01-28-13 CC Regular Mtg AgendaP
#2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL SPECIAL MEETING COUNCIL CHAMBERS
MONDAY, JANUARY 7, 2013 7:00 P.M.
MINUTES
1. ORGANIZATIONAL ITEMS
Mayor Lizée called the meeting to order at 6:01 P.M.
A. Roll Call
Present. Mayor Lizée; Councilmembers Hotvet, Siakel, Woodruff and Zerby; Attorney Keane;
Interim City Administrator Joynes; Planning Director Nielsen; Director of Public Works
Brown; and, Interim City Engineer Hornby
Absent: None.
B. Review Agenda
Woodruff moved, Siakel seconded, approving the agenda as presented. Motion passed 5/0.
2. APPROVAL OF MINUTES
A. City Council Executive Session Minutes, December 10, 2012
Hotvet moved, Woodruff seconded, Approving the City Council Executive Session Minutes,
December 10, 2012 as presented. Motion passed 5/0.
B. City Council Regular Meeting Minutes, December 10, 2012
Woodruff moved, Hotvet seconded, Approving the City Council Regular Meeting Minutes of
December 10, 2012, as presented. Motion passed 5/0.
3. ADJOURN TO CALL TO ORDER
Mayor Lizée adjourned this portion of the meeting at 6:03 P.M.
4. CALL TO ORDER
A. Oath of Office and Seating of the Council
Attorney Keane administered the Oath of Office to newly elected Mayor Scott Zerby, Councilmember
Kristine Sundberg and Councilmember Richard Woodruff
Mayor Zerby called the meeting to order at 6:06 P.M.
B. Roll Call
CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES
January 7, 2013
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Present. Mayor Zerby; Councilmembers Hotvet, Siakel, Sundberg and Woodruff; Attorney
Keane; Interim City Administrator Joynes; Planning Director Nielsen; Director of Public
Works Brown; and, Interim City Engineer Hornby
Absent: None.
C. Review Agenda
Woodruff moved, Siakel seconded, approving the remainder of the agenda as presented. Motion
passed 5/0.
5. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Woodruff moved, Sundberg seconded, Approving the Motions on the Consent Agenda.
A. Adopting RESOLUTION NO. 13-001, “A Resolution Setting the 2013 Regular
Council Meeting Schedule for the City of Shorewood.”
B. Travel Police for Elected Officials
Motion passed 5/0.
6. GENERAL/NEW BUSINESS
A. Council Policies and Procedures
Interim City Administrator Joynes explained Mayor Zerby had asked Staff to review the amended City
Council Policies and Procedures adopted in 2009 to ensure compliance with Roberts Rules of Order
procedures. The copy of the Policies and Procedures included in the meeting packet shows two clauses
that should be removed in order to faithfully comply with Roberts Rules of Order. The two clauses deal
with allowing the City Council to override the mayor’s decision on conduct of the meeting. It’s his
understanding that in 2009 there was discussion about whether that should be a majority or super majority
(4/5) vote. Roberts Rules of Order have traditionally held that should be a super majority. He noted that
any changes to the existing Policies and Procedures require a super majority vote of the Council.
Councilmember Siakel stated she thought amending the City Council Policies and Procedures as
discussed would be the right thing to do.
Siakel moved, Hotvet seconded, approving the City Council Policies and Procedures as presented.
Councilmember Woodruff stated he is little confused because Section 5.11 titled Rulings of mayor Final
unless Overruled states “Unless over ridden or suspended by a 2/3 majority vote of the council members
present and voting …”. He asked if the intent is to leave it that way. Interim City Administrator Joynes
responded it is.
Motion passed 5/0.
CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES
January 7, 2013
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B. Making Appointments to Certain Offices and Positions within the City of
Shorewood for the Year 2013
Mayor Zerby stated the meeting packet contains a list of appointments made for 2012 and a copy of his
list of recommended appointments for 2013. He noted he is open to other suggestions for appointments.
Councilmember Woodruff stated Mayor Zerby’s recommendation for liaison to the Riley Purgatory Bluff
Creek Watershed District is to be determined. He asked if that appointment can be advertised for. Mayor
Zerby stated he thought that position was not currently filled; it was his mistake. Zerby then stated he is
comfortable with the current liaison [Jeff Arnold]. Woodruff stated the current liaison at times feels like
he is not the liaison, and explained that the liaison has told him that no one told him he had been
appointed as the liaison the last time. Woodruff then stated he is not sure that liaison is willing to
continue, and suggested someone check with him to determine if he is.
Siakel moved, Hotvet seconded, adopting RESOLUTION NO. 13-002, “Making Appointments to
Certain Offices and Positions within the City of Shorewood for the Year 2013” as recommended by
Mayor Zerby.
1.
The following persons are appointed to the following offices and positions:
a) Acting Mayor: Debbie Siakel
Council Representatives to:
b) Park Commission Liaison:
January – June 2013: Debbie Siakel
July – December 2013: Kristine Sundberg
c) Planning Commission Liaison:
January – June 2013: Laura Hotvet
July – December 2013: Dick Woodruff
d) Metro Cities (AMM): Dick Woodruff
e) Alternate Metro Cities (AMM): City Administrator
f) Lake Minnetonka Communications Commission: Scott Zerby
g) Alternate Lake Minnetonka Communications Commission: ______
h) Minnetonka Family Collaborative Council: Laura Hotvet
i) Coordinating Committee South Lake Minnetonka Police Department: Mayor
j) Alternate to Mayor on Coordinating Committee South Lake Minnetonka Police
Department: Laura Hotvet
k) Excelsior Fire District Board Member: Debbie Siakel
l) Alternate Excelsior Fire District Board Member: Dick Woodruff
m) Investment Committee: None
n) Personnel Committee: Debbie Siakel and Dick Woodruff
o) Weed Inspector: Mayor
p) Assistant Weed Inspector: Joe Lugowski
2.
That the following other appointments are made:
a) Lake Minnetonka Conservation District: Mark Sylvester (January 1, 2012 –
January 31, 2014, Resolution No. 11-064)
b) Lake Minnetonka Communications Commission: TBD
CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES
January 7, 2013
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c) Minnetonka Community Education: Tad Shaw
d) City Attorney: Timothy J. Keane, Malkerson Gunn Martin LLP
e) City Prosecutor: Ken Potts
f) Emergency Preparedness Director: SLMPD Police Chief Bryan Litsey
3.
Official Depositories: Beacon Bank, 4M Fund & other Depositories as necessary
4.
Official Newspaper: Sun Sailor. Notices may also be published in the Laker.
5.
That the Blanket Bond (Official Bonds) is approved.
That such appointments shall take effect on the date hereof and shall continue for the remainder of the
year or until such time as a successor is appointed by the City Council.
Motion passed 5/0.
C. City Administrator Position
Mayor Zerby explained over the last month or so he and Council have discussed the possibility of him
continuing to provide interim city administrator services to the City. Council asked him to submit an
agreement for personal services similar to the one that has been in place for the last six months. A copy of
the proposed agreement between Midwest Government Advisors (MGA) and the City is included in the
meeting packet. It has been reviewed by Attorney Keane. Per Council’s direction the agreement has been
drafted such that he would serve as an administrator for the City and have all of the duties, responsibilities
and obligations identified in the job description. He would be working for the City on an hourly basis. He
will not receive benefits, but he will receive an insurance stipend for health insurance. The terms of the
agreement are for two years. He noted he is flattered that Council has asked him to do this.
Councilmember Siakel asked if the start date of the agreement would be January 8, 2013. Interim City
Administrator Joynes responded it would. Siakel stated from her perspective Interim City Administrator
Joynes has done a terrific job for staff, Council and for the community.
Siakel moved, Hotvet seconded, approving the Agreement for Professional Services for the position
of city administrator between Midwest Government Advisors (MGA) and the City as presented
with an effective start date of January 8, 2013.
Councilmember Hotvet stated she is happy that Interim City Administrator Joynes has chosen to do this.
Mayor Zerby stated Council and staff are excited to have Interim City Administrator Joynes on board. He
then stated great progress has been made over the last six months. He noted he is looking forward to the
next two years.
Motion passed 5/0.
7. REPORTS/PRESENTATIONS
A. Recognition of Service of Former Mayor Christine Lizée
Mayor Zerby recognized former Mayor Christine Lizée as a good friend and a good servant for the City
of Shorewood. She served the City extraordinarily well. He stated he cannot think of another individual
CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MINUTES
January 7, 2013
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who has made a greater impact on the City and community. He explained Chris served as an elected
official for fourteen years. Eight years (1999 – 2006) as a councilmember and six years (2007 – 2012) as
mayor. Prior to that, she was a member of the Planning Commission from March 1995 – June 1998. He
highlighted a subset of the accomplishments Council made with Lizée’s guidance. They include things
such as a renovating City Hall, new park buildings, new public safety facilities, community gardens, and
organized recycling. He expressed his confidence that Lizée will continue to be involved in the
community. He stated words cannot express the City’s gratitude to her. He presented her with a traditional
walnut plaque. The plaque states “Presented by the City of Shorewood Council to Christine Lizée in
appreciation of her fourteen years of dedicated service to her community” and then it lists her dates. The
plaque had a gavel mounted on it. He replaced it with the gavel she used at the dais during her six years as
mayor.
There was a standing ovation from those present.
Former Mayor Lizée thanked Mayor Zerby. She stated it has been an honor and a pleasure to work with
City staff, Council and members of the community. She then stated a lot of good things were done and
there are a lot of good things yet to do and she is sure they will get done. She thanked everyone.
8. ADJOURN
Sundberg moved, Woodruff seconded, Adjourning the City Council Special Meeting of January 7,
2013, at 6:17 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
Jean Panchyshyn, Deputy City Clerk
#2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL SPECIAL MEETING LARGE CONFERENCE RM
MONDAY, JANUARY 14, 2012 6:15 P.M.
MINUTES
1. CONVENE SPECIAL CITY COUNCIL MEETING
Mayor Zerby called the meeting to order at 6:28 P.M.
A. Roll Call
Present: Mayor Zerby; Councilmembers Hotvet, Siakel and Woodruff
Absent: Councilmember Sundberg
B. Review Agenda
Woodruff moved, Siakel seconded, approving the agenda as presented. Motion passed 5/0.
2. INTERVIEW CANDIDATES FOR THE LAKE MINNETONKA COMMUNICATIONS
COMMISSION BOARD
RJ Lavalee withdrew his request to be considered for the Lake Minnetonka Communications Commission
Board prior to the interview process. Joseph Huber was the only candidate interviewed.
A. 6:30 P.M. Joseph Huber, 19762 Waterford Court
B. 6:46 P.M. RJ Lavalee, 19595 Waterford Place
3. ADJOURN
Woodruff moved, Siakel seconded, Adjourning the City Council Special Meeting of January 14, 2013, at
6:50 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, Deputy City Clerk
#2C
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, JANUARY 14, 2013 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Hotvet, Siakel and Woodruff; Attorney Keane; Finance
Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and
Interim City Engineer Hornby
Absent: Councilmember Sundberg; City Administrator Joynes
B. Review Agenda
Hotvet moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0.
2. APPROVAL OF MINUTES
None.
3. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Siakel moved, Woodruff seconded, Approving the Motions Contained on the Consent.
A. Approval of the Verified Claims List
B. Setting a Joint Meeting with the Park Commission on February 11, 2013 at 6:00
P.M.
Motion passed 5/0.
4. MATTERS FROM THE FLOOR
There were no matters from the floor presented this evening.
5. PUBLIC HEARING
None.
6. REPORTS AND PRESENTATIONS
A. Report by Mark Sylvester on Lake Minnetonka Conservation District Activities
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January 14, 2013
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Mr. Sylvester congratulated Mayor Zerby and Councilmembers Sundberg and Woodruff on their new
terms on the City Council.
Mr. Sylvester stated since he last provided Council with an update on Lake Minnetonka Conservation
District (LMCD) activities there has been one issue the LMCD has been working on. It is the LMCD’s
draft Comprehensive Eurasian Watermilfoil (milfoil) and Curly-Leaf Pondweed (CLP) Management Plan
(the Plan) for Lake Minnetonka (the Lake). The LMCD Aquatic Invasive Species (AIS) Task Force
subcommittee has been working on it for a while. The draft Plan was presented to the LMCD Board in
early November 2012. The Plan accomplishes some very good things. But, he does have some concerns
about the Plan.
Mr. Sylvester explained he has been looking for a plan that addresses the management of milfoil and
CLP. The Plan does that. He expressed concern that the Plan identifies harvesting as the primary tool for
vegetation management. He stated from his vantage point some of the new technologies such as herbicide
treatment would be more appropriate as the primary form of vegetation management.
Mr. Sylvester then explained the Plan expands herbicide treatment program from five bays to eight bays.
It talks about project management for vegetation management. The Lake Minnetonka Association (LMA)
has been responsible for managing the herbicide treatment pilot program. The LMCD has assigned
resources to that project. The Plan takes the LMA out of the project management role. The Plan does not
specifically assign project management responsibility, but it does say the LMCD would be the most likely
project manager. He noted he has concern about that because he does not think the LMCD is the
appropriate body to serve as the project manager for the herbicide treatment program. The LMCD does
not have adequate expertise to serve in that capacity, and the LMCD does not have the time or resources
to dedicate to it.
The Plan leaves the funding source for herbicide treatment open. The Plan states the cost for herbicide
treatment of the eight bays will be roughly $75,000. He thought that amount is very light and very
conservative. The LMCD does not have that $75,000 in its budget. The only way to get it without the
largest revenue source for herbicide treatment, aka the bay captains, coming up with it is to increase the
amount levied on the LMCD’s fourteen member cities. It is an option, but not one he is in favor of.
Mr. Sylvester reiterated the Plan accomplishes something he would like to see; it would accomplish
vegetation management in the Lake. But, the Plan has some holes in it.
Mr. Sylvester noted that because of his concerns he voted against accepting the draft Plan.
Mr. Sylvester explained the LMCD held a public hearing on the Plan on December 12, 2012. A number
of people attended the hearing and many gave their opinion on the Plan. The LMCD Board also received
written feedback on the Plan from others. During the meeting the Minnetonka City Manager stated
Minnetonka does not think the LMCD has the authority to serve as the project manager; the LMCD was
established as a regulatory agency. It does not have the authority to implement policy like this on the
Lake. State Statute can be argued both ways.
The bay captains are against the Plan. The bay captains submitted a letter that is approximately 2.5 pages
long identifying their concerns they have about the Plan. One was it addresses milfoil and CLP but no
other invasive vegetation that could potentially get into the Lake. The bay captains have an issue with the
LMCD being the most likely project manager. The bay captains have dealt with the LMA for the last five
years on the herbicide treatment pilot program. The bay captains know who to contact when there is an
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January 14, 2013
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issue or one of the residents in the area they represent has a concern. They are familiar with the LMA and
are concerned about moving project management to an agency like the LMCD. The bay captains have
concern about the primacy of harvesting. The letter states that harvesting will cover approximately 300
acres. The Plan states the herbicide treatment of the eight bays will cover approximately 1000 acres. The
captains therefore question why harvesting would be labeled the primary tool. He noted the bay captains
raised over 50 percent of the funding (more than $500,000) for the herbicide treatment pilot program.
Therefore, he views the bay captains as a very substantial stakeholder. He then noted that Councilmember
Woodruff provided his comments during the hearing and that he and Woodruff share some concerns. One
of them is labeling harvesting as the primary tool and another is increasing the levy.
Mr. Sylvester stated although there are holes in the Plan there are also opportunities. He then stated the
Plan could turn into a good piece of legislation.
Councilmember Woodruff stated he attended the public hearing on the draft Plan. He noted revisions have
been made to the draft Plan discussed during the hearing to incorporate some of the comments received.
He stated he thought the updated draft of the Plan would be circulated to LMCD Boardmembers this
week. Based on his conversation with the LMCD Executive Director Greg Nybeck the Board will talk
about the revised draft Plan during its next regular meeting.
Woodruff noted the LMCD’s legal counsel believes the LMCD has the authority to serve as project
manager. He stated from his perspective the biggest problem Minnetonka has is very little of the land in
Minnetonka fronts the Lake yet it has to contribute a large amount of money to the LMCD’s budget. He
interpreted the Minnetonka City Manager to convey that Minnetonka does not want its levy increased for
any reason and especially if it is for additional treatment of invasive species. He boiled Minnetonka’s
concern down to a financial issue.
Woodruff stated he thought the letter from the bay captains had some misconceptions in it. He thought
some of it was kind of emotional. He thought most of the concerns cited could be worked out. He noted
he also has a concern about the word “primary” in the Plan. He stated he thought the Plan unnecessarily
used that word. He explained the Plan identifies a list of tools to deal with AIS and that there will be more
tools added as they are developed. Existing and future tools will be used when they are identified as the
appropriate tool to use for the situation. He stated it is his understanding that the language primary tool is
going to be modified to more clearly reflect what the document says.
Woodruff then stated the project management thing is a concern. He explained the LMCD has never done
this before. But, he does not think it would be impossible for the LMCD to do it. It is an issue that needs
to be worked on. He stated he knows some of the other government agencies that are participating in
funding this have expressed reluctance to continuation of a program where a private entity [the LMA] is
the project manager. That was brought out in an AIS task force meeting about three months ago. He then
stated he thought it prudent to have this discussion so Mr. Sylvester can gain some idea of where Council
stands on this.
Councilmember Siakel stated she did watch a video recording of the public hearing on the Plan. She noted
the funding issue was a flag for her. She stated the Minnetonka City Manager conveyed a lot of great
points. She stated there is a cap on the amount the LMCD can levy. She expressed concern that the
LMCD member cities are throwing good money after bad. She noted that if the LMCD levied the
maximum it could it would not be enough to meet the needs of managing AIS in the Lake. She stated she
does not think the fourteen LMCD member cities will ever be able to fund it. She clarified she is not
trying to criticize any one individual. There are a lot of good people who are trying to deal with the issue.
She stated the funding for this is not in place. She then stated the Minnetonka City Manager objected to a
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
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levy increase and she thought she had a good point. LMCD member cities have made a concerted effort to
keep their levies flat or close to flat for a number of years. She questioned if the LMCD considered it
would have the approval of its member cities to increase its levy. She also questioned if the LMCD has
the ability to meet the needs of the Lake in the future.
Siakel noted the LMCD has four staff members. Three are full time. She questioned how it would be able
to take on project management of this nature. She stated she has no objection to the LMA being the
project manager; it has done a good job working with the bay captains and the people in the community to
raise money. If the LMA is not going to be the project manager than an outside source other than the
LMCD is needed to do that. She explained a lot of the funding to date for herbicide treatment has been
from the private sector. Now the LMCD is asking for more public funding for it. She noted that she would
not approve the original draft Plan while noting a lot of good work has gone into it. She stated she looks
forward to evaluating the revised draft Plan.
Councilmember Hotvet expressed her appreciation for Mr. Sylvester taking a stand representing
Shorewood. She stated there is a lot of lakefront in Shorewood. She stated she appreciates Mr. Sylvester’s
approach and forthrightness.
Councilmember Woodruff stated right now there is no plan for the Lake. He then stated that more than
one year ago there was hope that the Minnehaha Creek Watershed District (MCWD) would take on this
responsibility. The indications from the MCWD are that its focus will be on prevention activity for AIS
but not maintenance activity. It appears unlikely that the MCWD will take ownership of the management
of the Plan. The MCWD may contribute some funding.
Woodruff explained for three or four years the Shorewood Council has contributed money toward the
herbicide treatment pilot program. From his vantage point the Council has indicated it has a strong
interest in herbicide treatment continuing and expanding across the Lake. He noted that he thought it is
time to put our money where our mouth is. He stated it would not be a huge increase in the amount of
funding the City would have to contribute toward the $75,000. He noted he is in favor of having the
LMCD try to move this forward. He stated he views it as the only plan on paper and that it was prepared
by a group of people who knew what they were doing, including the Executive Director of the LMA Dick
Osgood. He noted Mr. Osgood does not agree with everything in the Plan.
Councilmember Hotvet stated she would like funds to be shifted from harvesting to other ways of
managing AIS. She noted she does not think harvesting is effective.
Mr. Sylvester explained the LMCD’s 2013 budget includes $95,000 for harvesting. The Plan recommends
another $35,000 be budgeted annually for depreciated capital equipment. The Plan also recommends a
budget of $75,000 for herbicide treatments. Bay captains have told him that some private donors to
herbicide treatments in the past will not donate in the future if the project manager is from a public entity.
They believe it should be a privately run venture.
Councilmember Siakel stated it is her understanding that the harvesters were originally donated to the
LMCD. Public money was not used to purchase them. Public money is now being used to purchase their
replacements.
Mr. Sylvester stated there are people who think harvesting should be done by private companies.
Councilmember Hotvet stated she would like to see full disclosure of all costs associated with the
harvesting program.
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January 14, 2013
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Mr. Sylvester stated the expected shelf life of a harvester is fifteen years. An approximate cost for a
harvester is $150,000. He doesn’t know the cost for winter storage. The personnel time and gas costs are
included in the $95,000.
Councilmember Siakel stated the total costs for the harvesting program have been disclosed.
Councilmember Woodruff stated the Plan does not recommend using just one tool. The subcommittee
who developed the Plan identified what it thought the appropriate tool would be for different areas in the
Lake. He then stated the 5-year herbicide treatment pilot program proved herbicide treatment is effective
when done properly. And, it showed that herbicide treatment is only effective under certain conditions.
The subcommittee determined there are eight bays that could be effectively treated with herbicides. To
use herbicides in other areas would not yield useful results. With harvesting you can get useful results. He
commented at some time weevils may also be used to manage invasive vegetation. He stated if the
$95,000 was spent on herbicide treatments instead that money would be wasted.
Mayor Zerby asked Councilmember Woodruff if he was still on the AIS Task Force when the Plan was
developed. Councilmember Woodruff stated he still is on the Task Force. Woodruff stated a
subcommittee of the Task Force made up of subject matter experts (which he is not) was given the task to
develop the draft Plan. After it was developed it was reviewed by the full Task Force before it was
presented to the LMCD Board.
Councilmember Siakel stated she agrees that a combination of tools will be used to help manage AIS. She
then stated she would probably not support the Plan today if the LMCD were to be responsible for project
management. She does not think it is within the LMCD’s scope; managing AIS is beyond its mission and
scope as an organization. It would be difficult for her to support the LMCD as the project manager. She
would support another entity as the project manager. Mr. Sylvester asked if she would support the LMCD
subbing the project management out. Siakel stated she would listen to options and possibly entertain that.
Siakel also stated she does not think it would be within the LMCD’s day-to-day responsibilities.
Councilmember Woodruff noted he shares Councilmember Siakel’s concern about the current LMCD
staff having the bandwidth to be the project manager. He noted that LMCD Executive Director Nybeck
thinks it does. He stated he would be more comfortable with the LMCD subbing that out. He commented
that is essentially what the LMA does.
Mayor Zerby stated he echoes Councilmember Siakel’s comments. He expressed his appreciation for the
job Mr. Sylvester is doing and for keeping Council informed.
Mr. Sylvester stated if the project management was subbed out to another entity and the word primary
were replaced he asked if Council would support a levy increase. Councilmember Siakel stated she would
like to know what the levy increase would be before she would consider it.
7. PARKS
A. Report on the January 8, 2013, Park Commission Meeting
Park Commissioner Swaggert reported on matters considered and actions taken at the January 8, 2013,
Park Commission meeting (as detailed in the minutes of that meeting).
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January 14, 2013
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Director Brown stated earlier in the day he learned that Kelley Casey, an international snow sculptor who
lives in the City of Roseville, will be at the Badger Park football field from early Friday morning to 5:30
P.M. to carve four snow blocks for the Arctic Fever event. Mr. Casey’s website is www.mnbigsnow.com.
Channel 4 Weather has opted to bring out its storm chaser vehicle and weather watcher to do a live
broadcast from the sculpture garden at 5:00 P.M. and 6:00 P.M. He thanked Mr. Paul Mullenbach, a
member of the City of Excelsior Park Commission, for arranging that.
Commissioner Swaggert noted this is the first year for the snow sculpture activity as part of Arctic Fever.
He also noted that the Public Works Department has built the molds and the ice blocks.
8. PLANNING
A. ASHLAND WOODS FINAL PLAT
Applicants: Ashland Woods, LLC
Location: 6045 Strawberry lane
Director Nielsen explained Ashland Woods, LLC has submitted a final plat for Ashland Woods which is
located on the east side of Strawberry Lane immediately south of the Lake Minnetonka LRT Trail. In
September 2012 Council approved a preliminary plat for Ashland Woods. The meeting packet contains a
copy of the Ashland Woods Development Agreement that sets forth all of the requirements for the plat
approval. The plat will generate $35,000 in park dedication fees; $8,400 in local sanitary sewer access
charges; and, $70,000 in water connection fees.
The Development Agreement included in the meeting packet talks about collecting the water connection
charges up front. After receiving the Agreement the developer has asked if he can pay the connection
charges with each building permit instead. In the past something similar to this order has been done. Past
projects have been allowed to have the water connection fees assessed against lots within the plat. He
spoke with Director DeJong about doing that. There is no issue. He noted he had distributed to Council an
amendment to the Agreement to that effect prior to the meeting. He clarified that in no way will the City
reimburse more than it has collected from the developer in water connection charges.
Nielsen then explained that with this plat there is a fairly extensive drainage system. As a result of that the
City is requiring the creation of a homeowners association (HOA) that would be responsible for the
monitoring of the dry creek bed that leads to the drainage pond located in the northeast corner. The silt in
the pond will also have to be cleaned out when it gets too high. The HOA will have the ability to charge
its residents if it is been proven that they have thrown stuff into the dry creek bed. If the HOA fails to
correct the violations the Development Agreement gives the City the authority to clean out the dry creek
bed and then assess the development for those costs.
Director Nielsen noted Staff recommends approval of the final plat.
Mayor Zerby noted Corey Lepper on behalf of Ashland Woods, LLC is present this evening.
Woodruff moved, Hotvet seconded, Adopting RESOLUTION NO. 13-003, “A Resolution
Approving the Final Plat of Ashland Woods.” Motion passed 5/0.
9. ENGINEERING/PUBLIC WORKS
A. City of Shorewood/Excelsior Watermain Interconnection
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January 14, 2013
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Interim City Engineer Hornby stated the meeting packet contains a copy of a memorandum from him
dated December 27, 2012, regarding a project that is being contemplated to connect the Shorewood
municipal water system with the City of Excelsior’s municipal water system. The connection would be
extended through the City of Greenwood. It would go along Excelsior Boulevard from a point east of the
Excelsior/Greenwood border to Barrington Way. This was one of the cooperative projects Council
authorized Staff to research further that could possibly be done in conjunction with Metropolitan Council
Environmental Services’ (MCES) force main upgrade project.
Hornby stated interconnections are a practical way to try and provide water flow between municipalities.
He explained that from an engineering perspective having this watermain interconnect would not provide
a lot of benefit to Shorewood. His memorandum identifies specifics. The approximate cost for
Shorewood’s share of the watermain interconnect project would be $241,000. The length of the
watermain that would be in Shorewood is approximately 700 feet. This project cost is not included in the
City’s 20-Year Municipal Water Plan (the Water Plan). He noted there are other interconnection
opportunities with Excelsior identified in the Water Plan. They are more cost effective.
Interim City Engineer Hornby noted that Staff recommends withdrawing this project from MCES’ project
plan.
Councilmember Woodruff thanked Staff for the good analysis and for identifying alternative
interconnection opportunities. He asked if Greenwood is aware that Staff is recommending withdrawal.
Interim City Engineer Hornby responded both Excelsior and Greenwood are aware.
In response to a question from Councilmember Woodruff, Interim City Engineer Hornby explained the
Water Plan shows that one of the two interconnection alternatives identified in his memorandum is
scheduled for 2022.
Councilmember Siakel stated she found the information provided to be very helpful and that it is well laid
out. She asked Interim City Engineer Hornby to explain where the other two interconnection
opportunities would be. Hornby explained there is an interconnection opportunity at the same intersection
and it would extend across State Highway 7 from Radisson Entrance to Manor Road. That would save
approximately $50,000 in today’s dollars in comparative costs with the MCES project. That project
would build in watermain redundancy. The better interconnection opportunity is at State Highway 7 and
Christmas Lake Road. That would save approximately $150,000 in today’s dollars in comparative costs
with the MCES project.
Siakel moved, Woodruff seconded, directing staff to notify Metropolitan Council Environmental
Services, the City of Excelsior and the City of Greenwood that the City of Shorewood is
withdrawing the interconnection project from the MCES project plan. Motion passed 4/0.
B. Metropolitan Council Forcemain Cooperative Project Update
Interim City Engineer Hornby stated the meeting packet contains a copy of a memorandum from him
dated January 14, 2013, regarding four additional cooperative projects that are being contemplated to be
done in conjunction with the Metropolitan Council Environmental Services’ (MCES) force main upgrade
project. The projects include: 1) a complete separation of Lift Station 11’s force main pipe from Met
Council’s force main (Lift Station 11 would then discharge directly to the gravity flow system); 2) a
redundant State Highway 7 watermain crossing; 3) a trail extension from Manor Road to Barrington Way
along Excelsior Boulevard; and, 4) some storm sewer improvements to help drain Excelsior Boulevard to
reduce icing on Excelsior Boulevard during the winter months.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
Page 8 of 14
Hornby noted he did not provide any detail in his memorandum on the Lift Station 11 force main
separation project in part because he thinks it is very logical to move forward with it. He explained Lift
Station 11 is scheduled to be rehabilitated in 2014. It would not make sense to disturb the City’s residents
in the same corridor as MCES’ force main project two years in a row. Part of the force main separation
could be done in 2013 and the remainder in 2014 with the rehabilitation project.
Hornby explained the trail extension from Manor Road to Barrington Way along Excelsior Boulevard was
originally estimated to cost $30,000 – $35,000. Preliminary designs indicate a retaining wall would have
to be constructed as part of the project because of the side slope along State Highway 7. That retaining
wall would exceed 600 feet in length. That brings the estimated cost to $130,000. The retaining wall
would be constructed using Minnesota Department of Transportation (MnDOT) style modular block. It’s
likely the retaining wall would be located in the Highway 7 right of way (ROW) in order to fit the trail in
and would therefore require some permitting from MnDOT. He stated it is up to Council to decide if the
City should spend more than three times the amount on that trail than was originally anticipated. He then
stated that although a trail was considered for that vicinity, it is a low priority in the Trail Implementation
Plan. After taking everything into consideration, Staff recommends this project be withdrawn from the
MCES project plan. Other alternatives could be considered going forward.
Councilmember Hotvet stated the City of Greenwood was very interested in having a safe passage toward
City of Excelsior along that stretch of Excelsior Boulevard. Therefore, it might be worth talking to
Greenwood about the trail. She clarified she is not saying the City should spend $130,000 on the trail at
this time. She stated she thought it prudent to make sure there are no possible cooperative options.
Interim City Engineer Hornby clarified the segment being discussed is from Manor Road to Barrington
Way. He explained Greenwood may have plans for the side slope going to the west located in Greenwood
toward Excelsior.
Councilmember Siakel stated if there is a public safety issue and if Excelsior and Greenwood build a trail
along that area it may be worth it for the City to construct that trail segment. She noted at this time she is
willing to keep it as part of the MCES plan until Council can be provided more details. She stated she
would like to know what Excelsior and Greenwood plan on doing. She then stated when the Trail
Implementation Plan was developed it took into consideration connecting schools.
Councilmember Woodruff asked if there would be major savings by doing the trail project in conjunction
with the MCES project. Interim City Engineer Hornby stated may be some cost incentives.
Interim City Engineer Hornby explained the City needs to provide design detail to MCES by January 21,
2013. Staff can provide the design information for inclusion in MCES’ plans. After the bid package is
received Council can decide if it wants to withdraw the trail project or not.
Councilmember Woodruff stated the City is considering a proposed trail segment from the LRT on the
east side of County Road 19 in Shorewood to the existing trail in front of the Tonka Village Shopping
Center in Tonka Bay and a proposed Smithtown West Trail segment which would go from the
Shorewood/Victoria border to the Minnewashta Elementary School and then on to the Lake Minnetonka
Light Rail Trail at Eureka Road. The cost to construct those two trail segments would consume a
substantial portion of the budget for trails. He expressed concern about taking on what is not a small
amount of money for a project that is not a high priority in the Trail Implementation Plan. He noted the
City has been approached by a resident about having the City possibly funding a feasibility study for a
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
Page 9 of 14
Galpin Lake Road sidewalk/trail. He cautioned Council about telling people every two weeks about how
much Council loves them and forgetting about the people Council loved two weeks ago.
Councilmember Siakel stated there has to be a balance. She reiterated that Council needs more
information about this.
Councilmember Woodruff stated he can support keeping the trail project in the MCES project plan
provided there is not a substantial cost to do so. He then stated Council has to sharpen its pencil when the
bid amounts come back when it has to decide if it wants the City to move forward with the trail project.
Director Brown asked Interim City Engineer Hornby how the design costs are broken out. Hornby
explained the City is providing standard details, layout and general guidelines. Therefore there is some
staff time cost for the design. Councilmember Woodruff stated that cost plus the cost to review the bid for
the trail project is nominal. Hornby reiterated the City is providing standard detail information and layout
information to MCES and MCES is incorporating that into its plans.
Interim City Engineer Hornby explained at this time the plan is to use a MnDOT style modular block to
construct the retain wall because it can provide more strength to hold back the side slope along Highway
7. It could be harder to get a boulder wall permitted when it would be located in the MnDOT ROW.
Councilmember Woodruff cautioned against ramming something down MnDOT’s throat. Interim City
Engineer Hornby agreed.
Interim City Engineer Hornby explained currently the cooperative project to install a redundant
watermain crossing of State Highway 7 has the proposed crossing being located along the MCES force
main approximately midway between Old Market Road and Manor Road. From an operational standpoint
there would be better flow distribution if the redundant crossing were located at Manor Road. He noted
that a redundant crossing is scheduled for 2022 in the City’s 20-Year Municipal Water Plan (the Water
Plan). He stated from an operational standpoint on the north side of Highway 7 the northeast water system
with the variable speed drives for the well pumps the City can supply the capacity for the demand in that
northeast area. Therefore, a redundant crossing would not be necessary. Staff does recommend looping
that in the future as the Water Plan develops in that area.
With regard to the Excelsior Boulevard storm sewer improvements cooperative project, Interim City
Engineer Hornby explained there is a significant wetland on the north side of Excelsior Boulevard. The
roadway tips from the south to the north so the water drains from the Highway 7 ROW across the
roadway. Occasionally after rain events there will be ponding on the south side of Excelsior Boulevard
resulting in stagnant water. During the freeze/thaw cycle in the winter and spring there can be sheet icing
across the roadway creating undesirable driving conditions. This project would provide a drainage
structure on the south side of Highway 7 and a storm crossing to the north side where a water quality
structure would be installed to remove sediment. The roadway would be crowned so water does not sheet
across Excelsior Boulevard at that location. He noted Staff recommends keeping this project in the MCES
project plan.
With regard to the Lift Station 11 force main cooperative project, Interim City Engineer Hornby
explained it would make sense to keep the portion of the project that would go from approximately
Radisson Road up the hill toward Covington Road in the MCES project plan.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
Page 10 of 14
Interim City Engineer Hornby recapped Staff is recommending Council keep the Excelsior Boulevard
trail, the Lift Station 11 force main, and the Excelsior Boulevard storm sewer improvements in the MCES
plan, and to withdraw the redundant watermain crossing from the plan.
Councilmember Woodruff asked when Excelsior Boulevard is scheduled for substantial improvements in
the 20-Year Pavement Improvement Plan. Interim City Engineer Hornby stated he does not know that
answer, but he anticipates significant improvements would not have to be made for a substantial number
of years after this cooperative project is completed. Hornby explained the MCES force main project is
going to disturb one half of the roadway and MCES will repair it and as part of the agreement in place
with MCES it will mill and overlay the other half of the roadway as well.
Woodruff moved, Hotvet seconded, directing Staff to complete the design for the Excelsior
Boulevard trail, the Lift Station 11 force main separation, and the Excelsior Boulevard storm sewer
improvements cooperative projects for inclusion in the Metropolitan Council Environmental
Services force main upgrade project plan. Motion passed 4/0.
10. GENERAL/NEW BUSINESS
A. Lake Minnetonka Communication Commission Board Representative Appointment
Mayor Zerby noted that just prior to this meeting Council interviewed one candidate, Joseph Huber, to
serve as the City’s citizen representative on the Lake Minnetonka Communications Commission Board
for 2013.
Woodruff moved, Siakel seconded, adopting RESOLUTION NO. 13-004, “A Resolution Appointing
Joseph Huber as the City Representative to the Lake Minnetonka Communications Commission
Board for the Year 2013.”
Mayor Zerby stated he was impressed with Mr. Huber’s eagerness to serve in that capacity. He then stated
he thought he has good credentials. He went on to state he thought Mr. Huber would serve the City well.
Motion passed 4/0.
Mayor Zerby asked Deputy Clerk Panchyshyn to notify Mr. Huber.
B. Appointments to Certain Officers and Positions within the City of Shorewood for
the Year 2013
Councilmember Woodruff stated the list of appointments and positions does not include the liaisons to the
Riley Purgatory Bluff Creek Watershed District (RPBCWD) and the Minnehaha Creek Watershed
District (MCWD). He wanted to make sure they were not eliminated. He recommended the list be revised
to include the one appointed last week. The RPBCWD should be to be determined.
Mayor Zerby stated an alternate still has to be appointed to the Lake Minnetonka Communications
Commission.
Councilmember Siakel stated she served in that capacity in 2012 and would be willing to do so again this
year.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
Page 11 of 14
Hotvet moved, Woodruff seconded, Adopting RESOLUTION NO. 13-005, “A Resolution Amending
Resolution No. 13-002 Making Appointments to Certain Offices and Positions within the City of
Shorewood for the Year 2013 appointing Councilmember Deb Siakel as the alternate to the Lake
Minnetonka Communications Commission. Motion passed 4/0.
C. Call for Sale of the Series 2013A General Obligation Water Revenue Refunding
Bonds
Director DeJong explained that a couple of months ago the City interviewed a couple of financial
advisory firms. Council chose Northland Securities to continue to be the City’s financial advisor. In
conjunction with that Council and Staff discussed the potential refunding the City’s General Obligation
(GO) Water Revenue Bonds Series 2005A and Series 2006A. He noted Staff is asking Council to issue a
call for sale this evening. He stated Paul Donna with Northland Securities had planned to be present this
evening to present the information, but unfortunately something personal came up. Rusty Fifield, Senior
Vice President with Northland Securities, will present the information instead. He noted that Mr. Fifield
conducted a utility rate study for the City a few years ago. He explained Council will be provided two
options to pick from.
Mr. Fifield explained the City has the opportunity to refinance two existing bond issues; 2005A and
2006A. The 2005A bonds will be done with a current refunding. Those bonds will immediately be called
and replaced with new debt. The 2006A bonds cannot be called and prepaid until January 1, 2014.
Therefore, a portion of the proceeds will be placed in an escrow account and used on January 1, 2014, to
call those bonds.
Mr. Fifield noted Council had been provided with a copy of a Finance Plan Report explaining this issue in
advance of this meeting. He explained page 4 in the Report explains two scenarios for structuring the
debt. One is a uniform savings scenario. That means the refunding 2013A bonds will be structured to
follow the existing debt service schedule. Therefore, the City’s savings will be uniform over the life of the
bonds. The savings are projected to be around $289,000 in total over the life of the bond issue. He noted
the City does have an opportunity to shorten the life of the bonds and pay the debt off approximately three
years earlier (the late savings scenario). He explained doing that would increase the savings to close to
$329,000. He clarified there is no right or wrong answer in how to do this.
Mr. Fifield stated a call has been scheduled with a rating agency [Moody’s Investor Services} for January
15, 2013, to get a rating assigned for the sale of the 2013A bonds. Northland recommends the sale of the
bonds be conducted two weeks from today, January 28. The results from that sale will be brought to
Council during its January 28 Regular meeting. He noted Kennedy & Graven, as bond council, has
prepared a resolution calling for the sale of bonds. He then noted Council is being asked to adopt that
resolution this evening and to state its preference for how to structure the refunded bonds.
Councilmember Woodruff asked if the late savings scenario interest rate would be the same as the
anticipated average 1.22 percent interest rate for the uniform savings scenario, noting it will cost the City
a little more if the late savings scenario were used. Mr. Fifield explained the late savings scenario would
result in a lower average interest rate. Interest on municipal bonds increases over time and with that
scenario the three highest interest rates would be dropped off. The average interest rate for late savings
would likely be 1 percent – 1.1 percent.
Mr. Fifield stated Northland thinks this is an excellent opportunity to squeeze through a very narrow
window in the market place and lock in the savings from refunding the bonds.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
Page 12 of 14
Councilmember Woodruff expressed his preference for the late savings scenario, noting he would like the
City to have higher savings. He noted the City does not have a problem servicing the debt at this time.
Councilmember Siakel stated this is an excellent opportunity.
Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 13-006. “A Resolution Providing
for the Issuance and Sale of General Obligation Water Revenue Refunding Bonds, Series 2013A, in
the Proposed Aggregate Principal Amount of $2,270,000” subject to using the late savings scenario.
Director DeJong noted that because Council has chosen the late savings scenario the call date will be
moved up two years on the refunded bonds. Councilmember Woodruff asked if doing that will reduce the
savings. Mr. Fifield responded it will not.
Motion passed 4/0.
11. OLD BUSINESS
A. Mayor’s Update on the Investigation of Senior Commissions
Mayor Zerby stated that Communications Coordinator Moore had sent Council additional information
related to senior commissions. He then stated he came across a short video put together by Next Avenue
(which got its start at Twin Cities Public Television) about what seniors do for a community and what the
community does for them. He noted Staff jumped through hoops from a technological perspective to
make this available for viewing.
After viewing the video, Mayor Zerby thanked Council for its patience in watching the video. Zerby
stated he is not sure if the City should consider establishing a senior commission or a task force. He noted
that he will work with Interim City Administrator Joynes about putting together a more formal
recommendation.
Councilmember Woodruff stated Communications Coordinator Moore sent Council some website links to
information about what various cities in the area are doing with regard to senior commissions. He
contacted staff at those cities and spoke to them about what they are doing.
Woodruff summarized what he learned. The City of Minnetonka senior commission is virtually 100
percent focused on activities at its senior center. Minnetonka does produce a senior resource guide.
Minnetonka’s population is about 50,000 and about 14,000 are seniors. (There are about 900 senior
residents in Shorewood.) The City of Chanhassen senior commission is very involved with all of the
things listed on the commission’s website. It focuses on five major areas – information and referral,
transportation, housing, a gathering place and nutrition. The City of Victoria senior commission has a
great charter but it doesn’t do anything.
Woodruff stated he would like to avoid establishing a senior commission/advisory board/task force that
people would lose interest in relatively quickly. He then stated Council needs to have a clear vision of
what it would like such a group to do. He noted that those he spoke with told him it was important to have
some non-seniors as members of the group.
Councilmember Siakel asked Mayor Zerby if his idea is to pull together a group of people to talk about
how residents can age in place in Shorewood. It would be a diverse group of people that could provide
input about much more than just activities at the Southshore Community Center. It could provide input to
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
Page 13 of 14
the Planning Commission. She noted the City has already taken some steps toward aging in place by
allowing accessory apartments. She stated she thinks establishing such a group would be a really good
idea. She also agreed there needs to be a clear understanding of what the group should do.
Councilmember Woodruff stated that because the City’s population is not that large he thought it would
be necessary to involve other cities to get some things done. For example, it would be great to have a
transportation system but he is not sure the City could afford that. He commented there is the Hennepin
Country transportation system.
Councilmember Hotvet stated to do this the City has to reach out to the other cities in the South Lake
area.
Councilmember Siakel stated LaRhae Grindal Knatterud, director for aging transformation with the
Minnesota Department of Human Services (DHS), spoke to the League of Women Voters South Tonka
during a program at Minnetonka City Hall about a program called Own Your Future (a joint federal and
state public awareness effort to encourage and enable individuals to plan for their long-term care needs).
She thought Ms. Grindal Knatterud did an excellent job presenting, and she noted she provided attendees
with a planning guide. Siakel explained the Governor Dayton/Lieutenant Governor Prettner Solon
administration is sponsoring the Minnesota Own Your Future initiative. A brochure was mailed to all
households that a person 55 years of age or older lived in 2012 about long-term care. She thought the
brochure was very well done. She recommended the City have Ms. Grindal Knatterud come and speak to
residents during a public information meeting about long-term care. She noted the relatively resident
survey indicated that residents have a desire to age in place.
Councilmember Woodruff stated about three years ago the State conducted a demographics survey. A
very high percentage of the seniors surveyed indicated they planned to age in the home they currently
lived in.
B. Ordinance Regulating the Use of Coal-Tar Driveway Sealants
Director Brown stated at the dais this evening Council found a copy of a revised ordinance regulating the
use and sale of coal-tar based sealer products. He explained that when the ordinance was revised to clarify
asphalt based products versus undiluted coal-tar based products the subdivision relating to the sale of
coal-tar based sealer produces was inadvertently left out.
Woodruff moved, Siakel seconded, Approving ORDINANCE NO. 500, “An Ordinance Regulating
the Sale and Use of Undiluted Coal Tar Bases Sealer Products within the City of Shorewood,
Minnesota” and Adopting RESOLUTION NO. 13-007. “A Resolution Approving Publication of
Ordinance NO. 500 by Title and Summary.” Motion passed 5/0.
12. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
Director Brown explained there continues to be an electrical issue at Badger Park. The City has promised
there would be lighting at the sculpture garden on the football field for the snow carving. Staff tried to
make it work to have both the Badger Park hockey rink and football field lights on at the same time and
that did not work. He will try and get portable lighting for the sculpture garden on the football field
tomorrow. Brown stated the Arctic Fever committee is trying to get vendors for the event to adapt do to
the loss of snow cover because of the recent rains.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
January 14, 2013
Page 14 of 14
Director Nielsen stated during Council’s next meeting he will provide an update on the proposed trail
segment from the LRT on the east side of County Road 19 in Shorewood to the existing trail in front of
the Tonka Village Shopping Center in Tonka Bay and a proposed Smithtown West Trail segment which
would go from the Shorewood/Victoria border to the Minnewashta Elementary School and then on to the
Lake Minnetonka Light Rail Trail at Eureka Road. He then stated Public Works did a great job with
creating the snow cubes.
B. Mayor and City Council
Mayor Zerby stated that on January 12, 2013, the City of Greenwood hosted a Planning and Zoning
Workshop at the Southshore Community Center. He, Councilmember Hotvet, Councilmember Siakel,
Director Nielsen, Planning Commission Chair Geng, Planning Commissioner Davis, and Planning
Commissioner Hutchins attended the workshop. He found the Workshop to be very enlightening, and for
him it was a great refresher course. The facilitators were excellent. People from multiple cities attended
and attendees ranged from newly appointed commissioners and newly elected officials to seasoned
individuals. He thanked Greenwood for hosting the Workshop. He then stated he received an email from
Greenwood Mayor Deb Kind asking if there would be any interest in another workshop later in the year
that would cover more advanced subjects.
13. ADJOURN
Hotvet moved, Woodruff seconded, Adjourning the City Council Regular Meeting of January 14,
2013, at 8:35 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
Jean Panchyshyn, Deputy City Clerk
COUNCIL ACTION FORM
Department Council Meeting Item Number
Finance January 28, 2013 3A
Item Description: Verified Claims
From: Michelle Nguyen
Bruce DeJong
Background / Previous Action
Claims for council authorization. The attached claims list includes checks numbered 53940 through
53975 totaling $402,666.88.
Staff Recommendation
Staff recommends approval of the claims list.
1/24/2013 10:32 AM A/P HISTORY CHECK REPORT PAGE: 2
VENDOR SET: 01 City of Shorewood
BANK: 1 BEACON BANK
DATE RANGE: 1/15/2013 THRU 99/99/9999
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT
00051 EFTPS - FEDERAL W/H D 1/15/2013 000000 12,285.58
00092 MN DEPT OF REVENUE D 1/15/2013 000000 2,105.83
20005 WELLS FARGO HEALTH BENEFIT SVC D 1/15/2013 000000 9,657.69
00086 AFSCME COUNCIL 5 - UNION R 1/15/2013 053943 308.32
00053 ICMA RETIREMENT TRUST-302131-4 R 1/15/2013 053944 1,313.50
16625 NCPERS MINNESOTA R 1/15/2013 053945 32.00
00052 PERA R 1/15/2013 053946 6,239.25
02880 BAYVIEW EVENT CENTER R 1/28/2013 053948 1,638.40
26100 CENTURY LINK R 1/28/2013 053949 676.97
07600 CITY OF EXCELSIOR R 1/28/2013 053950 4,360.43
29278 CLASSIC CLEANING COMPANY R 1/28/2013 053951 844.31
05875 CUB FOODS - SHOREWOOD R 1/28/2013 053952 87.63
07653 EXCELSIOR FIRE DISTRICT R 1/28/2013 053953 152,200.07
12125 FEDEX KINKO'S R 1/28/2013 053954 141.60
10000 GROUT, TWILA R 1/28/2013 053955 47.16
1 HEDBERG MAPS, INC R 1/28/2013 053956 14.09
29426 HOMEHELP R 1/28/2013 053957 49.00
11100 INTERNATIONAL INSTITUTE OF MUN R 1/28/2013 053958 230.00
29480 KONEN HOMES R 1/28/2013 053959 420.00
1 LINDY HANSON R 1/28/2013 053960 55.00
15401 METRO CITIES-ASSN OF METROPOLI R 1/28/2013 053961 3,106.00
15501 METRO COUNCIL ENV.(SAC) R 1/28/2013 053962 1,813.22
1/24/2013 10:32 AM A/P HISTORY CHECK REPORT PAGE: 3
VENDOR SET: 01 City of Shorewood
BANK: 1 BEACON BANK
DATE RANGE: 1/15/2013 THRU 99/99/9999
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT
50001 MNSPECT, INC. R 1/28/2013 053963 1,015.00
29241 MOORE, MEREDITH KAYE R 1/28/2013 053964 300.00
19966 NORTHLAND SECURITIES, INC. R 1/28/2013 053965 2,660.00
15900 OFFICE DEPOT R 1/28/2013 053966 67.65
29332 ON SITE SANITATION INC R 1/28/2013 053967 556.85
29433 PAM KOLTES ZUMBA R 1/28/2013 053968 220.50
20805 PITNEY BOWES GLOBAL FIN. SVCS. R 1/28/2013 053969 243.94
22482 SAM'S CLUB R 1/28/2013 053970 303.49
22600 SENSIBLE LAND USE COALITION R 1/28/2013 053971 161.00
23500 SO LK MTKA POLICE DEPT R 1/28/2013 053972 141,744.03
23600 STAR TRIBUNE R 1/28/2013 053973 260.00
70200 VERIZON WIRELESS R 1/28/2013 053974 61.90
19800 XCEL ENERGY R 1/28/2013 053975 21.65
00087 AFSCME CO 5 MEMBERS HEALTH FUN E 1/28/2013 999999 408.00
05305 COMMUNITY REC RESOURCES E 1/28/2013 999999 5,000.00
10576 ADVANCED IMAGING SOLUTIONS INC E 1/28/2013 999999 67.00
15885 MIDWEST MAILING SYSTEMS, INC. E 1/28/2013 999999 500.00
19435 SPRINT E 1/28/2013 999999 124.31
27195 GRAINGER, INC E 1/28/2013 999999 100.25
1/24/2013 10:32 AM A/P HISTORY CHECK REPORT PAGE: 4
VENDOR SET: 01 City of Shorewood
BANK: 1 BEACON BANK
DATE RANGE: 1/15/2013 THRU 99/99/9999
CHECK INVOICE CHECK CHECK CHECK
VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT
* * T O T A L S * * NO INVOICE AMOUNT DISCOUNTS CHECK AMOUNT
REGULAR CHECKS: 32 321,192.96 0.00 321,192.96
HAND CHECKS: 0 0.00 0.00 0.00
DRAFTS: 3 24,049.10 0.00 24,049.10
EFT: 6 6,199.56 0.00 6,199.56
NON CHECKS: 0 0.00 0.00 0.00
VOID CHECKS: 0 VOID DEBITS 0.00
VOID CREDITS 0.00 0.00 0.00
TOTAL ERRORS: 0
VENDOR SET: 01 BANK: 1 TOTALS: 41 351,441.62 0.00 351,441.62
BANK: 1 TOTALS: 41 351,441.62 0.00 351,441.62
REPORT TOTALS: 42 351,441.62 0.00 351,441.62
01-24-2013 10:31 AM C O U N C I L REPORT BY VENDOR- JANUARY 28, 2013 PAGE: 1
VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT_
ADVANCED IMAGING SOLUTIONS INC 1/28/13 SVC 12/15/12-01/14/13 General Fund Municipal Buildings 67.00_
TOTAL: 67.00
AFSCME CO 5 MEMBERS HEALTH FUND 1/28/13 CHARLIES DAVIS General Fund Unallocated Expenses 51.00
1/28/13 GREG FASCHING General Fund Unallocated Expenses 51.00
1/28/13 JOSEPH LUGOWSKI General Fund Unallocated Expenses 51.00
1/28/13 BRADLEY MASON General Fund Unallocated Expenses 51.00
1/28/13 CHRISTOPHER POUNDER General Fund Unallocated Expenses 51.00
1/28/13 DANIEL RANDALL General Fund Unallocated Expenses 51.00
1/28/13 BRUCE STARK General Fund Unallocated Expenses 51.00
1/28/13 TERRY TOWER General Fund Unallocated Expenses 51.00_
TOTAL: 408.00
AFSCME COUNCIL 5 - UNION 1/15/13 P/R DEDUCTS - JAN - UNION General Fund NON-DEPARTMENTAL 308.32_
TOTAL: 308.32
BAYVIEW EVENT CENTER 1/28/13 PRINCESS TEA EVENT 1/20/13 General Fund Recreation 1,638.40_
TOTAL: 1,638.40
CENTURY LINK 1/28/13 952-474-7635-SOUTHSHORE CO Southshore Communi Senior Community Cente 125.15
1/28/13 612-E45-1785 Water Utility Water 315.39
1/28/13 612-E45-8019 Water Utility Water 236.43_
TOTAL: 676.97
CITY OF EXCELSIOR 1/28/13 SANITARY SEWER SERVICE Sanitary Sewer Uti Sewer 4,360.43_
TOTAL: 4,360.43
CLASSIC CLEANING COMPANY 1/28/13 C.H. SVC General Fund Municipal Buildings 529.03
1/28/13 P.W. SVC General Fund Public Works 315.28_
TOTAL: 844.31
COMMUNITY REC RESOURCES 1/28/13 JAN CONTRACT SVC Southshore Communi Senior Community Cente 5,000.00_
TOTAL: 5,000.00
CUB FOODS - SHOREWOOD 1/28/13 ARCTIC FEVER FOODS General Fund Recreation 87.63_
TOTAL: 87.63
EFTPS - FEDERAL W/H 1/15/13 FEDERAL W/H General Fund NON-DEPARTMENTAL 4,916.14
1/15/13 FICA W/H General Fund NON-DEPARTMENTAL 2,986.30
1/15/13 MEDICARE W/H General Fund NON-DEPARTMENTAL 698.42
1/15/13 FICA W/H General Fund Administration 420.89
1/15/13 MEDICARE W/H General Fund Administration 98.43
1/15/13 FICA W/H General Fund Finance 291.17
1/15/13 MEDICARE W/H General Fund Finance 68.10
1/15/13 FICA W/H General Fund Planning 294.04
1/15/13 MEDICARE W/H General Fund Planning 68.77
1/15/13 FICA W/H General Fund Protective Inspections 271.23
1/15/13 MEDICARE W/H General Fund Protective Inspections 63.44
1/15/13 FICA W/H General Fund Public Works 841.40
1/15/13 MEDICARE W/H General Fund Public Works 196.79
1/15/13 FICA W/H General Fund Ice & Snow Removal 36.54
1/15/13 MEDICARE W/H General Fund Ice & Snow Removal 8.54
1/15/13 FICA W/H General Fund Park Maintenance 278.96
1/15/13 MEDICARE W/H General Fund Park Maintenance 65.24
1/15/13 FICA W/H General Fund Recreation 186.61
1/15/13 MEDICARE W/H General Fund Recreation 43.65
01-24-2013 10:31 AM C O U N C I L REPORT BY VENDOR- JANUARY 28, 2013 PAGE: 2
VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT_
1/15/13 FICA W/H Southshore Communi Senior Community Cente 7.95
1/15/13 MEDICARE W/H Southshore Communi Senior Community Cente 1.85
1/15/13 FICA W/H Water Utility Water 123.27
1/15/13 MEDICARE W/H Water Utility Water 28.83
1/15/13 FICA W/H Sanitary Sewer Uti Sewer 173.99
1/15/13 MEDICARE W/H Sanitary Sewer Uti Sewer 40.68
1/15/13 FICA W/H Recycling Utility Recycling 6.35
1/15/13 MEDICARE W/H Recycling Utility Recycling 1.49
1/15/13 FICA W/H Stormwater Managem STORMWATER MANAGEMENT 53.90
1/15/13 MEDICARE W/H Stormwater Managem STORMWATER MANAGEMENT 12.61_
TOTAL: 12,285.58
EXCELSIOR FIRE DISTRICT 1/28/13 OPERATIONS General Fund Fire Protection 80,286.32
1/28/13 BUILDINGS General Fund Fire Protection 71,913.75_
TOTAL: 152,200.07
FEDEX KINKO'S 1/28/13 5625 CHRISTMAS LK RD-PLAN General Fund Protective Inspections 141.60_
TOTAL: 141.60
GRAINGER, INC 1/28/13 SUPPLIES General Fund Public Works 100.25_
TOTAL: 100.25
GROUT, TWILA 1/28/13 ARCTIC FEVER EXP General Fund Recreation 47.16_
TOTAL: 47.16
HOMEHELP 1/28/13 TABLECLOTHS -01/11/13 Southshore Communi Senior Community Cente 49.00_
TOTAL: 49.00
ICMA RETIREMENT TRUST-302131-457 1/15/13 P/R DEDUCTS-DEFERRED COM General Fund NON-DEPARTMENTAL 1,185.96
1/15/13 P/R DEDUCTS-DEFERRED COM General Fund NON-DEPARTMENTAL 127.54_
TOTAL: 1,313.50
INTERNATIONAL INSTITUTE OF MUNICIPAL C 1/28/13 MEMBERSHIP-JEAN PANCHYSHYN General Fund Administration 145.00
1/28/13 MEMBERSHIP-TWILA GROUT General Fund Administration 85.00_
TOTAL: 230.00
KONEN HOMES 1/28/13 REPAIR OF WATER SVC Water Utility Water 420.00_
TOTAL: 420.00
METRO CITIES-ASSN OF METROPOLITAN MUNI 1/28/13 2013 MEMBERSHIP General Fund Council 3,106.00_
TOTAL: 3,106.00
METRO COUNCIL ENV.(SAC) 1/28/13 4TH QTR SAC REPORT Sanitary Sewer Uti NON-DEPARTMENTAL 1,813.22_
TOTAL: 1,813.22
MIDWEST MAILING SYSTEMS, INC. 1/28/13 FEB NEWSLETTER POSTAGE General Fund Administration 500.00_
TOTAL: 500.00
MISC. VENDOR HEDBERG MAPS, INC 1/28/13 POSTAGE FOR POCKET MAPS General Fund Administration 14.09
LINDY HANSON 1/28/13 PRINCESS TEA REFUND General Fund NON-DEPARTMENTAL 55.00_
TOTAL: 69.09
MN DEPT OF REVENUE 1/15/13 STATE W/H General Fund NON-DEPARTMENTAL 2,105.83_
TOTAL: 2,105.83
MNSPECT, INC. 1/28/13 DEC INSPECTION SVC General Fund Protective Inspections 1,015.00
01-24-2013 10:31 AM C O U N C I L REPORT BY VENDOR- JANUARY 28, 2013 PAGE: 3
VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT_
_______________
TOTAL: 1,015.00
MOORE, MEREDITH KAYE 1/28/13 COMMERCIAL KITCHEN CLEANIN Southshore Communi Senior Community Cente 300.00_
TOTAL: 300.00
NCPERS MINNESOTA 1/15/13 UNIT #762400-JANUARY LIFE General Fund NON-DEPARTMENTAL 32.00_
TOTAL: 32.00
NORTHLAND SECURITIES, INC. 1/28/13 CONITUNING DISCLORE/ AUDIT 2007A EDA Debt - W 2007A EDA Ref Debt 745.00
1/28/13 CONITUNING DISCLORE/ AUDIT 2007B EDA Debt - P 2007B EDA Ref Debt 740.00
1/28/13 CONITUNING DISCLORE/ AUDIT 2007C EDA Debt - E 2007C EDA Ref Debt 740.00
1/28/13 CONTINUING DISCLOSURE Water Utility Water 435.00_
TOTAL: 2,660.00
OFFICE DEPOT 1/28/13 GEN SUPPLIES General Fund Administration 42.04
1/28/13 GEN SUPPLIES General Fund Administration 17.46
1/28/13 GEN SUPPLIES General Fund Administration 8.15_
TOTAL: 67.65
ON SITE SANITATION INC 1/28/13 BAGER PARK General Fund Park Maintenance 45.96
1/28/13 CATHCART PARK General Fund Park Maintenance 45.96
1/28/13 FREEMAN PARK General Fund Park Maintenance 137.88
1/28/13 SILVERWOOD PARK General Fund Park Maintenance 45.96
1/28/13 SOUTH SHORE SKATE General Fund Park Maintenance 45.96
1/28/13 CHRISTMAS LAKE BOAT ACCESS General Fund Park Maintenance 235.13_
TOTAL: 556.85
PAM KOLTES ZUMBA 1/28/13 ZUMBA CLASS-SESSION II Southshore Communi Senior Community Cente 220.50_
TOTAL: 220.50
PERA 1/15/13 P/R DEDUCTS-PERA General Fund NON-DEPARTMENTAL 2,888.54
1/15/13 P/R DEDUCTS-PERA General Fund Administration 496.77
1/15/13 P/R DEDUCTS-PERA General Fund Finance 364.82
1/15/13 P/R DEDUCTS-PERA General Fund Planning 398.45
1/15/13 P/R DEDUCTS-PERA General Fund Protective Inspections 231.20
1/15/13 P/R DEDUCTS-PERA General Fund Public Works 952.50
1/15/13 P/R DEDUCTS-PERA General Fund Ice & Snow Removal 44.56
1/15/13 P/R DEDUCTS-PERA General Fund Park Maintenance 330.32
1/15/13 P/R DEDUCTS-PERA General Fund Recreation 108.65
1/15/13 P/R DEDUCTS-PERA Southshore Communi Senior Community Cente 9.29
1/15/13 P/R DEDUCTS-PERA Water Utility Water 147.89
1/15/13 P/R DEDUCTS-PERA Sanitary Sewer Uti Sewer 205.42
1/15/13 P/R DEDUCTS-PERA Recycling Utility Recycling 7.43
1/15/13 P/R DEDUCTS-PERA Stormwater Managem STORMWATER MANAGEMENT 53.41_
TOTAL: 6,239.25
PITNEY BOWES GLOBAL FIN. SVCS., LLC 1/28/13 QUATERLY POSTAGE RENTAL General Fund Municipal Buildings 243.94_
TOTAL: 243.94
SAM'S CLUB 1/28/13 CITY HALL General Fund Municipal Buildings 148.59
1/28/13 PUBLIC WORK General Fund Public Works 154.90_
TOTAL: 303.49
SENSIBLE LAND USE COALITION 1/28/13 BRADLEY NIELSEN General Fund Planning 75.00
1/28/13 PROGRAM 01/31-BRAD & DAVIS General Fund Planning 86.00_
TOTAL: 161.00
01-24-2013 10:31 AM C O U N C I L REPORT BY VENDOR- JANUARY 28, 2013 PAGE: 4
VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT_
SO LK MTKA POLICE DEPT 1/28/13 QUARTERLY LEASE PAYMENT General Fund Police Protection 56,941.00
1/28/13 4TH QTR-HCPF-DAVID NINAS General Fund Police Protection 75.00
1/28/13 4TH QTR 2012-CO General Fund Police Protection 309.03
1/28/13 OPERATING BUDGET EXPENSE General Fund Police Protection 84,419.00_
TOTAL: 141,744.03
SPRINT 1/28/13 SVC 12/13/12-01/12/13 Water Utility Water 62.15
1/28/13 SVC 12/13/12-01/12/13 Sanitary Sewer Uti Sewer 62.16_
TOTAL: 124.31
STAR TRIBUNE 1/28/13 2013 NEWSPAPERS General Fund Municipal Buildings 260.00_
TOTAL: 260.00
VERIZON WIRELESS 1/28/13 612-865-3582 - BRAD NIELSE General Fund Planning 61.90_
TOTAL: 61.90
WELLS FARGO HEALTH BENEFIT SVCS 1/15/13 P/R DEDUCTS-HSA General Fund NON-DEPARTMENTAL 1,363.05
1/15/13 P/R DEDUCTS-HSA General Fund Administration 8,294.64_
TOTAL: 9,657.69
XCEL ENERGY 1/28/13 5655 MERRY LANE General Fund Park Maintenance 21.65_
TOTAL: 21.65
**PAYROLL EXPENSES 1/15/2013 - 99/99/9999 General Fund Administration 6,852.08
General Fund Finance 5,032.03
General Fund Planning 5,495.95
General Fund Protective Inspections 4,940.13
General Fund Public Works 14,217.81
General Fund Ice & Snow Removal 614.61
General Fund Park Maintenance 4,919.65
General Fund Recreation 3,010.04
Southshore Communi Senior Community Cente 128.10
Water Utility Water 2,100.35
Sanitary Sewer Uti Sewer 2,939.06
Recycling Utility Recycling 102.48
Stormwater Managem STORMWATER MANAGEMENT 872.97_
TOTAL: 51,225.26
01-24-2013 10:31 AM C O U N C I L REPORT BY VENDOR- JANUARY 28, 2013 PAGE: 5
VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT_
=============== FUND TOTALS ================
101 General Fund 380,025.13
307 2007A EDA Debt - W Fire 745.00
308 2007B EDA Debt - Police 740.00
309 2007C EDA Debt - E Fire 740.00
490 Southshore Community Ctr. 5,841.84
601 Water Utility 3,869.31
611 Sanitary Sewer Utility 9,594.96
621 Recycling Utility 117.75
631 Stormwater ManagementUtil 992.89
--------------------------------------------
GRAND TOTAL: 402,666.88
--------------------------------------------
TOTAL PAGES: 5
#3B
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Position Descriptions
Meeting Date: January 28, 2013
Prepared by: Bill Joynes, City Administrator
Reviewed by:
Attachments:
Background: At its meeting on December 10, 2012, Council reviewed the updated position
descriptions as provided by Ms. Laura McClemans. Minor edits have been made to the descriptions
based on Council’s feedback. The revised position descriptions are attached under separate cover.
The job descriptions include:
City Administrator
City Clerk (it is recommended to change this job title from Deputy Clerk to City Clerk due to job
duties)
Finance Director/Treasurer
Director of Public Works
Planning Director
City Engineer
Building Official
Assistant Planner
Senior Accountant
Communications/Recycling Coordinator
Park and Recreation Coordinator/Adm. Asst.
Receptionist/Adm. Asst. for PW/Engr.
Light Equipment Operator - Utility Lead Supervisor
Light Equipment Operator
Light Equipment Operator - Utilities
Light Equipment Operator - Shop Technician
Recommendation / Action Requested:
A motion accepting the updated City of Shorewood job descriptions as provided to Council.
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 COUNCIL CHAMBERS
PLANNING COMMISSION MEETING 5755 COUNTRY CLUB ROAD
TUESDAY, JANUARY 15, 2013 7:00 P.M.
MINUTES
CALL TO ORDER
Chair Geng called the meeting to order at 7:04 P.M.
ROLL CALL
Present: Chair Geng; Commissioners Charbonnet, Davis and Hutchins; Council Liaison Siakel;
and Planning Director Nielsen
Absent: Commissioners Garelick and Muehlberg
APPROVAL OF AGENDA
Director Nielsen asked that Item 2 be removed from the agenda. The discussion about zoning permits
occurred during the Planning Commission’s November 20, 2012, meeting. He explained Staff is going to
draft an ordinance and a public hearing will be held on the ordinance during the Planning Commissions
February 5, 2013, meeting.
Hutchins moved, Davis seconded, approving the agenda for January 15, 2013, as amended. Motion
passed 4/0.
APPROVAL OF MINUTES
December 4, 2012
Chair Geng noted that the action taken on Ashland Woods Final Plat was missing from the minutes of the
December 4, 2012, Planning Commission meeting.
Hutchins moved, Charbonnet seconded, tabling the approval of the Planning Commission Meeting
Minutes of December 4, 2012, to the February 5, 2013, meeting. Motion passed 4/0.
1. MINOR SUBDIVISION
Applicants: Thomas Wartman
Location: 26985 Edgewood Road
Director Nielsen noted Tom Wartman, the applicant, could not be present this evening for the discussion
about his request for a minor subdivision of his property located at 26985 Edgewood Road. He clarified
that this minor subdivision does not require a public hearing.
Director Nielsen explained Mr. Wartman has requested approval of a minor subdivision, splitting the
property into two single-family lots. The property is located in the R-1A/S, Single-Family
Residential/Shoreland district. The property contains 88,202 square feet of area. Each lot will contain
44,125 feet of area which is in excess of what the R1-A district requires. They will both be 125 feet wide.
CITY OF SHOREWOOD PLANNING COMMISSION MEETING
January 15, 2013
Page 2 of 5
The land is characterized by an elevated knoll on its west side, dropping 11 feet to a lower area on the east
side of the lot.
There are already drainage and utility easements around the perimeter of the property. The applicant is
proposing 10-foot-wide drainage and utility easements along each side of the new lot line. That is
consistent with the City’s Zoning Ordinance. City records indicate the property is only served with one
sewer connection. There is a manhole located in front of the easterly property which will allow for an
easy connection to the sewer system when a house is built on the easterly property. There is a low spot on
the northerly portion of the new easterly lot that may require some fill. The applicant has been advised
that if more than 100 cubic yards is required the applicant will have to get a conditional use permit prior
to the construction of the home.
Nielsen noted that based on the analysis of this case Staff recommends approval of the minor subdivision
subject to the following.
1. The applicant must provide deeds for drainage and utility easements, 10 feet wide along each side
of the new lot line.
2. The applicant must provide an up-to-date (within 30 days) title opinion for review by the City
Attorney.
3. Prior to release of the resolution approving the request, the applicant must pay park dedication
fees ($5000 per lot) and one local sanitary sewer access charge ($1200).
4. Since the division itself does not result in the removal of any trees from the property, tree
preservation and reforestation can be addressed at the time building permits are applied for.
5. Once the applicant receives the resolution approving the subdivision, he must record it and the
easement deeds within 30 days.
Commissioner Hutchins stated the on-site signage advertises one lot will be 120 feet wide and the other
will be 130 feet wide. Director Nielsen explained the subdivision drawing submitted indicates they will
both be approximately 125 feet wide. Hutchins asked if that was a result of discussion the applicant had
with the City.
Davis moved, Hutchins seconded, recommending approval of a minor subdivision for Tom
Wartman for his property located at 26985 Edgewood Road and clarifying that there will be a
sanitary sewer connection charge in the amount of $1200 for the new easterly lot only. Motion
passed 4/0.
Chair Geng noted that this item will be placed on the January 28, 2013, City Council meeting agenda.
2. ZONING CODE DISCUSSION – GENERAL PROVISIONS
Zoning Permits
This item was removed from the agenda at Director Nielsen’s request.
CITY OF SHOREWOOD PLANNING COMMISSION MEETING
January 15, 2013
Page 3 of 5
3. 2013 WORK PROGRAM
Director Nielsen noted the Planning Commission had been provided with a revised memorandum about
the Planning Commission’s 2013 work program. He stated that once there is some consensus about when
the various tasks should be worked on he will put that work program information in chart layout form. He
noted Council would like the work program to indicate at what points along the way of each project work
products will be generated. He encouraged the Commission to recommend items to be added to the list
that they deem appropriate.
Nielsen reviewed his list of items in the work program and explained each one briefly.
Update Trail Implementation Process – begin discussion in February – The process laid out in
Comprehensive (Comp) Plan is not exactly the one used to date for the Smithtown West trail
project. For example, the Comp Plan does not include holding an open house. That was done for
the Smithtown West project and it went very well. The trail walk portion needs to be updated to
better reflect what the intent of it is.
Zoning / Wrap up General Provisions – complete in February
Noise Ordinance – discuss again in February
Trail Plan / Galpin Lake Road Trail – March
Trail Plan / Mill Street Trail – March. The City of Excelsior has applied for grant funds for a
feasibility study for the section of the Trail that would be located in Excelsior. Excelsior asked if
Shorewood wanted to participate in a coordinated effort.
Zoning / Wind Generators – April
Comprehensive Plan/Zoning: Housing for people over 55 years of age – May – the City’s
regulations need to be updated.
Smithtown Crossing – What is next? – June
Planning District 6 – July – do another study
Zoning: Review residential zoning districts – August through December
Annual variance discussion
Chair Geng asked if the Planning Commission should review the subject of sustainability. Director
Nielsen stated he would add a task to review the status of that.
Director Nielsen stated that with regard to the noise issue near Hillendale Road he anticipates that one
way or the other the Planning Commission is going to be involved in trying to find some solution to that.
He is not sure if it will take the form of a zoning solution or a nuisance solution. A noise ordinance will
not be the solution. Chair Geng stated it may be worth checking with Michael Couri, the attorney who
presented during the Planning & Zoning Workshop on January 12, because Mr. Couri had told him he
was aware of another unit of government that had a similar nuisance problem. That unit of government
addressed it in its ordinance going forward and in its nuisance regulations. It may be useful for the
Planning Commission to review how that unit of government addressed it.
Nielsen stated an individual who mentored him earlier in his career owns land out in Cokato and the
property owners next to that individual’s property built a motor cycle track. His friend did a lot of
research into what could be done. Nielsen noted he planned on talking to his friend. He explained that
based on his research the issue near Hillendale Road is not a unique problem. The owner of the nuisance
property near Hillendale Road has not built a physical track; but, people ride their recreational vehicles all
CITY OF SHOREWOOD PLANNING COMMISSION MEETING
January 15, 2013
Page 4 of 5
over that property. He noted the City Attorney has reached out to some of his colleagues to see if they are
aware of similar issues and if so how they were solved.
Commissioner Davis stated kids of all ages are riding recreational motorized things on streets in the City.
This is not just an issue in yards.
Commissioner Hutchins stated on Tom Wartman’s property there were tire tracks on the back of the
property that went on to neighboring properties as well.
Director Nielsen commented there used to be demolition derbies around Marsh Point.
Commissioner Hutchins suggested the Planning Commission decide what to do next about the Smithtown
Crossing Work Program item sooner versus later. He stated even though there is some development going
on there are not a lot of development dollars available. He then stated the sooner developers are aware of
the potential development opportunity there the better. He suggested there be some proactive
communication about it.
Director Nielsen stated he will have the Work Program laid out in a chart form for the February meeting.
In addition to that chart he will provide the Planning Commission with a calendar showing the meeting
dates.
There was Planning Commission consensus to continue to have just one meeting a month, and that if the
first Tuesday of the month is the day after a holiday then the meeting will be held on the third Tuesday of
the month.
4. MATTERS FROM THE FLOOR
None.
5. OLD BUSINESS/NEW BUSINESS
Commissioner Davis stated the Arctic Fever event is scheduled for the upcoming weekend. She noted a
new activity this year is snow sculpting as is kite-boarding. She explained Channel 4 news will broadcast
live from the sculpture garden in Badger Park at 5:00 P.M. and 6:00 P.M. on January 18, 2013. Also,
Kelley Casey and his crew from Minnesota Big Snow are going to carve all day on January 18. Mr. Casey
and crew took second place in China last year. Mr. Casey stated he will assist other people with their
sculpting.
Director Nielsen stated Public Works personnel made 21 blocks to carve, and that they did a nice job.
6. DRAFT NEXT MEETING AGENDA
Director Nielsen stated during the February 5, 2013, Planning Commission meeting the three items on the
Work Program for February will be discussed. They include updating the trail implementation process,
finishing the review of the general provisions section of the zoning code, and continued discussion of the
noise ordinance.
CITY OF SHOREWOOD PLANNING COMMISSION MEETING
January 15, 2013
Page 5 of 5
7. REPORTS
• Liaison to Council
Commissioner Hutchins reported on matters considered and actions taken during the December 10, 2012,
City Council meeting (as detailed in the minutes of that meeting). Council Liaison Siakel elaborated on
Council’s discussion about establishing a group to talk about issues related to aging in the City which was
discussed during it January 14, 2013, meeting. Chair Geng reported on other matters considered and
actions taken during the January 14 City Council meeting (as detailed in the minutes of that meeting).
During the meeting it was noted that Greenwood Mayor Kind has communicated to those people who
attended the Planning & Zoning Workshop, which Greenwood hosted on January 12, asking if they would
be interested in attending a similar workshop later during the year that would deal with more advanced
topics.
• SLUC
Director Nielsen noted that he and Commissioner Davis are going to attend the Sensible Land Use
Coalition program in January. Davis noted it will be about placemaking.
• Other
None.
8. ADJOURNMENT
Davis moved, Hutchins seconded, Adjourning the Planning Commission Meeting of January 15,
2013, at 7:45 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
#10A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Appointments to the Planning Commission
Meeting Date: January 28, 2013
Prepared by: Jean Panchyshyn, Deputy Clerk
Reviewed by: Bill Joynes, City Administrator
Attachments: Resolution
Background: Earlier this evening, Council held a special meeting to interview candidates to consider
appointment to fill four open seats on the Planning Commission. The term of three of the appointments
will go through February 2016. The term of the fourth appointment is to fill the seat recently vacated by
Mr. Hasek, and will go through February 2015.
Dustin Maddy, Jennifer Labadie, Steve Dietz, Sue Davis and Tom Geng interviewed for the seats. Ms.
Davis and Mr. Geng are current members of the commission.
Action Options:
1)Identify which candidate(s) to be appointed, and adopt a resolution appointing the candidates
identified;
And/or
2) Direct staff to continue to advertise for the Planning Commission opening(s).
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. 13-______
A RESOLUTION MAKING PLANNING COMMISSION APPOINTMENTS
WHEREAS,
the City of Shorewood City Council has considered the appointment of
Shorewood residents to serve on the Planning Commission;
NOW, THEREFORE BE IT RESOLVED
that the City Council of the City of
Shorewood hereby makes the following appointment to the Planning Commission effective March
1, 2013, with the term expiration as indicated:
Planning Commission:
Member Term
1.____________________________________ February 28, 2015
2. ___________________________________ February 29, 2016
3.____________________________________ February 29, 2016
4.____________________________________ February 29, 2016
Said appointment is made to the seven member Planning Commission which consists of the
following additional members:
Member Term
5.Steve Charbonnet February 28, 2014
6.Michael Garelick February 28, 2014
7.Larry Muehlberg February 28, 2015
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 28th
day of January, 2013.
___________________________
ATTEST: Scott Zerby, Mayor
___________________________________
William S. Joynes, City Administrator/Clerk
#10B
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Establish a Post-Issuance Compliance Policy
Meeting Date: January 28, 2013
Prepared by: Bruce DeJong
Attachments: Letter from Kennedy & Graven
Post-Issuance Compliance Procedure & Policy
Resolution Awarding Sale
Policy Consideration:
Should the City Council establish a policy to comply with IRS Regulations for tax exempt bonds?
Background:
The City's bond attorney, Martha Ingram, of Kennedy & Graven, has provided staff with a recommended
policy to assist with post-issuance compliance regarding tax exempt bonds. This is in response to
regulations that have changed since the last time the city issued bonds. The IRS has become more
aggressive in reviewing the status of tax exempt bonds. They have revamped Form 8038-G to verify the
existence of policies to make sure arbitrage calculations and rebate payments occur if excess interest
earnings over the bond interest rate are created through bond issues.
Establishing this recommended policy should allow for the proper continuing disclosure regarding the
bonds that the City has outstanding. This also allows the purchasers of our bonds to rely on their tax
exempt status remaining in effect.
Financial or Budget Considerations:
None.
Options:
The City Council may choose to:
1.Adopt the post-issuance policy as presented.
2.Modify the policy as desired and adopt the resolution.
Recommendation / Action Requested:
Staff recommends adoption of the Resolution Approving Post-Issuance Compliance Procedure & Policy.
Next Steps and Timelines:
None.
Connection to Vision / Mission:
This policy contributes to sound financial management by ensuring compliance with IRS regulations.
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
#11A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Resolution Awarding Sale, $2,270,000 GO Water Revenue Refunding Bonds, Series
2013A
Meeting Date: January 28, 2013
Prepared by: Bruce DeJong
Attachments: Resolution Awarding Sale
Crossover Refunding Escrow Agreement
Policy Consideration:
Should the City Council issue refunding bonds at this time to generate interest cost savings?
Background:
The City's bond consultant, Paul Donna, of Northland Securities, will present the results of the
competitive sale of the 2013A GO Water Revenue Refunding Bonds. Mr. Donna will provide the details
of the bidders and rates. Staff participated in a conference call with Moody's Investor Services for the
purposes of assigning a bond rating to this sale. They have affirmed the City's current Aa1 rating.
Because the 2006A issue is an advance refunding, the bonds are not callable until February 1, 2014. In
order to advance refund the bonds, an escrow account needs to be established to fully cover the call of
all outstanding bonds. Approval of the attached escrow agreement will create the required account.
Financial or Budget Considerations:
This refunding is estimated to save between $270,651 and $292,937 on a net present value basis. The
10%+ savings is well in excess of the 3% minimum savings required by state statute.
Options:
The City Council may choose to:
1.Award the sale to the low bidder.
2.Reject all bids.
Recommendation / Action Requested:
Staff recommends adoption of:
1.Resolution Awarding the Sale of General Obligation Water Revenue Refunding Bonds,
Series 2013A.
2.Crossover Refunding Escrow Agreement.
Next Steps and Timelines:
The bond sale should close around March 6.
Connection to Vision / Mission:
This process contributes to sound financial management by providing low cost financing of city
infrastructure.
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
#12B1
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Minnehaha Creek Watershed District (MCWD) Appropriation and Illicit
Discharge Detection & Elimination Rules
Meeting Date: January 28, 2013
Prepared by: Bill Joynes, City Administrator
Reviewed by:
Attachments: MCWD Memorandum dated January 11, 2013
Background:
The Minnehaha Creek Watershed District distributed the attached Memorandum dated January 11,
2013, relating to two rules it has drafted, as required by state law, on Appropriations and Illicit Discharge
Detection & Elimination Rules.
Councilmember Woodruff requested Council discuss and provide comments by the Comment Period
deadline noted in the memorandum (February 28, 2013). The MCWD will hold a public hearing for
adoption of these rules on March 28.
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