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04-23-12 CC Reg Mtg AgendaCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, APRIL 23, 2012 AGENDA 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Attachments 1. CONVENE CITY COUNCIL MEETING A. Roll Call Mayor Liz6e Hotvet Siakel Woodruff Zerby B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, April 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. Shorewood Yacht Club Multiple Dock Facility License Deputy Clerk's memo C. Excelsior Firefighters Relief Association (EFRA) Fundraising Event (Dance) Deputy Clerk's Temporary 3.2 Percent Malt Liquor License and Special Event Permit memo, Resolution D. Accept Quotes for Miscellaneous Repairs to the Storm Sewer System Engineer's memo E. Accept Proposal for Professional Design Services for Wastewater Lift Engineer's memo Stations 5 and 6. F. Authorize Expenditure of Funds for Replacement Signs Engineer's memo G. Approve Agreement between SLMPD and City of Excelsior for summer Interim dock and park patrol services Administrator's memo 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. PUBLIC HEARING CITY COUNCIL REGULAR MEETING AGENDA— APRIL 23, 2012 Page 2 of 2 6. REPORTS AND PRESENTATIONS A. Ken Hendrickson, Report on Lake Minnetonka Communications Commission activities B. Southshore Community Center 2011 Year -End and 2012 activities report by Kristi Anderson 7. PARKS A. Report on April 10, 2012 Park Commission meeting B. Eagle Scout Project at Badger Park 8. PLANNING A. Final Plat Approval for Christmas Lake Estates B. Conditional Use Permit for Building on a Substandard Lot and Accessory Space in Excess of 1200 Square feet Applicant: Tom and Velinda Schrepel Location: 28180 Woodside Road 9. ENGINEERING /PUBLIC WORKS A. Accept Proposal for Municipal Water Extension Plan Update 10. GENERAL /NEW BUSINESS A. Deer Management Report 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Monthly Financial Report 2. Strategic Planning Report B. Mayor and City Council 13. ADJOURN Attachments SSCC Director's memo, Reports Draft Minutes Recreation Coordinator's memo Planning Director's memo, Resolution Planning Director's memo, Resolution Engineer's memo Planning Director'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 @ci.shorewood.mn.us Executive Summary Shorewood City Council Regular Meeting Monday, 23 April, 2012 7:00 p.m. Agenda Item #3A: Enclosed is the Verified Claims List for Council approval. Agenda Item #313: This is the annual license renewal for the Shorewood Yacht Club's multiple dock facility license. Agenda Item #3C: The Excelsior Fire Relief Association (EFRA) has submitted all the necessary documentation for its Temporary 3.2 Percent on -sale liquor license and Special Event Permit for its annual fundraising event being held on July 20, 2012. All documentation has been reviewed and approved by appropriate staff, the SLMPD, and the EFD. As in past years, the EFRA has requested that the $25 temporary liquor license fee be waived, as the city is a member of the EFD. Agenda Item #3D: The City of Shorewood encumbered $50,000 of the 2012 operating budget for the storm sewer maintenance within the City. This motion directs staff to work with Kusske Construction Company to maintain the storm sewer near Silverwood Park for $58,275.00. Agenda Item #3E: A Request for Proposals for professional design services for Lift Station 5 and 6 on Smithtown Road and Edgewood Road was distributed. Proposals were received by four firms. Staff is recommending acceptance of the proposal from Bolton and Menk with an amount not to exceed $23,365.00. Agenda Item #31 This is a motion authorizing the expenditure of funds to purchase replacement signs and hardware for the Department of Public Works. Agenda Item #3G: Each year, the City of Excelsior enters into an agreement with the SLMPD for dock and park patrol services. The Joint Powers Agreement allows a member community to contract with the SLMPD for additional services as long as these services do not use existing SLMPD staff. All costs are the responsibility of the contracting city and the other member cities must approve the agreement. Approval of the agreement is recommended. Executive Summary — City Council Meeting of April 23, 2012 Page 2 of 2 Agenda Item #5: There are no public hearings scheduled this evening. Agenda Item #6A: Ken Hendrickson, the Lake Minnetonka Communications Commission (LMCC) representative, will report on recent LMCC activities. Agenda Item #613: Kristi Anderson, Southshore Community Center Director, will provide a 2011 year -end and 2012 activities report. Agenda Item #7A: Commissioner Steve Quinlan will report on the recent Park Commission meeting. Agenda Item #713: Approving the Eagle Scout Nick Hostetter proposal of extending the wood chip path through the woods from the Southshore Community Center path around the perimeter of the wooded area. Agenda Item #8A: Eric Zehnder has requested a final plat for his Christmas Lake Estates project on Christmas Lake Road. The plans satisfy the requirements set forth in his preliminary plat approval. Subject to an escrow for removing the existing driveway and payment of park dedication fees and sewer access charges, approval is recommended. Agenda Item #813: Tom and Velinda Schrepel have requested conditional use permits to construct a home on a substandard lakeshore lot and to build accessory space in excess of 1200 square feet in area. After holding a public hearing, the Planning Commission voted unanimously to approve both C.U.P.'s. A draft resolution to that effect is included in the packet for your consideration. Agenda Item #9A: A Request for Proposals for professional design services for the water plan update was distributed. Proposals were received by four firms. Staff is recommending acceptance of the proposal from WSB with an amount not to exceed $7,819.00. Agenda Item #10A: The Planning Director provides an update on the 2011 Deer Management Program. Staff recommends continuation of the program for 2012. Agenda Item #11: There are no items of old business this evening. Agenda Item #12A1: The monthly financial report is provided. Agenda Item #12A2: Interim Administrator Brown will provide a strategic planning report at the meeting. #Za CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, APRIL 9, 2012 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Lizee called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Hotvet, Siakel, Interim City Administrator /Director of Public W and Engineer Landim Absent: None. B. Review Agenda Zerby moved, Siakel seconded, approving the agenda as prese 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, March Hotvet moved, Zerby seconded, Approving the City Council P 2012, as presented. Motion passed 5 10. 3. CONSENT AGENDA Mayor Lizee reviewed the items on the Consent Agenda. 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. druff and , Zerby; Attorney Keane; Brown; Planning Director Nielsen; ion passed 510. Meeting Minutes of March 26, Hotvet seconded, Approving the Motions Contained on the Consent Agenda and esolutions Therein. A. Approval of the Verified Claims List B. Authorize Expenditure of Funds for a Skid Steer C. Adopting RESOLUTION NO. 12 -021 "A Resolution Proclaiming April 27, 2012, as Arbor Day." D. Adopting RESOLUTION NO. 12 -022 "A Resolution Approving Part 1 of the Wellhead Protection Plan, for the City of Shorewood Municipal Water System." E. Authorize Expenditure of Funds for an Asphalt Roller Councilmember Zerby stated he thought Staff did a good job with the pricing of the Skid Steer. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 2 of 10 Motion passed 510. 4. MATTERS FROM THE FLOOR George Kramer, 24000 Stratford Place stated it as his understanding that Bill Tomlinson was going to be present this evening for the discussion of the Apple Road Creek Restoration project (Item 9.0 on the agenda). Engineer Landim stated that Mr. Tomlinson did email an alternative design for the restoration area. He forwarded the alternative design to the City's consultant for the project for reference when the firm is designing the plan. The discussion this evening will focus on the grant fund work order between the City and the Minnesota Conservation Corps for the grant the City received for tree trimming. Plans and specs for the restoration will be discussed at a future Council meeting. 5. PUBLIC HEARING None. 6. REPORTS AND PRESENTATIONS A. Recognition of Service Mayor Lizee noted that Pat Arnst was not prese recognition for her three years of service as a PI residents of Shorewood, Mayor Lizee thanked f She noted Ms. Arnst's plaque of recognition will B. South Litse Mayor Lizee noted that present to give a presentE Chief Litsey stated base matter of when not if it weather incidents. He noted State. He explained the pin severe weather that may hal at first before the emergent the case in Joplin, Missouri.'' Planning Commissioner meeting to re ;ommissioner laque of appreciation and elf of the Council and the Pat Arnst for her service. to ka Police Chief / Emergency Management Director Brian n Storm Awareness ice Department (SLMPD) Chief Bryan Litsey is awareness. evere weather being experienced around the United States it is almost a pct the State of Minnesota. He thought it prudent to bring awareness to officials and residents in the area in order to help prepare for severe l 16 — 20, 2012, is designated as severe weather awareness week for the is to bring awareness to the public about all of the different types of After there has been a severe weather incident there is controlled chaos iagement plan is put into action. Restoration can take many years as is Litsey reviewed the resources necessary to handle the initial South Lake area response. They include the SLMPD, the Excelsior Fire District (EFD), the Deephaven Police Department (DPD), Hennepin County Medical Center, Ridgeview Medical Center, American Red Cross, the Salvation Army, CenterPoint Energy, Xcel Energy, and public works personnel. He explained in the South Lake area there are many trees. They can become a big obstacle when it comes to storms because when they come down it makes it difficult if not impossible to get from one place to another. They may also bring power lines, most of which are located above ground, down with them. Downed live lines delay recovery efforts. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 3 of 10 Litsey stated in 2011 SLMPD, EFD and DPD personnel hosted an overview emergency preparedness seminar for elected and appointed officials as well as government personnel. During the seminar they reviewed some of the local resources available. There is the Emergency Operations Center (EOC) located in the South Lake Public Safety Facility in Shorewood. A lot of emergency preparedness training has been done in the EOC. Shorewood City Hall could possibly be used as a media staging area. The Southshore Community Center could possibly be used as a resource center for residents. The Public Works area would likely be a staging area for additional resources. Litsey explained that per Minnesota policy, the Hennepin County Sheriff tests /activates all sirens in Hennepin County at 1:00 p.m. on the first We dn cities purchase and maintain the equipment. The County activates the South Lake cities collectively upgraded the system in the area. In tl have a person verify that the sirens did go off during the test. The sirens will go off during a severe weather incident. It goes through i activates the sirens by zone. For severe weather warnings, outdoor N County is based on tornadic activity or the potential, and sustained st] or the potential for same. Litsey noted the Cities of Deephaven, Excelsior, Greenwood, Sho located in Zone 7. He displayed a map depicting the siren locat reviewed where the sirens are located in the South Lake area cit siren), Shorewood (2 sirens with one of the east end and one on t. He noted that Interim Administrator /Director Brown has played an in the South Lake area work when they are activated for test purpo Litsey noted the warning buildings and homes or to Weather Alter Radio. He ( local area and for specific at night when people are s' government -owned buildij them and made them avai Public Safety Facility. that he and fficials for the manager; an aggre,, and Assistant EFI management for y( the EFD he helped s Communication Division esday of each month. The n the not too distant past the Lake area the practice is to r Service dictates when the )mmunications Division which ig siren activation in Hennepin line winds in excess of 75 mph )od, Tonka Bay and Woodland are in 2010 in Hennepin County. He Excelsior (1 siren), Greenwood (1 lest end), and Tonka Bay (1 siren). rumental role in ensuring the sirens are outdoor warning sirens. They are not meant to be heard inside of people up when sleeping. He encouraged residents to purchase a NOAA ied it can be programed to receive only those warnings that apply to their of conditions. He noted that the majority of severe weather deaths occur ;. He stated in 2010 the SLMPD applied for and received a grant to equip th NOAA Weather Alert Radios. The SLMPD was able to obtain six of ,o the SLMPD member cities and the SSCC as well as the South Lake 4PD Community Service Supervisor Hohertz are the Emergency 4PD. He noted that Hohertz recently became certified as an emergency Z. He also noted that EFD Chief Gerber, a certified emergency manager, are the officials for the EFD. Gerber was involved with emergency County and he has a wealth of knowledge. During Gerber's tenure with i Lake area's emergency operations plan up a level. Litsey noted there is a''`Lake Minnetonka regional emergency operations plan in place. He stated the communities in the Lake Minnetonka area have a long- standing history of cooperation. It made sense to develop a regional plan. He explained that representatives for 20 cities along with the Three Rivers Park District, the Hennepin County Sheriff's Office and Hennepin County Emergency Preparedness are represented on the Hennepin County Regional Emergency Preparedness Planning and Review Committee. The Regional Plan is quite comprehensive. There is also an extensive resource manual. Both are updated regularly. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 4 of 10 Litsey then noted that teamwork is what makes emergency preparedness planning and operations work. He stated it is his responsibility to keep elected officials informed of a disaster situation. Litsey commented that there will be more emergency operations training this year. Mayor Lizee stated it is important to remind residents about this topic. She noted that it is also important to remind residents that they have a responsibility to be prepared for weather events. C. Judy Voigt - Englund, Carver Park Reserve, Report on Activities Mayor Lizee introduced Judy Voigt- Englund, with Carver Park Reserve, who is present to report on activities. She noted that Ms. Voigt- Englund had brought information about the Twin Cities Osprey Program. She stated that Program is quite impressive. Ms. Voigt- Englund stated her primary reason for being here osprey and his mate who have come back to the Badger Park c He is six years old and hatched near Schutz Lake at Carver P and his mate raised three female ospreys. The second year they Ms. Voigt- Englund explained she has been working on the osprey i years starting in 1984. About 184 birds have been released over a 12 Reserve. After those birds matured and started coming back to the where the osprey were nesting and band their young. There are 80 c About one half the birds that are nesting in the Twin Cities area are baby osprey. About 110 chicks are added to the population in the I Park District conducts a banding program at Carver Park that people large enough in size to be read with binoculars and scouting scopes. Ms. Voigt- Englund invited' pi there. She highlighted a few District are willing to come Shorewood resident. Mayor Lizee stated from her she met her a many years ago. on osprey and other things. the entire country is warming has had an impact on the frog In response to a qu( weeks old when they vening is to give an update on the ne tower for the third year in a row. erve. The first year on the tower he one male and two females. roduction program for about 28 period beginning at Carver Park there was an effort to monitor y nests in the Twin Cities area. ded. She has banded over 1000 Cities each year. Three Rivers come and watch. The bands are ;ogle to o to Carver` Park Reserve to partake in adult programs offered of the programs offered. She stated experts from the Three Rivers Park ind speak to people about various topics of interest. She noted she is a perspective Ms. Voigt- Englund has a wonderful job. She commented that She asked Ms. Voigt- Englund what the impact of the early spring has been Ms. Voigt- Englund explained birds are returning to the area earlier because up. Fortunately the trees that are leafing out are producing bugs to eat. It and salamander populations because of the limited snow insulation. Lizee, Ms. Voigt- Englund explained the osprey chicks are six Mayor Lizee thanked Ms. for coming this evening. 7. PARKS None. 8. PLANNING A. Report on the April 3, 2012, Planning Commission Meeting CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 5 of 10 Planning Commission Hutchins stated that former Planning Commissioner Pat Arnst did a wonderful job as a member of the Commission, and that she will be missed. Hutchins then reported on matters considered and actions taken at the April 3, 2012, Planning Commission meeting (as detailed in the minutes of that meeting). 9. ENGINEERING /PUBLIC WORKS A. Accept Bids and Award Contract for 2012 Mill and Overlay Woodruff moved, Zerby seconded, Adopting RESOLUTION NO. 12 -023 "A Resolution Accepting Bid and Awarding Contract for the 2012 Bituminous Mill, Overlays and Appurtenant Work for Clover Lane, Club Lane, Elder Turn, Knightsbridge Road, Lakeway Terrace, Pleasant Avenue, Tee Trail, Wood Drive, Wood Duck Circle, City Project 12 -02." Motion passed 510. B. Accepting Plans and Specification and Authorizing Advertisement for Bids for 2012 Sealcoat Projects Woodruff moved, Siakel seconded, Adopting RESOLUTI..ON NO. 12 -024 "A Resolution Approving Specifications and Estimate and Authorizing Advertisements for Rids for Bituminous Seal Coat Project 2012 ". Motion passed 510. C. Approve the Apple Road Creek Restoration Grant Agreement Mayor Lizee stated the meeting packet contains a draft copy of the Clean Water Grant Fund Work Order between the City of Shorewood and the Minnesota Conservation Corps' (MCC) as well as a copy of a Staff memorandum. She noted that Bill Tomlinson 22035 Stratford Place is in the audience. She explained the Tomlinson family hosted an informational meeting for about ten neighbors about the tree restoration project near East Stratford Place and Apple Road for the ditch restoration project. She noted that she, Councilmember Siakel and Engineer Landini attended the meeting as did representatives from the Minnehaha Creek Watershed District (MCWD) and Wenk & Associates. She clarified that this evening Council is considering accepting the Work Order. She noted that this is one of the first steps in the process. Councilmember Woodruff thanked Mr. Tomlinson for emailing an alternative design to the City. He commented he thought it was great to have a group of residents have their own engineering study conducted. He stated from his perspective the opening paragraph in the Work Order is fuzzy. The second sentence in the Work Order states' "... which requires the Board to contract with the Conservation Corps ... ". The Board has not been defined before that reference but it refers to the Board of Water and Soil Resources later in that sentence.'' He suggested the Board be defined up front. He noted he will not object to approving the Work Order. Interim Administrator /Director Brown stated he will clarify the Work Order. Councilmember Zerby stated he was pleased to receive a forwarded copy of Mr. Tomlinson's email and the work the residents put into providing an alternate design. Zerby moved, Siakel seconded, directing Staff to move forward with the Clean Water Grant Fund Work Order between the City of Shorewood and the Minnesota Conservation Corps. Motion passed 510. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 6 of 10 Mayor Lizee stated the alternate design provided by Mr. Tomlinson is quite impressive. She noted the design was forwarded to the City's consultant Wenk & Associates and to the MCWD. She stated as the project progresses the City will be speaking with him and the other interested residents about the design. Mr. Tomlinson stated the residents are comfortable with moving forward with the tree removal portion of this project as soon as the MCC can do it. Councilmember Woodruff asked Staff if it can provide him with a timeline for the various phases of the project. Engineer Landini reviewed some of the steps identified laid out is the Staff report. The first step, if the Work Order (for tree removal) is approved, is to have both parties sign the Work order. The next step is for Wenk & Associates to finalize the vegetation plan. He will distribute it to the residents in the area for approval. Woodruff then asked how the resident approval process will work, noting he does not recollect residents approving City plans. Landini responded it is a meet in the middle type of agreement made during the informational meeting. Woodruff also asked if the vegetation plan will be brought back to Council for its approval. Landini explained the infrastructure portions of this effort will be presented to Council for approval of quotes and bids. Woodruff expressed concern that he has not been provided with any detail other than what Mr. Tomlinson suggested as a design. He wondered how far along this project will go before Council gets more detailed information. Councilmember Siakel explained that during the informational' meeting with the residents Wenk & Associates had provided a tentative plan. The intention was to work with the residents on the plan. She stated Council has not had time to assess the alternate design sent by Mr. Tomlinson. She then stated this project has to be considered from the perspective of it having multiple phases. The first step is to approve the Work Order for tree removal. She went on to state that all parties involved have done a good job of identifying which trees should be removed. Councilmember Woodruff asked if there is an agreed upon plan for which trees will be removed. Councilmember Siakel responded there is. Woodruff asked if that plan has to be approved by Council. Mayor Lizee stated there' is no need for Council to approve that plan, and she explained the tree removal plan will affect the design for the restoration portion of the project. The residents have worked with the City, the MCWD and Wenk & Associates to reach agreement on what trees should be removed. Woodruff expressed his sensitivity to the City assuming the authority for removal of trees on a set of properties without the formality of a plan that has been reviewed and approved by Council. He cited a circumstance a long time ago when some residents expressed concern about what they termed clear cutting at Gideon Glen. He recommended the scope of tree removal be approved upfront. Mr. Tomlinson explained some residents thought the original tree removal proposal presented by Wenk & Associates in January was too aggressive. The proposed reduction was to the point where grasses would grow in the valley of the creek. A property owner at the corner of Stratford Place and Apple Road got the conversation about this erosion problem going. He related that he and the other residents are appreciative of the City working with the MCWD to address the substantial erosion that is occurring at the creek. He stated all parties have cooperatively worked together to identify the number of trees that should be removed. Mayor Lizee noted this was identified as a drainage problem area a number of years ago. Engineer Landini clarified it was identified in the City's 2006 Drainage Problem Areas Report and was ultimately included in the Capital Improvement Plan. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 7 of 10 Councilmember Woodruff asked Mr. Tomlinson if he thought the residents agree with the proposed tree removal plan. Mr. Tomlinson stated the residents are agreeable to the plan and noted that Engineer Landini has clearly marked all the trees that will be removed. Mr. Tomlinson asked Engineer Landini if all of the removed trees will be utilized during the restoration effort. Engineer Landini stated the MCC's goal is to use as much of the natural resources as possible in the restoration. Landini explained the tree trunks will be placed down parallel to the creek to basically create a water speed bump. Branches will be harvested for the brush bundles to line the edge of the creek. Mr. Tomlinson then asked how those bundles will compare to bio logs (tubes filled with wood chips). Landini explained the brush pile is the natural onsite material and the only additional thing that has to be added is twine to hold them together. 10. GENERAL /NEW BUSINESS A. Christmas Lake Access — Aquatic Invas Mayor Lizee stated the meeting packet contains a Lake access Aquatic Invasive Species (AIS) inspe from Christmas Director Nielsen explained the AIS Working Group (comprised of Mayor Lizee, Councilmember Zerby, Interim City Administrator Brown, Director Nielsen, Attorney Keane and Minnehaha Creek Watershed District (MCWD) representatives) has been working on a plan intended to prevent, or at least slow down, the introduction of zebra mussels into Christmas Lake. The intent is to provide 100 percent AIS inspections at the Merry Lake access to Christmas Lake for the 2012 boating season. The MCWD has offered to finance the first $10,000 of the pilot inspection program for 2012. The Christmas Lake Homeowners Association (HOA) has agreed to pay the remainder of the cost. He noted the early ice out and the unusually warm spring has advanced the 2012 boating season by at least three weeks. The original plan was to get inspectors in place by May 1S or the ''start of the fishing season. The hope is to have them in place by April 21s Nielsen noted there is urgency in approving the Cooperative Agreement between the City and the MCWD and the Memorandum of Understanding (MOU) between the City and the Christmas Lake HOA, both in effect for 2012, by April 21s He noted copies of each are included in the meeting packet. He also noted the Cooperative Agreement was approved by the MCWD Board last week. That document needs to be approved by Council this evening to meet the inspection timetable. Approval of the MOU could be delayed until the next Council meeting. Nielsen displayed a map of how the landing will work. He stated some additional signage is needed at the landing. Some of it can be obtained from the Minnesota Department of Natural Resources. Some will need to be a custom order. Nielsen stated he received comments from Councilmember Woodruff regarding the two documents. He asked Woodruff if he wanted to explain them. Councilmember Woodruff commented that in many ways the City, the MCWD and the HOA are plowing new ground with this interesting pilot project. He stated the MOU is clear about what the expectations of the HOA are relating to start and end dates, duration of inspections (i.e., hours per day and days per week), and the inspection price per hour. Those items are not included in the Cooperative Agreement with the MCWD. The Agreement does include a budget but no budget exists. From his perspective, nothing states how much the inspectors are going to cost the City. The City will pay the bill and then be CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 8 of 10 reimbursed by the MCWD or the HOA. He strongly recommended the Cooperative Agreement include start and end dates, number of hours per day, number of days per week, and the hourly inspection rate. He stated that would make it a complete business agreement and it allows the MOU to stand on that as an agreement between the City and the HOA. Director Nielsen stated that can be clarified in the Cooperative Agreement. Councilmember Woodruff asked if the schedule and the hourly rate have been agreed to by the MCWD. Director Nielsen explained the price per hour has been quoted to the MCWD by VOLT. That rate is what the Lake Minnetonka Conservation District pays for inspections. Director Nielsen stated the MOU will be amended to include two the HOA. Currently the MOU stipulates in expectation 46 that "I 2012, inspections will end at 8 pm, even though the boat ramp will the President of the HOA have agreed to add an expectation 47 through September 3, 2012, inspections will end at 9 pm. ", and an September 4, 2012, through October 31, 2012, inspections will end Councilmember Woodruff stated the Cooperative Agreemen the schedule. He noted that the MCWD will be responsible avoid discrepancies in expectations that needs to be clarified. the Agreement. Woodruff then stated the MOU refers to level 1 and 1f refers to level 1. He suggested taking the reference to a clarification of what level 1 means. He noted that what the responsibilities of a level 1 inspector are. Tht included in the MOU. Councilmember Zerby stated a MOU. Woodruff stated he was not sure if that do Woodruff then stated the table :clearly' describes what attached to the MOU. litional items in the expectations for m April 21, 2012, through May 28, open until 10 pm." The Group and ch will state `From May 29, 2012, )ectation 48 which will state "From 8 pm" it is amended to include and scheduling the inspectors. To Nielsen stated that can be added to ,12 inspectors. The Cooperative Agreement only , el 2 out of the MOU. He stated there needs to be runcil has been provided with a table describing are defined in State Statute. He suggested that be ;ference to State Statute could be included in the n't come from a number of different statutes. ie responsibilities are and he would like to see it Woodruff asked what the HOA's expectation of its cost will be. He suggested including in the MOU what the approximate cost ($38,000) to the MOU will be based on the schedule. Councilmember Zerby stated he has barticmated in the discussions and the HOA is well aware of what the cost to them could be. stated for the purpose of discussion he wanted to make a motion. Zerby moved, Siakel seconded, Adopting RESOLUTION NO. 12 -025 "A Resolution Authorizing the Mayor and the City' Administrator to Enter Into a Cooperative Agreement with the Minnehaha Creek Watershed District to Provide Aquatic Invasive Species Inspection Services at the Public Access on Christmas Take for the Year 2012 ", and Adopting RESOLUTION NO. 12 -026 "A Resolution Authorizing the Mayor and Interim City Administrator to Enter into a Memorandum of Understanding with the Christmas Lake Association to Provide Aquatic Invasive Species Inspection Services at the Public Access on Christmas Lake for 2012" pending the inclusions of the City Attorney's and Staffs comments. Councilmember Woodruff asked if the maker of the motion would entertain including the schedule and the budget in the Cooperative Agreement. Councilmember Zerby stated the HOA intends to cover all of the costs above $10,000 for the inspection program during the hours specified in the amended MOU. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 9 of 10 Woodruff stated the Cooperative Agreement states the City gets to approve a budget, but the City has not been provided a budget. Zerby stated the budget is subject to operating hours, weather conditions and other things. Woodruff stated based on those comments Council is in effect going to approve a blank check. Zerby clarified the MOU stipulates a specific amount of time. Woodruff stated the Cooperative Agreement doesn't stipulate that, and the only money mentioned in the Agreement is $10,000 that the MCWD is willing to contribute toward the pilot program. Zerby stated the MOU stipulates the number of hours and the cost per hour. Woodruff stated that is not included in the Agreement with the MCWD, noting the City is obligated to pay the MCWD whatever it bills the City. Councilmember Zerby stated he is comfortable with the motion he made. Councilmember Woodruff stated he is extremely uncomfortable, and decision. Councilmember Siakel asked if Staff or Attorney Keane ha Attorney Keane stated to Director Nielsen that they have been th Nielsen if he had any concerns about the presentation and the City's as long as the MOU is amended to include the additional expectatic Nielsen stated the amount projected to the Group was probably love have inspections through the end of September. The HOA wants th October. Mayor Lizee stated she is comfortable with he MCWD and the HOA are responsible for paying Motion passed 4/1 with for reasons st believes it is a bad business about the cost projections. He asked fitments. Nielsen resbonded not about the schedule for inspections. ecause at the time the intent was to nspections to go through the end of have come about. She noted that the ed costs. The City is not responsible. Director Nielsen stated there is also a request for additional signage. Council will be provided with information about what the signs will look like during the next Council meeting. He then stated there is a request for $750 in funding for additional signs, materials for the new message board, compost bin, and some Public Works time and volunteer labor. He asked Council to consider authorizing that expenditure. Zerby moved, Hotvet seconded, authorizing > the expenditure of funds for additional signs, materials for the new message board, compost bin, and some Public Works time and volunteer labor for an amount not to exceed $750. Motion passed 4/1 with Woodruff dissenting. 11. OLD BUSINESS None. 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff There was nothing additional to report. B. Mayor and City Council CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 9, 2012 Page 10 of 10 Councilmember Zerby stated he attended the Excelsior Fire District Board meeting on March 28, 2012. A very preliminary 2012 budget was presented and the Fire Chief presented a 2011 Year in Review. He encouraged Council to look at the document. 13. ADJOURN Hotvet moved, Siakel seconded, Adjourning the City Council Regular Meeting of April 9, 2012, at 8:08 P.M. Motion passed 510. RES Chr AT] Lary COUNCIL ACTION FORM Department Council Meeting Item Number Finance April 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 52865 through 52901 totaling $110,013.49. Staff Recommendation Staff recommends approval of the claims list. 4/19/2012 10:01 AM A/P HISTORY CHECK REPORT PAGE: 1 VENDOR SET: 01 City of Shorewood BANK: 1 BEACON BANK DATE RANGE: 4/10/2012 THRU 99/99/9999 INVOICE CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 000000 11,584.65 000000 2,114.98 000000 1,074.60 052865 305.92 052866 1,663.50 052867 32.00 052868 7,087.79 052870 185.25 052871 551.82 052872 4,231.53 052873 1,064.42 052874 847.47 052875 106.61 052876 2,732.30 052877 807.02 052878 174.57 052879 341.90 052880 64.00 052881 1,689.81 052882 537.44 052883 1,419.00 052884 220.00 CHECK NAME STATUS DATE EFTPS - FEDERAL W/H D 4/10/2012 MN DEPT OF REVENUE D 4/10/2012 WELLS FARGO HEALTH BENEFIT SVC D 4/10/2012 AFSCME COUNCIL 5 - UNION R 4/10/2012 ICMA RETIREMENT TRUST - 302131 -4 R 4/10/2012 NCPERS MINNESOTA R 4/10/2012 PERA R 4/10/2012 BENCHMARK LEARNING R 4/23/2012 CENTURY LINK R 4/23/2012 CITY OF EXCELSIOR R 4/23/2012 CITY OF TONKA BAY R 4/23/2012 CLASSIC CLEANING COMPANY R 4/23/2012 CULLIGAN BOTTLED WATER R 4/23/2012 DEPT OF EMPLOYMENT & ECON DEV R 4/23/2012 DEPT OF LABOR & INDUSTRY R 4/23/2012 FINANCE AND COMMERCE R 4/23/2012 HACH COMPANY R 4/23/2012 HENN CTY INFO TECHNOLOGY DEPT R 4/23/2012 HENN CTY TREASURER R 4/23/2012 J. BECHER & ASSOC., INC. R 4/23/2012 KEN JARCHO INSURANCE R 4/23/2012 LINK, CLARE T. R 4/23/2012 INVOICE CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 000000 11,584.65 000000 2,114.98 000000 1,074.60 052865 305.92 052866 1,663.50 052867 32.00 052868 7,087.79 052870 185.25 052871 551.82 052872 4,231.53 052873 1,064.42 052874 847.47 052875 106.61 052876 2,732.30 052877 807.02 052878 174.57 052879 341.90 052880 64.00 052881 1,689.81 052882 537.44 052883 1,419.00 052884 220.00 4/19/2012 10:01 AM A/P HISTORY CHECK REPORT PAGE: 2 VENDOR SET: 01 City of Shorewood BANK: 1 BEACON BANK DATE RANGE: 4/10/2012 THRU 99/99/9999 INVOICE CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 052885 3,172.75 052886 315.00 052887 7,917.30 052888 20.00 052889 39.57 052890 175.42 052891 103.15 052893 324.35 052894 71.94 052895 131.03 052896 830.00 052897 100.00 052898 6.45 052899 766.09 052900 10.96 052901 114.36 999999 142.19 999999 2,422.32 999999 156.90 999999 83.17 999999 500.00 999999 124.55 CHECK VENDOR I.D. NAME STATUS DATE 29259 MALKERSON GUNN MARTIN LLP R 4/23/2012 1 MCCARTHY MARY R 4/23/2012 29320 MIDWEST PLAYSCAPES, INC. R 4/23/2012 17020 MN STATE PATROL R 4/23/2012 15900 OFFICE DEPOT R 4/23/2012 29423 SETON IDENTIFICATION PRODUCTS R 4/23/2012 22950 SHOREWOOD TRUE VALUE R 4/23/2012 23500 SO LK MTKA POLICE DEPT R 4/23/2012 29101 SUN NEWSPAPERS R 4/23/2012 17200 SUN PATRIOT NEWSPAPERS R 4/23/2012 24900 TONKA UNITED SOCCER ASSN R 4/23/2012 25452 TWIN CITY WATER CLINIC R 4/23/2012 25550 UPS R 4/23/2012 29417 WENCK ASSOCIATES, INC. R 4/23/2012 19800 XCEL ENERGY R 4/23/2012 28600 ZARNOTH BRUSH WORKS, INC R 4/23/2012 03325 BOYER FORD TRUCK, INC. E 4/23/2012 07900 HAWKINS, INC. E 4/23/2012 09400 GOPHER STATE ONE CALL E 4/23/2012 10576 ADVANCED IMAGING SOLUTIONS INC E 4/23/2012 15885 MIDWEST MAILING SYSTEMS, INC. E 4/23/2012 19435 SPRINT E 4/23/2012 INVOICE CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 052885 3,172.75 052886 315.00 052887 7,917.30 052888 20.00 052889 39.57 052890 175.42 052891 103.15 052893 324.35 052894 71.94 052895 131.03 052896 830.00 052897 100.00 052898 6.45 052899 766.09 052900 10.96 052901 114.36 999999 142.19 999999 2,422.32 999999 156.90 999999 83.17 999999 500.00 999999 124.55 4/19/2012 10:01 AM A/P HISTORY CHECK REPORT VENDOR SET: 01 City of Shorewood BANK: 1 BEACON BANK DATE RANGE: 4/10/2012 THRU 99/99/9999 CHECK VENDOR I.D. NAME STATUS DATE 27590 WESTSIDE WHOLESALE TIRE & SUPP E 4/23/2012 ** T O T A L S ** NO REGULAR CHECKS: 35 HAND CHECKS: 0 DRAFTS: 3 EFT: 7 NON CHECKS: 0 VOID CHECKS: 0 VOID DEBITS VOID CREDITS TOTAL ERRORS: 0 VENDOR SET: 01 BANK: 1 TOTALS: 45 BANK: 1 TOTALS: 45 REPORT TOTALS: 45 PAGE: 3 INVOICE CHECK CHECK CHECK AMOUNT DISCOUNT NO STATUS AMOUNT 999999 1,147.29 INVOICE AMOUNT DISCOUNTS CHECK AMOUNT 38,160.72 0.00 38,160.72 0.00 0.00 0.00 14,774.23 0.00 14,774.23 4,576.42 0.00 4,576.42 0.00 0.00 0.00 0.00 0.00 0.00 0.00 57,511.37 0.00 57,511.37 57,511.37 0.00 57,511.37 57,511.37 0.00 57,511.37 04 -19 -2012 09:57 AM C O U N C I L REPORT BY VENDOR- APRIL 23, 2012 PAGE: 1 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT ADVANCED IMAGING SOLUTIONS INC 4/23/12 SVC 03/15 -04/15 General Fund Municipal Buildings 83.17 TOTAL: 83.17 AFSCME COUNCIL 5 - UNION 4/10/12 P/R DEDUCTS - UNION DUES General Fund NON - DEPARTMENTAL 305.92 TOTAL: 305.92 BENCHMARK LEARNING 4/23/12 JAMES LANDINI General Fund City Engineer 185.25 TOTAL: 185.25 BOYER FORD TRUCK, INC. 4/23/12 HYDRAULICS General Fund Public Works 75.76 4/23/12 DUMP TRUCK PARTS General Fund Public Works 66.43 TOTAL: 142.19 CENTURY LINK 4/23/12 APR SVC Water Utility Water 315.39 4/23/12 APR SVC Water Utility Water 236.43 TOTAL: 551.82 CITY OF EXCELSIOR 4/23/12 1ST QTR WATER SALES Water Utility Water 4,231.53 TOTAL: 4,231.53 CITY OF TONKA BAY 4/23/12 WATER Water Utility Water 675.47 4/23/12 SEWER Sanitary Sewer Uti Sewer 388.95 TOTAL: 1,064.42 CLASSIC CLEANING COMPANY 4/23/12 C.H. SVC General Fund Municipal Buildings 531.01 4/23/12 P.W. SVC General Fund Public Works 316.46 TOTAL: 847.47 CULLIGAN BOTTLED WATER 4/23/12 5755 CTRY CLUB RD- DRINKING General Fund Municipal Buildings 53.66 4/23/12 5735 CTRY CLUB RD -SALT DEL Southshore Communi Senior Community Cente 52.95 TOTAL: 106.61 DEPT OF EMPLOYMENT & ECON DEV 4/23/12 NANCY STELLMAKER General Fund Administration 9.30 4/23/12 PAMELA HELLING General Fund Planning 2,723.00 TOTAL: 2,732.30 DEPT OF LABOR & INDUSTRY 4/23/12 1ST QTR BLDG SURCHARGE General Fund NON - DEPARTMENTAL 807.02 TOTAL: 807.02 EFTPS - FEDERAL W/H 4/10/12 FEDERAL W/H General Fund NON - DEPARTMENTAL 4,968.86 4/10/12 FICA W/H General Fund NON - DEPARTMENTAL 2,089.21 4/10/12 MEDICARE W/H General Fund NON - DEPARTMENTAL 721.27 4/10/12 FICA W/H General Fund Administration 814.95 4/10/12 MEDICARE W/H General Fund Administration 190.59 4/10/12 FICA W/H General Fund Finance 300.98 4/10/12 MEDICARE W/H General Fund Finance 70.39 4/10/12 FICA W/H General Fund Planning 294.67 4/10/12 MEDICARE W/H General Fund Planning 68.91 4/10/12 FICA W/H General Fund Protective Inspections 180.18 4/10/12 MEDICARE W/H General Fund Protective Inspections 42.14 4/10/12 FICA W/H General Fund City Engineer 153.05 4/10/12 MEDICARE W/H General Fund City Engineer 35.79 4/10/12 FICA W/H General Fund Public Works 718.01 4/10/12 MEDICARE W/H General Fund Public Works 167.95 4/10/12 FICA W/H General Fund Parks & Recreation 244.80 4/10/12 MEDICARE W/H General Fund Parks & Recreation 57.24 04 -19 -2012 09:57 AM C O U N C I L REPORT BY VENDOR- APRIL 23, 2012 PAGE: 2 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT 4/10/12 FICA W/H Southshore Communi Senior Community Cente 4.77 4/10/12 MEDICARE W/H Southshore Communi Senior Community Cente 1.12 4/10/12 FICA W/H Water Utility Water 235.80 4/10/12 MEDICARE W/H Water Utility Water 55.15 4/10/12 FICA W/H Sanitary Sewer Uti Sewer 76.73 4/10/12 MEDICARE W/H Sanitary Sewer Uti Sewer 17.95 4/10/12 FICA W/H Stormwater Managem STORMWATER MANAGEMENT 60.10 4/10/12 MEDICARE W/H Stormwater Managem STORMWATER MANAGEMENT 14.04 TOTAL: 11,584.65 FINANCE AND COMMERCE 4/23/12 2012 BIT SEAL COAT OF STRE Street Capital Imp Street Capt Improvemen 174.57 TOTAL: 174.57 GOPHER STATE ONE CALL 4/23/12 MAR SVC Water Utility Water 78.45 4/23/12 MAR SVC Sanitary Sewer Uti Sewer 78.45 TOTAL: 156.90 HACH COMPANY 4/23/12 CHEMICAL REAGENTS WATER TE Water Utility Water 341.90 TOTAL: 341.90 HAWKINS, INC. 4/23/12 CHEMICALS WATER Water Utility Water 2,329.81 4/23/12 CHLORINE Water Utility Water 92.51 TOTAL: 2,422.32 HENN CTY INFO TECHNOLOGY DEPT 4/23/12 800MHZ RADIO General Fund Public Works 64.00 TOTAL: 64.00 HENN CTY TREASURER 4/23/12 24620 SMTWN RD- 33117231300 Community Infrastr Community Infrastructu 1,380.12 4/23/12 36- 117 -23 -13 -0040 Stormwater Managem STORMWATER MANAGEMENT 309.69 TOTAL: 1,689.81 ICMA RETIREMENT TRUST - 302131 -457 4/10/12 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 1,535.96 4/10/12 P/R DEDUCTS - DEFERRED COM General Fund NON - DEPARTMENTAL 127.54 TOTAL: 1,663.50 J. BECHER & ASSOC., INC. 4/23/12 C.H. SECURITY MONITOR General Fund Municipal Buildings 537.44 TOTAL: 537.44 KEN JARCHO INSURANCE 4/23/12 POL #51058982 - UNITED F & C General Fund Municipal Buildings 846.00 4/23/12 POL #9060060850629510 -INLA General Fund Municipal Buildings 573.00 TOTAL: 1,419.00 LINK, CLARE T. 4/23/12 PARK COMM MTG 4/10/12 General Fund Parks & Recreation 220.00 TOTAL: 220.00 MALKERSON GUNN MARTIN LLP 4/23/12 GENERAL MATTERS General Fund Professional Svcs 1,850.00 4/23/12 PERSONNEL General Fund Professional Svcs 481.00 4/23/12 AQUATIC INVASIVE -5490 VINE General Fund Municipal Buildings 841.75 TOTAL: 3,172.75 MIDWEST MAILING SYSTEMS, INC. 4/23/12 NEWSLETTER POSTAGE General Fund Administration 500.00 TOTAL: 500.00 MIDWEST PLAYSCAPES, INC. 4/23/12 6 RECTANGULAR PICNIC TABLE Park Capital Impro Park Capital Improveme 7,917.30 TOTAL: 7,917.30 04 -19 -2012 09:57 AM C O U N C I L REPORT BY VENDOR- APRIL 23, 2012 PAGE: 3 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT MISC. VENDOR MCCARTHY MARY 4/23/12 CARDIO KICK BOXING CLASS 4 Southshore Communi Senior Community Cente 315.00 TOTAL: 315.00 MN DEPT OF REVENUE 4/10/12 STATE W/H General Fund NON - DEPARTMENTAL 2,114.98 TOTAL: 2,114.98 MN STATE PATROL 4/23/12 2012 DECALS General Fund Public Works 20.00 TOTAL: 20.00 NCPERS MINNESOTA 4/10/12 UNIT #762400 MONTHLY LIFE General Fund NON - DEPARTMENTAL 32.00 TOTAL: 32.00 OFFICE DEPOT 4/23/12 GEN SUPPLIES General Fund Administration 39.57 TOTAL: 39.57 PERA 4/10/12 P/R DEDUCTS -PERA General Fund NON - DEPARTMENTAL 3,281.38 4/10/12 P/R DEDUCTS -PERA General Fund Administration 967.13 4/10/12 P/R DEDUCTS -PERA General Fund Finance 374.45 4/10/12 P/R DEDUCTS -PERA General Fund Planning 383.99 4/10/12 P/R DEDUCTS -PERA General Fund Protective Inspections 246.77 4/10/12 P/R DEDUCTS -PERA General Fund City Engineer 178.97 4/10/12 P/R DEDUCTS -PERA General Fund Public Works 896.58 4/10/12 P/R DEDUCTS -PERA General Fund Parks & Recreation 288.93 4/10/12 P/R DEDUCTS -PERA Southshore Communi Senior Community Cente 5.57 4/10/12 P/R DEDUCTS -PERA Water Utility Water 297.63 4/10/12 P/R DEDUCTS -PERA Sanitary Sewer Uti Sewer 95.32 4/10/12 P/R DEDUCTS -PERA Stormwater Managem STORMWATER MANAGEMENT 71.07 TOTAL: 7,087.79 SETON IDENTIFICATION PRODUCTS 4/23/12 FIRE CODE DECALS General Fund Municipal Buildings 175.42 TOTAL: 175.42 SHOREWOOD TRUE VALUE 4/23/12 HOSE General Fund Public Works 7.46 4/23/12 HOSE RETURN General Fund Public Works 4.92- 4/23/12 PLUMBING General Fund Public Works 20.01 4/23/12 BRACKETS General Fund Public Works 10.24 4/23/12 PLUMBING General Fund Public Works 20.28 4/23/12 DECAL #'S General Fund Public Works 18.34 4/23/12 PART PARK General Fund Parks & Recreation 5.41 4/23/12 PAINTS Water Utility Water 19.30 4/23/12 SPRAYER Sanitary Sewer Uti Sewer 7.03 TOTAL: 103.15 SO LK MTKA POLICE DEPT 4/23/12 HENN CTY PROCESSING FEE General Fund Police Protection 324.35 TOTAL: 324.35 SPRINT 4/23/12 03/13 -04/12 SVC Water Utility Water 62.27 4/23/12 03/13 -04/12 SVC Sanitary Sewer Uti Sewer 62.28 TOTAL: 124.55 SUN NEWSPAPERS 4/23/12 ORD. NO. 494 - 04/05 General Fund Administration 71.94 TOTAL: 71.94 SUN PATRIOT NEWSPAPERS 4/23/12 ORD NO. 493 General Fund Administration 55.13 4/23/12 CITY CODE - 04/14 & 4/21 General Fund Administration 75.90 TOTAL: 131.03 04 -19 -2012 09:57 AM VENDOR SORT KEY C O U N C I L REPORT BY VENDOR- APRIL 23, 2012 PAGE: 4 DATE DESCRIPTION FUND DEPARTMENT AMOUNT TONKA UNITED SOCCER ASSN TWIN CITY WATER CLINIC UPS WELLS FARGO HEALTH BENEFIT SVCS WENCK ASSOCIATES, INC. WESTSIDE WHOLESALE TIRE & SUPPLY XCEL ENERGY ZARNOTH BRUSH WORKS, INC 4/23/12 REFUND OVERPAID USER FEES General Fund NON - DEPARTMENTAL 830.00 Finance 5,164.83 General Fund Planning TOTAL: 830.00 Protective Inspections 4/23/12 COLIFORM BACTERIAS Water Utility Water 100.00 Public Works 12,366.44 General Fund Parks & Recreation TOTAL: 100.00 Senior Community Cente 4/23/12 WATER TESTING - 03/08 Water Utility Water 6.45 Sewer 1,314.64 Stormwater Managem STORMWATER MANAGEMENT TOTAL: 6.45 TOTAL: 4/10/12 P/R DEDUCTS -HSA General Fund NON - DEPARTMENTAL 1,074.60 TOTAL: 1,074.60 4/23/12 PROJ 2739 -01 APPLE RD CHAN Stormwater Managem STORMWATER MANAGEMENT 766.09 TOTAL: 766.09 4/23/12 TIRES SWEEPER General Fund Public Works 665.16 4/23/12 F350 TIRES General Fund Public Works 482.13 TOTAL: 1,147.29 4/23/12 5655 MERRY LANE General Fund Parks & Recreation 10.96 TOTAL: 10.96 4/23/12 BROOMS SWEEPER General Fund Public Works 114.36 TOTAL: 114.36 * *PAYROLL EXPENSES 4/09/2012 - 99/99/9999 General Fund Administration 13,339.69 General Fund Finance 5,164.83 General Fund Planning 5,296.49 General Fund Protective Inspections 3,403.76 General Fund City Engineer 2,468.59 General Fund Public Works 12,366.44 General Fund Parks & Recreation 3,985.32 Southshore Communi Senior Community Cente 76.86 Water Utility Water 4,105.15 Sanitary Sewer Uti Sewer 1,314.64 Stormwater Managem STORMWATER MANAGEMENT 980.35 TOTAL: 52,502.12 04 -19 -2012 09:57 AM VENDOR SORT KEY C O U N C I L REPORT BY VENDOR- APRIL 23, 2012 DATE DESCRIPTION FUND DEPARTMENT PAGE: 5 AMOUNT GRAND TOTAL: 110,013.49 ------------------------- - - - - -- TOTAL PAGES: 5 FUND TOTALS = _______________ 101 General Fund 82,659.30 402 Park Capital Improvements 7,917.30 404 Street Capital Improvemen 174.57 450 Community Infrastructure 1,380.12 490 Southshore Community Ctr. 456.27 601 Water Utility 13,183.24 611 Sanitary Sewer Utility 2,041.35 631 Stormwater ManagementUtil 2,201.34 GRAND TOTAL: 110,013.49 ------------------------- - - - - -- TOTAL PAGES: 5 ® #3B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Multiple Dock Facility License - Shorewood Yacht Club, 600 West Lake St Meeting Date: April 23, 2012 Prepared by: Jean Panchyshyn, Deputy Clerk Reviewed by: Brad Nielsen, City Planner Attachments: Multiple Dock Facility License Application Policy Consideration: The City Code section 1201.24, Subd. 10, requires the Shorewood Yacht Club, located at 600 West Lake Street, to apply for a Multiple Dock Facility License. Background: This is the Shorewood Yacht Club's annual multiple dock facility license application. City Code section 1201.24, Subd. 10 states that renewal of the license shall be granted provided the operation is in conformance with the terms of the conditional use permit. As indicated on the application, the owner agrees to arrange for necessary inspections to ensure that the property is in compliance with the city code. A site inspection will be conducted when the slips are occupied in the summer. Per the CUP, the applicant has submitted a plan showing where the five non - rental boats will be moored. Financial or Budget Considerations: The fee for the license is $2.00 per boat slip. The applicant has 117 boat slips and has paid the fee of $234.00. Options: As the license requirements have been met, and the owner has agreed to a site inspection, which will be conducted in the early summer, approval of the Multiple Dock Facility License application for 2012 is in order. Recommendation / Action Requested: Approval of the Multiple Dock Facility License application for the Shorewood Yacht Club for the year 2012. Next Steps and Timelines: Staff will issue the License for the Multiple Dock Facility for the Shorewood Yacht Club for the year 2012, and conduct a site inspection in early summer when the slips are occupied. Connection to Vision / Mission: Inspection of the site for compliance with the city code requirements satisfies the mission of providing quality public service, and providing a healthy environment for residents and users of the Shorewood Yacht Club. 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 MULTIPLE DOCK FACILITY LICENSE SITE CITY OF APPLICATION SHORLWOOD 5755 COUNTRY CLUB ROAD- SHOREWOOD, MWNESOTA 55331 (952) 474 -3236 PLANNING AND PROTLCTIVL INSPECTIONS (Please Print or Type) LoC Block: P.I.N.: 3 — ! d � ` J -_ � � j � a 3 � � �) 7 - J c20 ` i)f?l V OWNER r Name: �TJ/��s �� (�j Telephone:( _ Address: (State) AGENT OR MANAGEMENT REPRESENTATIVE (if different than owner) Address: Vipcode) (State) (zipc.odc) NUMBER OF BOAT SLIPS (AUTHORIZED BY CONDITIONAL USE PERMIT AND LMCD) (Date) (Inspector) Initial Compliance: Follow -up: Approved: (Compliance Official) (Date). In signing this application, I hereby acknowledge that I have reviewed the requirements of the Lakeshore Recreational Zoning District and agree to arrange for necessary inspections to ensure that my property complies with the Code. J Signa ure f Owner of Ag q� t Date (Office Use Only- Do Not Write In Shaded Area) ZONING LICENSE FEE District ___ __ Fee Per Unit: Conforming Use El No. of Boat Slips: x - -- Nonconforming Use ❑ Total Fee: - «'S`. a Receipt No. 60 U INSPECTIONS Date: °1"tB - _ i (Date) (Inspector) Initial Compliance: Follow -up: Approved: (Compliance Official) (Date). In signing this application, I hereby acknowledge that I have reviewed the requirements of the Lakeshore Recreational Zoning District and agree to arrange for necessary inspections to ensure that my property complies with the Code. J Signa ure f Owner of Ag q� t Date ® #3C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Excelsior Firefighters Relief Association Fundraising Event - Friday, July 20, 2012 Meeting Date: April 23, 2012 Prepared by: Jean Panchyshyn, Deputy Clerk Reviewed by: Larry Brown, Interim Administrator and Brad Nielsen, Planning Director Attachments: Resolution Policy Consideration: To comply with the city's license and permit requirements, the Excelsior Fire Relief Association has submitted a Special Event Permit Application and a 3.2 Percent Malt Liquor License Application for its annual Fundraising Dance event on Friday, July 20, 2012. Background: The Excelsior Firefighters Relief Association (EFRA) has submitted the following documents in support of its annual fundraising event (dance) at the Fire Station located at 24100 Smithtown Road on Friday, July 20. The event will take place between the hours of 4:00 P.M. and midnight. This will be the 28th year that the EFRA has held this fundraising event. This will be the eighth year this event has been held at the Fire Station at 24100 Smithtown Road. It is the EFRA's only fundraising event, and has historically been profitable. 1) Temporary 3.2 Percent Malt Liquor License This is a temporary license to serve 3.2 percent malt liquor on the day of the event, July 20, 2012, between the hours of 4:00 P.M. and midnight. Prior to the event, the individuals serving alcohol will be attending an alcohol training session provided by the South Lake Minnetonka Police Department. The city has received the Certificate of Liquor Liability Insurance. The EFRA is requesting the $25 license fee be waived, as in past years, as the City is a member of the Excelsior Fire District. As all required documents have been submitted, a resolution is attached for Council consideration. 2) Special Event Permit. The applicant has submitted a Special Event Permit application. The applicant proposes to provide shuttle service to the site from downtown Excelsior. Parking is also available at Shorewood City Hall and the Southshore Center parking lots. On- street parking will not be allowed on Echo Road, Shorewood Lane or Minnetonka Drive. The Special Event permit has been approved by the Zoning Administrator, the EFD Fire Chief, and the SLMPD. As in past years, the EFRA will coordinate additional law enforcement needs with the SLMPD. A copy of the Special Event Permit application is attached. Financial or Budget Considerations: Waiver of the $25.00 3.2 percent malt liquor license fee, as the city is a member of the Excelsior Fire District Options: 1) Approval of the 3.2 Percent Temporary Malt Liquor License and Special Event Permit 2) Denial of the 3.2 Percent Temporary Malt Liquor License and Special Event Permit 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 Recommendation / Action Requested: Approval of the following permits in support of the Excelsior Firefighters Relief Association annual fundraising dance on July 20, 2012, from 4:00 P.M. to midnight, at 24100 Smithtown Road: 1) Adopt a Resolution approving the Temporary 3.2 Percent Malt Liquor License, and to waive the $25 license fee, as the City is a member of the Excelsior Fire District; 2) Approval of the Special Event Permit. Next Steps and Timelines: Staff will issue the temporary 3.2 percent malt liquor license and the special event permit. Connection to Vision / Mission: Submission of the temporary 3.2 percent malt liquor license and the special event permit complies with the mission of providing quality public service, as this event financially supports the public safety for south lake residents, and approval of said license and permit provides the public with an attractive, safe, and fun for the whole family, amenity. CITY OF SHOREWOOD RESOLUTION NO. 12- A RESOLUTION APPROVING A TEMPORARY 3.2 PERCENT "ON- SALE" MALT LIQUOR LICENSE WHEREAS, the Shorewood City Code, Section 402 provides for the licensing of the sale of 3.2 percent malt liquor in the City; and WHEREAS, said Code provides that an applicant shall complete an application, and shall fulfill certain requirements concerning insurance coverage, and; WHEREAS, the applicant has satisfactorily completed an application, and has fulfilled the requirements for the issuance of a temporary license for the "on- sale" of 3.2 percent malt liquor: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: That a temporary license for the "on- sale" of 3.2 percent malt liquor be issued to the Excelsior Fire Fighters Relief Association for its fundraising event on July 20, 2012 from 4:00 P.M. to Midnight, at 24100 Smithtown Road. BE IT FURTHER RESOLVED by the City Council of the City of Shorewood that the Temporary 3.2 Percent malt liquor license fee be waived. ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 23 day of April, 2012. ATTEST Christine Lizee, Mayor Larry Brown, Interim City Administrator /Clerk j MAR 9 201 SPECIAL EVENT CITY OF swlORv>i® WIT APPLICATION SHORE VV OOD (Pursuant to City Code, Chapter 505) 5755 Country Club Road • Shorewood, Minnesota 55331 952.960.7900 Fax: 952.474.0128 (Please Print or Type) Today's Date - ( Application Fee: Receipt 4 n/a Event to be Registered: Any person or persons sponsoring a event at which it may reasonably be anticipated that there will be more than 75 persons in attendance shall, prior thereto, register such event with the City Cleric, giving the location, date, tinge, purpose, names of all sponsors, and the number of persons anticipated will be in attendance. Permit for Additional Events: Within a period of 6 months following such event, no additional event(s), at which it may reasonably be anticipated that there will be more than 75 persons in attendance, shall be permitted at the same location unless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council. Application for such permit shall be made to the City Clerk. Event Location: ,t : �.I�, : .�� I r Date of Event: Number of Persons (anticipated) to Attend. Time t Z' Purpose "' Sponsor's Naine(s) ° » : Daytime Phone 4: - 7 ,13 Evening Phone # vv-- c -- Special Parking or Safety Provisions (e.g., traffic control, parking, pedestrian access): t ;L1 u sys #u-" CI-S Enforcement Apolice officer may order all persons present in any such group or gathering from which such noise emanates, other than the owners or tenants of a dwelling unit, to immediately disperse from said event in lieu of being charged under this Chapter should the continued health, safety, comfort, acid repose of tyre public be inj eopardy, or if the event is in violation of the provisions of Chapter 501 of the Shorewood City Code. Failure to comply with the conditions of the Special Events Pen may result in police enforcement. ROAD WAYMUST REM,41N PASS LE FOR EMERGENCY VEHICLES! Applicant's Signature: Date: 1 Allow 5 business days for processing For Office Use Only SLMPD: Fire Marshal: Zoning Administrator: City Administrator: Date: Date: Date: Date: Original: City of Sharewood, 5755 Country Club Road, Shorewood, MN 55331 Copy to: south Lake Mitmetonka Police Department, Fire Marshal, Applicant E.F.R.A. Event Parking July 20,2012 1) Handi -cap parking on site (east side of station) 2) Limited near site parking ( Shorewood P.W. lot and City hall lot) 3) Buses pick -up at Gary's First Class Car Care — (parking in east and west lots in Excelsior) 1: (2 #9B U2 MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Storm Sewer Repairs Meeting Date: April 23, 2012 Prepared by: James Landini Reviewed by: Jean Panchyshyn Attachments: Quote tabulation Policy Consideration: None Background: The storm sewer discharging into Silver Lake near Silverwood Park has had a long time sedimentation challenge. Shorewood cleaned out the outlet in 2011 and has a sediment removal tank under contract for installation this summer. Staff had the sewer feeding this outlet televised and identified the following repairs: 22 storm structures with poor condition adjusting rings and 5 pipe defects. The project will be located on Covington Road near Silverwood Park, Old Market Road near Waterford Place and Chartwell Hill, and on Chartwell Hill near Old Market Road. Staff requested quotes from 7 contractors and received 4 quotes. Kusske Construction Company is the lowest quoter, their quote did not acknowledge the addendum in writing but acknowledged the addendum verbally and indicated an early start date to complete the project in time for the Tour de Tonka. Financial or Budget Considerations: Kusske Construction Company is the lowest quoter with a quote of $58,275.00. The stormwater fund budgets $50,000 for contractual repairs. Approving this project would create an over budget situation of $8,275. Options: 1. Direct staff to work with Kusske Construction Co. for the repair project. 2. Direct staff to utilize a different contractor. 3. Do nothing. Leaves the storm sewer in poor condition. Recommendation / Action Requested: Direct staff to work with Kusske Construction Company for the repair project. Next Steps and Timelines: Issue a purchase order and notify residents. Begin repairs. Connection to Vision / Mission: Maintaining the infrastructure is a sound financial strategy and provides 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 City of Shorewood Quote Summary Tabulation 2012 Storm Repairs Shorewood City Project No. 12 - 04 Bids Opened: i0:8OA^K4. Engineer: City mfShorewood 16-Apr-12 I | hereby certify that this tabulation is a correct and true representation of the quotes received on this date for this Improvement Project Date Date LOCATION MAP Tama Ba > ol x ""T, � Dl DOE, 9] ` Lake rinewasht& x L rca r� �d 14a gianal Park // nr 4A D t w ,Aron,;' LEGEND __.._.._..._._. BIOLOG SILT FENCE _—EXISTING SANITARY SEWER EXISTING CULVERTS - -I EXISTING WATERMAIN O ADJUST FRAME & RING 0 REPOUR INVERT INTERNAL JOINT SEAL 100 FEET NOTES PHIL TIPKA 612- 280 -1637 TO INSPECT THE LOCATIONS OF EXISTING UTILITIES �H 0 q THAT ARE SHOWN ARE SHOWN IN AN 16 ,, 3A APPROXIMATE WAY ONLY. IT IS NOT GUARANTEED THAT ANY OR ALL lq 11 1i EXISTING UTILITIES ARE SHOWN. THE I I ml 0 `, '•,.. .___... ....._..µn.._..__._....�..r..w. O >F t m . N E w # CONTRACTOR SHALL DETERMIN THE I EXACT LOCATION OF ALL EXISTING T UTILITIES BEFORE COMMENCING WORK. g CONTRACTOR AGREES TO BE FULLY 1O Iq RESPONSIBLE FOR ANY AND ALL DAMAGES WHICH MIGHT BE OCCASIONED BY HIS FAILURE TO EXACTLY LOCATE AND PRESERVE ANY AND ALL UTILITIES. 2012 STORM SEWER I REWSIDN ND. EREDY CERTIFY TUT TNIS PLAN, SPECIFICATO OR REPORT SCALE: AS NOTED 1 W 5 PRE RM PREPARED B y OR UNDER MY OIRECT SUPPESEE EXPLANATION AND DATE �] I NAT I Au a DULLY REGISTERED PROFESSIONAL ENGINEER UNDER � REP AIR UNDER NE LAWS OF NE STATE OF MINNESOTA P4y 9 Ot— gy JAL JAL 16 } - [ C11EOtFD 8Y: PRO.IECT NO I 79 JAMES A. LAND+NI 12 — 04 SHOREWOOD, MINNESOTA 3�3Dnz 44939 IRCDDRO CMY DY DAiE ° " { 3/30/12 i ® #9C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Lift Station 5 & 6 Rehabilitation Proposals Meeting Date: April 23, 2012 Prepared by: James Landini Reviewed by: Jean Panchyshyn Attachments: Tabulation Policy Consideration: None. Background: Lift station 6 at 27950 Smithtown Road and lift station 5 at 27135 Edgewood Road are scheduled for rehabilitation in the Capital Improvement Program (CIP). The lift stations were built in 1972 for lift station 6 and 1970 for lift station 5. A request for proposals for rehabilitation design services was sent to the consultant pool and the results are summarized on the attached tabulation. Bolton and Menk, Inc. is the lowest proposer at $23,365.00. Financial or Budget Considerations: If approved, fees for the consultant professional design services will be funded by the Sanitary Sewer Fund. The 2 rehabilitation projects were budgeted for in the CIP. Options: 1. Direct staff to work with Bolton and Menk, Inc. to design the rehabilitation of lift stations 5 & 6. 2. Direct staff to work with a different consultant. 3. Do nothing. Recommendation / Action Requested: Direct staff to work with Bolton and Menk, Inc. to design the rehabilitation of lift stations 5 & 6. Next Steps and Timelines: Council considers authorizing an ad for bid at 6/11/12 meeting, staff opens bids on 7/11/12, and Council considers bids at 7/23/12 meeting. Connection to Vision / Mission: Maintaining the infrastructure is a sound financial strategy and provides 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 City of Shorewood Quote Summary Tabulation 2012 Lift Station 5 & 6 Rehabilitation Shorewood City Project No. 12 - 06 Proposals Opened: 10:00 A.M. Engineer: City of Shorewood |horeby certify that this tabulation isa correct and true representation of the quotes received on this date for this Improvement Project !James Landini, City Engineer Date Date 27135 Edgewood Rd, Excelsior, MN 55331 to 27950 Smithtown Rd, Exec... http: / /maps.google com/maps9hl -en&tab�] 1 of 2 4/19/2012 2:09 PM To see all the details that are visible on the Goole screen, use the "Print" link neat to the map. ® #3F MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Authorize Expenditure of Funds for replacement signs Meeting Date: 4/23/12 Prepared by: James Landini Reviewed by: Jean Panchyshyn Attachments: Newman signs quote Policy Consideration: Should the city proceed with replacing stop signs and no parking signs that are in poor condition? Background: At the 11/28/11 Council Work Session, Council had consensus to replace the known poor condition signs. Staff found 104 poor stop signs and 116 poor no parking signs in the inventory and requested cost data from 4 vendors. Signs are items on the State Purchase Contract with 30 "x30" stop signs being $28.50 each on that contract. The state contract supplier is Lyle Signs. Newman signs seem to want the business so they charge $27.41 per 30 "x30" stop sign. M &R Signs charges $28.31 per 30 "x30" stop sign which is also below State Contract. MNDOT specifies the 30 "x30" stop sign as the minimum size and specifies that size for single lane each direction roads. The sheeting material has a 10yr warranty. The no parking signs chosen for the quote are a 12" x 12" R8 -3A sign. The sign has a P with the slashed circle. It is the minimum size specified in the Minnesota Manual On Traffic Control Devices. Hennepin County uses this symbol along Co Rd. 19 and 15. I did not measure Hennepin County's sign to match sizes. Financial or Budget Considerations: From the budget discussions there was $6,000 slated in materials and supplies of the public works services for sign replacement. I have worked with Newman Signs to obtain as many signs and hardware as possible within that budget amount. Options: 1. Direct staff to work with Newman Sign Co. for the replacement signs. 2. Direct staff to utilize a different supplier. 3. Do nothing and leave the signs in poor condition. Recommendation / Action Requested: Direct staff to work with Newman Sign Company for the replacement signs. Next Steps and Timelines: Issue a purchase order, and after receipt of products, schedule with public works to install the replacements. 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 Connection to Vision / Mission: Maintaining the infrastructure is a sound financial strategy and provides quality public services. 0 11-1 ■ TRAFFIC SIGNS 411812012 TO: JAMES LANDINI FAX: 0 EMAIL: 0 RE: QUOTE PAGES: 1 FROM: CHRISTINE/ ZEE 1606 6TH Ave SW P.O. Box 1728 Jamestown, ND 58402 -1728 Toll Free: (800)437 -9770 Phone: (701)252 -1970 Fax: (701)252-9213 Email: Customer ID # SHO000 Customer Name CITY OF SHOREWOOD PO # 0 We are pleased to quote you the following: LINE NO. PART # UM — Description QTY — UNIT PRICE EXTENDED COMMENTS SIZE1 SIZE2 1 T- R1- 13012A3A EA STOP 104 $27.41 $2,850.64 .080 -HIP -1 POST PUNCH 30" 30" 2 T- R8- 3A1 2/213A EA NO P SYM 116 $8.70 $1,009.20 .080 - HIP -1 POST PUNCH 12" 12" 3 T- BLT- C- A -C2.5 EA BOLT CARRIAGE 5116 IN X 2 V2 IN 1000 $0.53 $530.00 1 5116" 2.5" 4 T- NTS -H -A -C EA NUT HEX 5116 IN 1000 $0.06 $60.00 5116" 0 5 T- WSH- F- N -D -3M EA WASHER FLAT 3/8 IN (3M) 1000 $0.10 $100.00 318" 0 0 0 0 0 0 0 0 0 TOTAL $4,549.84 MN TAX $312.80 FREIGHT1 $0.00 FREE FREIGHT ORDER TOTAL $4,862.64 *** Shipping - 3 week ship date aro "* FOB: Destination on orders over $1000.00 - EXCLUDING Oversize Items ** Examples: Posts, Cones, Barricades, Oversized Signs, etc... * ** All signs quoted on .080 gauge 5052 H38 non- recycled aluminum unless othervrise specified. We manufacture signs to meet all state and federal highway specifications. * ** Custom signs are manufactured on request. * ** Quotes are good for 30 days. Thank you for your business! Your Newman Signs Sales Rep is CHRISTINE / ZEE 1: (2 #3G U2 MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Approve Agreement between SLMPD and City of Excelsior for summer dock and park patrol services Meeting Date: April 23, 2012 Prepared by: Larry Brown, Interim City Administrator Reviewed by: Jean Panchyshyn Attachments: Police Chief's memo; 2012 Park and Dock Patrol Services proposal Policy Consideration: Consider approval of the 2012 agreement between the SLMPD and the City of Excelsior for the provision of summer dock and park patrol services. Background: Each year, the City of Excelsior enters into an agreement with the SLMPD for dock and park patrol services. The Joint Powers Agreement allows a member community to contract with the SLMPD for additional services as long as these services do not use existing SLMPD staff. All costs are the responsibility of the contracting city and the other member cities must approve the agreement. Financial or Budget Considerations: There are no financial considerations. Options: Approve the agreement between Excelsior and the SLMPD; deny approval; or request additional information. Recommendation / Action Requested: Staff recommends Council approve, by motion, the agreement between Excelsior and the SLMPD for the year 2012 summer dock and park patrol services. Next Steps and Timelines: Staff will notify the SLMPD and City of Excelsior of the approval. 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 SOUTH LAKE MINNETONKA POLICE DEPARTMENT Serving Excelsior, Greenwood, Shorewood and Tonka Bay BRYAN LITSEY Chief of Police 24150 Smithtown Road Office (952) 474 -3261 Shorewood, Minnesota 53331 Fax (952) 474 -4477 M E M ORANDU M TO: Larry Brown, Acting Shorewood City Administrator FROM: Bryan Litsey, Chief of Police DATE: April 19, 2012 - Thursday RE: City of Excelsior - 2012 Seasonal Park and Dock Patrol Services The South Lake Minnetonka Police Department ( SLMPD) is once again planning to provide park and dock patrol services this summer for the City of Excelsior. The proposal prepared by the SLMPD is similar to last year and was approved by the Excelsior City Council at their meeting on April 16, 2012. Pursuant to the Joint Powers Agreement, as amended in 2006, each member city council needs to take action on this matter prior to services being provided. I would appreciate this item being included on your next council meeting agenda with a recommendation for approval. Once council action is taken, please let me know the outcome by e -mail. As always, please give me a call if you have any questions regarding this matter. Recommended Motion: Motion to approve the South Lake Minnetonka Police Department providing Park and Dock Patrol Services for the City of Excelsior in 2012 as mutually agreed upon by both parties. Cc: Mayor Chris Lizee, City of Shorewood Park and Dock Patrol Services OEM City of Excelsior 2012 Summer Season Prepared by Chief Bryan Litsey OVERVIEW The focus of this proposal is on providing for the safe and orderly use of the Commons Park and Port of Excelsior as well as the security of the adjacent residential neighborhoods and business district. It is not profit driven as would typically be the case when such supplemental services are outsourced. The financial interest of the South Lake Minnetonka Police Department (SLMPD) is to recoup the direct expenses associated with providing these additional services specific to one member city. Taken into account is that the City of Excelsior is already contributing to the infrastructure of the SLMPD and that this increased presence during the busier summer months complements the overall delivery of services among all four member cities. The approach taken for providing park and dock patrol services will essentially be the same as last year with no change in the allocation and number of hours between job classifications. The tentative schedule will span between Memorial Day and Labor Day weekends, unless extended through mutual agreement. Staffing will be more heavily weighted on weekday evenings and weekends. The schedule is subject to change due to the availability of personnel, weather conditions and park usage. These adjustments have historically kept costs below the budgeted amount with last season being no exception. The personnel working this seasonal part -time employment will either be classified as a park police officer or a park service officer. The job classification of park police officer requires state licensor as a peace officer and thus is a more highly skilled position with additional duties and responsibilities. The job classification of park service officer is a civilian position with duties and responsibilities that do not require state licensor as a peace officer. The most current j ob descriptions for both classifications are included with this proposal. See Appendix A. SEASONAL PART -TIME POSITIONS Park Police Officer There are two individuals currently affiliated with the SLMPD that maintain their licensor as a police officer and have worked this seasonal part-time employment in the past. Both individuals have expressed an interest in returning this season. Their patrol district includes the central business and residential areas bordered by the following streets: Lake Street, West Lake Street, Third Street and Morse Avenue. The focus within this district is on traffic and parking enforcement along with other nuisance complaints such as excessive noise. Park and Dock Patrol Services - Initial Proposal (03/28/2012) City of Excelsior - 2012 Summer Season Page 2 of 3 Compensation for the job classification of park police officer follows the same self - adjusting hourly rate previously established by the SLMPD Coordinating Committee for fully- licensed police officers employed on a part-time basis. This hourly rate is based on the salary in the current labor agreement for an entry -level police officer. This is not only fair, but avoids a potential union issue. Benefits for this seasonal position are limited to providing uniforms and gear along with the training required to maintain their status as a licensed police officer. Park Service Officer Park service officers are civilian personnel with duties and responsibilities that do not require licensor as a police officer. Individuals working this seasonal part-time employment are normally already affiliated with the SLMPD as reserve officers and /or part-time community service officers. Park service officers are cross- trained so they can patrol the park, dock or both. Compensation for the job classification of park service officer is determined through an annual review process. The determination has been made that the 2012 pay rate will be the same as the previous season. Benefits for this seasonal position are limited to providing uniforms and gear along with the required amount of training. OTHER CONSIDERATIONS SLMPD Coordinator /Community Liaison An essential element of this proposal is having a person designated at the SLMPD to coordinate the daily operations of this seasonal program and to serve as a liaison with community members. David Hohertz will once again be taking on this seasonal role along with his many other duties and responsibilities as community service supervisor for the SLMPD. He has also maintained his licensor as a police officer and will be working one of the seasonal part-time positions of park police officer. Field Supervision One of the many benefits of having the SLMPD oversee park and dock patrol services is the direct supervision in the field. The on -duty patrol sergeant, or in his /her absence the senior on -duty patrol officer, will monitor the seasonal part -time personnel working on any given day. Such an arrangement is important not only for the effective delivery of these services, but from a risk management perspective as well. Governmental agencies are increasingly becoming the target of litigation when it comes to claims of negligent supervision of personnel, especially when it concerns law enforcement functions. The SLMPD assumes this supervisory role when providing park and dock patrol services for the City of Excelsior. Park and Dock Patrol Services - Initial Proposal (03/28/2012) City of Excelsior - 2012 Summer Season Page 3 of 3 Training Most, if not all, of the individuals that will be working this seasonal part-time employment are already affiliated with the SLMPD. This means they are familiar with SLMPD operations and have received training commensurate with their job classification of either park police officer or park service officer. They are allowed to carry certain self - defense equipment if properly trained and authorized by the SLMPD. Any training deficiencies will be addressed by the SLMPD. Prior to the start of the season, a meeting will be held with all the personnel working this detail to make sure everyone has a clear understanding of their duties and responsibilities. Cost to Excelsior All - inclusive hourly rates have been established for the job classifications of park police officer and park service officer. These are based on actual payroll costs plus a five percent administration fee. See Appendix B. Park police officers will receive a modest pay increase of 0.75 percent based on the new labor agreement. Park service officers will receive the same pay as the previous year. The percentage contribution toward payroll taxes remains the same with a slight decrease in the workers compensation rate. It should be noted there is no required contribution to the state pension fund since these are seasonal part-time positions. The five percent administration fee is intended to recapture the overhead costs associated with the SLMPD administrating and supervising these additional services along with providing vehicles and equipment (radios, cellular phones, etc.). Uniforms, gear and training expenses are an additional expense for the City of Excelsior. These expenses will be less for returning personnel and more for new personnel. The attached spreadsheets show both the hourly rates for the aforementioned job classifications as well as the projected overall cost for the season based on the tentative work schedule. The SLMPD will work within a mutually agreed upon budget for providing these seasonal park and doc k patrol services and will not exceed this amount by more than five percent without prior approval from the City of Excelsior. This is with the understanding, however, that the SLMPD has the discretion within this financial limitation to allocate personnel and resources as deemed necessary to achieve the desired results. It should be noted that the sponsor of a special event requiring expanded park patrol coverage is responsible for the additional cost. CONCLUSION A considerable amount of time and effort has gone into preparing this proposal so that it represents an excellent overall value for the City of Excelsior. The SLMPD is committed to working with representatives from the City of Excelsior along with affected residents, business owners and the general public in finding the right balance between the expense of providing these services and providing for the orderly use of the park, municipal docks and surrounding areas. Park Police Office SOUTH LAKE MINNETONKA ISSUE DATE EFFECTWE DATE POLICE DEPARTMENT GENERAL ORDER 03/30/07 03/30/07 JOB DESCRIPTION DISTRIBUTION for PARK POLICE OFFICER ALL PERSONNEL REQUIREMENTS NUMBER 118 RESCINDS I18 - (Dated 04/27/06) (1) Must be licensed or eligible to be licensed as a police officer through the Minnesota Board of Peace Officer Standards and Training. (2) Must meet selection standards as mandated by the Minnesota Board of Peace Officer Standards and Training. (3) Have CPR and first aid training with First Responder or Emergency Medical Technician certification preferred. (4) Participate in a selection process as deemed necessary by the Chief of Police. Preference will be given to personnel currently affiliated with the South Lake Minnetonka Police Department who meet the eligibility requirements with a history of exemplary performance. NATURE OF DUTIES Park Police Officer is a seasonal part -time position in the City of Excelsior that requires state licensor as a police officer. It is not a union position given the temporary nature of the assignment and the job classification. The normal duration of this seasonal position is between Memorial Day Weekend and Labor Day Weekend, but may be extended longer depending on the need. Work performed is in accordance with department policies and procedures. The primary service area includes the Excelsior Commons Park and adjacent roadways along with the central business district and adjoining neighborhoods. This primary service area is bordered by the following roads: Lake Street, West Lake Street, Third Street and Morse Avenue. Duties are carried out in a manner consistent with community oriented policing and include general patrol, maintenance of order, prevention of crime, enforcement of state statutes /local ordinances, medical assistance and calls for service. Stamina is needed in order to be outside for extended periods of time on foot and bike patrol. Good communication skills and common sense are essential parts of this position. EXAMPLE OF WORK PERFORMED (1) Patrol the Excelsior Commons Park and adjacent roadways on foot, bike and in a police vehicle. Maintain high visibility as a deterrent to inappropriate behavior. PAGE 2 - REVISED GENERAL ORDER NUMBER 118 (2) Patrol the central business district and adjoining neighborhoods on foot, bike and in a police vehicle. Maintain high visibility as a deterrent to inappropriate behavior. (3) Assist the public as a goodwill ambassador for the City of Excelsior. (4) Enforce state statutes and local ordinances pertaining to criminal, traffic and nuisance violations. (5) Monitor and enforce parking meters. (6) Monitor and take appropriate action for the prohibited use and display of alcoholic beverages. (7) Take appropriate action to deal with boisterous and disorderly behavior as well as other inappropriate conduct. (8) Render medical assistance. (9) Account for lost and found property in the park. (10) Maintain daily activity logs and complete reports as required. (11) Testify in court when requested. (12) Perform such other work as directed or assigned by a supervisor. SOUTH LAKE MINNETONKA POLICE DEPARTMENT GENERAL ORDER JOB DESCRIPTION for PARK SERVICE OFFICER REQUIREMENTS DISTRIBUTION ALL PERSONNEL (1) High school graduate, with an interest in law enforcement preferred. (2) Physically able to perform job. NUMBER 146 RESCINDS 146 - (Dated 06/05/01) (3) Have a valid Minnesota Driver's License with a good driving record. (4) No substantive criminal record. (5) Have CPR and first aid training with First Responder or Emergency Medical Technician certification preferred. (6) Participate in a selection process as deemed necessary by the Chief of Police. Preference will be given to personnel currently affiliated with the South Lake Minnetonka Police Department who meet the eligibility requirements with a history of exemplary performance. NATURE OF DUTIES Park service officer is a seasonal part-time position in the City of Excelsior. Assignments include park and dock patrol, which normally extend from Memorial Day Weekend through Labor Day Weekend unless extended further. Park service officers are cross - trained so they can work either assignment. It is a civilian position that will require the wearing of a uniform as approved by the department. Enforcement authority is limited to what is allowable under Excelsior City Code (Section 1 -14). This includes ordinances dealing with parks, municipal docks, animals, parking and nuisance matters. Park service officers will be allowed to carry certain self - defense equipment if trained and approved by the department. They need to have the stamina to be outside on foot or bike patrol for extended periods of time. They should have good communication skills in order to present a positive image to the general public and be able to deter criminal and nuisance type violations. They need to use good common sense and be willing to call for assistance when situations warrant additional help from on -duty officers with the South Lake Minnetonka Police Department (SLMPD) and /or Water Patrol Deputies with the Hennepin County Sheriff s Department (HCSD). ISSUE DATE I EFFECTIVE DATE 03/30/07 1 03/30/07 PAGE 2 - REVISED GENERAL ORDER NUMBER 146 PARK PATROL - EXAMPLE OF WORK PERFORMED (1) Patrol the Excelsior Commons Park and adjacent roadways on foot, bike and in a police vehicle. Maintain high visibility as a deterrent to inappropriate behavior. (2) Assist the public as a goodwill ambassador for the City of Excelsior. (3) Enforce local ordinances as authorized by Excelsior City Code (Section 1 -14). (4) Monitor and enforce parking meters. (5) Monitor and take appropriate action for the prohibited use and display of alcoholic beverages. (6) Take appropriate action to deal with boisterous and disorderly behavior as well as other inappropriate conduct. (7) Render first -aid within skill level and call for assistance when needed. (S) Account for lost and found property in the park. (9) Maintain daily activity logs and complete reports as required. (10) Testify in court when requested. (11) Perform such other work as directed or assigned by a supervisor. DOCK PATROL - EXAMPLE OF WORK PERFORMED (1) Direct commercial and private boat traffic use of the Excelsior Municipal Docks. Keep outer pier open for approved watercraft, which requires checking to make sure boats in this area have the proper authorization. Monitor inner pier for violations and issue written warnings and /or citations as authorized by Excelsior City Code (Section 1 -14). (2) Foot patrol in the area of the Excelsior Municipal Docks (Port of Excelsior). (3) Assist the public as a goodwill ambassador for the City of Excelsior. (4) Take appropriate action to deal with boisterous and disorderly behavior as well as other inappropriate conduct. (5) Monitor and take appropriate action for the prohibited use and display of alcoholic beverages. PAGE 3 - REVISED GENERAL ORDER NUMBER 146 (6) Render first -aid within skill level and call for assistance when needed. (7) Notify HCSD Water Patrol Deputies of reported and/or observed water craft concerns on the lake. (S) Be well versed in communication equipment in order to monitor and be able to contact Hennepin County Dispatch, SLMPD Officers, HCSD Water Patrol Deputies and Charter Boat Employees. (9) Account for lost and found property in the park. (10) Maintain daily activity logs and complete reports as required. (11) Testify in court when requested. (12) Perform other duties as assigned by the Chief of Police and /or designee. �> , , ,, � � , � .- - , y: � , �, ,/.' �; 'I I I , / �/ / �, � 13 117 Seasonal Part -Time Positions Hourly Rate Payroll Taxes Workers Compensation Administration Fee Total (1) ( (3) Park Police Officer $24.17 $1.85 $0.82 $1.21 $28.05 Park Service Officer $14.00 $1.07 $0.47 $0.70 $16.24 (1) Employer Social Security & Medicare Tax Rates - 7.65% (2) Employer Workers Compensation Rate - 3.38% (3) SLMPD Administration Fee - 5.0% Notations: Additional Cost for Uniforms and Gear Figures Rounded 1 Part -Time Seasonal Positions Projected Hours Hourly Rate Total Amount Actual Total Cost - 2011 Season 2012 Season Total Park Police Officer Licensed Police Officer Position - Patrol Commons 272 $28.05 $7,630 Park and Central Business /Residential Areas Park Service Officer - Commons Park Civilian Position - Patrol Commons Park and Adjacent 390 $16.24 $6,334 Residential /Business Areas Park Service Officer - Municipal Docks Civilian Position - Patrol Port of Excelsior and 317 $16.24 $5,148 Municipal Docks Training $600 Uniforms and Gear $800 Total 979 $20,512 Projected Budget - 2011 Season 979 Plus Train & Training ? Uniforms $20,473 Actual Total Cost - 2011 Season $17,082 Figures Rounded Southshore Community Center 5735 Country Club Road, Shorewood, NIN 55331 Phone: (952) 474 -7635 Fax: (952) 474 -7977 Website: www.southshore- center.org To: Mayor and City Council From: Kristi Anderson — CRR Date: April 18, 2012 #6B 4 Y The heart of acrive diving Re: Agenda Item 6B — Southshore Community Center 2011 Year End Report & 2012 Activities Attached is a copy of the Southshore Community Center 2011 Year End Report on Operations provided by Director Kristi Anderson with assistance from Finance Director Dejong for your reference, discussion, and acceptance at the Council meeting of April 23 2012. Also attached is a 2012 activity listing of the Classes and Events currently scheduled at the SSCC. Anderson will attend the City Council meeting to answer questions regarding the year -end report, present a run -down of upcoming events, and invite you to participate in those activities, share your referrals, and seek your suggestions. Rev. 09/09/09 SOUTHSHORE COMMUNITY CENTER Southshore Community Center Southshore Community Center 201 1 ANNUAL REPORT ON OPERATIONS PROGRAMS AND EVENTS At the close of 201 1, the City of Shorewood and Community Rec Resources (CRR) renegotiated their annual contract increasing CRR hours to 35 hours per week, from the previous 17+ hours per week in the previous agreement. Under the new contract, CRR will continue to focus its efforts on expanding program offerings and community events for all ages, as well as, build relationships within the community and promote facility rentals as it has done the past two years. Despite a difficult economy, corporate and business clientele remained steady during the year, bringing in approximately 400 people for various business needs. While maintaining several of our annual partnerships, such as those with BNI (Business Networking Group), Emmaus Church, Gene German - Permit to Carry, Lucille Crow, and AAA Driving, CRR continues to strive to attract corporate groups such as Cargill, UPS, and General Mills. These, in addition to our commercial kitchen clients, such as Zoe's Gone Bananas, Beyond the Grain, and Extra Dough, are a staple as CRR continues to meet with potential small business `baking' clients to help them thru the process with the County. Although word of mouth continues to be our best advertising tool, CRR partnered with Saga Hill Cooking School to create and execute a Groupon Coupon promotion. As reported in a memo dated 8/1 1 /201 1, this marketing campaign delivered over a combined 7,000 website hits for the ad, and an estimated 1,056 Groupons sold for the cooking class at the SSCC. Groupon reported that the ad reached an estimated 400,000 people that would, likely, never have seen or heard of the SSCC before. While admittedly a short lived bump, the estimated 1,100 people that the Groupon brought in to the Center created an awareness for the Center that had not existed previously. CRR will continue to look for these potential partnerships for 2012. As noted in 2010, CRR goes to great lengths to bring attention to the Center by building relationships within the community and developing classes and events for people of all ages. One of the greatest assets built this past year was the approval and installation of the Digital Monument Sign on County Road 19, to the rear of the building, as well as the placement of the smaller directionals and City Hall monument sign. The positive impact of the digital sign was noticed immediately in October via more class inquiries and Page: Southshore Community Center registrations for those posted on the sign, inquiries into potential rental clients, and requests by instructors to utilize our space to host their classes. As a key `arrow in our quiver', CRR updates the sign daily to reflect and entice residents to our many offerings. While clearly a wonderful addition, CRR would suggest more be done to make the building `noticeable' from the back along County Road 19 so that people understand what the sign is `marking' — several comments we've heard from the public, despite the digital sign on our backside, who or where is the digital sign referring to. In addition to our popular features and community events, such as cooking classes with Chef Connie Blanchard, senior fitness classes, Graduation Expo, Oktoberfest, Community Wide Garage Sale, Garden Fair, Arctic Fever Princess Tea, Pampered Me Holiday Boutique and holiday parties, CRR continues to add numerous activities and provide an outlet for community offerings, such as "One Book, One Community library events, watershed public forums and city meetings, flu shots, election training and elections. Some of the most exciting additions to our programming calendar included Fused Glass Art classes, new Zumba & Cardio kick boxing, a Daddy- Daughter Cinderella Ball, Senior Safety Month guests from the Fire and Police Departments planned for spring of 2012, an upcoming Pampered Me Spring boutique, youth karate, and our prized new partnership with Mrs M, a children's educator and Naturalist, who began hosting youth classes and activities in late 201 1. We are very excited to continue to expand our youth programs with Mrs M in 2012. Sentiments voiced in 2010, echo in 201 1; as each and every day, new visitors discover the SSCC for the first time! In all, non - senior activities & non -park activities, via Registrationwerks (our online software registration system) which began full utilization in 201 1, brought in approximately 292 NEW registered participants to the SSCC pool. CRR used the first months of 2012 to learn the Registrationwerks software system and `clean- up', with the help of Registrationwerks training staff, the way that registrations can be tracked and reported to obtain a more accurate reflection of new users on an annual basis for the SSCC. These numbers do not include the estimated 1,100 Groupon visitors, the hundreds of people who attended community events, nor renters and their guests during the course of 201 1. IMPROVEMENTS As noted above, CRR presented concepts for coordinated new monument signs for the city parks, City Hall, and the SSCC, which were approved and installed throughout the summer and fall of 201 1. Through several fundraising initiatives, the SSCC raised $8,080 to be put towards the purchase and installation of a new digital sign. The City of Shorewood "age: 2 Southshore Community Center Council agreed to support this endeavor in good faith and made up the difference of $14,132 on the total $22,212 project. The SSCC digital sign is located to the rear of the SSCC building which fronts County Road 19, and has proven to be a worthwhile investment by the added visibility and contacts it has generated. USAGE INFORMATION Usage of the community center continues to be made up mainly by those residing in the south lake area; however, online registrations and sign -in sheets collected by CRR over the course of the year, tell an interesting story — the SSCC has begun to draw people from all across the metro. In addition to the five member cities, regular users of the facility come from Chanhassen, Chaska, Minnetonka, Victoria, Mound, Orono, Plymouth, etc. If we examine visitors drawn for our events or Groupon, in addition to our own 55331 zip code, many people are coming from Wayzata, Eden Prairie, Minneapolis, St Louis Park, and Plymouth as well. Based on the number of online registrations received during 201 1, 292 people participated in community center classes and activities (outside of senior programming). These numbers do not reflect people who would have called in their registrations and been written in on class rosters, these numbers could easily be a third higher. Of the online registrations only, approximately 65% of the participants reside in one of the five member communities. City Visitors Deephaven 9 or @ 3% Excelsior 32 or @ 1 1% Greenwood 4 or @ 1.5% Shorewood 124 or @ 43% Tonka Bay 20 or @ 7% The balance of online registrations, consisting of approximately 104, came from other cities. The bulk of these visitors reside in Mound (22), Plymouth (14), Minnetonka (13), Chanhassen (12), and Wayzata (8). To reiterate, these numbers do not reflect the 1,100 Groupon participants from across the metro area. While a majority of the cooking class participants reportedly came from the 55331 zip code area, high percentages were from Wayzata, Eden Prairie, Minneapolis, Page 3 Southshore Community Center Chanhassen, Plymouth, and St Louis Park. The Groupon information was previously provided to the City Council at the August 1 1, 201 1 meeting. SENIOR USAGE INFORMATION Under the oversight of the Southshore Senior Partners (SSSP), in coordination with CRR, area seniors are offered a variety of recreational and social activities such as cards, bridge, wood carving, mahjong, knitting, quilting, card crafting stamping, exercise classes, special programs, twice weekly lunches, and more. The senior participation numbers have remained strong with the addition of new revitalized and active opportunities offered at the SSCC. Based on the guest register, used to capture daily activity, 785 different individuals visited the Center on a regular basis (note, these counts do not include multiple visits by the same person). This data was compiled from Center sign in sheets maintained at the reception desk and represent people using the facility during normal business hours or special SSSP sponsored events when they can be reminded to sign in. They do not reflect patrons who attend larger community events such as Oktoberfest, parties and other privately held events. More than the 2010 figure of 751, (which itself had fallen from the 2009 figure of 799), CRR would contend that senior participants are on the rise with 785 visitors tracked in 201 1 who participate in Center activities on a regular basis. Of those visitors, about 53% reside in one of the five member communities and 47% are from other communities, which is consistent with 2010. There were 70 visitors that did not list a city. It is worth noting that attendance grew in Shorewood and Tonka Bay, two cities which distribute the SSCC flyers and brochures to their citizens; whereas, other member city attendance fell slightly. The five member cities visitor numbers are shown in the following table: City Visitors Deephaven 20 or @ 3% Excelsior 134 or @ 19% Greenwood 12 or @ 1.7 % Shorewood 180 or @ 25% Tonka Bay 36 or @ 5% Page 4 Southshore Community Center The City of Chanhassen represents the largest non - member city population of users with 78 (up from 58) or just about 1 1 %, followed by Minnetonka with 75 or just over 10.5 %. Of interest, other cities include visitors from as far as Eagan (5), Prior Lake (2), Edina (4), Apple Valley (3), to Chaska (14), Victoria (16), Spring Park (1 1), Maple Plain (7), Golden Valley (7), and neighbors such as Orono (15), Mound (15, and Wayzata (8). FINANCIALS Revenue While the key objective for the Shorewood City Council is moving the Community Center toward a break -even status, CRR urges the Council to view the Community Center as an asset or resource to the community, just as one would view a baseball field or playground. Based on historical data, and that from other community centers in the metro area, achieving a break -even status will be an ongoing challenge for the City. The operating revenue achieved in 201 1 was $72,229, which exceeded budget by $6,399. The SSCC generated $94,382 in total revenues. The graph below shows the revenue for the Center in 2010 compared to 201 1. Note that we do not vouch for the accuracy of data prior to June 30, 2009, since that is before the city took over operation of the center. The income above represents rental information only, including "long- term" rental agreements. The amounts above do not include any revenue from fund raising activities, grants, or municipal contributions to help cover the general operational, capital, or programming costs. Expenditures The capital expenditures for 201 1 included the installation of monument and directional signage $22,212, and conference chairs which totaled $2,049. The cost to operate and maintain the Center in 201 1 was $86,791. The City of Shorewood provided $18,326 in staff support to the Center. Although recognized as `in -kind' support, this line item focused primarily on maintaining the Center's website and marketing. The final subsidy needed by the City of Shorewood in 201 1 for general operational costs was just over $17,251 consisting of $14,562 for operations and $2,049 for chair capital outlay. While this exceeds the budgeted subsidy of $1 1,300, it is consistent with the Page 5 Southshore Community Center 2010 experience. The City's expenditure estimate was based on limited information for past years activities. $100,000 $80,000 $60,000 $40,000 $20,000 $0 - $20,000 - $40,000 - $60,000 Revenues Expenditures Surplus/(Deficit) 201 Below are the results for 2009 - 201 1. Staff will bring back a resolution at the May 14 meeting to transfer funds from the General Fund balance to cover the full deficit of $34,261 at the end of fiscal year 201 1. Page 6 2009 Actual 2010 Actual 2011 Actual Oper Revenue $36,619 $63,787 $72,229 Oper Expenditures $81,060 $78,726 $86,791 Operating Deficit ($44,441) ($14,939) ($14,562) Cap Deficit - Chairs ($2,049) Total Deficit ($16,611) Beg Yr Fund Bal $41,730 ($2,711) ($17,650) End Yr Fund Bal ($2,711) ($17,650) ($34,261) Staff will bring back a resolution at the May 14 meeting to transfer funds from the General Fund balance to cover the full deficit of $34,261 at the end of fiscal year 201 1. Page 6 Southshore Community Center LOOKING AHEAD As the US economy continues to recover slowly, 2012 will also be a difficult and challenging year. Several corporate partners have indicated to CRR that they will be cutting back during the first quarter, and possibly for the entire year, due to their own bottom line issues, beyond the SSCC's control. In an effort to offset these slower months, CRR has made a concerted effort to expand programming in the first quarter 2012, and beyond. Due to this advanced planning, CRR anticipates an increase in activity at the Center with more partnerships, expanded programming and increased rental activity. The 2012 budgeted revenue projections may be a bit conservative based on the 201 1 activity and only reflects current agreements. If activity continues at the current rate, we should exceed our estimates. The expenditures include the contract fee to Community Rec. Resources for their time in managing the operations and programming at the Center. The contract has an increase in the base rate as well as an escalator built in to the percentage of income generated. Thus if income increases, so does the fee for CRR. The contract with CRR was revised at the beginning of 2012 and the city should consider amending the 2012 budget projections. Page 7 4 -19 -2012 11:54 AM CITY OF SHOREWOOD 6,353.65 PAGE: 1 75,640.80 REVENUE & EXPENSE REPORT (UNAUDITED) 119.63 ( 12,410.80) AS OF: DECEMBER 31ST, 2011 2,600.00 490 - Southshore Community Ctr. 4,471.20 FINANCIAL SUMMARY ( 100.00° OF YEAR COMP. 11,300.00 CURRENT CURRENT YEAR TO DATE o OF BUDGET 14,132.00 BUDGET PERIOD ACTUAL BUDGET BALANCE REVENUE SUMMARY CHARGES FOR SERVICES MISCELLANEOUS REVENUE TRANSFERS TOTAL REVENUES EXPENDITURE SUMMARY Southshore Community Ctr TOTAL EXPENDITURES REVENUES OVER /(UNDER) EXPENDITURES 63,230.00 ( 6,353.65 75,640.80 162.36 ( 119.63 ( 12,410.80) 2,600.00 4,000.00 4,471.20 171.97 ( 1,871.20) 11,300.00 162.36 ( 14,132.00 14,132.00 125.06 ( 2,832.00 25,538.57 77,130.00 24,485.65 94,244.00 122.19 ( 17,114.00) 68,400.00 ( 6,936.00 111,052.57 162.36 ( 42,652.57 68,400.00 ( 6,936.00) 111,052.57 162.36 ( 42,652.57) 8,730.00 31,421.65 ( 16,808.57) 25,538.57 4 -19 -2012 11:54 AM CITY OF SHOREWOOD REVENUE & EXPENSE REPORT (UNAUDITED) AS OF: DECEMBER 31ST, 2011 490- Southshore Community Ctr. CURRENT CURRENT YEAR TO DATE REVENUES BUDGET PERIOD ACTUAL PAGE: 2 100.00° OF YEAR COMP. OF BUDGET BUDGET BALANCE CHARGES FOR SERVICES 490 -34101 RENTALS 60,730.00 4,746.00 61,800.80 101.76 ( 1,070.80) 490 -34785 DONATION /CONTRIBUTIONS 0.00 528.15 3,882.05 0.00 ( 3,882.05) 490 -34790 PROGRAM (CLASS) FEES 2,500.00 1,079.50 9,957.95 398.32 ( 7,457.95 TOTAL CHARGES FOR SERVICES 63,230.00 6,353.65 75,640.80 119.63 ( 12,410.80) MISCELLANEOUS REVENUE 490 -36210 INTEREST EARNINGS 100.00 0.00 0.00 0.00 100.00 490 -36230 CONTRIBUTION /DONATIONS 1,000.00 4,060.00 4,060.00 406.00 ( 3,060.00) 490 -36270 MISCELLANEOUS REVENUE 1,500.00 ( 60.00 411.20 27.41 1 TOTAL MISCELLANEOUS REVENUE 2,600.00 4,000.00 4,471.20 171.97 ( 1,871.20) TRANSFERS 490 -39201 TRANSFER FROM GENERAL FUND 11,300.00 14,132.00 14,132.00 125.06 ( 2,832.00 TOTAL TRANSFERS 11,300.00 14,132.00 14,132.00 125.06 ( 2,832.00) TOTAL REVENUES 77,130.00 24,485.65 94,244.00 122.19 ( 17,114.00) 4 -19 -2012 11:54 AM CITY OF SHOREWOOD PAGE: 3 REVENUE & EXPENSE REPORT (UNAUDITED) AS OF: DECEMBER 31ST, 2011 - 48000 -101 FULL -TIME REGULAR 490 - Southshore Community Ctr. 0.00 0.00 Southshore Community Ctr 0.00 100.00° OF YEAR COMP. 490 CURRENT CURRENT YEAR TO DATE o OF BUDGET DEPARTMENTAL EXPENDITURES BUDGET PERIOD ACTUAL BUDGET BALANCE PERSONAL SERVICES 490 - 48000 -101 FULL -TIME REGULAR 0.00 0.00 0.00 0.00 0.00 490 - 48000 -103 PART -TIME 0.00 ( 15,949.77) 0.00 0.00 0.00 490 - 48000 -121 PERA /ICMA CONTRIB -CITY SHA 0.00 ( 1,156.36) 0.00 0.00 0.00 490 - 48000 -122 FICA CONTRIB -CITY SHARE 0.00 ( 1,220.22) 0.00 0.00 0.00 490 - 48000 -131 EMPLOYEE INSURANCE -CITY SH 0.00 0.00 0.00 0.00 0.00 490 - 48000 -141 UNEMPLOYMENT COMPENSATION 0.00 0.00 0.00 0.00 0.00 490 - 48000 -151 WORKERS COMPENSATION 0.00 0.00 0.00 0.00 0.00 TOTAL PERSONAL SERVICES 0.00 ( 18,326.35) 0.00 0.00 0.00 MATERIALS & SUPPLIES 490 - 48000 -200 OFFICE SUPPLIES 0.00 61.92 934.90 0.00 ( 934.90) 490 - 48000 -208 POSTAGE 0.00 0.00 ( 254.71) 0.00 254.71 490 - 48000 -221 EQUIPMENT MAINTENANCE 0.00 0.00 550.64 0.00 ( 550.64) 490 - 48000 -223 MAINTENANCE OF BUILDING 7,500.00 0.00 317.01 4.23 7,182.99 490 - 48000 -245 GENERAL SUPPLIES 800.00 89.00 3,300.90 412.61 ( 2,500.90) 490 - 48000 -246 PROGRAM SUPPLIES 0.00 86.26 451.90 0.00 ( 451.90 TOTAL MATERIALS & SUPPLIES 8,300.00 237.18 5,300.64 63.86 2,999.36 SUPPORT SERVICES /CHARGES 490 - 48000 -302 CONSULTING FEES 0.00 0.00 0.00 0.00 0.00 490 - 48000 -303 ENGINEERING FEES 0.00 0.00 0.00 0.00 0.00 490 - 48000 -304 LEGAL FEES 0.00 0.00 0.00 0.00 0.00 490 - 48000 -311 ENGINEERING - STAFF 0.00 0.00 0.00 0.00 0.00 490 - 48000 -315 ENGINEERING - CONSTRUCTION 0.00 0.00 0.00 0.00 0.00 490 - 48000 -321 COMMUNICATIONS - TELEPHONE 100.00 121.77 610.43 610.43 ( 510.43) 490 - 48000 -331 TRAVEL, CONFERENCE, & SCHO 0.00 0.00 0.00 0.00 0.00 490 - 48000 -351 PRINTING AND PUBLISHING 1,000.00 0.00 1,491.51 149.15 ( 491.51) 490 - 48000 -360 INSURANCE 3,000.00 0.00 325.00 10.83 2,675.00 490 - 48000 -380 UTILITIES 11,000.00 1,225.72 14,566.97 132.43 ( 3,566.97) 490 - 48000 -400 CONTRACTUAL SERVICES 35,000.00 6,825.16 50,540.35 144.40 ( 15,540.35) 490 - 48000 -410 RENTALS 0.00 0.00 1,900.00 0.00 ( 1,900.00) 490 - 48000 -433 DUES AND SUBSCRIPTIONS 0.00 0.00 124.00 0.00 ( 124.00) 490 - 48000 -437 TAXES /LICENSES 0.00 0.00 748.50 0.00 ( 748.50) 490 - 48000 -440 MISC SERVICES 10,000.00 2,918.90 10,584.51 105.85 ( 584.51) 490 - 48000 -450 BANK SERVICE CHARGES 0.00 61.62 599.41 0.00 ( 599.41 TOTAL SUPPORT SERVICES /CHARGES 60,100.00 11,153.17 81,490.68 135.59 ( 21,390.68) CAPITAL OUTLAY 490 - 48000 -520 BUILDING & STRUCTURES 0.00 0.00 4,495.84 0.00 ( 4,495.84) 490 - 48000 -540 MACHINERY & EQUIPMENT 0.00 0.00 17,715.77 0.00 ( 17,715.77) 490 - 48000 -560 FURNITURE AND FIXTURES 0.00 0.00 2,049.64 0.00 ( 2,049.64 TOTAL CAPITAL OUTLAY 0.00 0.00 24,261.25 0.00 ( 24,261.25) TRANSFERS 490 - 48000 -710 RESIDUAL EQUITY TRANSFERS 0.00 0.00 0.00 0.00 0.00 490 - 48000 -720 OPERATING TRANSFERS 0.00 0.00 0.00 0.00 0.00 TOTAL TRANSFERS 0.00 0.00 0.00 0.00 0.00 4 -19 -2012 11:54 AM CITY OF SHOREWOOD 6,936.00) PAGE: 4 111,052.57 REVENUE & EXPENSE REPORT (UNAUDITED) REVENUES OVER /(UNDER) EXPENDITURES 8,730.00 AS OF: DECEMBER 31ST, 2011 ( 16,808.57) 490 - Southshore Community Ctr. 25,538.57 Southshore Community Ctr 100.00° OF YEAR COMP. CURRENT CURRENT YEAR TO DATE o OF BUDGET DEPARTMENTAL EXPENDITURES BUDGET PERIOD ACTUAL BUDGET BALANCE TOTAL Southshore Community Ctr 68,400.00 ( 6,936.00) 111,052.57 162.36 ( 42,652.57) TOTAL EXPENDITURES 68,400.00 ( 6,936.00) 111,052.57 162.36 ( 42,652.57) REVENUES OVER /(UNDER) EXPENDITURES 8,730.00 31,421.65 ( 16,808.57) 25,538.57 SOUTHSHORE COMMUNITY CENTER 2012 EVENT LISTING: In addition to the continued focus on Renting Facility Space, meeting with potential clients and giving tours of the SSCC - Where has Director Anderson been spending her time to grow the Center? • Jan Feb— Mail & email Spring & Summer flyer to HH Create and notice Lunch rewards program- sample punch card - Arctic Fever Snow Princess Tea - Begin Cardio Kick boxing, Zumba, Yoga Classes (adult & senior) ongoing • Feb - Learn Registration software; Update website, ongoing recruit Advisory committee & other volunteers; contacting past renters Build Mrs M's classes —Bunny Tea Valentines Couples Cooking Class & Valentines Senior lunch program - Fitness classes ongoing • March — Sr's St Patty's Day lunch program & Quilting Group - Spring Garden Fair 3/17 - Fused Glass classes - ongoing fitness - Technology Club — K been leading Sr classes, every other Fri • April Sr Safety Month - Senior Law Project of HC, Senior Fire Safety w /Kellie Ringate & Self Awareness w /Dave Hohertz; Emergency Preparedness w /Chief Gerber; Ventriloquist show on 24th; Bake Sale; - Technology group - Grad Expo 4/19 - "Pampered Me' Spring Boutique 5/3 - Cowboy Poetry 6/1 at Badger w /Pks &, Legion? - Animal Open House with Mrs M; - Fused Glass classes & Cooking Class w /Connie; fall planning, yr end report • May — Sr events planning - Wood Carvers Open House, National Senior Health & Fitness Day events - Pampered Me Boutique 5/3, - Watercolor classes, - Mothers Day Tea w /Mannerly Manners 5/12 - Basket Weaving & Memory quilt Classes • June — Cowboy music & Poetry 6/1 community Dance and cowboy Poetry; 50/50 - Jr Chef Classes w /Connie, Mannerly Manners camps, Chess & Video Camps, Fused glass classes, Herb Class Spanish Classes —youth Ongoing Mrs M's classes and camps • July — Shining Star lunch for Sr's w /Broadway Show Tunes - Ongoing Mrs M camps; - Jr chef classes with Connie; - fused glass, & Mannerly Manners - Quilting Classes • Aug— One Book One Community Event, Quilting Classes - Jr Chef classes; - Mrs M camps • Sept - Apple Days, referral mkting, - Movie in the Pk 9/14 - Cinderella ball 9/21 - Garage Sale 9/28 - Fall centerpieces with Halla • Oct — Oktoberfest 10/12, holiday planning - Mrs M's classes_ Halloween party - Soup cooking classes with Connie - Holiday centerpieces wit Shirley Kooyman • Nov —Vets Day luncheon, press for 2013 - Holiday Boutique & Family holiday party with Mrs M & SSCC - Holiday apps party with Chef Connie • Dec — holiday parties and classes, incent past users w /rewards offer for 2013 ? #�a CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, APRIL 10, 2012 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 7:00 p.m. A. Roll Call Present: Chair Quinlan; Commissioners Hartmann, Gordon and Mangc and City Planner Nielsen Absent: None B. Review Agenda Commissioner Swaggert moved to ap application for scout projects under New carried. 2. APPROVAL A. Park 1 agenda g Minutes of March 13, 2012 waggert, Kjolhaug, it Liaison Woodruff, . Discuss additional d the motion. Motion Commissioner Edmondson moved to approve the minutes of the March 13, 2012 meeting as amended: Page 4, Item 5, second paragraph: change Hartmann to Gordon; Page 8, Stn paragraph, change Hartmann to Gordon; and Page 6, 4 paragraph, 3 rd sentence should read a rubberized surface, not a versa-court. Kjolhaug seconded the motion. Motion carried. 3. MATTERS FROM THE FLOOR None 4. NEIGHBORHOOD MEETING - EAGLE SCOUT PROJECT AT BADGER PARK Quinlan stated there weren't any responses received to the notice of a neighborhood meeting for the Eagle Scout project at Badger Park. He suggested the Commission venture out and visit the area at this time. He stated he understood the residents would be outside at the site. Nielsen stated they didn't receive any calls or e -mails regarding the project. 5755 COUNTRY CLUB D SHOREWOOD CITY HALL 7:00 P.M. Quinlan noted the woody portion is very rustic. Nielsen stated the trail could not loop until a bridge is built which might be a future scout project. He suggested the walking path be extended and not dead end at the skate area. PARK COMMISSION MINUTES TUESDAY, APRIL 10, 2012 PAGE 2 OF 8 Mangold noted there are two main channels for water to go through near the hockey rink Nielsen stated there may need to be a culvert constructed in that area. Gordon asked if we are saying we cannot extend it. Nielsen stated we are saying we should extend it to the tennis court and extend the bituminous. Gordon stated it should be extended. Nielsen believed the scouts can work it into their project. Gordon believed this would be a very good first step. Nielsen progression to begin with an ag lime trail. He discussed the cc mowing. Nielsen noted there is an application for 100 -300 hours Quinlan asked what would have to be done to extend the trail would have to be done to accommodate the drainage. Hartmann asked if some sort of cedar would be placed. Niels placed and not structure would be needed. He outlined the pi plan for Badger Park. Kjolhaug stated he didn't think a trail in the park a paved trail made better sense. He believed them scouts such as buckthorn removal. Mangold stated if we want a path through the wo the Eagle scouts. He believed it would be a great behind the football field. ted there are [07-4 Auld be a natural of the trail and future Nielsen i wood chips would be trail on the TKDA master made much sense. He believed projects more suitable for the rossibly a bridge could be the project for ition from the mulch trail back to the lawn in working on projects. Hartmann 'stated she was unsure where the property lines end for the trail in the woods. With the other trail skirting; the field, there is no concern about property lines. Nielsen stated he could pull some property files to determine where the property lines are. Quinlan stated if there is a change, would it then be appropriate to have another neighborhood meeting. Nielsen stated it would be appropriate to do that if there is a change. Quinlan stated we could do both trails as well. Commissioners discussed proposed materials for the trail. Edmondson wondered if ag lime was ADA approved. Nielsen stated he would have to check to find out for sure. PARK COMMISSION MINUTES TUESDAY, APRIL 10, 2012 PAGE 3 OF 8 Quinlan asked the Commission if they wanted to reconsider the trail location or the addition of a trail in the woods. Mangold stated the highest priority would be the trail in the woods, but he is not opposed to the wood chip walking path. He stated the wood chip path is a short term solution. Gordon asked if the path which goes to the Southshore Center is being used. Edmondson stated there is a bench out there. Woodruff believed the bench was part of the scout project. Hartmann stated she didn't know how much it is used. Swaggert stated it needs to be determined what our final goal will be. He believed in the incremental approach. Quinlan stated we have always discussed a trail through'' the woods. He could see it being used while people are watching a football game. It isn't a destination. The scouts have offered free labor, and this is a good fit. Edmondson stated it is more of a beautification project taking advantage of the scouts would be a travesty. Quinlan stated he would be resistant to Kjolhaug stated he would city. the Mangold asked if we are its given the number of hours' donated chips confirmed. Quinlan asked how many v shown. Four commissione Hartmann stated the propo the scouts volunteering to trails, and there is no reasc that the He believed that not at this it would be beneficial to the i should be extended. Quinlan agreed son stated we will need to get the e a path through the woods with a bridge or a path as interest in the trail with the bridge. calking path is great. We have the other trail staked out and have work. She stated she could see good and bad points for both can't do both. Quinlan asked if plans would have to be drawn up. Nielsen stated last time the scouts worked with the building inspector to draw something up. He has seen cases where the scouts do fundraising to pay for the materials. Other scouts got plants donated. He believes the city paid for the bench, and the scouts assembled it and poured the concrete pad for it. Quinlan stated there are three groups of scouts, and there are three projects to complete. Kjolhaug suggested we have several parks that would benefit scouts as well. PARK COMMISSION MINUTES TUESDAY, APRIL 10, 2012 PAGE 4 OF 8 Nielsen stated if the intent is changing, he suggested a letter be sent to residents explaining what is changing. He stated Nick had proposed the entire loop without the bridge. He stated the bridge was outside Nick's scope for the project he proposed. Edmondson asked if a survey would be required. Nielsen stated a survey would be very expensive. If we get close to the pond, there could be an issue with the Watershed. Mangold suggested we let Nick know we would go ahead with the trail in the woods and if that fails, to go ahead with the walking path so we at least get one trail. , Hartmann noted that Nick mentioned in February he could Commissioner Edmondson moved to accept Nick Ha chip path from the Southshore path around the peri around to the dead end where a bridge could be corn does not become acceptable, the path would be inst Mangold seconded the motion. Kjolhaug noted stall Motion carried. Hartmann and Swaggert abstained 5. DETERMINE DATES FOR P 's proposal to install a wood of the wooded area coming at an agreed upon date. If it [)ng the football perimeter. t refine the trail location. Quinlan stated every year the Commission tours the parks and jots down what they would like to see done. It is broken down into two months. He reviewed proposed dates in May and June prior to the regular meetings. 6. DETERMINE` LIAISON FOR CITY COUNCIL MEETINGS Commissioners volunteered for liaison duties at future City Council meetings. Edmondson volunteered for June, Mangold volunteered for July, Gordon volunteered for August, Hartmann volunteered for September, Swaggert volunteered for October, and Quinlan volunteered for November. 7. CONTINUE MANOR PARK TENNIS COURT DISCUSSION FROM LAST PARK MEETING OF MARCH 13, 2012 Commissioners continued their discussion of the Manor Park tennis court from the last meeting of March 13, 2012. Reconstruction of the surface vs. the use of versa court was discussed. Quinlan noted he and others visited the Eden Prairie site. Quinlan opened the floor for comments. He noted when he went to Eden Prairie, his first impression was it looked nice from a distance, but he had concerns over slippage and ball play being slower. He was also concerned about aesthetics. He stated he would prefer the traditional court surface. Swaggert asked what the average cost of a new tennis court vs. the versa court for maintenance. Edmondson noted it would be $100,000 plus $6,000 every spring. He asked how long the court has PARK COMMISSION MINUTES TUESDAY, APRIL 10, 2012 PAGE 5 OF 8 been there. Nielsen stated he believed it was nine years. Hartmann suggested we talk to the Park Director in Eden Prairie. Nielsen stated more information would be a good idea. He stated the versa court looks very clean. Edmondson noted the old surface is under the versa court. Gordon stated that was one of our questions whether you just lay it on the old surface. She asked a resident how they liked it, and the resident said she doesn't play on it because it is different. She stated we needed to play on it. Swaggert stated he would be willing to talk to residents to see how they would like it. Quinlan asked what the timeline is to move forward with this project. Nielsen stated that neither option included financial costs. In terms of timing, the reconstruct might be done in 2013. He didn't think there was an urgency for a versa court. Quinlan was concerned about spending money on the court and no one wanted to use the court. Swaggert stated he would interview residents in two weeks, and notices could be sent the week before. Woodruff suggested a sign be put at the court as well. Mangold stated the address of the Eden Prairie court location interested residents. Kjolhaug stated financial information she is more than willing to work with staff on materials to include Mangold stated the USTA is trying to promote lining especially for new courts. 8. CO Quinlan stated previous we wanted at the park Gordon stated it was m( discussed ER PARK DISCUSSION indicated as an example for be included. Swaggert stated he old and are encouraging iscussion of Badger Park was to eliminate amenities and add those features Nielsen reviewed a fist which reflects what was done at the last meeting. ioned in the minutes but wasn't changed on the list provided. Hartmann noted the discussion on the hockey rink had been if it was moved from Badger Park, it could not go to Freeman because of the sprinkler system. Nielsen stated he would get an answer on that. Woodruff stated it wasn't the sprinkler system but the water main that went to Eddy Station. An adequately sized hockey rink would encroach into a ball field. He stated we would need to get definitive answers from Larry Brown. Hartmann suggested a sport court. Quinlan stated the items remaining to be discussed include the hockey rink. Kjolhaug stated he liked the idea of a sport court that could be used for tennis, basketball, possibly be flooded in the winter. Nielsen discussed lighting. Mangold discussed the importance of having hockey and free skating together. PARK COMMISSION MINUTES TUESDAY, APRIL 10, 2012 PAGE 6 OF 8 Mangold stated he could see hockey going to Freeman as it is more of a sport park. Woodruff asked if the Commission has assessed the use of hockey rinks over the last several years. Quinlan stated we don't have hard numbers, we just know it is down. The organized hockey leagues are way down. Woodruff stated city staff could send a short questionnaire to residents to ask questions about hockey, and there would be a good response. He also said that budgeting for items in the CIP would need to be determined by August. Nielsen noted Brown would be in attendance at the May meeting to respond to concerns. Quinlan stated the Commission will need to take the items decided upon and assign the parks they will be featured in. Hartmann mentioned that moving the features is a major cost. Kjolhaug asked if there had been discussion regarding the warming house portion of the plan. Quinlan stated it is a big part of the plan. Kjolhaug stated it is the most expensive part of the plan. Commissioners discussed a full service warming house which could be used year round for a shelter. Quinlan asked how feasible it would be to get residents' feedback. Woodruff stated a comprehensive survey of the residents would be best done through utility billing. He would frankly not recommend a survey on line. He stated a separate mailing would also be an option. Quinlan stated the questions to ask would be whether the hockey rink at Badger should be eliminated or moved to Freeman. Hartmann asked if free skating should be added. Nielsen believed they should be separate. Woodruff' suggested the green space in Badger could be flooded for free skating in the winter. Nielsen stated it wouldn't stay a green space for long if it was flooded every year. Gordon stated the first question is what the deal is with Freeman and flooding. Quinlan stated that would be the first question for Brown. Hartmann suggested adding Freeman to the May tour. Woodruff stated the tours could be switched so that Freeman and Badger are both part of the tour in May. 9. NEW BUSINESS A. New Scout Projects PARK COMMISSION MINUTES TUESDAY, APRIL 10, 2012 PAGE 7 OF 8 Quinlan stated there are two new scouts who would like to volunteer time in the parks. He suggested the Commission come up with a list of projects for them so that it is available when they contact the city. Edmondson was familiar with one of the scouts willing to volunteer service to the city. Quinlan asked if we should take time tonight or at the next meeting to brainstorm future projects. Mangold stated our earlier discussion was the bridge construction would be the next project. Swaggert stated ideas could be generated during the park tours the next two months. Hartmann stated the buckthorn project is another suggestion. Quinlan stated the scout projects will be discussed at the next meeting. Edmondson suggested the scout be contacted to attend a future meeting. Nielsen stated the bridge would be earmarked for someone with woodworking experience. He believed a''standing list of projects would be a great idea. Kjolhaug suggested getting ideas from staff as well for the list. 10. STAFF AND LIAISON REPORTS/UPDA A. City Council Woodruff updated the Commission on recent LMA reported on chemical milfoil treatment, Phelps and Gideons Bays for 2012. Other ite Hoedown event at Southshore Center, and ar Lake. Commissioners and staff discussed the program would delay any infestation for the ii B. Staff Nielsen stated there is an article in the newsp, activities. He noted Dick Osgood from Council ,allocated funds for the treatment of led buckthorn removal, approving the the boat inspection program at Christmas d inspection program. Nielsen stated the er about the removal of the large willow tree in Manor C. Work Program Uudate The work program update was reviewed. D. Grant U Nielsen stated staff is looking at trail grants. Quinlan suggested changes be highlighted on the update and new grants be indicated. Mangold recommended the tennis court be part of a future grant where twenty percent of the total project would be paid. PARK COMMISSION MINUTES TUESDAY, APRIL 10, 2012 PAGE 8 OF 8 Quinlan suggested Gideon Glen be added to one of the tours. 11. ADJOURN Edmondson moved, Gordon seconded, to adjourn the Park Commission Meeting of April 5, 2012, at 9:20 p.m. Motion carried. M Clai Rec ® #7B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Eagle Scout Project at Badger Park Meeting Date: 4/17/12 Prepared by: Twila Grout— Recreation Coordinator Reviewed by: Jean Panchyshyn — Deputy Clerk Brad Nielsen — Planning Director Attachments: Eagle Scout Project Application Form Policy Consideration: Approving the proposal of extending the wood chip path through the woods from the Southshore Community Center path around the perimeter of the wooded area. A small foot bridge could be a subsequent Eagle Scout project. Background: Eagle Scout Nick Hostetter contacted, and has been working with, the Park Commission to build a walking path at Badger Park. At the Park Commission meeting of April 10 the Park Commission discussed the options of a walking path at Badger Park. The two walking path options that the Park Commissioners have considered are: 1. Extending the wood chip path through the woods from the Southshore Community Center path around the perimeter of the wooded area. A small foot bridge could be a subsequent Eagle Scout project. 2. Constructing a wood chip path that extends from the south edge of the Southshore Community Center parking lot, along the east side of the Badger playfield, turning west along the south side of the field and ending near the free skating area. The commission came to the conclusion that the walking path in the woods would be a great amenity to the park. The Park Commission moved to accept the Eagle Scout's proposal to install a wood chip path from the Southshore path around the perimeter of the wooded area, coming around to the dead end where a bridge /culvert could be completed. If this is not acceptable, the path could be installed along the football perimeter. Financial or Budget Considerations: The cost of city workers and equipment may be needed. Options: 1. Approve the proposal for the Eagle Scout to proceed with Option 1. 2. Approve the proposal for the Eagle Scout to proceed with Option 2. 3. Do not approve the Eagle Scout project. 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 Recommendation / Action Requested: Staff recommends Council move forward with this Eagle Scout Project Option 1. Connection to Vision / Mission: Quality public services and attractive amenities. City of Shorewood Eagle Scout Project Application Form Date of Application: February 2012 Scout's Dame and Contact Information: • Name; Nick Hostetter • Address: 5800 Echo Road • Phone: 952- 4010471 • Email: sjhostetter@msn.com • Adult Supervisor /Troop Leader: • Supervisor phone and email: sihostetter @msn.com Scout Troop #: 3702 Project Title: Badger Park Trail Shawn Hostetter 763 -442 -0101, Scout's Goal: Build a trail that can benefit the community Project Location and Description: I would like to build a trail around or next to Badger Park in Shorewood. The trail would be used by residents of Shorewood and senior citizens who visit the South Shore Center. The senior citizens would like to have a walking trail at the park for walking classes. The local citizens would use the trail for exercise and as an easy way to walk around the park during events such as football games, practices, etc. Project Timeline: April 1, 2012 - City of Shorewood approval of project April 15, 2012 - BSA approval of project May - Help from city to clear path if needed depending on course of path June - Build and finish trail with mulch and walking planks if needed Number of Scouts involved in project: Up to 20 Scouts, 10 -20 youth from the community (from church and local schools) and 10 -20 adult volunteers (mostly parents of youth & Scouts) Additional Assistance or Materials Needed: • Help from city to clear path depending on course of path • I have already secured mulch to be donated from Ostvig Tree Company • Lumber and screws if walking planks are needed Anticipated Costs or "In Kind" contributions: • $500 - $1,000 in mulch to be donated • May be able to find scrap lumber if walking planks are needed • Cost of city worker /equipment if trail clearing needed City of Shorewood, 5755 Country Club Road, Shorewood, MN 55331 Phone: 952-960-7900/ Fax: 952- 474 -0120 19 PARR BUILDING A ��y HO CI�.f.+ t O V PARKING 1, CITY HAIL TENNIS COURT x� i F S W MEEK PLAYGROUND AREA 1 I �tlJ� 1 BADGER PARK �,. ` ..`.,f.. ! k. - _ NORTtj aio� County Road 19 op South Shore Community (:enter. Hockey Rink Badger Field 'Proposed Walking P ith *N IVII;k ., I I .; . A.- . I - —,', ---, \ * * A :', 77,: , , , — ,,� , , W , V. - . . ® #8A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Final Plat— Christmas Lake Estates Meeting Date: 23 April 2012 Prepared by: Brad Nielsen Reviewed by: Jean Panchyshyn Attachments: Draft Resolution Final Plat Policy Consideration: Should the City approve a final plat for the subdivision of one property into three? Background: In February of this year, the City Council approved a preliminary plat for a three lot subdivision named Christmas Lake Estates. The subject property is located at the south end of Christmas Lake Road, immediately north of Christmas Lane. With his final plat, the developer has submitted a bid for removing the existing driveway and culvert to accommodate drainage as recommended in the preliminary plat approval. A letter of credit or cash escrow for $1800 should be required as part of the final plat approval. Also, prior to release of the resolution approving the plat, the developer must pay $10,000 (for two new lots) park dedication fees and $2400 (two new lots) for local sanitary sewer access charges. Since existing streets and utilities already serve the three lots, there is no need for a development agreement in this case. Financial or Budget Considerations: The fees paid by the developer adequately cover the processing of the plat. The $10,000 will go into the park fund and the $2400 will go to the sewer fund. Options: Approve the final plat, deny the final plat, modify the final plat. Recommendation / Action Requested: Approval of the final plat is recommended. Next Steps and Timelines: The developer must record the plat and resolution within 30 days of his receipt of the Council resolution approving the final plat. Connection to Vision / Mission: Approval of the plat contributes to a sustainable tax base. 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 CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION APPROVING THE FINAL PLAT OF CHRISTMAS LAKE ESTATES WHEREAS, the final plat of Christmas Lake Estates has been submitted in the manner required for the platting of land under the Shorewood City Code and under Chapter 462 of Minnesota Statues, and all proceedings have been duly had thereunder; and WHEREAS, said plat is consistent with the Shorewood Comprehensive Plan and the regulations and requirements of the laws of the State of Minnesota and the City Code of the City of Shorewood; and project. follows: WIIEREAS, the final plat is consistent with the preliminary plat previously approved for the NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as The plat of Christmas lake Estates is hereby approved. 2. Plat approval is subject to the condition that the existing driveway and culvert serving Lot 3 will be removed and regraded, pursuant to the approved grading plan for the plat, no later than the construction of the home on Lot 2, or the demolition of the existing home on Lot 3, whichever comes first. 3. The Mayor and City Clerk are hereby authorized to execute the Certificate of Approval for the plat on behalf of the City Council. 4. The final plat, together with this Resolution, shall be filed and recorded within thirty (30) days of the date of certification of this Resolution. BE IT FURTHER RESOLVED that the execution of the Certificate upon said plat by the Mayor and City Clerk shall be conclusive, showing a proper compliance therewith by the subdivider and City officials and shall entitle such plat to be placed on record forthwith without further formality, all in compliance with Minnesota Statutes and the Shorewood City Code. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHO'REWOOD this 23rd day of April 2012. Christine Liz6e, Mayor ATTEST Larry Brown, Interim City Administrator /Clerk IN KNOW ALL PERSONS BY CHASE PRESENTS'. Thol T.ebnder l?0ma-, Jn4 a Miter¢ola tonpona0on, fee vam, of lbe following tlescnbed pmpenY s¢iatol in Ne SfxteofMinncro�ID, Counyof Hmnepio,a wI, WRId E51 GORIER C6 LOT 169. Lot ME Auditor's Subdivison No. 120, Hemm art Cowry, Mhacota. ' 4d),B)l 9J9]IM9g1 NO IA 1 .9L " PER JORMUSIR CASE NO. Rlt t 9 N onofWex¢l line of d OMD Ib Le t 16 ',th e M t eya 'tl S NtlFvn M1 be License ls tl corm byaJ tl Mo and p cM to hummu d .,.flui mid him kdl l d t d I (P ) 'L 69 ia, of dIll NN [th 1 69 ly Ndby a l th Pi P c ne Read; 6 th id r mline - aa Is 713 five l if 1 eft (or - Tat M, to d l 1 - l .4lomtmetlat tla V th .er '1l bya d'at M nl [nation 'd Norm an not 913 feetE f 1 g'' d l' Rom - dl Fiat MOmunm Plecoll to Ih hoNiwat comaofsed Lot 169 Has 'd the smorm to Obarytynd zM pipped is CHRIS PBAS LAKE ESTATES and done hereby haNwtc to dm pubic, Ampchlcuse IDm¢dre publmxays a Ne.,UNpsfor musioge aM pht, Cip,pa, as showmen this plat. In Inne, 'hounfitO 9ehnef Homes Inc aYi'uaesola corporation, Its caused thdepraenk by be signed by IN pmperoflicer Nis _day of 2012 V By Zelnds, Hemea in, F.dc Synodal Random g STATE OP MMNBSOTA, COUNTY OEHENNRPfN The mregeilp inrtrnmutlwos acknewledRed before me the _ Ifay of 2012,by BID Zdanier Praid,m ofZdFider HO na lrc a M'newsta sondranum, on beltnlf b£ .fm. corporate. T My Chiscrissnem Pxpi[a Noom, Public, HissainanComent, M to Pont N S I DVOSB .P ben do Flhy Init that now PI1 w. prepred by me o; upder reducat mWEv,ses, R 1 idly L' mill Lath SVrvgoiin the Rate mfMinceseds; Wet m a nonfat p f fth.b dary y' that ll tU i Itlto aid labels are miretyd mttl he pintMll n Staled on flit Platt ben, ill lepointedly et d' Ib II aterho nd nil tl ids aid Sned'o Mvnesom &an tes Sedion5f15.01, 9n.u1.3 c as oftle mof0 re us simplifies avYawn aMlabeutne R tin; ON aO tb0c eaysne shownaM lebeledentltlsplaL Detwl than_ day of 2012. CJ CJ David B. Pembermn, Licensed Lana surveyor C3) b Mncemin License NO. 40144 M a STATE OF MINNESOTA, COIMPY OF HENNGPW `I Top 'Inslm eem wen' acknmwlNRad before me NU_ day O[ 2012, by David B. Pembemm- Notary Public, Hecalose COUnry Mi.,N v nonce Natne SHOREWOOD MINNESOTA This plat of CHRISTMAS LAKE ESTATES was approved and —said by R C Cowell of5huewooQ M' to at a rempl neelmgheld this day of 2012. C � ffepp.cable,.he writen common, aadrecommcn9etlons mEmC fT esseratRO and R9 Co ly HiN YEe tt have been auevetl byt�ty or the preseriUetl To day period has alapsed unbsuit rice plof suchwmmentt dedoma mnendaelons as prow - rlM by Mu'mwon SlaNles Seamn SOS.o) Suithionion2. y O By MzYOr By CiIY Clark p 2 TAXPAYER SERVICES DEPARTMENT Hennepin County, Miumsotn I hereby samB that loves payable do_and On ., mm hove beat paid fur land London! this plat Dill al day of 2012. M rk ei Cbapin, Hemcpin Coup y Audtor SY DNnry �i ) 9DRVEY DIA ISION funnicape. County, Minnesota — P I So Mendustion Stalac ,SerAim3ITS.565(1969), Nis plat MS byte apposed] dinei dayof 2012. William P. She", HmmWm County Survgor REGISTRAR DR TITLES Hetaepin (Aunty, Mh',oewta I hereby certify that He within plal of CHRISTMAS LAKE ESTATES was filed in Mls Dffl¢tlnis,_ day of _ ,2011,a1 issack_M. VIBin F. RECorm ls Acting Regktra ofOnts LOANING BASIS By Deputy Theronh one. TO 170, AUDITORS SUBDIVISION NO. 1 N is asmewl K bum South 99 dc5rce2M19 ho nnlu 45 Sewds Wnen Dreinayc and UIRAy Fasemenn an as shown hermn O emotes a I12 SEE by 141nU lmn pipe set in Re Round and mockedby Ltc-,b He SOM er as denomd • Dcuolm a Fema lean MOnumtnt Q Cannata, Hand CasblmenewpumaDl ns dmnlel � 64 a g °e SATHRE- BERGQUIST, INC. NORTH )0 15 a 15 30 60 RiPAa P uP SCALE IN FEET AI II a^ It nlI ll ^Il'\PI PI/'V 17/\ r1V VII VI \.. v VL� VI V 1.:1\Jltl IVV. 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Ill WENCLW C,OMiY NXIBURAVIT L� F- IJ� 49.1 LI j I3= v l / —J E— 1 J' Ii ) G� C (r ) I o 0 o Kzs. /ft I 3 4A N o = i t y` , I 1 v 7 9' I p I /\T o i S.V i A , ad { n 1 v f}O i as S88 46 29 W R S, \ I �rIN o 4 / 79.89 in SRI P o 61,30 SO Rt / 4 R 589 °53'07'W k nwix UK BE LOT "I hill J „ WIM.90), xa ISO PER YEMWE.I.Fam nl N SOJIX OIMiER COdJER U, A I I r\ 1 T (1 [J I^ f\ \ 'RUB l VI1 VI\ �. .:V L�VI V 1..:1VIV IVV 1 = - V — — Y / B ell . 1 CgINiY YQnW{� X0 II rpp. CA5 NOr YONNENI 9 ��50'I]'E J04 }yl O-- / �l s iBillRIRasam ASr wN reR F w VS NE.WCER CORWR BE SbJM UK IF RIE SOUTHEAST wMRN OF YF]5, .11.1. Ill WENCLW C,OMiY NXIBURAVIT S88 46 29 W R S, \ I �rIN o 4 / 79.89 in SRI P o 61,30 SO Rt / 4 R 589 °53'07'W k nwix UK BE LOT "I hill J „ WIM.90), xa ISO PER YEMWE.I.Fam nl N SOJIX OIMiER COdJER U, A I I r\ 1 T (1 [J I^ f\ \ 'RUB l VI1 VI\ �. .:V L�VI V 1..:1VIV IVV 1 = - V — — Y / B ell . 1 CgINiY YQnW{� X0 II rpp. CA5 NOr YONNENI 9 ��50'I]'E J04 }yl O-- / �l s iBillRIRasam ASr wN reR F w VS NE.WCER CORWR BE SbJM UK IF RIE SOUTHEAST wMRN OF YF]5, .11.1. Ill WENCLW C,OMiY NXIBURAVIT #8B MEETING TYPE ® City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Conditional Use Permits— Build Home on Substandard Lot and Accessory Space in Excess of 1200 Square Feet —Tom and Velinda Schrepel Meeting Date: 23 April 2012 Prepared by: Brad Nielsen Reviewed by: Jean Panchyshyn Attachments: Planning Director's Memo Draft Resolution Policy Consideration: Should the City allow a single - family home to be built on a substandard lot and should the owners be able to construct accessory space in excess of 1200 square feet in area, provided both actions comply with current zoning requirements? Background: Last month, the City approved a lot line rearrangement and width variance, which made two lots on Woodside Road buildable under current zoning standards (see Cannon staff report). Tom and Velinda Schrepel now propose to build a new home on the vacant lot at 28180 Woodside Road. Their plans include an attached garage and a detached garage, the total area of which exceeds 1200 square feet in area. Both the construction of the home on a substandard lot and the amount of accessory space require conditional use permits. For detailed background on this application, see attached staff report, dated 27 March 2012, attached. The Planning Commission held a public hearing on this matter on 3 April, after which it voted unanimously to recommend in favor of the two C.U.P.'s. Financial or Budget Considerations: None. The applicants' application fees have covered the City's expense in processing the application. Options: Approve the request as recommended by the Planning Commission; deny the request; or modify the request. Recommendation / Action Requested: As mentioned at the Planning Commission meeting, the applicants are to be commended for designing their home on a somewhat challenging (with respect to width) lot. Approval is recommended. Next Steps and Timelines: The applicants have one year to use the C.U.P.'s. We anticipate seeing a building permit for this property late this month or early next. Connection to Vision / Mission: The C.U.P. process and approval of the proposed plans contributes to a healthy environment and sustainable tax base. 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 CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD a SHOREWOOD, MINNESOTA 55331 -3927 ® (952) 960 -7900 FAX (952) 474 -0128 a www.ci.shorewood.mn.us s cityhaI1 @d.shorewood.mn.us TO: Planning Commission, Mayor and City Council FROM: Brad Nielsen DATE: 27 March 2012 RE: Schrepel, Tom and Velinda — C.U.P. for Single - Family Dwelling on a Substandard Lot and C.U.P. for Accessory Space in Excess of 1200 Square Feet FILE NO.: 405 (12.04) BACKGROUND Sharratt Design, LLC, on behalf of Tom and Velinda Schrepel, has submitted plans for the construction of a new home on the property located at 28180 Woodside Road (see Site Location map - Exhibit A, attached). The lot is substandard with respect to the lot width requirement for the R -lA /S, Single - Family Residential /Shoreland zoning district in which it is located. As such, a conditional use permit is required to build on the lot. In addition, the Schrepels propose to build a detached garage, the area of which (when combined with the attached garage on the proposed house) exceeds 1200 square feet of area. This also requires a conditional use permit. You will recall that this property was the subject of a lot line rearrangement approved last month (see Cannon, Mike). That previous application eliminated the need for any kind of variance in this case. The subject property is currently vacant and contains 40,747 square feet of area. While this complies with the area requirement for the R -lA /S zoning district, the lot is only 84 feet wide at the front building line. Although substandard, the width does comply with the 70 percent requirement that allows nonconforming lots of record to be considered buildable. The property slopes from east to west, dropping dramatically as it approaches the lake. This elevation change constitutes a bluff, the top of which is shown on the existing survey (Exhibit 0% ®�® PRINTED ON RECYCLED PAPER Memorandum Re: Schrepel CUP 27 March 2012 B, attached). Exhibit C illustrates how the property is to be developed, including the new home, the detached garage, and the driveway system serving the home. The home is to be located on the level portion of the lot, where a previous house was located years ago. Exhibit D is a letter from the applicant's arborist, evaluating the significant trees on the property and describing those to be removed. The proposed house, shown on Exhibits E -K, contains 2520 square feet of floor area on the upper two levels, plus another 1130 square feet on the basement walkout level. The attached garage contains 676 square feet of floor area and the detached garage contains 728 square feet of floor area. It should be noted that the upper level of the detached garage will have storage trusses with a ceiling height of less than seven feet. As such, this space does not constitute a second story, nor is the floor area counted in the C.U.P. calculations. ANALYSIS /RECOMMENDATION A. C.U.P. — Substandard Lot. Section 1201.03 Subd. 2.e.(3) of the City Code (Zoning) provides that a substandard lot is considered buildable as long as it meets four criteria. Following is how this application complies with those criteria: 1. The lot is in separate ownership from adjoining properties. 2. The lot complies with the area requirement for the R -1A /S zoning district. The width of the lot complies with the 70 percent requirement for existing lots of record. The proposed home and detached garage comply with setback requirements for the R -lA /S zoning district. In taking advantage of the level area of the lot, the home not only sits well back from the shoreline of the lake, it is 64 feet behind the bluff line on the property (only 20 feet is required). 4. At just over 15 percent, the proposed floor area ratio, details of which are shown on Exhibit L, is well under the 30 percent maximum provided by the Code. B. C.U.P. — Accessory Space in Excess of 1200 Square Feet. Section 1201.03 Subd. 2.d.(4) of the City Code prescribes criteria for granting conditional use permits for accessory space over 1200 square feet. Following is how the applicant's plans comply with the Code: 1. The total area of accessory building_ s (1404 square feet) does not exceed the floor area (4449 square feet — upper two levels) above grade of the existing home. 2. The total area of accessory buildings does not exceed 10 percent of the minimum lot size for the R -IA /S zoning district (.10 x 40,000 = 4000 square feet). The proposed garages comply with R -IA /S setback requirements. The detached garage is somewhat buffered by existing vegetation to the east of it. -2- Memorandum Re: Schrepel CUP 27 March 2012 It is worth noting that the proposed hardcover for the site is at the maximum 25 percent, including a shared portion of driveway for the house to the north and 184 square feet of "contingency hardcover ". At such time as the property to the north is redeveloped, it is anticipated that it will have its own driveway, freeing up 486 square feet of hardcover for the subject property. Exhibit D contains an evaluation of trees proposed to be removed, primarily due to their condition. As part of the building permit application, the applicant must provide a tree preservation and reforestation plan showing how existing trees are to be protected. In particular, the trees located to the south of the proposed house will require some extraordinary measures (e.g. wood chip bed to prevent root compaction from construction activities). With respect to site protection, the building permit plans should include erosion control measures to be placed east of trees marked as B and D on Exhibit B. 4. The architectural character of the detached garage will be the same as the proposed house. Siding and roofing will match the house. Based upon the preceding analysis, it is recommended that the applicant's request for a conditional use permit be granted, subject to the following: Building permit plans for the detached garage must show storage trusses for the upper level with a permanent ceiling height of less than seven feet. 2. For the building permit, the applicant's arborist must provide a tree protection plan, among all else describing in detail how the trees to the south of the new house will be protected. 3. Erosion control consistent with Minnehaha Creek Watershed District requirements must be in place prior to excavation. Silt fence should be located to the east of trees shown as B and D on Exhibit B. cc: Larry Brown Tim Keane Joe Pazandak Tom and Velinda Schrepel Mike Sharratt Kyle Hunt -3- Z; Q- �idge �iaDr, Bend 0) -j ry 07 Q) M E 0 C: CD > Poo C) a) C) LL 4 -N 0 C) ca CD - c 0 2 = L. (D Cl) CL C) c C) co ca C) Exhibit A SITE LOCATION Schrepel C.U.P. ADVANCE ,SURVEYING & ENGINEERING Co. - - 5300 S. H No. 101 diva L LUMATIONS & NOTES , L Sboaiag We length aM drund.. ofbouodo, lines ofWe above legal description. TUe R --four services Mss not SURVEY F OR KYI.L ZIFJN2` ePy PARTNERS INC. inoladc dotertnWingwlwt you ovm, which isa legal mauir. Ploaae uUeok thelegal descrip,on with yovrrecorrLs orcor,sWt with co U t wi b leggy co n el. u sweaty, Rh, s Wo it m forte and rot my natt s ufm aN, mwh as asem v , b n[yau wisU shown on We survey, h— hero sUawn. SURVEYED September30, 2004 ➢RAFTED OOmbfr i, 2004 2 2. Showing the {acatio¢o£oxisrmgimprouements we deemed impar,mt. REVISED Die ucr L5, 2011, to show addidoval mpogaphy. 3 3. Saring newmonumeita or verifvivg nidmonume ahem man4 the comers oftbe property. - RE: IRSED; JRPm,y, 4, 2012, to allow proposed lotsplii. 4 4. Showmgme apography of We she by ffnmur lives and spot elavetiona, We elevotinnx show¢relatc only ,, REVISED: Jmoary 19, 2012, W Show acistiug eovditieus of both lots. b buMhmmkprov,ded m this sorvey. Uae ibetbenchmmk and check at least rive other feature shown an the map when dmniminingather elevations for ose o, this . LEGA LDESCR?PTIONS` b 5. The bloff JIM (on the southerly lot) M.. was interpreted fin, a sketch provided by *vie Hion. The lvcatimofdo, GRAPHIC SCALP. blufPlineis Perame- dWbebveen Kyl Nmteod We Cityof8i,r oudmIW15/2011. Wfuj w have M w¢ the buff o to on NOR Hoolun YP u fi =c Rd horns 1huu uti¢uetl Ofthc dnrerilyju l 3o l L oveso w m rsn ) ffi id L midM ldaffed t 31, Township I17 North, Range 23 West and which lies varthnly ofthe fbilowing described Live "A^: C=Mni19 at We intoonotion ofth,Wout light ufwa line ofmid sheet Rod We Nudh hue of said Govetvmevt Lot 3; " �• thence, uoltyalong said Noah live to m intersection with said sheet centerline exmn,no; moon, southerly along acid P emeriiue ronoMino a distuvice of 31.19 fed on s point hera'v,:dierref,,,d to as Point IS"; Wrncc don -Pong to' the tight m C CERTIFICATION: angle of 85 dcgces 36 minutes.dist ante of 89.36 fna1, a point Uweina8erteferidto m Point "C'; theoMnmthe..Jy in I I horuby oeAfy Fill in, plea p.if report or avrvay was pmpmed by fr rode, my dumt EM.,isiun R the M Rod t ME , o l s CONTA SOUTHERLY P INS: 35,883 SQ. FC. J gggS tp,vt of the NOrW 97.45 feetofGovemmant Lot 3, Sechw 3l, Tow.fsWpl t7, Aenge 23, f`1` 1 Hennepin County, xFolun mMdfff¢evaeated oays sheet adjacent and snuthofLot tO, Scoffs Subdivieiav ofLnt2, Sectia¢31, \ �, 1 , r E Thip 111NOrW, hung -23 Wwe HemapivCounty,Minveaota, wbich Eo wodaly.f, lineponllel to Min 17 fact West / & ofibe amdberly exto¢eion otmf centalwe ofthe shad adJueent to Lots i through 10 in Scott's S,bdlvidon of Lot 2, Section \` G 31, Township 117 North, Range 23 Wes4 and wbich lie aoothorly of tho ffBowinu, d bed Line "A": r ` �� t " \ , F 1 Commencing at We inhouno,imofdin West right of way line ofmid nest and the North line fmid Goverment Lot 3; thence rnmerq J ' $ then along said Nurfh line m an intonnoubov with said Plinio mteri " exbmion; thous sodbedy along said Ncrfh l'ne of Lot >0, Scoff's sabdlw's/on- cenmNne extevsiu¢n dietmce of31.I9fedmzpnWthereimAcrmfemd I ae Point "I3 "; manes detlectmg to the right eu — I angle of 85 degrees 36 36 m,nus im inedisceof69.36& a to a point hereinafter rafeaed to M Point 'C'; fumoP mrtbeamerly to — — — — — — — — — — — — — — — — — ` — — — — — — — — — — — — — — — — — — — — — — — — — — — -- the poi. ond WC beginning fmid UP,' "; thenco souffin Mbdy to slid Point -C11; in,=, westerly m theahemofLnke Mirmetovka, on westerly extensionofthe line Hem POmt'B "WPeiat "C" and them lRookodng. Ll � - - y CONTAN:S: 40,7475Q. FT. i:l.l L.ijn�iJ ...a v :rr nVCi. ems: , �Y p # g pY y rid eas)'4o. W cr o t �ruM ew new ux W? A l A 1 ./IMROL577BP. T.fBUL4T /ON /NORTH P.4 c" 1 ) 1 p of 1 1 i' 11 lr tl I F I - -- j o DWELLING 259 2 SSQ.FT. ' l r fd1_ `I .- i�'� c � ' • 8 t I - ,a e BffUtv➢N➢NOUS DRIVE SQ. FT / CONCRETE 249 SQ. FP /' " / / r � DECK 145 SQ. Fr. I RETAINAIG WALLS ]0 SQ. FT. j d / l i l r r 1 r f r \\ j \+,max tN 9r 1 - ,n. amw+mw (s q _ � a I \ TOTAL HARDCOVER 2,841 SQ. PJ. - / l)!"/ l _ `� d ' \` (.� I — - 7 — — — — `-� —/! — \� — - — L �e tZS AREA OF LOTTO OHW) 35,883 SQ. FT. / /y i i 1 / , Ir Y 1 i�,YV %HAADCOVEe Imo .r/ vv v r,�i h xam.nuotre .nose.1 xor l.. IS tmpu,ax Jw T a _ 6MRPCOIfMY TMRCLMTION (SOOTL PMRCRL) ,\�- Id /' / ! ' 1 G�s rf i L y ' ` � ` ;o , �\ !' '- \� t. 2q izt� ,gam, (• yy 69 BITUMINOUS DRIVE 4,0423Q. Ff. v i ,yy�} \ 1 4 pn wr.e . em u •; - �4� _ N � e•n CONCRETE 315 SQ. FT. 4 / !! ! rl // x1 —"- F - - 32832 - y} TOTALILARDCOVGR 4,357 SQ. FI'. g / +, /'plc 85'3138 W at ,r* AREA OF LOT CPO OHV>) 4g 84� z.1 � 7475Q. ET. Y. a L` I r , �` _\ _._ � 1 t °s I' _ = grit / // 7 .' } ' a.xry `" v - j - - -- - _ - , , a - - HARDCOVER 10.7 % - ,gosv .2--a9 / / / /.. l / 1 woe 1 m - �3e f I m I r R' oaf A� nor, °°° �) f / r 7, 1 1 '1 I l j 1 } � C t/} 1 I I `�- ..t" --/ t l I � \\ n a �� m - - � _ -� \- • -- � ♦ q � - /'; ! 1� Fb � I - � - x .. a b m �f � r � � �`•- ''� � 2 B 7 a' -- ru m ww J J 5 895740 W xE OF RLa xa I'M PER tt«,9n�,r.nnv �� e aRM M ar R La xa lane PER Hax9Rmran I Rry r' Exhibit B a"Z2a `1 t^ � North line of Lot 10, Scotts Subdwson _ -- - - - - -- -gym - - - -_ — _ + - - - -- - -- — _ _ - -- _-- - - - - -- — — -- - �r�r,i < +r>I -.�r rjr,r I -„ey v; i. l J / �iws swe .w'xa5 °'°•� r ',A: '.A', .I rane G: n X' „t;�'• 5 89 W �� - NuTH LINE OF lHE NORTH 3295 FEE r of tAT 10 _ 1 I ! •'!dR'f1 / ' t / _ __ 82.52- A / ,.�.o cw n,�w °"'I - -- - _ e ' 19 1 /t / i %, 'l „ "'l', } ,h x. ! i 1 ( )•• ,'',:1,n.,.. _ .,. ,1 1 ;• 1 /�,1, ;1' ° ;l „,7',' ( � I i t � �_! 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I- � ' ' - -I - - y --1--I �_ —' a r,s� ,r msF - a• ._. - _ 4 � `•�, �.- � a l� o� 'rj • 48fSS- � P � I ��..._ a ° I MIH - o s. �' \\aNACexuri�S.Famaal ,.. ''”" i '_i7.v f � \ - - -- -- - -- — — = — — �.. 1 l - l -- azs.7o' - s ' N ,lal �_ v 1• — 1 — ^- — — — y ou -= � N . I.worwn•+>o° C \ 1 I � S 89 ,97 ' 40' W \ J �� who lnrvm �an ftwhn UW I c ^ UNE OF RLS. NO. ""I'm "I""E NTATION � S -NORTH LINE OF R.L.E. NO, 1565 PER MONUMENTATION w Y \ GRAPHIC SCALE V 20 O 10 x0 W n (M FEET) ` Exhibit C PROPOSED SiTE PLAN OSTVIG TREE, INC. SINCE 1933 A Tradition of Excellence March 6, 2012 Mr. Mike Sharratt Sharratt Design Suite 100 464 Second Street Excelsior, MN 55331 Dear Mike; The following is an evaluation of the trees that will need to be removed because of the new construction at 28180 Woodside Road, Shorewood, MN. The letters identifying each tree corresponds with the letters for the trees on the lot survey, The list begins from the road and goes into the lot. 1) H — 6" diameter 3 Sugar Maple Trees (Acer saccharum), all three of these are healthy trees. 2) G -- 6" diameter Sugar Maple Tree (Acer saccharum), this tree has extensive decay on the trunk creating a hazard for trunk failure in the future and shortening the life of this tree, 3) F —12" diameter Sugar Maple Tree (Acer saccharum), this is a healthy tree. 4) E —14" diameter Sugar Maple Tree (Acer saccharum), this tree has amain crotch that is very tight and weak and has included bark creating a structural defect in the tree that will cause it to fail in the future. 5) A — 20" diameter Sugar Maple Tree (Acer saccharum), this tree was struck by lightning many years ago and has extensive decay and cankers in the trunk causing the tree to decline substantially in health and causing a safety hazard for failure in the future. The tree has already begun to die back and will not live much longer. 6) C -- 30" diameter Basswood tree (Tillia americana), this tree will not be affected by the new construction, but has a substantial amount of decay in the truck causing a safety hazard and decline and die back in the tree. Please feel free to contact me with any questions or other concerns you may have. Sincerely Jim D. Ostvig International Society of Arboriculture certified arborlst ISA certification # MN -0196A l 161 E. Wayzata Blvd.. 3f l - Wayzata. MN 55391 West Metro: (952) 473.0534 `East Metro: (651) 653 -9930 Fax: (1 - 63) 479 -3620 Website: WWW.ostvigtree.com A Family Owned Business For Three Generations TREE D TREE EVALUATION - r w 'L T� I _ �, �m � a :e i iG L.4 /f i �_?t� Foss icy c —\ !' 0D�_ -�= E /J / d _ � d _ - yj �r � 1 ,�f � I �cp , � f � ! EI � w \ _____�� ms�,., e_zd"5o ,/ `.y?��^,,` �•-� w — -- IIA ij , � �._. .., -- - .. , :.` p +�` .+G I- �YZ��'l�.�_1�.(.- .�� 4�........-- �---- � °m°"'""" �•✓ e F��.qP t71�. �.. h1 �IBl - !n= _ -_ G a� . =J �lmGt�"EJV.6'T'9'1 � �+' .�~^ �f �L- O O' __- ._ -.m-^- h16TG' i ✓-1 �r Ili, .�' i°F.`� fr'°Il� .:t _MP''h.•.�.._ J �N Exhibit E FIRST FLOOR PLAN M ROL 4 Z D by g el P;1-414 — r° an I IF- Pq' F" Exhibit F SECOND FLOOR PLAN �a F ^ �1 �1 t , r F ' E � Oor� I �G� _ S D Tv I ° 1 5 "ar- X01- Ic�L� �-- • �s�e.k�{�.- /bG �. —der 1 __ I"'�,Qrz' L�- ,I�,,�"t°�, �G� -}�'E O._'�" � Exhibit G BASEMENT FLOOR PLAN Exhibit I SOUTH BUILDING ELEVATION Exhibit J NORTH BUILDING ELEVATION mL i 78 t,, ova 'r - :.�w�» —` ♦ ohrsr m.,,eyaf4�a m'� noc � r '/ ,.. ®�„�. �� &��. s I ' '� + wsz: ®w45 T�lr �'3°s`'��ys� < ° ®'�'°Pp mod' +"m's. rwJ�. � _ _ l �/ '�� raarra s s company 3/5/2012 C.U.P. Application Proposed Schrepel Home - 28180 Woodside Road, Excelsior, MN 55331 HARDCOVER TAKEOFF Home (including screen porch) 2,520 Attached Garage 676 Rear Upper Patio 840 Lower Walkout Patio 200 Detached Garage 728 Covered Front Porch 294 Front Walk 150 Driveway Near Garages 1,468 Driveway to Woodside 2,640 Drive Access to Cannon Home 486 Contingency Hardcover 184 - Door slab, additional retaining, etc. 10,186 0 sf over ALLOWABLE HARDCOVER: Site Area = 40,747 sf x 25% = 10,186.75 sf allowed C.U.P. Garage Size = 1,404 sf application (for C.U.P. over required) as part of lot subdivision F.A.R. (Floor Area Ratio) Home - 1st Floor 2,520 - 2nd Floor 1,929 - Walkout Basement 0 Attached Garage 676 Detached Garage 728 Covered Front Porch 294 6,147 464 Second Street 0 Suite t 00 a Exc Exhibit p h o n e: 9 5 2. 4 7 0. 9 7 5 0 f a x: AREA TABULATIONS w e b s i t e: s h a r r a t t d e s i g n. c o m • e m a i l: i n f o C CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION GRANTING CONDITIONAL. USE PERMITS TO BUILD ON A SUBSTANDARD LOT AND FOR CONSTRUCTION OF ACCESSORY SPACE IN EXCESS OF 1200 SQUARE FEET OF AREA TO TOM AND VELINDA SCHREPEL WHEREAS, Tom and Velinda Sehrepel(Applicants) have an interest in the real property located at 28180 Woodside Road, in the City of Shorewood, County of Hennepin, legally described in Exhibit A, attached hereto and made a part hereof; and WHEREAS, the property does not conform to the lot width requirements of the R -1A /S, Single - Family Residential /Shoreland zoning district, in which it is located; and WHEREAS, the Shorewood City Code requires a Conditional Use Permit to build on a substandard lot; and WHEREAS, the Applicants have applied to the City for a Conditional Use Permit for the construction of a single- family home with both attached and detached garages, which garages together contain 1404 square feet in area; and WHEREAS, the Shorewood City Code requires a Conditional Use Permit for the construction of accessory space exceeding 1200 square feet; and WHEREAS, the Applicants' request was reviewed by the City Planner, and his recommendations were duly set forth in a memorandum to the Planning Commission dated 27 March 2012, which memorandum is on file at City Hall; and WHEREAS, after required notice, a public hearing was held and the application was reviewed by the Planning Commission at its regular meeting on 3 April 2012, the minutes of which meeting are on file at City Hall; and WHEREAS, the Applicants' request was considered by the City Council at its regular meeting on 23 April 2012, at which time the Plaimer's memorandum and the minutes of the Planning Commission were reviewed and comments were heard by the Council from the City staff. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: FINDINGS OF FACT The lot is under separate ownership from adjoining properties. 2. The lot contains 40,747 square feet of area, is 84 feet wide at the building line, and meets at Least 70 percent of the required lot width for the R -IA /S zoning district. The proposed improvements to the property amount to 25 percent lot coverage. 4. The proposed home and garages meet or exceed the minimum setback requirements for the R -1A /S zoning district. 5. The total area of accessory space (1.404 square feet) does not exceed the floor area above grade of the principal structure (4449 square feet— upper two levels). 6. The total area of accessory space on the property will not exceed 10% of the minimum lot area for the R -1 A/S Zoning District in which it is located (4,000 square feet). 7. 'the design and materials of the garages are compatible with the architectural character of the proposed home. A. Based upon the foregoing, the City Council hereby grants the Applicants' request for conditional use permits to construct a single - family dwelling with attached and detached garages. B. This approval is subject to a condition that the building plans for the detached garage show storage trusses for the upper level with a permanent ceiling height of less than seven feet. C. The City Administrator /Clerk is hereby authorized and directed to provide a certified copy of this Resolution for filing with the Hennepin County Recorder or Registrar of Titles. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 23rd day of April 2012. Christine Lizee, Mayor ATTEST: Larry Brown, Interim City Administrator /Clerk -2- Lezral Description That part of the North 97.45 feet of Government Lot 3, Section 31, Township 117, Range 23, Hennepin County, Minnesota and of the vacated street adjacent and south of Lot 10, Scott's Subdivision of Lot 2, Section 31, Township 117 North, Range 23 West, Hennepin County, Minnesota, which lie westerly of a line parallel to and 17 feet West of the southerly extension of the centerline of the street adjacent to Lots 1 through 10 in Scott's Subdivision of Lot 2, Section 31, Township 117 North, Range 23 West, and which lie southerly of the following described Line " A ": Commencing at the intersection of the West right of way line of said street and the North line of said Government Lot 3; thence easterly along said North line to an intersection with said street centerline extension; thence southerly along said centerline extension a distance of 31.19 feet to a point hereinafter referred to as Point "B"; thence deflecting to the right an angle of 85 degrees 36 minutes a distance of 89.36 feet to a point hereinafter referred to as Point "C'; thence northeasterly to the point of commencement and the beginning of said Line "A "; thence southwesterly to said Point "C"; thence westerly to the shore of Lake Minnetonka, on a westerly extension of the line from Point `B" to Point "C" and there terminating. Exhibit A ® #9A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Water Plan Update Engineering RFP Meeting Date: April 23, 2012 Prepared by: James Landini Reviewed by: Jean Panchyshyn, Larry Brown Attachments: Proposal Tabulation Policy Consideration: Whether to extend municipal water service throughout that portion of the City that does not currently have access to municipal water service. Background: At the 2/27/12 work session there was discussion about hiring a consultant to review and refine the water expansion plan. Based upon that discussion, staff is seeking the assistance of a consultant to perform a peer review on the existing report and present concept policy considerations for expansion of the system. At the 4/26/12 Council Meeting a RFP was authorized for distribution to the consultant pool. The 4 firms responded to the RFP and the results are tabulated on the attachment. WSB provided the lowest, not to exceed, fee for the work at $7,819.00. Financial or Budget Considerations: If approved, fees for the consultant will be funded by the Municipal Water Fund. While this project was not specifically budgeted for, there are adequate reserves in this enterprise fund to complete the proposed project. Options: 1. Direct staff to work with WSB to refine the water plan update. 2. Direct staff to work with a different consultant. 3. Do nothing. Recommendation / Action Requested: Direct staff to work with WSB to refine the water plan update for Council worksession discussion on 5/29/12. Next Steps and Timelines: Council awards project on 4/23/12, and work session held on 5/29/12. Connection to Vision / Mission: Expanding municipal water service would provide an attractive amenity to some residents and future residents. 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 City of Shorewood 2012 Water Plan Update Proposals Opened: 10:00 A.M. Engineer: City of Shorewood 16 -Apr -12 . .. . .. .. .. ... . ............. . ... ............ ........... ::::::::: .................................. - .................... ............ .................... ............. ....... .... . ............ xx: ............ .......... ............. ...... .... ......... ....... % .............. . ........ .......................... ... ....... ............ . .... ... ... : .......... ... ................ ............ ............. ....... ................................... .... ........ .. .... . ............... . ....... ..................................................... ...................................... ...................... ......... ....... . ...................... ................. ......... .................................... ........ ......... ... ... ....... ....... ....... 1 HTPO $ 26,201.00 2 TKDA $ 9,000.00 3 Bolton & Menk $ 14,350.00 4 WSB $ 7,819.00 5 6 7 8 9 10 11 12 13 14 15 I hereby certify that this tabulation is a correct and true representation of the quotes received on this date for this Improvement Project Yames Landini, City Engineer y - 16- I JL Date Date A WSB &ASneluaa. Inc Engineering • Planning • Environmental • Construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel 763-641 4800 Fax 763-641 -1700 April 16, 2012 Mr. James Landini, PE City Engineer City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: 2012 Municipal Water Extension Plan Update Dear Mr. Landini: The City of Shorewood is preparing for the implementation of the City Capital Improvement Plans, with the update of the Water Distribution System Improvement Plan prepared in 1996. City staff has recently prepared a preliminary plan for the expansion of the water distribution system correlating the improvements with the City Pavement Inventory and Management Plan. The coordination of the two improvement planning documents will reduce costs for watermain construction, coordinating this work with roadway construction and reduces impacting an improved roadway with watermain construction. WSB staff members have direct experience with the preparation of water system plans and assisting communities that have proactively approached their capital improvement planning in a manner similar to the City of Shorewood. Additionally, our staff has experience in working through policy issues as it relates to funding improvements, especially where the water distribution expansion is in areas with larger City lots served by private wells. Paul Hornby will be our Project Manager and contact for the City of Shorewood during this proposal process and project. His direct contact information is Paul Hornby, PE, Senior Project Manager 701 Xenia Avenue South, Suite 300, Minneapolis, MN 55416 Phone: 763.287.8526 (direct) / 651.325.6849 (cell) Email: phornby0,wsbeng.com Fax 763.541.1700 As this proposal will illustrate, through our experience and approach, we will provide quality technical services, coupled with effective communication to achieve project success. We look forward to implementing our work plan and developing this project with you. We welcome the opportunity to discuss this further and encourage you to contact Paul if you have any questions. Sincerely, WSB 8 Associates, Inc. Paul Hornby, PE Senior Project Manager Minneapolis • St. Cloud Equal Opportunity Employer ow. ada�weeywo� .wna�,n.�:mm,woo.,ma. yea. �, c�. m�m��ewawwv�rnewooaw .aem,��. «n�o�,m� Mr. Landini April 16, 2012 Page 2 of 3 Project Understanding In 1995 the City of Shorewood initiated the expansion of the water distribution plan by preparing a phased 20 year plan to systematically provide water to residents throughout the City. The goal of the plan was to ultimately connect the west and east elevated tanks and water supply wells to the trunk system, improving fire flow capacity as a public safety measure and eliminate the need for hydro - pneumatic tanks at the wells. This plan identified improvements in two 5 -year periods and one 10 -year period, based upon prioritized on criteria, including fire flow benefits, cost effectiveness, resident requests, and scheduled with roadway reconstruction. Since completion of the 1996 water distribution plan the City has developed policy to fund the water system and initiate expansion of the system. There has been debate regarding the appropriate connection fee to establish for municipal water connection in a fair, equitable and feasible manner. This water plan update is to review policies that can be initiated by the City to encourage and /or incent residents to connect to the City water system. Several ideas for accomplishing this goal are to be provided with the plan update. The City of Shorewood has many larger existing lots where providing a water system or other improvements are generally higher due to lower densities that will be served by the improvements. Funding watermain improvements solely through assessments will be challenging since the City will have the burden of showing the assessed improvement provides benefit, which is increasingly challenging where property owners already have a private well. Looking at alternative methods to fund the water system balanced with assessments, connection fees and other sources is key to successfully implementing the system expansion. The City is also implementing the Pavement Inventory and Management Plan and is proactively reviewing other capital improvements that may impact the roadway maintenance and improvement schedule. The City will provide a cost savings to residents when improvement plans correspond well with multiple improvements to reduce the chance of constructing utilities in a recently overlaid or reconstructed street. The City staff has prepared a detailed schedule of watermain improvements with the pavement management program schedule. The City is requesting assistance for review of scheduled improvements and associated project cost opinions for the water system. Critical elements of this review will be preparing cost opinions in 2012 construction dollars with recommendations for annual adjustment for economic conditions, reducing the need for re- evaluating costs every year of the 20 -year plan. Re- evaluation every five to seven years is common practice for long range planning of improvements. The project will provide a report identifying recommendations for water system expansion including: • Watermain segment opinion of cost for the system, focusing on the first seven years of improvements • Provide alternative construction methods that may reduce overall project costs • Review and recommend modification to the schedule of improvements as identified by the City staff as compared to the pavement management schedule • Provide policy alternatives to encourage and /or incent residents to connect to the City water system • Provide alternatives for funding the expansion of the water system. The enclosed work plan and compensation table provides additional detail for the breakdown of tasks and team assignments. CVUsasWNxonNppDafEoc14imsoft \WindowAT®or Iol tPilesVCooI OatIOOM6SM4WMY \Shore od Wata Plonodate Pmpoffitloc Mr. Landini April 16, 2012 Page 3 of 3 Consultant Project Team Paul Hornby, PE Project Manager Paul will serve as the Project Manager for this project. He will be responsible for leading and coordinating the work within the WSB team, and be responsible for the quality control, staff tasks scheduling, and overall project management to make certain the project meets City goals identified in the RFP and this proposal, the work product is delivered on time, and within budget. He will serve as the primary contact for communication with Shorewood staff. Paul will guide the evaluation and report recommendations, as well as have hands -on responsibility for the quality review of the report amendments. Paul has over 26 years of experience in civil engineering with the past 20 years as a Municipal /City Engineer. Paul has direct experience working with the City of Shorewood between 1993 and 1997 and has prepared preliminary and final designs, plans, specifications, reports, cost estimating, capital improvement budgeting, project funding, Chapter 429 assessment process, public presentations, for numerous projects. Don Sterna, PE Principal Don will be our Principal on this project. He will work with Paul to make certain the necessary resources are available for the project team. Don will be responsible for contract management and also provides a second point of contact for Shorewood, should they desire it. Don is a Final Design Project Manager involved with all phases of transportation, municipal, and infrastructure projects. As a project manager, Don is responsible for the coordination of staff in the completion of plans and specifications and construction services. He is a registered engineer, and has over 25 years of transportation, municipal, roadway, bridge design, and construction experience. Don has also been responsible for a wide range of projects involving planning, coordination, design, and construction administration and has a strong background in the design of state and federal aid and local transportation projects. Don has worked with the City of Shorewood, most notably on the CSAH 19 /Smithtown Road intersection improvements. Joe Ward, PE Design Engineer Joe will assist with prioritization of the water system improvements schedule to provide recommendations to the team with regard to flow capacity as it relates to looping the trunk and lateral systems to optimize system performance. Joe has experience in modeling a portion of the City of Shorewood's water system for specific areas for well improvements and has performed modeling and flow analysis modeling for several WSB clients. Although modeling is not requested for this project, Joes experience in the modeling in WaterCAD software program will benefit the City in review of prioritization and scheduling future water system expansion improvements with this plan. Katie Kasper, EIT Design Engineer Katie will assist the team with preparation of opinions of project costs for each size watermain segment reviewed for this plan update and roadway costs and improvement scheduling. Katie has experience in CIP planning /budgeting, pavement management, construction observation, and report preparation. CVUsasWNxonNppDafEoc14imsoft \WindowAT®or Iol tPilesVCooI OatIOOM6SM4WMY \Shore od Wata Plonodate Pmpoffitloc ��S Project Work Plan and Compensation 2012 Municipal Water E Pension Plan Update City O( $harewaad. MinmsO[s Estimated HOar3 5 5 5 5 5 P � kawe mew am eaz avppmsaam roswam avtwwoaaya 5 mamm�cmq �wAge, "LOCAL PHOSECL FEE AMOiJNL ari Basiq n0[[a Exceed $ p�819.00 2012 MUNICIPAL WATER EXTENSION PLAN UPDATE REQUEST FOR PROPOSALS I. INTRODUCTION The City of Shorewood is issuing this Request for Proposals (RFP) for professional services necessary to successfully complete the project. In general, the project includes: Review the draft water plan update, recommend adjustments to the schedule, recommend adjustments to the rough cost estimates, provide possible connection policies and provide alternative funding ideas. A. RFP Content. This RFP contains the following sections: I. Introduction II. Project Information III. Proposal B. Addenda /Clarifications. Any changes to this RFP will be made by written addendum. Verbal modification will not be binding. C. Pre - Contractual Expenses. The City will not be responsible for any pre - Contractual expenses. Pre - contractual expenses are defined as expenses incurred by the Consultant in: 1. Preparing its proposal in response to this RFP; 2. Submitting that proposal to the City of Shorewood; 3. Negotiating with the City of Shorewood any matter related to this proposal; or 4. Any other expenses incurred by the Consultant prior to the date of execution of the Proposed Agreement. D. Contract Award. Issuance of this RFP and receipt of proposals does not commit the City of Shorewood to award a contract. The City of Shorewood reserves the right to postpone opening for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with other than the selected Consultant should negotiations with the selected be terminated, to negotiate with more than one Consultant simultaneously, or to cancel all or part of this RFP. E. Contact Person. The Consultant's contact for specific questions regarding information in this proposal is James Landini, City of Shorewood, 5755 Country Club Rd, Shorewood MN 55331, (952) 960 -7910, Fax (952) 474- 0128, ilandini _ci.shorewood.mn.us II. PROJECT INFORMATION Page 1 of 3 2012 MUNICIPAL WATER EXTENSION PLAN UPDATE REQUEST FOR PROPOSALS A. Project Areas and Identified Improvements. Shorewood staff undertook an update to the 1996 municipal water distribution system improvements to supply the remainder of Shorewood with municipal water access. The original plan will be made available in a scanned pdf format and was originally performed by OSM & Associates. B. Project Scope. The objective is to provide a project that is to review the first 7 years of the 20 year update for cost accuracy, proposed system improvement efficiencies (no model required), policy ideas and funding ideas. This information will be used for a future financial analysis RFP. This project shall provide the following: 1. Report: A. Recommendations to revise the opinion of probable cost. B. Recommendations to revise the schedule of improvements. C. Suggest possible policies to encourage connection to municipal water service once available. At least 6 are desired to brainstorm with. D. Suggest alternative funding sources. At least 6 are desired to brainstorm with. C. Project Schedule. The following is the anticipated project schedule: Council review of RFP 03/26/12 Distribution of RFP to consultant pool 03/27/12 Proposal deadline 04/16/12 Council award 04/23/12 Review Documents to Staff 05/21/12 Council Work Session 05/29/12 III. PROPOSAL A. Submission of Proposal. Submit the proposal to: i land inino ci.shorewood.mn.us James Landini, P.E., City Engineer City of Shorewood 5755 Country Club Rd Shorewood, MN 55331 Proposals shall be received by 10:00 a.m., Monday, 04/16/12. Proposals received after this time will not be accepted. Emailed proposals are preferred. B. Proposal Format. Proposals shall be prepared to print on 8'/" x 11" paper, with all text clear of binding. The proposal shall be clear and Page 2 of 3 2012 MUNICIPAL WATER EXTENSION PLAN UPDATE REQUEST FOR PROPOSALS understandable when reproduced in black and white. Please limit proposal to 5 or less pages. D. Letter of Transmittal. Address the letter of transmittal to: James Landini, P.E., City Engineer City of Shorewood 5755 Country Club Rd Shorewood, MN 55331 Include, at a minimum, the following: 1. Identification of the offering firm(s), including name, address and telephone number of each firm. 2. Acknowledgement of receipt of RFP addenda, if any, and 3. Name, title, address, email address and telephone and fax numbers of contact person during period of proposal evaluation. E. Consultant Team. List all team members and areas of responsibility. Resumes may be requested by City staff during proposal review. F. Understanding of the Project. The Consultant shall provide a brief, concise description that demonstrates the Consultant's understanding of the project and what needs to be done to successfully complete the work scope. This section shall not be more than one page. G. Consultant Fee. The Consultant shall provide a total cost, not to be exceeded, for all work. The estimate shall clearly identify any additions, overhead, reimbursable expenses and profit. H. Exceptions and Deviations. The Consultant may include other services outside the scope of this proposal that the firm feels maybe needed. The Consultant also may propose cost - saving items. Any exceptions to the requirements in this RFP, including the language in the contractual terms, must be included in the proposal. If the Consultant proposes changes to the scope of work, include a description, reason for the change and added /deducted engineering costs. Segregate all exceptions as a separate element of the proposal under the heading "Exceptions and Deviations ". I. City provided Data. The City of Shorewood will provide consultant with scanned pdf copy of 1996 report, updated pdf map, updated Excel file and 2/27/12 work session agenda packet and 2/27/12 work session minutes. Page 3 of 3 City of Shorewood Council Meeting Item Title / Subject: Deer Management Program 2011 Meeting Date: 4/23/12 Prepared by: Brad Nielsen Reviewed by Attachments: Exhibit A — 2012 Aerial Deer Survey Exhibit B — 2012 Hunt Sites Item #10A MEETING TYPE Regular Meeting Policy Consideration: Should the Deer Management Program be continued for 2012? Background: As reported at the end of last year, 2011 was our most successful deer removal effort, with bow hunters taking 32 deer over five weekends. Although there was some concern that Three Rivers Park District might not be able to do its annual aerial deer survey this year, a timely snow event in March provided the opportunity to get it done. As shown on Exhibit A - attached, the count this year was 81, down considerably from last year's 145. This may be somewhat deceptive for some of the same reasons last year's number was high: 1) the relative lack of snow and very mild winter did not result in deer "herding up" like they did in last year; and 2) the lack of snow in wooded areas provided better cover to hide from the survey team. The map on Exhibit B shows the sites that were hunted last year (note that #15, which was added late in the process, had the highest tally of all the locations). As would be expected, deer are concentrated in the same general areas as last year. Although a significant number of deer were removed from the area north of Smithtown Road, between Grant Lorenz Road and Wedgewood Drive, a large concentration appears to remain just west of there. The hand - written numbers on Exhibit B show the numbers of deer taken from each hunt location. Staff recorded only one complaint from last year's hunt. A resident of the Gideon's Woods townhouse project expressed concern about an archer looking for a wounded deer in her vicinity. That deer was subsequently found in the Gideon Glen site. As always, the question is whether or not to conduct a removal program for the coming year. Despite the lower number in this year's survey, staff recommends continuation of the program for 2012. One concern is that the mild winter and spring may contribute to multiple fawn births and low mortality rates. MBRB representatives have suggested that bow hunters be allowed to hunt on the Friday evening of each weekend. In the past, they have simply used that time to set up their stands for hunts that were limited to Saturdays and Sundays. Many of the hunters travel some distance and several have reported that they could have taken deer on the night they set up their stand. One additional hunt period would only serve to increase the success rate and staff agrees with this suggestion. As the coming season approaches, staff will submit to Council a list of five proposed weekends for the hunts. Financial or Budget Considerations: This program has been relatively low -cost. The insurance certificate required from MBRB is $50 and the annual aerial survey was $944 last year. There is some, 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 albeit minor, expense in mailing notices out to residents adjacent to hunt sites. Although staff involvement has increased somewhat over the few years that the program has been in existence, it has not detracted from normal duties. Options: The Council can continue the program for 2012, discontinue the program, or direct staff to explore alternatives to what we are currently doing. Recommendation / Action Requested: It is recommended that the program be continued for 2012, expanding it based on additional suitable sites being made available. It is also recommended that the weekend hunts be expanded to include Friday evenings. Next Steps and Timelines: Staff will review new sites, talk to property owners and hopefully expand the number of sites available for deer removal for next season. Connection to Vision / Mission: This program is considered to contribute to a healthy environment with a variety of attractive amenities. -2- } T� W «SH1R� — C ZD f �3 7 1 3 2 2 ;borewood j -`1 f z v \ � sy � l(tf Q 9prW O b� Noeren erg Area NORTH d � 1� Y 35 t �: \2 2 ` 4 ° SMITHTOWIA RD �•O / to � b T 4,; 3 q' 8 3 2 ' , _/ 0 0.75 1.5 Miles City of Shorewood 2012 Aerial Deer Survey Flown On 3/7/2012 Department of: NRM Flown by: Steven Hogg Created by: Steven Hogg Map Created: 03/5/12 � nreeRivers PAKK DISTRICT This may rs a " - m Po a dad hom varbus and iz provided 'as Is' of any represen dtion o(accun mmpledne .. The user acknowl, the II j U. Dad, ixludl Dad is dynamm and in a car maindnance, comecnon, Exhibit A CITY OF SHOREWOOD N A ' 0 1.000 2,000 4,000 Feet Shorewood Planning Department 10/11 1 Private (27410, 27420 & 27430 Pine Bend + 5705 Brentridge Dr) 2 City Property 3 Private (27225 Smithtown Road) 4 City Property 5 City Property 6 Private (Minnetonka Ctry Club - 24575 Smithtown Road) 7 City Property 8 Private (21355 Christmas Lane) 9 Private (6005 Christmas Lake Road) 10 Private (5760 Covington Road) 11 Private (26075 Birch Bluff Road) 12 Private (25755 Maple View Court) 13 Private (6045 Strawberry Lane) 14 Private (East end of Wedgewood Drive) X Deer Processing - 24200 Smithtown Road (Shorewood Public Works) Deer Management Plan Selected Sites Exhibit B MEMORANDUM Date: April 19, 2012 To: Mayor Lizee Council Members From: Bruce DeJong, Finance Director Re: March, 2012 Monthly Budget Report The 2012 General Fund budget is about where we would expect it to be at this point in the year. The only real challenge is to properly code expenses and time entries for payroll now that we have consolidated departments in both the Administration and Public Works areas. Total revenues at this point are 14.84% of the non -tax revenues. Overall expenditures are at 22.6% of budget which about on par with the three year average of 23.7 %. REVENUES • License and permit revenues are below last year, but last year's revenues far exceeded budget. Staff believes the current pace is more reflective of the activity predicted for the 2012 budget. EXPENDITURES • Administration, General Government, & Elections — The total expenditures are over budget because salary allocations need to be made to Recreation Programs for the Park Coordinator whose default coding remained in General Government. • Finance — Salary allocations will be transferred out to utility operations for estimated time spent in each department. • Municipal Buildings — The insurance costs always come at the beginning of the year and they take up a large percentage of the budget. • Police and Fire are on budget. • Public Works - over because more wages have been coded to this department based on actual time spent. Staff will continue to analyze this as part of the consolidation strategy implemented for the 2012 budget where most smaller maintenance budgets have been consolidated into the general Public Works budget. • Snow and Ice — Lack of snow this spring will keep this under budget. Please contact me or Mr. Brown if you have any questions. Attachment: March Monthly Budget Spreadsheet Monthly Budget Report March 31, 2012 EXPENDITURES YTD YTD 2012 % of 2012 Expected Variance 319 32.1% 22.3% 2011 March Adopted Annual % of 2012 (Negative) Year to Date Overview Actual 2012 Budget Budget Budget or Positive REVENUE 11 86 12.8% 22.4% Transfers 13 Property Taxes - - 4 0.0% 0.0% Licenses and Permits 42 23 109 21.3% 22.0% Intergovernmental - - 70 0.0% 47.2% Charges for Service 23 25 35 72.4% 48.6% Fines and Forfeitures - 730 54 1.3% 19.6% Miscellaneous 4 5 63 9.3% 16.1% Transfers from other funds - - 40 0.0% 0.0% TOTAL 70,359 55,383 5,136,395 1.1% ($39,867.99) EXPENDITURES 42 43 170 25.7% 22.6% Materials and Supplies Department 96 102 319 32.1% 22.3% Council 5 6 24 0.0% 6.6% Personnel 3 4 16 25.0% 24.1% Materials and Supplies 93 82 3 2.7% 52.9% Support and Services 16 11 86 12.8% 22.4% Transfers 13 Total 20 15 119 12.8% $9 Administration 42 43 170 25.7% 22.6% Materials and Supplies Personnel 96 102 319 32.1% 22.3% Materials and Supplies 5 6 24 0.0% 6.6% Support and Services 5 5 39 14.9% 8.4% Capital Outlay - - - 21.8% Total 108 115 383 30.0% ($38,950.50) Finance 42 43 170 25.7% 22.6% Materials and Supplies Personnel 40 41 128 32.2% 23.0% Materials and Supplies 6 7 7 98.4% 78.5% Support and Services 1 508 9 5.6% 9.4% Capital Outlay - - - 12.1% Total 48 49 144 33.8% ($12,892.33) Professional Services 61 57 199 28.7% 39.7% $21 Planning and Zoning Personnel 42 43 170 25.7% 22.6% Materials and Supplies 144 - 655 0.0% 86.5% Support and Services 2 1 9 19.0% 38.3% Capital Outlay - - - 31.6% Total 45 45 180 25.3% ($2,991.03) Municipal Building - City Hall Materials and Supplies 18 16 16 99.3% 30.8% Support and Services 89 111 157 70.6% 6.1% Capital Outlay - - - 1.8% Transfers - - 102 0.0% 0.0% Total 108 127 276 46.2% # ### # ### ## Police Materials and Supplies - - - 0.0% Support Services 249 247 989 25.0% 30.8% Capital (Public Safety Bldg) 57 56 225 25.0% 24.9% Total 307 303 1 25.0% $57 Fire Support Services 84 82 332 24.9% 34.8% Capital (Public Safety Bldg) 67 69 277 25.0% 32.5% Total 151 152 610 25.0% $53 Inspections Personnel 27 28 118 24.4% 23.9% Materials and Supplies 154 - 200 0.0% 2.3% Support and Services 105 542 5 9.9% 15.3% Total 27 29 123 23.7% ($344.52) City Engineer Personnel 24 19 90 21.9% 24.0% Materials and Supplies 4 104 200 52.0% 11.0% Support and Services 380 5 11 43.1% 11.6% Capital Outlay - - - #DIV /0! 33.8% Total 25 25 103 24.4% ($1,888.36) Public Works Service - 68 0.0% 30.8% Personnel 44 Personnel 93 86 418 20.7% 24.9% Materials and Supplies 29 26 172 15.6% 24.2% Support and Services 22 19 134 14.7% 27.9% Transfers - - 750 0.0% Total 146 133 1 9.0% $50 Snow and Ice Personnel 37 12 55 23.5% 45.9% Materials and Supplies 14 10 45 22.7% 36.3% Total 51 23 100 23.2% $18 Parks Maintenance - 68 0.0% 30.8% Personnel 44 37 100 37.5% 30.8% Materials and Supplies 2 2 18 14.9% 15.3% Support and Services 23 10 26 39.0% 29.8% Transfers - - - 0.0% Total 70 50 145 34.9% ($9,1 07.28) Recreation Programs Personnel - 68 0.0% 30.8% Materials and Supplies - 1 0.0% 15.3% Support and Services - 34 0.0% 29.8% Transfers - 42 0.0% 0.0% Total - - 146 0.0% $31 Unallocated 65 53 - 0.0% Total Expenditures 1 1 5,223,830 22.6% $33 Net Revenue less Expenditures (1,169,146) (1,125,672) (87,435) Note: The balanced budget includes the use of $87,435 of fund balance in Transfers in the Revenue section.