05/13/11 293.19 Carolina 1st Bnk Greenville -CD 143876D80 100,837.00 m 1.75% 09/12/11 1,754.80 Beal Bank Las Vegas NV 0737144C8 245,000.00 m 0.35% 10/12/11 641.36 Columbus Bnk &Trust, GA -CD 198882FX5 102,046.80 101,229.60 (817.20) 2.30% 09/17/12 2,520.82 KS Bnk Smithfield. NC -CD 48266PAQ5 102,463.00 102,235.90 (227.10) 0.03% 08/17/13 2,500.01 American Eagle Bnk, Elgin IL -CD 02554BBP5 102,755.60 102,659.20 (96.40) 2.60% 09/18/13 2,379.17 MNSCU 2011B Taxable 60414FKC3 305,780.80 304,945.10 (835.70) 1.00% 10/01/13 1,846.94 FNMA 3136FP2H9 500,000.00 m 2.00% 01/21/15 5,000.00 FH LMC 3134G2V25 1, 000, 000.00 1, 000, 868.00 868.00 1.50% 10/26/16 0.00 FFCB 31331 K4U1 500,000.00 499,284.50 (715.50) 1.50% 10/26/16 0.00 Wells Fargo Money Market 54, 510.40 54, 510.40 0.03% 12/31/11 408.68 TOTAL 751, 262.56 2, 850, 291.17 2,165, 732.70 (1,823.90) 19,117.65 Page 1 of 2 CITY OF SHOREWOOD 2011 INVESTMENT AND INTEREST SCHEDULE DECEMBER, 2011 INSTITUTION CUSIP Beg of Year VALUE Purchase Price MARKET VALUE GAIN/ (LOSS) RATE MATURITY DATE TOTAL INTEREST YTD MORGAN STANLAY SMITH BARNEY) GE Cap - Comm Paper 499,497.22 m 0.20% 09/26/11 502.78 FNMA 3136FHGZ2 200,948.00 m 2.38% 04/01/14 2,375.00 FNMA 3136FHS30 201,854.00 m 2.00% 07/15/14 2,000.00 FNMA 3136FRQ48 300,280.15 300,294.00 13.85 2.00% 07/15/14 2,000.00 FNMA 3136FTVW6 281,733.78 280,274.40 (1,459.38) 2.00% 07/15/14 2,000.00 FHLB 3133733T7 999,999.98 m 1.13% 10/14/15 2,812.50 402, 802.00 1, 582, 013.91 580, 568.40 (1,445.53) 0.10 202, 216.00 11,187.50 Cole Taylor Bank, IL 193296QK9 96,239.04 m 4.35% 01/28/11 2,082.28 Branch Bank & Trust CD 105133ES7 96,370.56 m 2.25% 03/25/11 1,071.12 CIT Bank - UT CD 17284P3E3 96,404.16 m 2.40% 03/25/11 1,142.53 Bank of India, NY - CD 062782QL4 199,926.00 m 0.60% 05/11/11 1,193.42 Bank of America, NC - CD 06051 VQQ2 199,890.00 m 0.55% 05/12/11 1,100.00 Bank of China, NY - CD 06425PFS2 199,890.00 m 0.55% 05/12/11 1,100.00 Bank of Baroda, NY - CD 060623UY9 199,924.00 m 0.60% 05/13/11 1,196.72 Firstbank of Puerto Rico - CD 337624TY6 200,074.00 m 0.80% 05/13/11 657.53 Compass Bnk, AL - CD 20449ET48 96,689.28 m 2.15% 06/30/11 0.00 Compass Bnk, AL - CD 20449ET49 54,387.72 m 2.15% 06/30/11 1,608.08 Citibnk NA -NV CD 17312QQS1 241,545.60 m 1.50% 12/30/11 0.00 Citibnk NA -NV CD 17312QQS2 8,051.52 m 1.50% 12/30/11 1,854.90 Natl Bnk So. Carolina CD 634518GZ1 240,835.20 240,055.20 (780.00) 1.60% 01/09/12 3,968.00 Natl Bnk So. Carolina CD 634518GZ2 8,027.84 8,001.84 (26.00) 1.60% 01/09/12 0.00 Wright Express Fin -UT CD 98233PST5 240,230.40 240,040.80 (189.60) 1.35% 01/09/12 3,348.00 Wright Express Fin -UT CD 98233PST6 8,007.68 8,001.36 (6.32) 1.35% 01/09/12 0.00 Compass Bnk, AL - CD 20449EX92 96,065.28 96,250.56 185.28 1.30% 05/14/12 1,248.00 Amer Exp Bnk, FSB - CD 02586VTL9 97,771.20 96,912.96 (858.24) 2.60% 07/02/12 3,900.00 Amer Exp Bnk, FSB - CD 02586VTL9 54,996.30 54,513.54 (482.76) 2.60% 07/02/12 0.00 Amer Exp Centurion Bnk- CD 02586TTU8 97,771.20 96,912.96 (858.24) 2.60% 07/02/12 3,900.00 Amer Exp Centurion Bnk- CD 02586TTU8 54,996.30 54,513.54 (482.76) 2.60% 07/02/12 0.00 GE Capital Fin, UT - CD 36160TJG2 99,494.40 98,679.36 (815.04) 3.05% 06/25/13 0.00 GE Capital Fin, UT - CD 36160TJG2 99,494.40 98,679.36 (815.04) 3.05% 06/25/13 0.00 GE Capital Fin, UT - CD 36160TJG2 54,929.20 54,479.23 (449.97) 3.05% 06/25/13 3,726.01 Capmark Bnk, UT - CD 1406534J2 99,016.32 98,692.80 (323.52) 3.35% 07/01/13 5,025.00 Capmark Bnk, UT - CD 1406534J2 55,696.68 55,514.70 (181.98) 3.35% 07/01/13 0.00 CIT Bnk, UT - CD 17284AHD3 99,016.32 98,692.80 (323.52) 3.35% 07/01/13 5,025.00 CIT Bnk, UT - CD 17284AHD3 55,696.68 55,514.70 (181.98) 3.35% 07/01/13 0.00 3,151,437.28 1,455,455.71 (6,589.69) 43,146.59 Money Market Fund 3, 053, 925.32 3, 053, 925.32 0.02% 12/31/11 1,518.91 TOTAL 3, 554, 239.28 5,135, 436.45 5, 089, 949.43 (8,035.22) 56, 355.78 GRAND TOTAL 4, 329, 926.15 15, 343, 611.27 (61, 020.39) 0.00 0.00 156, 515.66 Page 2of2 CITY OF SHOREWOOD CITY COUNCIL MEETING JANUARY 23, 201.2 - 7:00 P.M. PUBLIC SIGN -IN SHEET For the record, please print your name and address below. Thank you. Name Address 2. 3. 4. 6. 7. 8. 9.